NHSPUG June 2015 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
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The document is a presentation on managed metadata in SharePoint 2013. It discusses the new managed metadata service, term store, and content type syndication features. The presentation provides an overview of these new features, including improvements to the user interface for managing terms, support for multi-lingual terms, managed navigation, hashtags, and the taxonomy API. It also discusses considerations for using term sets, columns, and content type publishing across sites.
![TAXONOMY
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![FOLKSONOMY
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![TERM
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![TERM SET
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![GROUP
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![MANAGED METADATA
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![TAGGING
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NHSPUG June 2015 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
- 2. Jonathan Ralton BlueMetal Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
- 3. Agenda Setting the Stage Content Management Services Architecture Information Architecture Managed Metadata Service Term Store What’s New Content Type Syndication Wrapping Up Questions
- 4. Setting the Stage Must Love Term Sets
- 5. ME
- 6. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No code! • Document Management, Content Management, Knowledge Management… @jonralton [email protected] blog.jonralton.net
- 7. YOU
- 8. Audience What roles are you in? What SharePoint phase are you in? What are you hoping to learn?
- 9. Content Management Must Love Term Sets
- 10. Content Management SharePoint does this thing called Content Management
- 11. Content Management Business Process Automation Portals Social Co-Authoring External Collaboration Workflow Team Collaboration Incident Management Project Management Knowledge Management Enterprise Content Management Application Platform
- 13. Content Management • What is it? • Is it useful to me?
- 15. Pleasantville © 1998 New Line Cinema
- 16. Wild Wild West © 2014 Universal Studios
- 17. Content Management Farms Web Applications Content Databases Site Collections Sites Lists Libraries Folders Document Sets Site Columns Content Types External Content Types Managed Metadata Crawled Properties Managed Properties
- 18. Content Management We set up… • Content Types • Site Columns We put them together… Content Types Site Columns Metadata
- 19. Services Architecture Must Love Term Sets
- 20. Shared Service Provider (SSP) A web application that provides all of the services for SharePoint such as: • Search • User Profile • Excel Services • InfoPath Forms Services
- 21. Shared Service A component of the Shared Services Framework such as: • Search • User Profile • Managed Metadata
- 22. Service Application • In order to use a Shared Service, a Service Application must be provisioned • Automatically using the Configuration Wizard • Manually via Central Administration or Power Shell • It consists of some or all of the following: • An administrative interface • An application pool • One or more databases • A physical instance (a running web service)
- 23. Service Application Proxy • All Service Applications have a corresponding Service Application Proxy • An object that a service consumer (i.e.: web part, object model, code) uses to connect to a Service Application
- 25. Service Application Description SharePoint Foundation SharePoint Server Standard SharePoint Server Enterprise Access Services Lets users view, edit, and interact with Access databases in a Web browser. ⃝ Business Data Connectivity Service Gives access to line-of-business data systems. ⃝ ⃝ ⃝ Excel Services Application Lets users view and interact with Excel files in a Web browser. ⃝ Managed Metadata Service Manages taxonomy hierarchies, keywords and social tagging infrastructure, and publish content types across site collections. ⃝ ⃝ PerformancePoint Service Application Provides the capabilities of PerformancePoint. ⃝ Search Service Crawls content, produces index partitions, and serves search queries. ⃝ ⃝ Secure Store Service Provides single sign-on authentication to access multiple applications or services. ⃝ ⃝ State Service Provides temporary storage of user session data for SharePoint Server components. ⃝ ⃝ Usage and Health Data Collection Service Collects farm wide usage and health data, and provides the ability to view various usage and health reports. ⃝ ⃝ ⃝ User Profile Service Adds support for My Sites, profile pages, social tagging and other social computing features. ⃝ ⃝ Visio Graphics Service Lets users view and refresh published Visio diagrams in a Web browser. ⃝ Web Analytics Service Provides Web service interfaces. ⃝ ⃝ Word Automation Services Performs automated bulk document conversions. ⃝ ⃝ Microsoft SharePoint Foundation Subscription Settings Service Provides multi-tenant functionality for service applications. Tracks subscription IDs and settings for services that are deployed in partitioned mode. Deployed through Windows PowerShell only. ⃝ ⃝ ⃝ http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
- 26. Advancements ⓬ → ⓮⓯ Redundancy • Multiple application servers can have a physical instance (a running web service) of the same service application Isolation • No longer a single point of failure as with SSP • A web application does not have to consume all the available service applications
- 27. Advancements ⓬ → ⓮⓯ Delegation • Can give users access to manage only certain service applications Flexibility • A single web application can consume multiple instances of the same type of service application
- 28. Advancements ⓬ → ⓮⓯ Performance/Resources • Only the services needed must be deployed Reuse • Some service applications can be consumed across farms
- 30. Logical Architecture 1. You can deploy only the service applications that are needed to a farm. 2. Web applications can be configured to use only the service applications that are needed, instead of all the services that have been deployed. 3. You can deploy multiple instances of the same service in a farm and assign unique names to the resulting service applications. 4. You can share service applications across multiple Web applications within the same farm. http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
- 31. Logical Architecture • Enterprise Services Farms • Specialized Service Farms • Cross-Organization Farms • SharePoint 2013 Service Applications consumed by SharePoint 2010 farms or SharePoint 2010 sites on SharePoint 2013 http://technet.microsoft.com/en-us/library/ee424403(v=office.15).aspx
- 32. Service Architecture The Managed Metadata Service is a Service Application
- 33. Information Architecture Must Love Term Sets
- 34. Information Architecture •Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization •Goals • Make findable • Make usable
- 36. Taxonomy “a classification into ordered categories” – dictionary.com
- 37. Taxonomy “a hierarchical classification of words, labels, or terms that are organized into groups based on similarities” – Microsoft
- 38. Taxonomy A way to group things together
- 39. Taxonomies • May be defined and centrally managed by one or more individuals • Useful because they provide a logical, hierarchical structure of metadata that can be used to classify information consistently
- 41. Folksonomy “the classification that results when Web site users collaboratively apply words, labels, or terms to content on a site” – Microsoft
- 42. Folksonomies • Can be useful because it taps the knowledge and expertise of site users and content creators • Enables content classification to evolve with the users’ changing business needs and interests
- 43. Approach Taxonomies • Formal • Centrally managed • Hierarchical • Managed Terms • Term Sets Folksonomies • Collaborative • Tagging freely • Enterprise Keywords • Social Tagging
- 44. Managed Metadata Service Must Love Term Sets
- 46. Overview Term Store • We can centrally manage/govern taxonomy and folksonomy Content Type Syndication • Via the Content Type Hub, we can centrally manage/govern definitions of types of content and various properties about those types such as workflow, retention policies, and metadata
- 47. Term Store Must Love Term Sets
- 48. Anatomy 14 (SharePoint 2010) 15 (SharePoint 2013)
- 50. Term “a word or a phrase that can be associated with an item” – Microsoft
- 53. Terms • Has a unique ID (GUID) • Can have many different text labels (synonyms) • On a multi-lingual site, it can have labels in different languages
- 54. Terms 1. Managed Terms • Usually pre-defined • Can only be created by users who have the appropriate permissions • Often organized into a hierarchy 2. Enterprise Keywords • Words or phrases that were added to Office documents • Part of a single, non-hierarchical term set that is named the keyword set 3. Hashtags • Words or phrases that were added to SharePoint items • Part of a single, non-hierarchical term set that is named the hashtag set
- 57. TERM SET def·i·ni·tion [dèffə nísh'n]
- 58. Term Set “a collection of related terms” – Microsoft
- 63. Term Sets • Has a unique ID (GUID) • Can specify that a column must contain a term from a specific term set
- 64. Term Sets Closed Users cannot add new terms to them when they are entering a value for a column that is mapped to the term set Open Users can add new terms to the term set when they are updating the value for a column that is mapped to the term set
- 65. Term Sets Local Term Set Created within the context of a site collection For example, if you add a column to a document library, and create a new term set to bind the column to, the new term set is local to the site collection that contains the document library Global Term Set Created outside the context of a site collection For example, the term store administrator could create a term set group that is named Human Resources and designate a person to manage the term set group. The group manager would create term sets that relate to Human Resources, such as job titles and pay grades in the Human Resources term set group
- 68. Group “a set of term sets that all share common security requirements” – Microsoft
- 70. Groups • Has a unique ID (GUID) • Only users who are designated as contributors to a specific group can manage term sets that belong to the group or create new term sets within it • Organizations should create unique groups for term sets that will have different access/security needs
- 71. Term Store Centralize Management • We can set up a centrally managed/unified structure for metadata for multiple farms Delegate Management • We can isolate different structures for metadata and give certain users the ability to manage their own areas of expertise/interest
- 72. Term Store Make your life easier • We can use tags and term sets across SDLC levels • Requires being strict • Introduce DEV elements carefully Make your life complicated • We can isolate the tags and term sets at each SDLC level • May be desired • Requires migration
- 73. MANAGED METADATA def·i·ni·tion [dèffə nísh'n]
- 74. Managed Metadata “a way to refer to the fact that terms and term sets can be created and managed independently from the columns themselves” – Microsoft
- 75. Managed Metadata A service application group can include multiple Managed Metadata service applications • The sites within the Web applications display taxonomy, social tagging, and other features from both Managed Metadata service applications • Unlike other cross-farm services, Web parts by default include data from multiple Managed Metadata service applications
- 76. Managed Metadata Managed Metadata is one of the service applications that is typically deployed for dedicated use by a specific team or department • To allow a team or department to manage their own taxonomy, hierarchies, keywords... • SharePoint combines the results of multiple Managed Metadata service applications, so taxonomies, content types, and other elements can be shared across an organization
- 78. Tagging “the act of applying metadata to an item” – Microsoft
- 80. What’s New Must Love Term Sets
- 81. Advancements ⓮ → ⓯ • User Interface • Pinned Terms • Custom Properties • Multi-Lingual Support • Managed Navigation • Hashtags • Tag Profiles • Datasheet View Support • Taxonomy API
- 82. User Interface • Buttons have moved from persistent on every page to the ribbon
- 87. Reusing and Pinning Reused Term • Leverage same term in more than one location • Source can be changed • Allows for editing of the term’s label and other properties in the reused location(s) Pinned Term Set • Leverage same term set in more than one location • Must pin with children (if any) • Source can be changed • Cannot edit term labels and other properties in the pinned location(s)
- 88. Custom Properties • Can be instantiated on terms and term sets • Not a replacement for projected fields • Need to write custom code to leverage/expose
- 89. Multi-Lingual Support • Debuted with the inception of Managed Metadata, but now can take advantage of the Machine Translation Service
- 90. Managed Navigation • Drive a site collection’s navigation from a term set • Pass term to target page catalog item page • fURLs • Site Feature
- 95. Hashtags • Aggregation similar to Twitter • No Yammer Support
- 96. Tag Profiles • Now use search
- 97. Datasheet View Support • Finally can input/edit managed metadata columns in datasheet view
- 98. Taxonomy API • Access via • Client Side Object Model (CSOM) • REST • Power Shell
- 99. Content Type Syndication Must Love Term Sets
- 100. Content Type Publishing Advantages • Manage ‘Enterprise Content Types’ across site collections, web applications, and farms • High governance/control • Higher reuse Disadvantages • Inheritance/Publishing • Workflows • Lookup Columns • Backup/Restore/Disaster Recovery
- 101. Site Based Retention Policies • Compliance features of SharePoint have been extended to sites • We can create and manage retention policies, and they will apply to SharePoint sites and any Exchange Server 2013 team mailboxes that are associated with the sites
- 102. DEEPER EXPLORATION
- 103. Additional Considerations Must Love Term Sets
- 104. Term Set Import • Great way to get started • Can specify hierarchies • Possible but limited • Can’t specify synonyms • Can’t specify custom properties • Can’t set custom sort order • Can’t leverage reused terms, pinned terms • Can’t influence GUID assignment • No export without third party tool
- 105. Blog Article SharePoint Managed Metadata Import Files bit.ly/SPMMImport
- 106. Term Store Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Maximum number of levels of nested terms in a term store Supported 7 7 Maximum number of term sets in a term store Supported 1,000 1,000 Maximum number of terms in a term set Supported 30,000 30,000 Note: Additional labels for the same term, such as synonyms and translations, do not count as separate terms. Total number of items in a term store Supported 1,000,000 1,000,000 Note: An item is either a term or a term set. Additional labels for the same term, such as synonyms and translations, do not count as count as separate terms. You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a simultaneously in a term store. Maximum number of variation labels in a term store Supported n/a 209 Maximum number of terms in managed navigation term set Supported n/a 2,000
- 107. Site Columns – Considerations Choice Lookup Managed Metadata When to use which type?
- 108. Site Columns – Considerations • Plain text • Does not update • No metadata about choicesChoice Column
- 109. Site Columns – Considerations • ID;#Value • Does update • Metadata about choices • Projected Fields • Expand scope of List, but not across Site Collections • Possibility for cascading lookups • Can’t ‘re-point’ later Lookup Column
- 110. Site Columns – Considerations • Does update • Hierarchy of terms • Scope across site collections, web applications, farms • No metadata about choices in 2010 • Custom Properties in 2013 • Can assist with navigation • No InfoPath support • No Datasheet View support in 2010 • Microsoft Office 2007 and earlier Document Information Panel • Folksonomy possibilities • Can ‘re-point’ later Managed Metadata Column
- 111. Wrapping Up Must Love Term Sets
- 113. Wrapping Up The Managed Metadata Service can be used to advance your content management and social goals via taxonomies and folksonomies as well as content type syndication
- 114. Content accumulates pretty fast. If you don’t stop to think about this stuff and talk with your users, you could end up with a mess. © 1986 Paramount Pictures
- 115. INFORMATION ARCHITECTURE 1. WORK WITH YOUR USERS 2. FOLLOW THE CULTURE 3. GAUGE EFFECTIVENESS AND ADJUST AS NEEDED © 1986 Paramount Pictures
- 116. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
- 117. Questions? © 1986 Paramount Pictures
- 119. Reference Must Love Term Sets
- 120. Resources SharePoint 2010 SharePoint 2013 Introduction to Managed Metadata Introduction to Managed Metadata Managed Metadata Overview Managed Metadata Overview Managed Metadata Planning Managed Metadata Planning Managed Metadata Service Application Overview Managed Metadata Service Application Overview Managed Navigation Overview Introduction to Content Type Publishing Manage Content Type Publishing Configure Enterprise Metadata and Keyword Settings for a List or Library
- 121. Tools Metalogix (MetaVis) Term Store Manager PremierPoint Solutions Term Sync ServiceAware Term Store Sync for SharePoint SharePoint 2010 CSV Bulk Taxonomy TermSet Importer/Exporter SolidQ Managed Metadata Exporter for SharePoint 2010
- 122. Key SharePoint Limits • Boundary: Static limits that cannot be exceeded by design • Threshold: Configurable limits that can be exceeded to accommodate specific requirements • Supported: Configurable limits that have been set by default to a tested value
- 123. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Farm Content Databases Supported Not Specified 500 Site Collections Supported Not Specified 500,000 Personal Sites 250,000 Non-Personal Sites Web Application Content Databases Supported 300 Not Specified Site Collections Supported 250,000 Not Specified Content Database Size Supported 200 GB – 4 TB 200 GB – 4 TB Site Collections Supported 5,000 10,000 Total Sites 2,500 Non-Personal Sites Items Supported 60,000,000 60,000,000
- 124. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Site Collection Sites Supported 250,000 250,000 SharePoint Groups Supported 10,000 10,000 Users Supported 2,000,000 2,000,000 Site Subsites Threshold 2,000 2,000 Lists or Libraries 5,000 Not Specified Blog Posts Supported 5,000 5,000 Blog Comments Supported 1,000 1,000
- 125. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 List or Library Items Supported 30,000,000 30,000,000 Items in a Folder 5,000 Not Specified Items in a View Threshold 5,000 5,000 Joins in a View Threshold 8 8 Unique Security Scopes Threshold 50,000 50,000 Columns Threshold 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata
- 126. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Document Size Boundary 2 GB 2 GB Major Versions Supported 400,000 400,000 Minor Versions Boundary 511 511 Coauthoring Concurrent Editors Threshold 10 10 Page Web Parts Threshold 25 25 Security SharePoint Groups per User Supported 5,000 5,000 Active Directory Groups or Users per SharePoint Group Supported 5,000 5,000
- 127. Links SharePoint 2010 SharePoint 2013 SharePoint Online Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits SharePoint Maturity Model www.sharepointmaturity.com Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw Discontinued Features and Functionality bit.ly/1bhrLKr
- 128. Links My Knowledge Management (KM) Resources Click Here My Enterprise Content Management (ECM) Resources Click Here My Web Content Management (WCM) Resources Click Here My SharePoint Resources Click Here My Records Management Resources (RM) Click Here
Editor's Notes
- #4: Good Evening… Thanks for having me up here!
- #5: We’re going to do some quick getting-to-know each other, then we’ll get into the nuts and bolts, and finish up hopefully with some extra time for Q&A SOUND GOOD? And please ask questions as we go if something isn’t clear or you want to dive a little deeper into something. This is a pretty small group so we can go very informal tonight.
- #7: VERY BRIEFLY about me…
- #8: Currently I’m with a really great company in Boston—I get to work with the Jim Wilcox right over there I’m just about two years into this role; I’ve had about six years of consulting under my belt at this point and previously I’ve been in a corporate role as well Been working with SharePoint for coming up on ten years now I’m not a developer! Major focus is on wrestling with all the ‘m’ acronyms… DM, ECM, WCM, KM… Here’s how to ping me But enough about me…
- #9: Let’s find out a little about all y’all.
- #10: Just so I get an idea who I’m talking to… Do we have any Developers? Administrators? Business people/end users? Who is currently using SharePoint in their organization? Who is in the planning stage? Who wishes they could go back to the planning stage? What do you wanna know? Why should you care about the managed metadata service? Just because it’s a neat thing and has some cool new features in 2013?
- #12: You may have heard SharePoint does this thing called CM—whatever flavor it may be
- #13: Microsoft tells us that SharePoint can handle a LOT of different things—many even more not up here on the screen. Well… Do you want to turn these things on and hope for the best? We’re talking about the Managed Metadata Service of course tonight… the capabilities provided by the MMS don’t fit into all of these, but they can certainly help in quite a few of these scenarios
- #14: People usually will say that content management is about, what else, the content. It’s also about your USERS. If you look at how people arrive at stuff… it’s about half and half… Some people like to follow a map and street signs along the way to get to where they want to go. Others like to search for their content and expect it to come up pretty high in the result set. What kind of person are you? Think about your email. If you’re a filer and have tons of nested folders that you put your emails into, you’re probably an green ‘navigation’ person. If you’ve got all your emails in your Inbox and anytime you want to find something you type in a keyword or you group and sort by sender, you’re probably a purple ‘search’ person. You have to consider both approaches in building out your IA, and it just so happens that features of the MMS can assist with both of these
- #15: Once you’ve located some content… We want some qualitative data about the content to differentiate it from the sea of other documents… Perhaps filter out what you’re looking for to find that needle in the haystack of documents MMS can help with this!
- #16: The goals, again, are helping users FIND their stuff and USE it effectively.
- #17: The goal is to create Pleasantville.
- #18: But you’re going to end up in the Wild West if you don’t think carefully about how to leverage some of these capabilities.
- #19: We have ALL these things to build with in SharePoint, and more… How do we do it right?
- #20: Well… I just so happens that I do a whole other talk on diving deep into formulating your taxonomy and properly taking advantage of content type inheritance I just want to give you the very bare minimum concept here We usually set up some content types and some site columns We put them together to be able to track metadata on our content Some of these columns can be sourced from the term store, which is part of the MMS Some of these content types can be sourced from a content type hub and published to different site collections, and this facility is *also* part of the MMS In fact, one of the best ways to govern information architecture across an organization is to use the term store and content type publishing, again, both of which are provided for in SharePoint by the Managed Metadata Service
- #22: I did think it would be valuable to spend some time talking about the nature of the MMS and how it operates within SharePoint So first, let’s talk about what we USED to have And that was a Shared Service Provider I should say THE Shared Service Provider because there was only one and it provided EVERY service within SharePoint This was built into the MOSS framework actually, so WSS didn’t get anything like this
- #23: With the fourth major release of SharePoint we got an entirely new architecture for a Shared Service No longer tightly coupled with EVERY OTHER SERVICE And… this was now built into the WSS framework, so even Foundation uses this model Which services are available depends on the SKU: Foundation Standard Enterprise
- #24: So how do we ‘share’ these shared services without the SSP? We have a Shared Services Application This is at the farm level Some of these might be provisioned automatically by using the Configuration Wizard, you can manually get them going via Central Admin, and you can use Power Shell High level understanding… The SA could be made up of an admin interface, an app pool, some databases, and most importantly what is called a physical instance, which is a running web service
- #25: But wait, there is yet something else that SharePoint needs to deliver these shared services as an SA, and that is a proxy Every SA has one, and it’s how SharePoint componentry connects to it
- #26: Let’s go take a look at this. SHOW: Central Admin, Shared Service Applications
- #27: Here is a chart of which Service Applications are available with which SKUs
- #28: So why are things better since 2007?
- #30: This is pretty cool
- #31: Here is a diagram from TechNet of the different shared services Cross-Farm/Single-Farm
- #32: SharePoint admins now has more control over which Service Applications are deployed. For example, if the only requirement is search, you only have to deploy the Search Service Application. If you want all 18 Service Applications, that admin can deploy all of them. By default, a Service Application is consumed at the Web Application level. In the case of search again, a single web application can consume multiple search shared services and a single search shared service can be consumed by multiple web applications. Controlling how you split up different service applications between different consumers is achieved using these things called Proxy Groups
- #33: You can get super crazy The fourth thing is one of my favorites, and something that may help you with a staggered migration—how many people here are still using 2010? Planning an upgrade? Don’t ask me. Go read TechNet.
- #34: The point here is that… And that’s a good thing! So let’s get back to our Information Architecture for a bit
- #36: Information Architecture is about… What? CONTENT and USERS
- #38: What is this thing called TAXONOMY? OK so we’re going to be categorizing our stuff. Cool.
- #39: Microsoft tells us…
- #40: Even more simply…
- #43: Microsoft
- #45: So… SharePoint supports both extremes of this continuum, as well as points along the way. At one end, you can implement formal taxonomies through managed terms and term sets. At the other end, there is support for enterprise keywords and social tagging, both of which enable site users to tag content with keywords of their choosing. In between these extremes, you can apply flexible degrees of structure and control to metadata, and you can adjust the scope at which you apply this control by choosing to make it global across sites or local to specific sites. For example, you have the ability to configure term sets to be closed or open to user contributions. You can choose to use enterprise keywords and social tagging in conjunction with managed terms, or not. SharePoint, what a surprise, can be customized to your particular organization and culture.
- #47: There are two components that make up the MMS, and we can use them to help craft our IA These are not the only aspects of SharePoint that contribute to a well thought out and effective IA, keep in mind So let’s get into the MMS itself
- #48: We’ve got the term store We’ve got Content Type Syndication
- #50: OOTB, this is what you get. Blank term sets ready and waiting for you If you turned on User Profile Service/Active Directory Synchronization, you also get some extra things that come in
- #52: What exactly is a term? TechNet
- #55: What do GUIDS mean? Tags do not move around easily In terms of backing up and restoring to different environments In terms of migrations You’ll want to seek out third party tool, custom code, or, hey! My company to help you with that
- #56: Really three kinds of terms… Tag Hierarchies Managed terms are typically pre-defined and organized into a hierarchical term set by a Term Store Administrator or another person with permissions to work with managed metadata. An enterprise keyword is a word or phrase that is added to items on a SharePoint site. Enterprise keywords are organized into a single, non-hierarchical term set within the Term Store Management Tool called the Keywords set. Because users can typically add any word or phrase to an item as a keyword, enterprise keywords can be used for folksonomy-style tagging. Term store administrators, or other individuals with permission to manage metadata, can opt to move keywords out of the Keywords term set and into a specific managed term set, at which point the keywords will become available within the context of a specific term set. Term store administrators can also opt to make the Keywords set closed, so that users cannot submit new keywords and are restricted to the use of existing keywords.
- #58: Show enterprise keywords, hashtags
- #60: TechNet
- #65: Again, GUIDs
- #66: Can be configured to be closed Or, can be configured to be open
- #67: TechNet
- #68: There’s also another layer—when you instantiate a site column or list column and point it to a term set…
- #70: Microsoft Groups define security boundaries
- #72: Microsoft
- #73: OR
- #74: Either way, because we’re dealing behind the scenes with GUIDs, we can… Development, Test, Production… In that case you maintain the term store in PRD and have DEV and TST consume it
- #76: So to sum up… the term MM
- #77: Keep in mind if you wanna get really fancy…
- #78: And to customize/bend to your needs,
- #80: Microsoft
- #81: Why do we bother creating constructs and encourage our users to tag? MM in SharePoint enables you to apply adjustable degrees of control to the metadata that used to tag. With term sets and managed terms you can establish control over the types of terms that are available to be added to content, and you can control who has the ability to add new terms. You can also limit the use of enterprise keywords to a specific list of keywords by configuring the Keywords term set as closed. When the same terms are used consistently across sites, it is easier to build robust processes or solutions that rely on metadata. When the content across sites in an organization has consistent metadata, it is easier to find stuff with search. New search features, such as the refinement panel, which displays on the left-hand side of the search results page, enable users to filter search results based on metadata. Additionally, you can configure metadata navigation for lists and libraries to enable users to create dynamic views of information based on specific metadata fields. Users can navigate libraries by folder or by metadata pivot, and they can then refine the results by using additional Key Filters. The managed metadata features make it easy for Term Store Administrators (or other individuals with permission to update managed metadata) to maintain and adapt your metadata as business needs evolve. You can update a term set easily in the Term Store Management tool, and new or updated terms will automatically become available for use wherever a Managed Metadata column associated with that term set is available. If you merge multiple terms into one term, content that is tagged with these terms is automatically updated to reflect this change. You can specify multiple synonyms (or labels) for individual terms. If your site is multi-lingual, you can also specify multilingual labels for individual terms.
- #83: 2013 5th major release of SharePoint 2nd release of MM
- #91: …and guess what?
- #92: Managed navigation works by associating a term from a navigation term set with a friendly URL and a page in the Pages library. By default, when a new page is created, a new term is created in the navigation term set, and a friendly URL is configured that points to the page. If you are using a standard publishing site that uses the author-in-place publishing model, this means that you'll probably have a 1:1 relationship between pages that are created in the site and terms in the navigation term set. By using managed navigation, you can change the navigation term set and have those changes appear on your site without having to add new pages or change the physical structure of the site and its content.
- #102: A few words about Content Type Publishing and the Content Type Hub… GUIDs Same situation as using one term store
- #109: One of the decisions you often have to make is when to employ one of these types for giving users a selection of things to pick from
- #110: Choice Easy text Never updated
- #111: Lookup Can’t use across site collections Has a scope If you need to store additional metadata ABOUT the choices Can help you with things called projected fields Not all columns will project
- #112: Managed Metadata Got this in SharePoint 2010 Only way OOTB to use a consistent set of terms across site collections—even web applications and farms What’s altered this decision a bit is SharePoint 2013’s managed metadata extended properties.
- #114: I want you to understand the goals for working with your taxonomy.
- #116: I want you to think about this stuff BEFORE you let content pile up in your sites.
- #117: Talk to them! They know your content! IT’s role should be to set up all the gears and plumbing. The business knows its content better than you do. Don’t try to insert a folksonomy into a highly governed environment Try to use search analytics or other means to see if people are finding their stuff, and don’t let your tags go stale
- #118: If you do…