Using Content Types & Metadata in SharePoint

Anders SkjønaaSharePointPeople Aps

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Anders SkjønaaSharePointPeople Aps

SharePointPeople

• Enterprise Advisory for SharePoint • Architecture and design services• SharePoint Governance Framework™

implementation and workshops

Our competences and specialities• SharePoint Strategy advisory• SharePoint Governance Practice• SharePoint Service Delivery (ITIL)• Project & Program Management

Our solutions• Social Enterprise platform (SharePoint 2013)• Enterprise Search (Fast Search, SharePoint 2013)• Information / Document Management & Workflow• Cloud solutions (Office 365 & Windows Azure)

Our customersMicrosoft, Jyske Bank, NKT Cables, Bisca, Amartro, Aker Solutions, Kellogg Company, DSB and more…

Using Content Types & Metadata in SharePoint

AGENDA

• What are Content Types?• Types• Functionality• Inheritance

• Implementation Strategies• List• Application• Sites• Portal • Platform

• Content Type Management• Governance• Organization

What are Content Types?• Description of content – like in a database• EVERYTHING has a Content Type

• Content Types include

• Columns for items• Validation rules (Columns)• Extensions (Inheritance)• Grouping• Templates• Hierarchy implementation

(Updates)• Workflows

• Policies• Retention• Auditing• Barcodes• Labels• Document Information Panel• Document Conversion

What are Content Types?

• EVERYTHING is an «item»• Parent Content Type

• Built-in Content Types to know• Document• Page Layout Content Types• Unknown Content Type• Document Set• …

Item

Document

Contract

Sales ContractEmployee Contract

Content Type implementation

We need to agree on an implementation strategy

• List Level• Application Level• Site Level• Portal Level• Platform Level

Each level has it’s own considerations and requirements for governance and management

The Content Type Hub(On-premices)

Content Type Hub

(Teamsite)

Intranet PortalCollaboration

PortalEnterprise

Search Portal

Human Resources

Operations

Projects

«Competence» Content Type«Candidate» Content Type

Search for «Candidates» with the right «Competence»

What is your strategy for Content Typing?

What are you doing todayWhat would you like to be able to do?

Content Type Implementation StrategyThe biggest impact is at the Platform Level

• Implementing GLOBAL Change Management procedures

• Identify «Content Manager» role on each level (Governance)

• Train people – users and Content Type Manager• Drive progressive governance across the platform

High level implementation guidance

Platform

Portal

Site

Application

List

• Low Management• Use Content Types «as needed»• Consult Type Owner

• Define responsible role (Typically SDM)• Use Content Type Hub• Create local Content Types following governance policies

• Management depends on site type and purpose• Use Site Types if needed (Inherited)• Site Owner (Rights) will be Content Type Practitioner(!)

• Portal Owner (SDM?) should be responsible for all CT Practitioners• Use Content Type Hub• Drive governance to the «local» level

• Content Type Hub• Strict Management of Content Types globally• Drive Content Type Practitioners team• Drive Governance for Content Types across all busines units

High level implementation guidance

Platform

Portal

Site

Application

List

• Low Management• Use Content Types «as needed»• Consult Type Owner

• Define responsible role (Typically SDM)• Use Content Type Hub• Create local Content Types following governance policies

• Management depends on site type and purpose• Use Site Types if needed (Inherited)• Site Owner (Rights) will be Content Type Practitioner(!)

• Portal Owner (SDM?) should be responsible for all CT Practitioners• Use Content Type Hub• Drive governance to the «local» level

• Content Type Hub• Strict Management of Content Types globally• Drive Content Type Practitioners team• Drive Governance for Content Types across all busines units

Platform

Portal

Site

Application

List

• Low Management• Use Content Types «as needed»• Consult Type Owner

• Define responsible role (Typically SDM)• Use Content Type Hub• Create local Content Types following governance policies

• Management depends on site type and purpose• Use Site Types if needed (Inherited)• Site Owner (Rights) will be Content Type Practitioner(!)

• Portal Owner (SDM?) should be responsible for all CT Practitioners• Use Content Type Hub• Drive governance to the «local» level

• Content Type Hub• Strict Management of Content Types globally• Drive Content Type Practitioners team• Drive Governance for Content Types across all busines units

High level implementation guidance

High level implementation guidance

Platform

Portal

Site

Application

List

• Low Management• Use Content Types «as needed»• Consult Type Owner

• Define responsible role (Typically SDM)• Use Content Type Hub• Create local Content Types following governance policies

• Management depends on site type and purpose• Use Site Types if needed (Inherited)• Site Owner (Rights) will be Content Type Practitioner(!)

• Portal Owner (SDM?) should be responsible for all CT Practitioners• Use Content Type Hub• Drive governance to the «local» level

• Content Type Hub• Strict Management of Content Types globally• Drive Content Type Practitioners team• Drive Governance for Content Types across all busines units

High level implementation guidance

Platform

Portal

Site

Application

List

• Low Management• Use Content Types «as needed»• Consult Type Owner

• Define responsible role (Typically SDM)• Use Content Type Hub• Create local Content Types following governance policies

• Management depends on site type and purpose• Use Site Types if needed (Inherited)• Site Owner (Rights) will be Content Type Practitioner(!)

• Portal Owner (SDM?) should be responsible for all CT Practitioners• Use Content Type Hub• Drive governance to the «local» level

• Content Type Hub• Strict Management of Content Types globally• Drive Content Type Practitioners team• Drive Governance for Content Types across all busines units

Managed MetadataTerm Store

• Term Store is a central repository for metadata terms• Easy implementation, but…• Require some planning to work well

Very COOL functionality…• Integrated Metadata(Taxonomy) & Tagging (Folksonomy)• Notify relevant people of changes• Delegate Term Ownership

Not so COOL• User interface• Limited scalability

(Per Managed metadata instance)

• Limited flexibility and functionality (Term Store is not a global taxonomy management systems)

Metadata driven functionality• Search

• Federation

• Content Organizer• Records Management• Document Information Panel• Workflow• Navigating

• Navigating lists using Metadata• New navigation functionality in SharePoint 2013

Metadata / Term Store is a great foundation for extensibility

Summary

Using Content Types & Metadata in SharePoint

• Content Types are the construct for defining types and functionality around content in SharePoint

• Content Types can be managed on a global level using Content Type Hub• Managing Content Types & Metadata is a technical and organizationally

challenging tasks• A solid governance approach crossing all level are an effective way to stay in

control• Term Store is a great repository for controlling terms for Content Types

Managing Content Types & Metadata in SharePoint may be one of the most impactful investments in SharePoint – for your business

Questions

Anders B. SkjønaaPartner, SharePointPeople Aps

anders@sharepointpeople.dk

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