sharepoint metadata workshop

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  1. 1. SharePoint Metadata: What business users need to know www.clearboxconsulting.co.uk sam@clearboxconsulting.co.uk @sammarshall
  2. 2. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  3. 3. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Sam Marshall Director of ClearBox Consulting Former global intranet manager at Unilever Intranet Benchmarking Forum Associate ClearBox Consulting Intranet & SharePoint Strategy Governance Implementation Collaboration Training www.clearboxconsulting.co.uk
  4. 4. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Agenda What has metadata ever done for us? Defining columns and content types Managed metadata and taxonomies Folders and other tricks
  5. 5. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Where do you stand on SharePoint?
  6. 6. www.clearboxconsulting.co.uk What has metadata ever done for us?
  7. 7. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  8. 8. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  9. 9. www.clearboxconsulting.co.uk ClearBox Consulting 2011 What is metadata? 1) With the other people on your table think of the kinds of metadata for products in a supermarket 1. Weight 2. Price 3. Ingredients 2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers Write 5+ that mostly interest store managers 3) Group the items into logical clusters Label the groups on the large post-it notes
  10. 10. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Where it appears in SharePoint List Columns Document Library Columns Content Types Managed Metadata Social tags
  11. 11. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  12. 12. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  13. 13. www.clearboxconsulting.co.uk ClearBox Consulting 2011 SharePoint Hierarchy (simplified) Items LibrariesLists Sub-Sites Site Collection Intranet Home Marketing Sales News Latest bids Calendar Meeting 12th April Brochures 2011 Products
  14. 14. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Why is metadata important in SharePoint? 1. Search indexing 2. Filtering Search Results (Faceted search) 3. Filtering and Sorting lists 4. Common language to connect content together 5. Managing content e.g. Expiry dates, Owner 6. Personalisation 7. Tag clouds for alternative navigation 8. Informing users about a document without having to open it
  15. 15. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Filtering search results
  16. 16. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Filtering Lists
  17. 17. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Social Tags
  18. 18. www.clearboxconsulting.co.uk ClearBox Consulting 2011 My Site My Tags
  19. 19. www.clearboxconsulting.co.uk What do business owners need to do?
  20. 20. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Business ownership 1. Decide on the approach What problem are you trying to solve? Strict control vs. Folksonomy
  21. 21. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Metadata controlometer Strict Loose Top-down Regulated Process-driven Bottom-up Unstructured Creative Controlled Vocabulary Many managed terms A few managed terms Enterprise keywords Folksonomy Enterprise keywords Social Tags
  22. 22. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Business ownership 1. Decide on the approach Strict control vs. Folksonomy 2. Agree on standard terms What is a Product vs. brand, variant &promotion 3. Have an update and resolution process Sales vs. Manufacturing view 4. Agree who is responsible for what ...and make sure it happens 5. Teach content owners and users the why part
  23. 23. www.clearboxconsulting.co.uk Simple Metadata: columns and content types
  24. 24. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Columns Used to: Define a list Simple database Make a simple online form Define the properties of documents in a library
  25. 25. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  26. 26. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  27. 27. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Site columns Good when you have a list that will be re-used several times within a site Office locations Cost codes Project names If only used once, a list column is fine
  28. 28. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Content Types
  29. 29. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Content Types Define a class of documents or items Allow you to scope search to just that type e.g. Brochure Act as a template for the metadata documents must have
  30. 30. www.clearboxconsulting.co.uk ClearBox Consulting 2011 An analogy...
  31. 31. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Example content types Form Policy Course description Appraisal Project Charter Product data sheet Purchase Order
  32. 32. www.clearboxconsulting.co.uk ClearBox Consulting 2011 List Library Content Type column
  33. 33. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Content Types in action
  34. 34. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Content Types Definitions can inherit Food Fresh Food [description, expiry date, country origin] Fruit [description, expiry date, country origin, storage temp.] Document [Author, date] Policy [Author, date, expiry] HR Policy [Author, date, expiry, employee_group]
  35. 35. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Where to define content types Global if: Organisation-wide standard e.g. security classification Users would specifically search for it by type e.g. Form, template, policy Site-specific if: Terminology local to that site More stringent information management needs than elsewhere e.g. legal vs marketing
  36. 36. www.clearboxconsulting.co.uk Managed Metadata & Taxonomies
  37. 37. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  38. 38. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Managed Metadata Purpose More structured approach to consistent metadata Improves search and browsing Define standard pick-lists company-wide Products Departments Work levels Define synonyms E.g. Business partnerContractorOutsourced Service
  39. 39. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Filtering search results
  40. 40. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Filtering lists and libraries Can use taxonomy and filters in combination http://www.sharepointconfig.com/2010/04/10-ways-sharepoint-2010-improves-findability/
  41. 41. www.clearboxconsulting.co.uk ClearBox Consulting 2011
  42. 42. www.clearboxconsulting.co.uk ClearBox Consulting 2011 List Library Content Type column Managed Metadata
  43. 43. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Metadata Service Term Store Enterprise Keywords [Managed Keywords in Keyword Store] Managed Terms [Taxonomies in Taxonomy Store]
  44. 44. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms Fresh food Meat Dairy Vegetables Fruit Hard Fruit Soft Fruit Peach Strawberry Cloudberry Enterprise Keywords Chicken Beef Lamb Milk Eggs Peach Strawberry Cloudberry Apple Pear Coconut
  45. 45. www.clearboxconsulting.co.uk ClearBox Consulting 2011 www.sharepointfabian.com/blog/Lists/Posts/Post.aspx?ID=93
  46. 46. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Managed terms in use You can copy and re-use terms Groups can have different administrators http://www.sharepointnutsandbolts.com/2009/12/managed-metadata-in-sharepoint-2010-key.html
  47. 47. www.clearboxconsulting.co.uk ClearBox Consulting 2011 The values of a column can be restricted to one taxonomy group or term set Allow Fill-in choices lets authors Add new item to the taxonomy a folksonomy
  48. 48. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Synonyms are shown but not selectable http://www.sharepointnutsandbolts.com/2009/12/managed-metadata-in-sharepoint-2010-key.html
  49. 49. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms Fresh food Meat Dairy Vegetables Fruit Hard Fruit Soft Fruit Peach Strawberry Cloudberry Enterprise Keywords Chicken Beef Lamb Milk Eggs Peach Strawberry Cloudberry Apple Pear Coconut
  50. 50. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Enterprise Keywords (formerly Managed Keywords) One flat list called the Keyword Set Type ahead suggestions seen Suggestions from taxonomy will also be seen Usually Create New is enabled
  51. 51. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms Pros Effective search Filtering of results Close control Cons Expensive to do =Use for most important content areas only Enterprise Keywords Pros Easier and more flexible for users Work with legacy keywords on docs Still improve search Cons Harder to manage No context =Use where managed terms too costly
  52. 52. www.clearboxconsulting.co.uk ClearBox Consulting 2011 Management & Tips 1. Taxonomy permissions can be set at Term Group level, so different departments can manage different branches 2. Terms can be re-used in the taxonomy, but beware of politics for when definitions get changed e.g. Client 3. Each Term Set can have an email contact so users can request modifications 4. For emerging taxonomies, use a folksonomy approach initially to grow the term collection 5. Change keywords into managed terms as-needed (but beware of mis-interpreting original use) 6. I