SharePoint 2010: Managed Metadata and Search

Vili BogdanDevFacto Technologies Inc.Solution Developer

• Born and raised in Romania• Immigrated to Canada in 2002• University of Regina graduate• Have been working with SharePoint since

2007• SharePoint 2010 certifications achieved:– MCTS: SharePoint 2010, Configuration– MCTS: SharePoint 2010, Application

Development– MCITP: SharePoint Administrator 2010– MCPD: SharePoint Developer 2010

About me

My Wife My Puppy

What keeps me sane

• What is metadata?• Where/how is it used?• Benefits of using metadata• What is the Managed Metadata Service?• Managed Metadata Service demo• Search in SharePoint 2010• What is new in SharePoint Search in

2010?• SharePoint 2010 Search Demo

Presentation Outline

• Traditional definition: “Data about data”• Provides information about a certain

item, be it about its content or external attributes

• Examples:– A car has a make, model, production year,

colour, etc.– A music player has a manufacturer, capacity,

colour, etc.– A Word document has an author, a created

date, a subject, a location, etc.

What is metadata?

• Metadata is used everywhere in the digital world

• Metadata can be created without any user action

• Metadata can be used to reduce the time it takes to find the content relevant to you

• Examples: – Documents last modified by me in the past

three months– Invoices related to Client A in a document

library.

Where/how is it used?

• Information is easier to find– Can be used to filter content– Makes it easier to find related content– Enhances the ability to determine at a glance

if the content is relevant to your task at hand

• Can be leveraged to improve business processes– Control the flow of a business workflow– Automatically organize content – Control document retention

Benefits of using metadata

• Standardization of terminology– Using the same terms across multiple

departments or sites– Synonyms: There are often multiple ways of

referring to the same thing– Providing terminology for multiple languages

• Management of metadata– Delegation of management for unrelated

terminology– Migration of the terminology between

environments

• Training

Common metadata challenges

• Central location for management of:– Terms– Content Types

• Provides ability to define: – Term hierarchy– Synonyms– Language-specific terms

• Can be shared across the corporation and even between corporations

• Can delegate management of unrelated terms

Managed Metadata Service

• No web based InfoPath support• No support in Office 2007• Can’t be edited in SharePoint Workspace

if the field is not marked as required• Can’t be used at all in SharePoint

Workspace if the field is marked as required

• Can’t edit Managed Metadata values in Datasheet mode

• Can’t use “Begins With” or “Contains” operators for filters in views

Managed Metadata Limitations

• Care is needed in SharePoint Designer when comparing managed metadata fields

• Can’t be used in calculated fields• Maximum of 250 terms per Managed

Metadata Column• Taxonomy feature isn’t activated on the

Blank Site Template• Can’t add a Managed Metadata Column

through SharePoint Designer

Managed Metadata Limitations – Part 2

Managed Metadata Demo

Questions?

A Divider

SharePoint Search

• Boolean query syntax for free-text queries and for property queries– Example: ("SharePoint Search" OR "Live Search") AND

(title:"Keyword Syntax" OR title:"Query Syntax")

• Prefix matching for search keywords and document properties– Examples: “micro*” would find documents that contain

“Microsoft” or “microchip”

• Suggestions: while typing search queries or after queries have been run

• Refinement panel• People search: phonetic name matching and

nickname matching, self search• Many more improvements

SharePoint 2010 Search improvements

SharePoint Search 2010 Demo

• TechNet – Managed metadata service application overview - http://

technet.microsoft.com/en-us/library/ee424403.aspx – Managed Metadata overview - http://

technet.microsoft.com/en-us/library/ee424402.aspx – What’s new in enterprise search - http://

technet.microsoft.com/en-us/library/ee667266.aspx

• Andrew Connell– SharePoint 2010 Managed Metadata series - http://

www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managed-metadata-about-the-series.aspx

• Michal Pisarek– Managed Metadata Column Limitations -

http://www.sharepointanalysthq.com/2011/06/managed-metadata-column-limitations/

• Paul Culmsee– Un-Managed Metadata: A couple of gotchas -

http://www.cleverworkarounds.com/2010/10/28/un-managed-metadata-a-couple-of-gotchas/

• Ari Bakker – Create a Simple SharePoint 2010 People Directory – http

://www.sharepointconfig.com/2011/05/how-to-create-a-simple-sharepoint-2010-people-directory/

Related Links

Thank you

www.devfacto.comwww.facebook.com/devfacto

@vilibogdanwww.bogdanv.com