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session presented at SharePoint Fest Denver 2013
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WHERE DID I PUT THAT?
SHAREPOINT 2010 DOCUMENT MANAGEMENT WITH CONTENT TYPES, TAXONOMY & SEARCH
Patrick [email protected]
Bio
Patrick Tucker Strategic Data Systems, MS Gold Partner Principal Consultant, SharePoint MCT, MCTS, MCPD, MCITP, MCSD, MCAD,
MCDBA [email protected] Blog: www.tuckersnet.com Twitter: @TuckersNet
About SDS
SDS Custom SharePoint Solutions
Specializing in Agile development and SharePoint coding experience to create an optimal solution for your unique SharePoint application and integration needs.
· Workflow & InfoPath Forms for Business Process Automation· SharePoint Reports & BI Integration· Portals & Collaboration· Content Management
(Agile Practices for proven faster delivery, higher quality, & increased business value.)
Today’s Conversation
How to use Content Types to apply consistent metadata columns across documents, items & pages
How to use the Taxonomy Term store to apply consistent values across documents, items & pages
How to use SharePoint Search to locate and aggregate content based on metadata by customizing search results and refiners
Where to begin?
How do I organize list and library data in my SharePoint environment?
The focus should be not only on organizing but on locating content when you need it.
Reduce, Reuse and Recycle
First determine what kind of information to store along with your data.
Reduce business requirements and definitions into reusable types to be used in libraries, sites and the Enterprise
Content Types are the reusable building blocks for SharePoint data
Content can be recycled (or moved)
What Are Content Types?
definitions, schemas collections of site columns are all about metadata – another
tasty layer of data on top of the content
This metadata can be surfaced in the SharePoint UI, Document Information Panel, workflows, pages and InfoPath
forms
Creating and Using Content Types OTB Content Types
Custom Content Types Site Settings…Site Collection Administration…Site
Content Types gallery Created using site columns, which may be created
on their own
Metadata and Content Types List level - columns associated with
list/library Site level – shared content definitions Enterprise Level – Content Type Hub Values may be driven by taxonomy
terms (think of choice fields on steroids)
Applied Metadata
Metadata is applied to list items and documents Column data is saved along with other data
Pages Too!
Your SharePoint pages are documents too and are built from content types
Metadata can be displayed on the page Can be created in SharePoint Designer or
through declarative code in Visual Studio
Content Type
Page Layout Page
DEMO
Content Types in action!
Reusing Content Types
Reuse the definition by building on it through inheritance Document Specialized Document List Item Specialized List Item
Reuse content types across the enterprise with Content Type Syndication Enforces governance – consistent use of
content types across the enterprise One site creates and shares Content Types Other sites are subscribers to those types
Content Type Syndication
MMS Properties is the place to start
Create and publish content types in the “hub” site and consume in sites within the web application
2 Timer jobs control availability – “Content Type Hub” and “Content Type Subscriber”
Content Organizer
The Content Organizer feature lets you automatically route submitted content based on Content Type
Content Organizer Rules are created to route documents to a drop off library or other configured Send To location
Content Organizer Settings
Property based conditions route
content
Specify alternate names for taxonomy
differences
Submissions matched to a content type
Content is routed to a specific
location based on criteria
Taxonomy Term Store
Metadata is about consistency of data fields, taxonomy is about consistency of data values
Terms Sets contain terms which can easily be updated over time
Managed Metadata Columns
• THE DOCUMENT INFORMATION PANEL
• THE TAXONOMY PICKER CONTROL
• SEARCH
Where is Taxonomy Surfaced?
Demo
Content Type Reuse and Managed Metadata
Organizing Content
How do we group items together in SharePoint Lists and Libraries Folders Document Sets Taxonomy and Search
How Search Exposes Taxonomy Values
Taxonomy Fields Crawled
• Taxonomy fields in your content are crawled and generate a search property
Managed Propertie
s Mapped
• Search managed properties are manually created and mapped to crawled properties
Search Uses
Properties
• Search uses managed properties in refinement and querying
Search Managed Properties
Managed properties allow refinement and search scopes to work with content type metadata
Are mapped to crawled properties
Custom Search Results
The Search Core Results web part can be customized to display a specific filtered result
The “append text to query” property allows us to use managed property = value to confine search to a specific taxonomy term
Fixed Keyword Query used to search by content type
Search Refinement
1. Create a new managed property mapped to ows_ContentType
2. Run a full crawl on your content source3. Edit the Refinement Panel web part on your
search results page, add XML to the Filter Category Definition property
<Category Title="Content Type" Description=“ct description” Type="Microsoft.Office.Server.Search.WebControls.ManagedPropertyFilterGenerator" MetadataThreshold="5" NumberOfFiltersToDisplay="4" MaxNumberOfFilters="0" SortBy="Frequency" SortDirection="Descending" SortByForMoreFilters="Name" SortDirectionForMoreFilters="Ascending" ShowMoreLink="True" MappedProperty="ContentTypeRefinement" MoreLinkText="show more" LessLinkText="show fewer"/>
