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Enhancing SharePoint with Effective Metadata Strategies

Join us for the MNSPUG meeting on October 12, where SharePoint Consultant Donald Donais will discuss the importance of metadata in SharePoint environments. Topics will include information architecture, content types, managed metadata, and best practices for optimizing search functionality. This meeting is designed to foster community knowledge-sharing and support for Microsoft SharePoint technologies. Attendees can look forward to engaging discussions, expert insights, and giveaways to enhance their SharePoint experience.

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Enhancing SharePoint with Effective Metadata Strategies

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Presentation Transcript

  1. September 14th, 2011 Metadata in SharePoint Donald Donais

  2. Agenda • Introductions • Planning • Content Types • Metadata • Break • Managed Metadata • Q & A • Wrap-up and Giveaways

  3. User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions

  4. Introductions – MNSPUG Sponsors Avtex (www.avtex.com) • Technology consulting company • Practice area focused on SharePoint Benchmark Learning (www.benchmarklearning.com) • Training on many technologies Microsoft (www.microsoft.com) WroxPress (www.wrox.com) O’Reilly (www.oreilly.com)

  5. www.SharePointMN.com • Website for user group • SharePoint resource documents • SharePoint resource links • RSS Feeds • Meeting Schedule • Past User Group Presentations • info@sharepointmn.com www.sharepointmn.com

  6. Social Networking • Linked In group – The most interactive… includes job postings… http://www.linkedin.com/groups?gid=1878792 • Facebook group http://www.facebook.com/home.php?#/group.php?gid=27333305456 • Twitter tags - @MNSPUG and #MNSPUG

  7. Upcoming Schedule • Next Meeting October 12th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: TBD Check www.SharePointMN.com for updates! • Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office

  8. Local and Online Events ScarePointSaturday – October 29th (confirmed) http://www.sharepointsaturday.org/twincities/default.aspxNormandale College– Bloomington, MN

  9. Local and Online Events http://www.EngageEvent.net/

  10. Giveaways!

  11. Presenter Introduction

  12. Quick Intro Donald Donais • SharePoint Consultant • Drummer • @dondonais • talesfromitside.wordpress.com

  13. Before We Begin, Let’s Talk About . . . Information Architecture SharePoint Governance Discovery Search

  14. SharePoint Governance • Roles and Responsibilities • Security • Structure • Communications • Training • Document Management Strategy • Search Strategy • Information Architecture

  15. Discovery • How do SharePoint users find their information? • Hunt, seek and find! • Search • Let someone else tell us! • What are they looking for when they get their results? • Relevancy • Refinement • Content by Metadata/People • How often to they need the information? • Frequently • On Demand

  16. Information Architecture • Hierarchy • Metadata (Site Columns) • Keywords/Best Bets • Managed Metadata • Content Types • Views

  17. Search What do you look for when using searching? • No Matter What, Need Good Metadata! Keywords/ Best Bets Managed Metadata

  18. Content Types

  19. Content Types • Reusable definition • NOT just for documents • Settings • Columns • Workflows • Templates • Document Information Panel • Document Conversion • Policies • Inheritance • CAN NOT be reset

  20. Content Types Location

  21. Document Sets • Special Content Type • Shared metadata • Default content • Configure Welcome page • Single entity • ONLY be used for documents • Add more documents to set • CAN NOT nest sets

  22. Publishing • Syndication Hub • Managed Metadata service • Site Collection feature • Publishing Settings • Publishing • Unpublish • Republish • Error Log • Hidden List • Timer Jobs

  23. More on Syndication Hub • Custom fields & External Content types not supported • Workflows are not supported – assigned at local level • Published Content Types are Read-Only • Published Content Types are consumed at root and flow down • Document Templates are published • Feature dependencies are not activated automatically

  24. External Content Type • Business Connectivity Service • XML file defines an content from LOB data source • Content lies outside of SharePoint • Created with • SharePoint Designer 2010 • Visual Studio 2010

  25. Content Type Demo

  26. Metadata

  27. Metadata Audience Participation • What is Metadata? • What is appropriate Metadata? • Where should Metadata be applied within SharePoint?

  28. Metadata Columns • Single line of text • Multiple lines of text • Choice • Number • Currency • Date and Time • Lookup • Yes / No (Checkbox) • Person or Group • Hyperlink or Picture • Calculated (based on other columns) • External Data (connected to BCS – local only) • Managed Metadata • Full HTML content with formatting and constraints for publishing (Site Column) • Image with formatting and constraints for publishing (Site Column) • Hyperlink with formatting and constraints for publishing (Site Column) • Summary Links data (Site Columns) • Rich media data for publishing (Site Column)

  29. Views • Used within Lists and Libraries • Show information within certain context • Used to refine and narrow content • Used with majority of List and Libraries • Replacement for Folder Tree

  30. Types of Views • Standard • Calendar • Datasheet • Gantt • Access • Custom View in SharePoint Designer

  31. Metadata Navigation • List Settings • Navigation Hierarchies • Filters • Automatic Indexing

  32. Other Consideration • Adjusting SharePoint Indexing Site Level List & Library Level Column Level • Options Include Site Level Indexing Site Indexing of ASPX Page Content List/Library Level Indexing Column Level up to 20 Indices

  33. Metadata Demo

  34. Break

  35. Managed Metadata

  36. Managed Metadata • Managed Metadata Service • Managed Metadata Columns • Tags • Taxonomy / Folksonomy

  37. Managed Metadata Service • Service Application • Identify Content Type Syndication hub • Service Application Proxy • Limits • Only one per service application • Identify default storage location • Enterprise Keywords • Column Term Sets • Consume or Push-down Content Type publishing • Delegate Administration • Bulk import from .CSV • Term Group / Term Store • Limits • Many per service application • Up to 1,000,000 items / store • Delegate Managers and Contributors

  38. Managed Metadata Service - continued • Term Set • Limits • Up to 1,000 / term store • Contact (used for feedback link) • Submission Policy • Social Tagging • Sorting • Term • Limits • Up to 30,000 / term set • Up to 7 nested levels • Labels / Synonyms • Social Tagging

  39. Managed Metadata Columns • New column type • Better than “Choice” • Site or List Column • Multi-Value • Bind to term set or term • Needs to be “available for tagging” • Add to List / Feedback • Automatically populates search refinements

  40. Tags • Tags & Notes control • “Use Social Features” permission • Suggested Tags • Auto complete • Synonyms • Enterprise Keywords & Other Terms • “Available for Tagging” • Tag items inside AND outside of SharePoint

  41. Taxonomy vs. Folksonomy • Taxonomy • Corporate Terms • “Top down” approach • Enforce common terminology • Utilize Term Groups / Term Sets • Examples (Products, Departments, etc.) • Folksonomy • Everyday terms • “Bottom up” approach • Utilize Enterprise Keywords • General lack of structure • May be promoted to taxonomy • Examples (Flickr, del.icio.us)

  42. Managed Metadata Demo

  43. References • SharePoint 2010 Content - http://sharepoint.microsoft.com/en-us/product/capabilities/content/Pages/Content-Management-System.aspx • Plan to share Terminology and Content Types - http://technet.microsoft.com/en-us/library/ee519603.aspx • Managed Metadata overview - http://technet.microsoft.com/en-us/library/ee424402.aspx • Social Tagging - http://technet.microsoft.com/en-us/library/ff608137.aspx • SharePoint 2010 - http://sharepoint.microsoft.com • WictorWilen Term Store Bulk Import - http://bit.ly/oedsui

  44. Q & A http://www.sharepointmn.com

  45. Thanks for coming! http://www.sharepointmn.com

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