SharePoint Users Group

2. SharePoint Users Group Content Classification Step by Step SharePoint 2007 and 2010

3. Chris Welch Synergy Corporate Technologies - in the business of making your business better. email cwelch@synergyonline.com cell +1 808 255 9431  fax  +1 203 222 5299  www.synergyonline.com Synergy is a Microsoft Gold Certified Partner USA | South Africa | United Kingdom | Asia Pacific

4. BusinessIntelligence Collaboration Windows SharePoint Platform BusinessProcesses Portal Search Content Management SharePoint 2007

5. Agenda • Overview • Taxonomy • Car vs. Drive vs. Blue • Hands on lab • SharePoint 2007 classification infrastructure • Build it! • Break • SharePoint 2010 classification infrastructure • Managed metadata service • Content types and content type hub • Managed metadata

6. Content Classification • All stored information is based upon some content classification system • Shared folder archives • Web site hierarchies • Databases • E-mail inboxes • More… • Each system provides a solution to a particular need – it is designed

7. Why classify content? • Enhance Navigation • Increase find-ability • Make the content more relevant • Differentiate classes of content • Security • Business process • Manage content life cycle

8. How to Classify Content • Taxonomy • System to classify items • Created through analysis of information usage • Structure – hierarchy of defined terms • Presentation/Application – means for assisting users to find, use, and manage content • Taxonomy process is ongoing and iterative

9. Car vs. Drive vs. Blue • Classification is about something: car, book, document, rating system, policy • A classification system creates a descriptive hierarchy that provides detail about an item • An item can be described in multiple hierarchies • Items can have processes associated with them

10. Hands On Lab • Taxonomy • Create categories for each • Create associated attribute information • Da Kine Food, Inc. (We taste your food for fun and profit) • Food review procedures • Food review categories

11. How to Classify Content in SharePoint 2007 • Sites in the Site Architecture • Lists and libraries • Columns - Metadata • Site collection columns • Site columns • List or library columns • Content types

12. Demo • Da Kine Food, Inc. • Use tools to create content categorization scheme based up hands on lab. May use • Sites • Site Columns • Content types • Libraries

13. Evaluation and Discussion • Process – building a taxonomy • Technology • Lists and libraries • Site columns • Content types • Sites

14. Intermission

15. SharePoint 2010 Managed Metadata Service • Basic characteristics • Includes both content types and managed metadata • Has its own security infrastructure • Supports delegation of management • Cross site collection, web application, and farm support

16. Content Types • Live in a site collection • Can be published across site collections • Content type hub functionality • Site collection hub identified in the Managed Metadata Service • Content Type Hub Syndication feature at the site collection scope • Caveats….

17. Managed Metadata Overview • Information resides in the term store • Managed terms • Managed keywords • Management is at the farm level, and is delegated to site level • Term management • Term contribution

18. Managed Metadata Definitions • Term Group – Security boundary for delegation of management • Term Set – Groups of terms that are managed in a hierarchy • Open or closed • Available for tagging • Term – Individual vocabulary items • May have synonyms

19. Keywords • Freestyle tagging of content by contributors • Assists with the creation of folksonomy • Good means for collecting common terms used in a business or organization • Can be promoted into a managed term set

20. Tagging or Applying Metadata • Managed metadata • Applied using the managed metadata column type • Keywords • Applied using a keywords column • Social tagging • Applied to items and pages

21. Using Metadata for Navigation • Metadata Navigation and Filtering feature • Enables lists and libraries to expose tree view hierarchy and filter controls • Search • Refinement panel is managed metadata aware

22. Questions and Discussion