sharepoint metadata - simple to sublime
DESCRIPTION
These slides accompany a presentation on SharePoint Metadata given by Andy Coyle at SharePoint Saturday SacramentoTRANSCRIPT
Welcome to the First Annual SharePoint
Saturday Sacramento!!
SHAREPOINT METADATA
From the Simple to the Sublime
Andy Coyle
Conglomerated Software
Copyright – Conglomerated Software Because Edutainment was already
copyrighted Because no one else would think of it or
bother to use it Because Entercation sounds R-Rated
Entertainment & Content
Entertainment & ContentEntertontentEntertainmentContentEntertainmeContentEntertainContentEntertaContentEntertContent
6 W’s
Who What Where When Why Wow!
Authorized users and processes use Metadata to decorate SharePoint objects with additional properties during the object’s lifetime so that the object can be easily categorized, filtered, found, sorted, or viewed…. Wow!
Seven Habits
Habit 1: Be Proactive Habit 2: Begin with the End in Mind Habit 3: Put First Things First Habit 4: Think Win-Win Habit 5: Seek First to Understand, then to be
understood Habit 6: Synergize Habit 7: Sharpen the Saw
Begin with Tech in Mind Create a twitter account Create a SP web part to consume the feed Code the web part to chart responses, filtering invalid responses Demonstrate web part functionality to the group Assume majority of audience knows how to use twitter Assume majority of audience has smart phones Pose a survey question to audience Assume audience is paying attention Show live responses on web page Auto-refresh web page Code the web part to save off the results and zero the chart in
prep for next question Tap dance if something breaks.
Who wants to see the Solution?
Begin with the End in Mind
Determine audience SP knowledge.
Get the audience involved, include as many as possible.
Allow the audience to see the results.
Improve opportunities for success (Limit the Rube Goldberg effect).
Get more attention on me (less attention on these boring slides).
Solution
How many people are using SP?
How many people know what Metadata is?
How many people think this is the most interesting session all day?
Dull OK Great Extra Special
Clooney0
5
10
15
20
25
Rate this presentation
Responses
Cost benefit analysis should temper your SP solutions.
What
What is Metadata? What are some examples?
Valedictorian Speech
What is Metadata?
Well, Webster's Dictionary defines it as…
Other references: Properties, Tags, metacontent, data about data, data about contents, data about structure
Metadata we know
File Name
File Size
Creation Date
Created by
Modification Date
Modified by
Type
Why Metadata?
Can’t I just use folders? Navigate, sort, filter, view, search
WhoWho typically creates Metadata? Design – Microsoft, SP Software Developers,
Site Administrators, Site Owners, Designers, Contributors
Populate – Operating System, SP Workflow, Programs, Site Administrators, Site Owners, Designers, Contributors, Readers
Who Uses Metadata? SP Workflow, Programs, All SharePoint users
Where and When
SharePoint All the time
Meta Data Design
Who (roles) will be accessing the data?
What do they want to see?
How many required fields?
How many optional fields?
Metadata Design for Users
Required fields 0-3 Best 3-5 Good 6-Up Reconsider design
Optional Fields 0-3 Reconsider… Why SharePoint? 3-5 Best 6-10 Good 11-up Reconsider Design
Metadata Design for Processes
Required fields Depends on the process and user
interaction. If there is user interaction with the list/library, then 0, otherwise, unlimited.
Optional Fields Unlimited – Have a purpose for each field.
Hide fields from user input screens. Show fields to users only where they make sense.
Selecting Data Types
Data types for fields Single line of text Multiple lines of text Choice (menu to choose from) Number (1, 1.0, 100) Currency ($, ¥, €) Date and Time Lookup (information already on this site) Yes/No (check box) Person or Group Hyperlink or Picture Calculated (calculation based on other columns) External Data Managed Metadata
My Catch-Phrases
Consulting Tagline:
Tag to the Kids:
SharePoint Tagline:
Conglomerated Software:Shhhh…. Right!
Way it is.
It Depends…
That is the 20%
What is the Best Way?
Best Practices - Guidelines
Goals – what are you trying to accomplish? Quick and easy, Enterprise?
It Depends…
I bought a monkey
Training My Monkey
Farmer’s market Fruit Stand Supermarket Walter’s Market
Simple : Farmer’s Market
Quick and Easy
Very little differentiation
Little metadata required
Library metadata
Local Data in a LibraryDocument Library
Library Settings
Library Items (content)
Document Content Type (default)
WorkflowSite
ColumnsDocument Template Policy Local
ColumnsLocal
Columns
Bigger: Local Fruit Stand
Lots of fruits
A few other products
Site Columns
Site
Using a Site Column
Document Library
Library Settings
Library Items (content)
Document Content Type (default)
WorkflowSite
ColumnsDocument Template Policy Local
ColumnsLocal
Columns
Site Columns
Site Columns
Site Columns
Even Bigger: Supermarket
Many fruits
Vegetables
Many other products
Content Types
Site
Using a Content Type
Document Library
Library Settings
Library Items (content)
Site Columns
Biggest: SuperDuper Market
Fruits, Vegetables,
Everything.
Managed metadata –
Walters Market
Site Columns Mg’d Metadata
Site
Site Columns
Site Columns
Site Columns
All Together Now
Content types
Bundles together a:
Template (normal.dot)
Meta Data
Workflow
Policy
Back to Supermarket
Don’t ForgetSharePint!!
Join us at 6:00 pm at BJs Brewhouse for a free drink,
kindly provided by Rackspace! A great opportunity to network with
other SharePoint Professionals!
Don’t forget to fill out your bingo cards and surveys to be eligible for GREAT end of day raffles!
Sponsored By…..
Thanks to Our Sponsors