Tagging Up – Managed Metadata and Taxonomies in SharePoint 2010

1. Tagging Up – Managed Metadata and Taxonomies in SharePoint 2010 Chris McNulty SharePoint Strategic Product Manager February 2012 SPTechCon San Francisco 2012

2. Quest Market Presence Americas EMEA APJa Sales/Mrkg R&D Support 178 Countries All Verticals Global 200 SMB Database, Monitoring, Data Protection, User Workspace/Virtualization, Windows (SharePoint, AD, Messaging), Identity Mgmt 60 Offices, 3 HQs 3600+ Employees 100,000+ Customers Multiple Business Lines

4. Chris McNulty • SharePoint Strategic Product Manager at Quest Software • 10+ years with SharePoint • 20 years consulting (led KMA SharePoint practice) and financial services technology (Santander, John Hancock/Manulife, GMO, State Street) • MBA in Inv Mgmt from Boston College • Write and speak often on Microsoft IW technologies (blogs & books) • MCSE MCTS MSA MVTSP MCC • Hiking, cooking, playing guitar, colonial history, photography • My family: Hayley, three kids (17, 8, 5) and my dog Stan

6. About Home

7. Microsoft SharePoint Server 2010 … the bright frontier Eastern Long Island, July 4, 2010

8. Presentation Governance • Out Of Scope • ECM Deep Dive • C# Coding • Rules • Move fast, PowerPoint is shared – http://slidesha.re/xVVUlA • Questions – time permitting during session • Any time after session – email etc. - @cmcnulty2000

9. Agenda • Metadata – definitions and taxonomy • Usage scenarios • Folksonomy usage • Taxonomy management • Tags and social networking • Configuration Overview & Design Tips • Customization

10. What is metadata? • Literally, “after data” • In practical usage, it means data about data • For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)

11. Wait, what was SharePoint again?

12. Microsoft SharePoint 2010 Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS Sites Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Composites Communities PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Insights Content Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Search Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline

13. SharePoint Information Architecture (http://intranet)

14. Terminology • Taxonomy– A formal hierarchy of terms and tags, usually centrally administered and defined • Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people’s taxonomy”) • Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those concepts • Term Store – A database that houses taxonomies • Term Set – The “second level” of a taxonomy • Term – (a/k/a “tag”) An element of the defined taxonomy

15. SharePoint Content Terminology • Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint. • Content Type Hub– A site collection which operates as a central source to share content types across the enterprise • Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.

16. 2010 Managed Metadata Service • Centralized enterprise repository for tag hierarchies and keywords • Publish and subscribe model for distributed content types

17. Scenario: Growth of an Information Architecture • New company starts to develop products • “X21 Screen Cleaner” is the first product • Products team has a SharePoint site with a folder for product information • Simple storage and navigation

18. Scenario: Growth of an Information Architecture • Company hires its first marketing specialist • Adds a folder to the library for marketing content • Multiple products, but all information still in one spot

19. Scenario: Growth of an Information Architecture • In six months, marketing grows to a department, gets its own site • Document physical storage becomes de facto taxonomy

20. Information Architecture Questions • “I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?” • “I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?” • “I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”

21. The bright frontier – SharePoint 2010 Managed Metadata Service • Centralized enterprise repository for tag hierarchies and keywords • Publish and subscribe model for distributed content types

22. Using MMS Taxonomy • Add from common button • Select from list tor type-ahead • Consume from views, navigation, and search!

23. DEMO • Tag usage and sharing

24. Folksonomy • Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords • Centrally stored in the MMS application • Easily enabled option for all document libraries • Can also be applied to content outside SharePoint

25. Social tagging • Tags are aggregated to each user’s profile page • Tags have profile pages • Tags can be “followed” just like people in SharePoint social nets

26. DEMO • Adding managed Keywords • Tagging and Terms • Tagging on personal profiles • Tag profiles

27. Search • Tags are automatically crawled properties • All tags and terms are available as left hand “refinements”

28. MMS - Shared Service Applications • 2010 common farm functions are now independent Shared Service Applications • MMS is an SSA! • Records/librarians/IA can administer metadata without becoming farm admins

29. Taxonomy Administration • Creating and managing terms and term sets • Attaching to a library • Taxonomy navigation

30. Taxonomy Operations • Term sets can be copied, relocated, and reused from existing terms • Terms can be copied, reused, merged, deprecated, etc. • Keywords (folksonomy)can be moved into a managed term set or deleted

31. DEMO • Admin • Term sets and terms • Metadata fields • Navigation

32. Content Type Hubs • Define one master site collection to house master content types • Publish and synchronize across multiple farm and or site collections

33. Best Practices

34. Design Considerations • Openness vs. closed term sets • Tag security • Dynamic external tags • Content types & site columns - practical guidance • Role of Master Data Services in SQL 2008 R2 • Programmability & Customization • Dark secrets…

35. Design - Openness • Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively • Taxonomy - Managed term stores are usually closed, and require administrators to add new terms • Open folksonomies and closed taxonomies is a good practice…best? • Watch trends in casual social tags and evaluate “promotion” to formal taxonomy.

36. Design – Content Types • Use Document ID function uniformly among hub and subscribers – otherwise content types aren't published • Check logs for content publishing if you have questions • Republish and use options & timer jobs to “force” updates • Site columns, especially choice lists, can behave unexpectedly. • Column definitions and lookup values will be copied to each separate site collection • Lookup values can be locally edited and changed. • They reset to master values the next time the content type is published. • Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content types

37. Design – Dynamic External Tags • One way data import limits • BCS provides alternative tag techniques • BCS data source can be maintained externally, or by publishing the source as an External List. • External Lists act almost identically to native SharePoint lists in the UI.

38. Physical and Logical Design • Use Content Type Organizer rule to move new documents based on initial tags • Use taxonomy and metadata to drive information lifecycle management processes (e.g. archiving) • Improve browsability and search relevance

39. DEMO • Central Admin • Federated Administration • Dynamic external “tags” • Search • Content Organizer

40. Programmability • C# use Microsoft.SharePoint.Taxonomy • PowerShell $str = “SAMPLE” $site = new-object Microsoft.SharePoint.SPSite("http://MYSITE") $session = new-object Microsoft.SharePoint.Taxonomy.TaxonomySession($site) $termstore = $session.TermStores[“MYTERMSTORE"] […create group…] […create term set…] $term = $termset.CreateTerm($str, 1033)

41. Programming & Customization • C# use Microsoft.SharePoint.Taxonomy • PowerShell • Native web parts to display tag clouds • Easily built web parts to add statistics on tag usage

42. DEMO • PowerShell

43. IA Solutions • Use MMS to centrally define product tags to be shared across multiple sites and libraries • Create centralized document repositories (Document Center) • Define a term store for all departments • Managed Metadata field in Document Center for Department • Content Type Organizer rule to move new documents tagged as “Departments:Marketing” to a Marketing folder in the Doc Center • Add a new “Departments” Managed Metadata field to Content Types in our collaboration sites and Document Center, and set default to “Departments:Marketing”

44. Dark Secrets of MMS

45. Dark Secrets of MMS • No granular security on tag definitions or tags as applied • No meta-metadata • You can define products and group them hierarchically, but you can’t add a list price and then navigate or refine to find content by price • Can’t tag a tag, can’t rate a tag, can’t “like” a tag • Can’t organize “personal” tags • Client application support limitations • SharePoint Workspace 2010 can read but not write MMS tags • InfoPath browser client can’t read or write MMS tags

46. The910 Some Adoption Rules • Start small. Do NOT put everything in a term set. • Find “ friendlies”. Introduce keywords to users who understand the benefits • Use default tags in context. • External data. Use BCS if tag definitions are outside SharePoint (G/L codes) • Understand the security model and don’t put “secret” terms in a term store. • Extend administrative access for nontraditional administrators (e.g. corporate records staff) • Plan for and deploy centralized content types. • If security requirements are simple - and document sharing is important, use the Document Center to centralize document storage, and use content types and tags to classify docs. • Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted! • Synonyms! Synonyms! Synonyms! • Taxonomy does NOT belong to IT!!!

47. Resources • From Microsoft: • SharePoint 2010 site: http://sharepoint.microsoft.com • SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx • From Quest • www.quest.com • www.sharepointforall.com

48. Questions • Evaluations - EventBoard • Contact Me

49. Thank you… • Contact • Email chris.mcnulty@quest.com • Blog http://www.chrismcnulty.net/blog and http://www.sharepointforall.com • Twitter: @cmcnulty2000 • LinkedIn:http://www.linkedin.com/in/cmcnulty • SPTechCon • Managed Metadata Mon 1:45pm • Lightning Talks – Mon 4:45 (Governance) • Lead Experts Panel – SharePoint Admin Tuesday 3:15-3:45 • BI (w Sadie Van Buren) Tuesday 4:00pm • Book Signing – Tues 5:30 SP2010 Consultant's Handbook (MMS) BZMedia • Book Signing – Tues 6:00pm SP2010 Consultant’s Handbook (NEW!) – Quest • Project Server Wed 2pm • Upcoming: • March - SP Heartland Conference (OH); SharePoint Conference Australia, SP Connections (NV) • April – SPS Twin Cities, TEC San Diego • May – New England SPUG