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SharePoint 2010: Managed Metadata and Search

Vili Bogdan DevFacto Technologies Inc. Solution Developer. SharePoint 2010: Managed Metadata and Search. About me. Born and raised in Romania Immigrated to Canada in 2002 University of Regina graduate Have been working with SharePoint since 2007 SharePoint 2010 certifications achieved:

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SharePoint 2010: Managed Metadata and Search

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  1. ViliBogdan DevFacto Technologies Inc. Solution Developer SharePoint 2010: Managed Metadata and Search

  2. About me • Born and raised in Romania • Immigrated to Canada in 2002 • University of Regina graduate • Have been working with SharePoint since 2007 • SharePoint 2010 certifications achieved: • MCTS: SharePoint 2010, Configuration • MCTS: SharePoint 2010, Application Development • MCITP: SharePoint Administrator 2010 • MCPD: SharePoint Developer 2010

  3. What keeps me sane My Wife My Puppy

  4. Presentation Outline • What is metadata? • Where/how is it used? • Benefits of using metadata • What is the Managed Metadata Service? • Managed Metadata Service demo • Search in SharePoint 2010 • What is new in SharePoint Search in 2010? • SharePoint 2010 Search Demo

  5. What is metadata? • Traditional definition: “Data about data” • Provides information about a certain item, be it about its content or external attributes • Examples: • A car has a make, model, production year, colour, etc. • A music player has a manufacturer, capacity, colour, etc. • A Word document has an author, a created date, a subject, a location, etc.

  6. Where/how is it used? • Metadata is used everywhere in the digital world • Metadata can be created without any user action • Metadata can be used to reduce the time it takes to find the content relevant to you • Examples: • Documents last modified by me in the past three months • Invoices related to Client A in a document library.

  7. Benefits of using metadata • Information is easier to find • Can be used to filter content • Makes it easier to find related content • Enhances the ability to determine at a glance if the content is relevant to your task at hand • Can be leveraged to improve business processes • Control the flow of a business workflow • Automatically organize content • Control document retention

  8. Common metadata challenges • Standardization of terminology • Using the same terms across multiple departments or sites • Synonyms: There are often multiple ways of referring to the same thing • Providing terminology for multiple languages • Management of metadata • Delegation of management for unrelated terminology • Migration of the terminology between environments • Training

  9. Managed Metadata Service • Central location for management of: • Terms • Content Types • Provides ability to define: • Term hierarchy • Synonyms • Language-specific terms • Can be shared across the corporation and even between corporations • Can delegate management of unrelated terms

  10. Managed Metadata Limitations • No web based InfoPath support • No support in Office 2007 • Can’t be edited in SharePoint Workspace if the field is not marked as required • Can’t be used at all in SharePoint Workspace if the field is marked as required • Can’t edit Managed Metadata values in Datasheet mode • Can’t use “Begins With” or “Contains” operators for filters in views

  11. Managed Metadata Limitations – Part 2 • Care is needed in SharePoint Designer when comparing managed metadata fields • Can’t be used in calculated fields • Maximum of 250 terms per Managed Metadata Column • Taxonomy feature isn’t activated on the Blank Site Template • Can’t add a Managed Metadata Column through SharePoint Designer

  12. Managed Metadata Demo

  13. A Divider Questions?

  14. SharePoint Search

  15. SharePoint 2010 Search improvements • Boolean query syntax for free-text queries and for property queries • Example: ("SharePoint Search" OR "Live Search") AND (title:"Keyword Syntax" OR title:"Query Syntax") • Prefix matching for search keywords and document properties • Examples: “micro*” would find documents that contain “Microsoft” or “microchip” • Suggestions: while typing search queries or after queries have been run • Refinement panel • People search: phonetic name matching and nickname matching, self search • Many more improvements

  16. SharePoint Search 2010 Demo

  17. Related Links • TechNet • Managed metadata service application overview - http://technet.microsoft.com/en-us/library/ee424403.aspx • Managed Metadata overview - http://technet.microsoft.com/en-us/library/ee424402.aspx • What’s new in enterprise search - http://technet.microsoft.com/en-us/library/ee667266.aspx • Andrew Connell • SharePoint 2010 Managed Metadata series - http://www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managed-metadata-about-the-series.aspx • Michal Pisarek • Managed Metadata Column Limitations - http://www.sharepointanalysthq.com/2011/06/managed-metadata-column-limitations/ • Paul Culmsee • Un-Managed Metadata: A couple of gotchas - http://www.cleverworkarounds.com/2010/10/28/un-managed-metadata-a-couple-of-gotchas/ • Ari Bakker – Create a Simple SharePoint 2010 People Directory • http://www.sharepointconfig.com/2011/05/how-to-create-a-simple-sharepoint-2010-people-directory/

  18. Thank you www.devfacto.com www.facebook.com/devfacto @vilibogdan www.bogdanv.com

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