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Meeting # 82
Welcome to the Minnesota SharePoint
User Group
http://www.sharepointmn.com
September 14th, 2011
Metadata in SharePoint
Donald Donais
Meeting # 82
Agenda
• Introductions• Planning• Content Types• Metadata• Break• Managed Metadata• Q & A• Wrap-up and Giveaways
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User Group Goal / Objectives
Develop and support a local community focused on Microsoft SharePoint Technologies
• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions
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Introductions – MNSPUG Sponsors
Avtex (www.avtex.com) • Technology consulting company• Practice area focused on SharePoint
Benchmark Learning (www.benchmarklearning.com)• Training on many technologies
Microsoft (www.microsoft.com)
Wrox Press (www.wrox.com) O’Reilly (www.oreilly.com)
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www.SharePointMN.com
• Website for user group• SharePoint resource documents• SharePoint resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations
• [email protected] www.sharepointmn.com
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Social Networking• Linked In group – The most interactive… includes job postings…
http://www.linkedin.com/groups?gid=1878792
• Facebook group
http://www.facebook.com/home.php?#/group.php?gid=27333305456
• Twitter tags - @MNSPUG and #MNSPUG
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Upcoming Schedule• Next Meeting
• October 12th 9:00 AM to 11:30 AM
• Microsoft’s Bloomington Office
• Topic: TBD
Check www.SharePointMN.com for updates!
• Ongoing Schedule• 2nd Wednesday of every month
• 9:00 to 11:30 am
• Microsoft’s Bloomington Office
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Local and Online Events
ScarePoint Saturday – October 29th (confirmed)http://www.sharepointsaturday.org/twincities/default.aspx Normandale College– Bloomington, MN
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Local and Online Events
http://www.EngageEvent.net/
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Giveaways!
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Presenter Introduction
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Quick Intro
Donald Donais• SharePoint Consultant• Drummer• @dondonais• talesfromitside.wordpress.com
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Before We Begin, Let’s Talk About . . .
SharePointGovernance
Information Architecture
Discovery Search
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SharePoint Governance
• Roles and Responsibilities• Security• Structure• Communications• Training• Document Management Strategy• Search Strategy• Information Architecture
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Discovery• How do SharePoint users
find their information?• Hunt, seek and find!• Search• Let someone else tell us!
• Relevancy• Refinement• Content by Metadata/People
• Frequently• On Demand
• How often to they need the information?
• What are they looking for when they get their results?
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Information Architecture
• Hierarchy• Metadata (Site Columns)• Keywords/Best Bets• Managed Metadata• Content Types• Views
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Search
What do you look for when using searching?
• No Matter What, Need Good Metadata!
Keywords/ Best BetsManaged Metadata
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Content Types
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Content Types• Reusable definition
NOT just for documents
• Settings Columns Workflows Templates Document Information Panel Document Conversion Policies
• Inheritance CAN NOT be reset
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Content Types Location
Web application• Available between Site Collections
Site Collection Level• Available to all site within Site Collection
Site Level• Available to all Lists and Libraries within Site
List or Library (Local)• Only Available here!
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• Special Content Type• Shared metadata• Default content• Configure Welcome page• Single entity• ONLY be used for documents• Add more documents to set• CAN NOT nest sets
Document Sets
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• Publishing Syndication Hub
• Managed Metadata service• Site Collection feature
Publishing Settings• Publishing• Unpublish• Republish
Error Log• Hidden List
Timer Jobs
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More on Syndication Hub
• Custom fields & External Content types not supported• Workflows are not supported – assigned at local level• Published Content Types are Read-Only• Published Content Types are consumed at root and
flow down• Document Templates are published• Feature dependencies are not activated automatically
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External Content Type
• Business Connectivity Service XML file defines an
content from LOB data source
Content lies outside of SharePoint
• Created with SharePoint Designer 2010 Visual Studio 2010
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Content Type Demo
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Metadata
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Metadata
Audience Participation
• What is Metadata?• What is appropriate Metadata?• Where should Metadata be applied within SharePoint?
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Single line of text Multiple lines of text Choice Number Currency Date and Time Lookup Yes / No (Checkbox) Person or Group Hyperlink or Picture Calculated (based on other columns) External Data (connected to BCS – local only) Managed Metadata Full HTML content with formatting and constraints for publishing (Site Column) Image with formatting and constraints for publishing (Site Column) Hyperlink with formatting and constraints for publishing (Site Column) Summary Links data (Site Columns) Rich media data for publishing (Site Column)
Metadata Columns
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Views
• Used within Lists and Libraries• Show information within certain context• Used to refine and narrow content• Used with majority of List and Libraries• Replacement for Folder Tree
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Types of Views• Standard• Calendar• Datasheet• Gantt• Access• Custom View in SharePoint Designer
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• List Settings Navigation Hierarchies Filters Automatic Indexing
Metadata Navigation
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Other Consideration
• Adjusting SharePoint Indexing Site Level List & Library Level Column Level
• Options Include Site Level Indexing Site Indexing of ASPX Page
Content List/Library Level Indexing Column Level up to 20
Indices
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Metadata Demo
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Break
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Managed Metadata
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Managed Metadata
• Managed Metadata Service• Managed Metadata Columns• Tags• Taxonomy / Folksonomy
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Managed Metadata Service• Service Application
Identify Content Type Syndication hub
• Service Application Proxy Limits
• Only one per service application Identify default storage location
• Enterprise Keywords• Column Term Sets
Consume or Push-down Content Type publishing Delegate Administration Bulk import from .CSV
• Term Group / Term Store Limits
• Many per service application• Up to 1,000,000 items / store
Delegate Managers and Contributors
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Managed Metadata Service - continued• Term Set
Limits• Up to 1,000 / term store
Contact (used for feedback link) Submission Policy Social Tagging Sorting
• Term Limits
• Up to 30,000 / term set• Up to 7 nested levels
Labels / Synonyms Social Tagging
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Managed Metadata Columns
• New column type Better than “Choice” Site or List Column Multi-Value
• Bind to term set or term Needs to be “available for tagging”
• Add to List / Feedback• Automatically populates search refinements
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Tags
• Tags & Notes control “Use Social Features”
permission Suggested Tags Auto complete Synonyms
• Enterprise Keywords & Other Terms “Available for Tagging”
• Tag items inside AND outside of SharePoint
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Taxonomy vs. Folksonomy
• Taxonomy Corporate Terms “Top down” approach Enforce common terminology Utilize Term Groups / Term Sets Examples (Products, Departments, etc.)
• Folksonomy Everyday terms “Bottom up” approach Utilize Enterprise Keywords General lack of structure May be promoted to taxonomy Examples (Flickr, del.icio.us)
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Managed Metadata Demo
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References• SharePoint 2010 Content - http://
sharepoint.microsoft.com/en-us/product/capabilities/content/Pages/Content-Management-System.aspx
• Plan to share Terminology and Content Types - http://technet.microsoft.com/en-us/library/ee519603.aspx
• Managed Metadata overview - http://technet.microsoft.com/en-us/library/ee424402.aspx
• Social Tagging - http://technet.microsoft.com/en-us/library/ff608137.aspx
• SharePoint 2010 - http://sharepoint.microsoft.com• Wictor Wilen Term Store Bulk Import - http://bit.ly/oedsui
Meeting # 82http://www.sharepointmn.com Meeting # 79
Q & A
http://www.sharepointmn.com
Meeting # 82http://www.sharepointmn.com Meeting # 79
Thanks for coming!
http://www.sharepointmn.com
