Taming Your Taxonomy in SharePointJonathan Ralton

TAMING YOUR TAXONOMY IN SHAREPOINT

Jonathan RaltonBlueMetal Architects

OUTLINE

Setting the Stage Orientation

In Theory… The Nitty-Gritty

In Practice… Exercise

Wrapping Up Questions

Taming Your Taxonomy in SharePoint

SETTING THE STAGE

ME

PRESENTER

JONATHAN RALTON

Senior Information Architect at BlueMetal Architects

SharePoint IT Pro since 2005 (WSS/SPS)

No code! Document Management,

Content Management, Knowledge Management… @jonralton

jonathanr@bluemetal.com

blog.jonralton.net

YOU

AUDIENCE

What roles are you in?

What are you hoping

to learn?

Taming Your Taxonomy in SharePoint

ORIENTATION: IN THEORY…

IN THEORY…

WHAT IS… HOW DO THEY RELATE?

Information Architecture Content Architecture

Taxonomy

Information

Architecture

Taxonomy

INFORMATION ARCHITECTURE

def·i·ni·tion [dèffə nísh'n]

INFORMATION ARCHITECTURE

“the art and science of structuring, organizing, and labeling

information to help people find and manage information”

– Peter Morville and Louis Rosenfeld, Information Architecture for the World Wide Web

INFORMATION ARCHITECTURE

1. The structural design of shared information environments

2. The art and science of organizing and labeling …to support findability and usability

– Information Architecture Institute

CONTENT ARCHITECTURE

def·i·ni·tion [dèffə nísh'n]

CONTENT ARCHITECTURE

1. The specification for a content management solution

2. A set of activities and outputs for effective content management

– Cleve Gibbon

CONTENT ARCHITECTURE

IN THEORY…

INFORMATION ARCHITECTURE CONTENT ARCHITECTURE

Macro Overall design of the

information solution and the user’s experience

Micro Specific design of how

the documents and other data are to be organized

TAXONOMY

def·i·ni·tion [dèffə nísh'n]

TAXONOMY

“a classification into ordered categories”

– dictionary.com

TAXONOMY

A way to group things together

IN THEORY…

Qualities Structured Organized

Methods Grouping

Classification Categorization

Goals Make findable Make usable

IN THEORY…

Engineering a content

architecture is part of your information architecture effort

Your taxonomy is an integral part of your

content architecture

plan

IN THEORY…

Art

Science

IN THEORY…

A Process

An Outcome

IN THEORY…

PROCESS OUTCOME

Helps elicit ideas Helps resolve prior

mistakes Based on past experience

Helps achieve buy-in

Design Document Artifacts

Spreadsheet(s) Chart(s)

IN THEORY…

SharePoint does this thing called

Content Management

WHITE PAPER

bit.ly/GovernanceinSharePointFeature

Taming Your Taxonomy in SharePoint

THE NITTY-GRITTY: IN PRACTICE…

IN PRACTICE…

WHAT ARE… WHAT WILL WE DO WITH THEM?

Content Types Site Columns

Content Types

Site Columns

Metadat

a

IN PRACTICE…

Metadata

Content Types

Site Columns

Context

Lists

Taxonomy

LET’S IGNORE…

Content Type Publishing Managed Metadata (Import,

Navigation…) Folksonomy

Third Party Features/Apps

CONTENT TYPE

def·i·ni·tion [dèffə nísh'n]

CONTENT TYPE

“a reusable collection of:1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library”

– Microsoft

Name Parent Name GroupSystem #N/A _HiddenDocument Collection Folder Folder _HiddenSystem Page #N/A _HiddenSystem Page Layout #N/A _HiddenSystem Master Page #N/A _HiddenAudio Rich Media Asset Digital Asset Content TypesImage Rich Media Asset Digital Asset Content TypesRich Media Asset Document Digital Asset Content TypesVideo Rich Media Asset Digital Asset Content TypesDocument Item Document Content TypesList View Style Document Document Content TypesForm Document Document Content TypesPicture Document Document Content TypesMaster Page Document Document Content TypesWiki Page Document Document Content TypesBasic Page Document Document Content TypesWeb Part Page Basic Page Document Content TypesLink to a Document Document Document Content TypesDublin Core Columns Document Document Content TypesDocument Set Document Collection Folder Document Set Content TypesFolder Item Folder Content TypesDiscussion Folder Folder Content TypesSummary Task Folder Folder Content TypesAnnouncement Item List Content TypesComment Item List Content TypesContact Item List Content TypesEast Asia Contact Item List Content TypesEvent Item List Content TypesIssue Item List Content TypesItem System List Content TypesLink Item List Content TypesMessage Item List Content TypesPost Item List Content TypesReservations Event List Content TypesSchedule Event List Content TypesSchedule and Reservations Event List Content TypesTask Item List Content TypesPage System Page Publishing Content TypesPage Layout System Page Layout Publishing Content TypesPublishing Master Page System Master Page Publishing Content Types

CONTENT TYPES – INHERITANCEItem

Document

Picture

Announcement Contact Event Issue Link Post Task

CONTENT TYPES – CATEGORIES

Item

Document

Folder

Document Set

QUICK EXPLORATION

CONTENT TYPES – WARNING

DO NOT modify the out-of-the-box

content types!

CONTENT TYPES – CONSIDERATIONS

Where to define (Scope)

Site 1

Site 1.1

Site 1.1.1

Site 1.1.2

Site 1.2

Site 1.2.1

Site 1.3

CONTENT TYPES – CONSIDERATIONS

Intranet Home

IT Department

HR Department

Marketing Department

Sales Department

Benefits Team

Compensation Team

Ad Development Plan Invoice Offer Letter Performance Review Purchase Order Salary Increase Request Termination Letter

CONTENT TYPES – CONSIDERATIONSContent Type 1

Content Type 1.1

Content Type 1.1.1

Content Type 1.1.2

Content Type 1.2

Content Type 1.2.1

Content Type 1.3

Hierarchy (Inheritance) Levels of abstraction

CONTENT TYPES – CONSIDERATIONS Ad Development Plan Invoice Offer Letter Performance Review Purchase Order Salary Increase Request Termination Letter

CONTENT TYPES – CONSIDERATIONSDocument

Ad

Invoice

Offer Letter

Purchase Order

Sal ary Increase Request

Termination Letter

CONTENT TYPES – CONSIDERATIONSDocument

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Ad

Invoice

Purchase Order

CONTENT TYPES – CONSIDERATIONSDocument

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

CONTENT TYPES – CONSIDERATIONSDocument

Master Document

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

CONTENT TYPES – CONSIDERATIONS

Site Content Type A

Content Type A

in List 1

Content Type A

in List 2

Content Type A

in List 3

Content Type A

in List 4

Site vs. Library/List content types

CONTENT TYPES – CONSIDERATIONS

Link-based content types

SITE COLUMN

def·i·ni·tion [dèffə nísh'n]

SITE COLUMN“a reusable column

definition, or template,

that you can assign to multiple lists across multiple SharePoint

sites”

– Microsoft

SITE COLUMNS – TYPES All Day Event Audience Targeting Calculated Choice Currency Computed Cross Project Link Date and Time External Data File

Hyperlink/Picture Integer Lookup Managed Metadata Multi-Text Number Number of Ratings Person/Group Publishing HTML Publishing Image

Publishing Schedule End Date

Publishing Schedule Start Date

Rating (0-5) Recurrence Summary Links System Text Yes/No

SITE COLUMNS – CONSIDERATIONS

Where to define (Scope)

Site 1

Site 1.1

Site 1.1.1

Site 1.1.2

Site 1.2

Site 1.2.1

Site 1.3

SITE COLUMNS – CONSIDERATIONS

Site vs. Library/List columns

Site Column Type A

Column A in List 1

Column A in List 2

Column A in List 3

Column A in List 4

SITE COLUMNS – CONSIDERATIONS

Choice

Lookup

Managed

Metadata

When to use which type

SITE COLUMNS – CONSIDERATIONS

My Column

• My%20Column

My Column

• mycolumn

‘Internal Name’/Static Name vs. ‘Display Name’/Title

QUICK EXPLORATION

METADATA

def·i·ni·tion [dèffə nísh'n]

METADATA

“data about data”

– dictionary.com

METADATAConte

nt Types

Site Colum

ns

Metadata

METADATA – PROCESS

1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s)

on the appropriate content type(s)

METADATA – PROCESSDocument

Master Document

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

Employee Name Termination Date

SHAREPOINT BUILDING BLOCKS

Metadata

Content Types

Site Columns

Context

Lists

Taxonomy

SHAREPOINT BUILDING BLOCKS

CONTENT TYPES SITE COLUMNS

Use to… Maintain consistency

across libraries and lists Isolate workflow, policies,

and other settings Information Management

(Records Management) Etc.

Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.

SHAREPOINT BUILDING BLOCKSFarm

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

Site Collection

Site

List/Library

Item

Site

List/Library

Item

Content Database

Site Collection

Site

List/Library

Item

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

List/Library

Item

Site Collection

Site

TAXONOMY/CONTEXT – USES Leverage security (List, Site) Differentiate list-based workflows (List) Segregate content (List, Site, Site Collection) Facilitate geographic placement (Farm) Control versioning (List) Account for alternate authentication method(s) (Web

Application) Account for encryption (Web Application) Etc.

TAXONOMY/CONTEXT – APPROACH

1. Determine what content is needed where

2. Associate at the appropriate level(s) with the appropriate container(s)

TAXONOMY/CONTEXT – CONSIDERATIONS The content that will be stored as items

The site and list/library columns that will identify, qualify, and differentiate those items from each other

The content types that will help maintain appropriate metadata, workflow, behavior, and other settings for different kinds of items

The lists/libraries that will segregate those items within the sites

The sites that will contain those lists/libraries The site collections that will contain those sites The content databases that will house those site collections The web applications that will contain those site collections The farms that will host those web applications

SITE TEMPLATES Assets Web Database Basic Meeting

Workspace Basic Search Center Blank Meeting

Workspace Blank Site Blog Business Intelligence

Center Charitable Contributions

Web

Contacts Web Database Custom Decision Meeting

Workspace Document Center Document Workspace Enterprise Search

Center Enterprise Wiki FAST Search Center Group Work Site Issues Web Database

Multipage Meeting Workspace

Personalization Site Projects Web Database Publishing Site Publishing Site with

Workflow Records Center Social Meeting

Workspace Team Site Visio Process Repository

LIBRARY TEMPLATES

Asset Library Dashboards

Library Data Connection

Library Document Library

Form Library Picture Library Record Library Report Library Slide Library Wiki Page Library

LIST TEMPLATES Announcements Calendar Contacts Custom List Custom List in Datasheet

View Discussion Board External List Import Spreadsheet

Issue Tracking Links PerformancePoint Content

List Project Satisfaction Survey Project Tasks Status List Survey Tasks

Taming Your Taxonomy in SharePoint

EXERCISE

EXERCISE Addendum Amendment Annual Report Change Request Collateral Contract Customer Exhibit Holiday Invoice Master Services Agreement

Memorandum Non-Disclosure Agreement Policy Proposal Prospectus Purchase Order Resume Schedule Statement of Work Supplier Tax Return

Taming Your Taxonomy in SharePoint

WRAPPING UP

WRAPPING UPInformatio

n Architectu

re

Taxonomy

WRAPPING UP

TaxonomyStructure

Organize

Label

Categorize

Group

WRAPPING UP

Taxonomy

FindabilityUsability

WRAPPING UP

Plan Ahead!

WRAPPING UP

Document!

QUESTIONS

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324 Blackwell St, Durham, NC 27701

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Taming Your Taxonomy in SharePoint

REFERENCE

KEY SHAREPOINT LIMITS Boundary: Static limits that cannot be

exceeded by design Threshold: Configurable limits that can be

exceeded to accommodate specific requirements

Supported: Configurable limits that have been set by default to a tested value

KEY SHAREPOINT LIMITSLimit Limit Type SharePoint 2010 SharePoint 2013

Farm

Content Databases Supported Not Specified 500

Site Collections Supported Not Specified 500,000 Personal Sites250,000 Non-Personal Sites

Web Application

Content Databases Supported 300 Not Specified

Site Collections Supported 250,000 Not Specified

Content Database

Size Supported 200 GB – 4 TB 200 GB – 4 TB

Site Collections Supported 5,000 10,000 Total Sites2,500 Non-Personal Sites

Items Supported 60,000,000 60,000,000

KEY SHAREPOINT LIMITSLimit Limit Type SharePoint 2010 SharePoint 2013

Site Collection

Sites Supported 250,000 250,000

SharePoint Groups Supported 10,000 10,000

Users Supported 2,000,000 2,000,000

Site

Subsites Threshold 2,000 2,000

Lists or Libraries 5,000 Not Specified

Blog Posts Supported 5,000 5,000

Blog Comments Supported 1,000 1,000

KEY SHAREPOINT LIMITSLimit Limit Type SharePoint 2010 SharePoint 2013

List or Library

Items Supported 30,000,000 30,000,000

Items in a Folder 5,000 Not Specified

Items in a View Threshold 5,000 5,000

Joins in a View Threshold 8 8

Unique Security Scopes Threshold 50,000 50,000

Columns Threshold 276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata

276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata

KEY SHAREPOINT LIMITSLimit Limit Type SharePoint 2010 SharePoint 2013

Document

Size Boundary 2 GB 2 GB

Major Versions Supported 400,000 400,000

Minor Versions Boundary 511 511

Coauthoring Concurrent Editors

Threshold 10 10

Page

Web Parts Threshold 25 25

Security

SharePoint Groups per User Supported 5,000 5,000

Active Directory Groups or Users per SharePoint Group

Supported 5,000 5,000

LINKSSharePoint 2010

SharePoint 2013

SharePoint Online

Resources for IT Pros

bit.ly/SP10-Resources

bit.ly/SP13-Resources

bit.ly/SPO-Resources

Features and Editions

bit.ly/SP13-Service

bit.ly/SPO-Service

Limits and Boundaries

bit.ly/SP10-Limits

bit.ly/SP13-Limits

bit.ly/SPO-Limits

SharePoint Maturity Model www.sharepointmaturity.com

Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw

Discontinued Features and Functionality bit.ly/1bhrLKr

LINKS

My Knowledge Management (KM) Resources Click Here

My Enterprise Content Management (ECM) Resources

Click Here

My Web Content Management (WCM) Resources

Click Here

My SharePoint Resources Click Here

My Records Management Resources (RM) Click Here