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Big City Metadata Tour - Pingar and Partners visit big cities to talk about how to get more value out of your SharePoint. John Peltonen, of 3Sharp, joined Owen for a joint presentation.
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Agenda
Who is Pingar
3 Customer Scenarios
Who is 3Sharp
4 Steps to Sanity
Q and A
Who is ?
Pingar provides document understanding tools and technologies, improving the way organizations interact with content.
The technology tags documents so users don’t need to, increasing user adoption, bringing unstructured content into structured processes and improving search.
Pingar enabled organizations are finding content faster, making users lives easier, and improving business processes.
What does Pingar do?
Pingar App for SharePoint reads the content of documents and automatically extracts keywords or phrases
Not only keywords, also specific objects like people, places, times, dates, etc. 14 entities in total including custom
Automatically Populates document libraries with the right metadata
This helps SharePoint users find the content they need faster, and organizations automate compliance
1. Put Information at your users’ fingertips
2. Act on your information with Business Processes
3. Increase user adoption
4. Mitigate Risk
Regain Control!
Why Pingar for SharePoint?
Information at your FingertipsImprove Findability
Know what a document is about without opening
Automatic search refiners
Greater data consistency and integrity
“We used the Pingar API to extract search terms from SharePoint documents and
used them to filter search results and to
streamline delivery,” -- Steve Hollowood, delivery manager,
portals and productivity, Coles, Australia
Why Pingar for SharePoint?
Increases user adoptionKnowledge workers HATE entering metadata
Make document contribution faster for users
Information Architects, Content Managers, & Legal will thank you
Why Pingar for SharePoint?
Increases complianceBecause you have more consistent metadata
Ability to identify content by meaning
Judges don’t accept “I searched” as a valid argument
Brings unstructured into the structured worldWithout metadata you can’t do BI or BigData
Execute workflow based on documents
Unlock the latent business value in documents
Who is John Peltonen?
Partner & Architect
Focused on SharePoint solutions since 2002
Pingar Gold Partner
Favorite work pastime is drawing boxes on whiteboards
Who is John Peltonen?
1. Put Information at your users’ fingertips
2. Act on your information with Business Processes
3. Increase user adoption
4. Mitigate Risk
Regain Control!
What we see -Common Lifecycle of a Portal:Ready!
Acquire software and hardware
Install SharePoint
Fire!Announce portal via emailProvide some basic training (lists/libraries/etc)
Aim!Document Assessment
Business Process AssessmentGovernance PlanEtc…
What good is a life-sized map of the world?
SharePoint isn’t necessarily falling down due to lack of metadata, but it makes it that much harder to find things
This clock is right twice a day!
Without control and understanding of your documents, SharePoint is not getting everythingwrong, but it isn’t as functional as it could be!
Without planning and consideration SharePoint is an excellent tool for
increasing user frustration in the workplace.
This rope is still holding something up
Which documents in your organization have legal or corporate retention policies?
How easy would it be for you to find all documents related to a specific customer or location?
4 Steps to Sanity
1. Analyze your content
2. Identify your users and use cases
3. Encourage quality metadata automatically
4. Make everything easy for your users
You will not get all of these implemented at once!
Ship early and ship often and learn from your mistakes
1. Document Assessment
• What kinds of documents are created in your organization?
• What templates are (or should be) used for each document?
• What metadata is appropriate for each document?
• Where should the document be stored at each stage of its lifecycle?
• What access rights should be given at each stage?
• How does the document flow through the organization during its lifecycle?
• Is this document a corporate record that has special archival/retention policies?
1. Document Assessment
• This involves more than just you…
• Lots of leg work
– Various business divisions
– Legal
– IT
• Stack rank documents in order of business impact
– ROI
– Legal/Compliance regulations
– Etc
Sample File Plan Headings
• Document Type
• Document Purpose
• Document Template
• Metadata
• Workflow Process
• Author Role
• User Role
• Other Roles
• Format
• Locationhttp://go.microsoft.com/fwlink/p/?LinkId=165873
Analyze Document Usage Spreadsheet
See also:Plan content types and workflows in SharePoint 2013
2. User Assessment
• Who in your organization creates documents?• What kinds of documents do they create?• What role does the user of the document have?
– Who reviews documents?– Who edits documents?– Who uses documents?– Who approves the publication of documents?– Who designs websites used for hosting documents?– Who sets guidelines and policies for managing documents?– Who manages records in your organization?– Who deploys and maintains the servers on which documents
are stored?
See: Identify users and analyze document usage in SharePoint 2013
2. User Assessment
• Author
• Document Type
• Consumer
http://go.microsoft.com/fwlink/p/?LinkId=165871
Document Management Participants Worksheet
3. Encourage Quality Metadata
Where does quality consistent metadata come from?
• File (author, modified date)
• Automatic (computer generated based on content within document)
• Business Process (artifacts of workflows such as approval status, storage location)
• User (manually entered)
4. Make things EASY
1. Content Types
Promoted properties from within Word Documents
2. Folders
Location-based metadata defaults
3. Pingar!
Automatic discovery of keywords, locations, entities, users, custom taxonomy terms and more!
Great for high-profile document types and storage locations
Great for ALLdocument types!
You are here!
Congratulations!
1. Put Information at your users’ fingertips
2. React better to your information with Business Processes
3. Increase user adoption
4. Mitigate Risk
Regain Control!
Q&A
John PeltonenPartner - 3Sharp
Owen AllenVice President - Pingar
