SharePoint Taxonomy 101 - Protiviti ECM on Thurs SharePoi… · Office 365 Roundtables Date Location Time October 4 Chicago, IL 8:30 –10:30 am October 4 Houston, TX 12:30 –2:30

SharePoint Taxonomy 101

Thank you for joining our webinar!

Protiviti: Who We Are

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Over 20 countriesin the Americas, Europe, the Middle East

and Asia-Pacific

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Protiviti is a global consulting firm that serves more than

40 percent of FORTUNE 1000® and FORTUNE Global

500® companies. Protiviti is a wholly owned subsidiary of

Robert Half (NYSE: RHI).

We are a full service Enterprise Content Management

team (Microsoft Gold Partner 14 years) and have helped

hundreds of clients realize the value of SharePoint.

Our revenue:

More than

$738.5 million in 2015

Introduction

• ‘30 on Thursday’ Webinar Series

• 30 minute webinar series on Thursdays, All things SharePoint & ECM!

• Today’s session is being recorded: YouTube.com/ProtivitiSP

• Next Webinar:

• September 29: “Understand Your Servers Health: SharePoint & SQL”

• Full Schedule:

• ECM.Protiviti.com/Webinars

Office 365 Roundtables

Date Location Time

October 4 Chicago, IL 8:30 – 10:30 am

October 4 Houston, TX 12:30 – 2:30 pm

October 6 Edina, MN 8:30 – 10:30 am

October 13 Washington, DC 12:00 – 2:00 pm

November 2 Atlanta, GA 12:00 – 2:00 pm

Topic: When to Use What in Office 365?

Register at ECM.Protiviti.com/Events

Today’s Webinar

Questions: Use Question Window or

Live Tweet us your questions @ProtivitiECM

using #30TTaxonomy

Presenter:Josh Jackson

Solution Architect

Let’s Get Started!

• Agenda:

• What is Taxonomy?

• Translating all this to SharePoint

• DIY Taxonomy

What is Taxonomy?

• How you define/categorize information.

• How you look for (browse and search) information.

• Formal vs. “Tribal”

• Multi-tier or branching – general to specific

What is Taxonomy?

• Embedded in all forms of:

What is Taxonomy?

• Embedded in all forms of:

• How would you describe a black bear?

What is Taxonomy?

• How would you describe a black bear?

• Ursus americanus?

Grocery Store Taxonomy?

• Nobody wants a shopping experience like this:


• How are grocery stores organized?





What is Taxonomy?

• Online retail stores

• Easy or difficult?

• How many clicks to find what you want?

• Did you see anything else you wanted?

• How does an online retail store work?

• Metadata?

• Search?

• Both!

How does this relate to

SharePoint?

Building Blocks of Taxonomy in SP

• Building blocks:

• Site Columns

• Term Store and Managed Metadata

• Content Types

• Document Sets


• Site Columns

• Metadata = Information about Information

• Columns:• Single Line of Text; Multiple Lines of Text

• Choice (menu to choose from); Yes/No (checkbox); Person or Group

• Number (1, 10, 100); Currency ($, ₱, ₴); Calculated (calculation based on other columns)

• Date and Time

• Lookup (information already on this site)

• Hyperlink or Picture

• Managed Metadata

Homework!

The next time you are on a retail web site look at a

product page. How many pieces of metadata can you

see?


• Content Types

• Basic ones are in place already

• Site columns are assigned to CTs

• Workflows

• Data Retention Policies

• Tip: ALWAYS create new ones based off the standard CTs.

• Examples: Form, Policy, Procedure


• Document Sets

• “Meta” Content Types or Super Folders!

• 1 or multiple Content Types

• Sets can have Site Columns

• Documents can inherit metadata


• Building blocks:

• Site Columns

• Term Store and Managed Metadata*

• Content Types

• Document Sets

• Navigation*

• Search/Keywords*

How can I do this?

Do it Yourself Taxonomy

• Categorize data.

• Figure out all of the useful ways to describe

something.

• Doesn’t need to be every descriptor, finding the right

amount is key. Too much data = white noise.

• Look for similarities and differences.

• Consider use cases of roles working with data.

Do it Yourself Taxonomy

• “Unstructured” data is everywhere - Folder Structures

provide insights into how users categorize data for

themselves. What do folders “Represent”?

• Use tools and visualizations to help users understand

what you are working towards.

• Taking an hour or two to set up a POC based off

initial review can provide talking points.

Questions?

Josh Jackson

[email protected]

ECM.Protiviti.com

Julia Marple

[email protected]

@ProtivitiECM

Access the recording and view past sessions:

YouTube.com/ProtivitiSP

Thank You!