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SPSSTL - Content Management Internals
- 1. Content Management Internals Brian Caauwe – Manager, Business Productivity January 20th, 2018
- 2. Agenda
- 3. Who am I? • Brian Caauwe • Manager, Consultant, Speaker and new dad of 2 • Email: [email protected] • Twitter: @bcaauwe • Technical Editor • Professional SharePoint 2013 Administration • Certifications • MCM: SharePoint Server 2010 • MCSM: SharePoint
- 4. Gold Sponsors SHAREPOINT SATURDAY ST.LOUIS 2018 Silver Sponsors Bronze Sponsors
- 5. SharePoint Environment Poll • SharePoint 2007 • SharePoint 2010 • SharePoint 2013 • SharePoint 2016 • SharePoint Online
- 10. Content Types It’s all about the PARENT
- 11. Announcement Site Level System (0x) Item (0x01) Announcement (0x0104) Custom Announcement (0x010400B8CD7072BBC5B54A96ADFBDDACBB85FD) Child Announcement (0x010400B8CD7072BBC5B54A96ADFBDDACBB85FD01)
- 12. Announcement List Level Announcement (0x0104009AA4E7F5E685BE40BA37C9BD13872D02) 0x010400B8CD7072BBC5B54A96ADFBDDACBB85FD004588003637320B4983D224F7C57F4E8A 0x010400B8CD7072BBC5B54A96ADFBDDACBB85FD0100BB55D9C6C4A41B47ABE71CE65655CE13 Custom Announcement Child Announcement 1
- 13. Base Content Types Name Scope ID System Site 0x Item Site 0x01 Document Site 0x0101 Event Site 0x0102 Issue Site 0x0103 Announcement Site 0x0104 Link Site 0x0105 Contact Site 0x0106 Message Site 0x0107 Task Site 0x0108 Workflow History Site 0x0109 Post Site 0x0110 Folder Site 0x0120 Document Collection Folder Site 0x0120D5 Document Set Site 0x0120D520
- 14. Creation Site / Web (SPWeb) • Used only in the site Site Collection (SPSite) • Used across multiple webs Content Type Hub (SPSite+) • Used across multiple site collections
- 15. Columns Display Name vs. Internal Name Types • All have different options Visibility • List Column • Content Types
- 18. Do as I SAY, not as I DO Just say NO to SQL Queries Back End Storage • Word (DOCX) • PowerPoint (PPTX) • PDF Shredded Storage
- 19. Scenarios 100MB PowerPoint File with a title slide adjustments and limits to 10 versions FileChunkWriteSize = 64k (Default) 100MB + (64k x 10 changes) = 100.625MB FileChunkWriteSize = 20MB 100MB + (20MB x 10 changes) = 300MB FileChunkWriteSize = 2GB 100MB + 10 changes = 1000MB or ~1GB
- 20. Scenarios 100MB Excel File with a single value daily update and unlimited versions FileChunkWriteSize = 64k (Default) 100MB + (64k x 364 days) = 122.75MB FileChunkWriteSize = 20MB 100MB + (20MB x 364 days) = 7380MB or 7.2GB FileChunkWriteSize = 2GB 100MB x 365 days = 36,500MB or 35.6GB
- 21. Site Management
- 23. Scenario • Tracking small projects that only have a limited lifespan • Site requested, but no longer used • Site created ~1 year ago with one library with one file • Control site proliferation Apply retention policies to sites in the SAME WAY you do with items / files
- 25. Creation Site / Web (SPWeb) • Used only in the site Site Collection (SPSite) • Used across multiple webs Content Type Hub (SPSite+) • Used across multiple site collections
- 26. Enforce applying global policies (On-prem only) Self Service
- 27. Deletion Job • Site Policy and Exchange Site Mailbox Policy Update • Default: Daily (1:00am – 2:00am) Timer Job
- 28. Managed Metadata Service Site Collection feature Settings on the Managed Metadata Service Proxy Requirements Content Type Hub
- 29. Creation in Content Type Hub Used across ALL site collections Content Types • Workflows don’t publish Site Policy • New Publish Policy column with a link to “Manage publishing for this policy“ Publishing Options • Publish (push the object to all consuming site collections in a read-only state) • Re-publish (push down changes to previously published objects) • Un-publish (leave the published object on the consuming site collections in an editable state) Timer Jobs • Content Type Hub – Default: Daily • Content Type Subscriber – Default: Hourly Publishing
- 30. Demo Content Type Hub Publishing
- 31. Apply classification across ALL content • SharePoint • OneDrive • Exchange • Office 365 Groups Label includes retention Default Column available • End User – Manual User Input • Site Admin – Set list / library to automatically apply • Tenant Admin – Apply based on DLP policy Labels
- 32. Term Management
- 33. TechNet “hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in SharePoint Server 2013” Terminology • Term Group • Delegate Permissions • Term Set • Local Term Sets / Global Test Sets • Features • Intended Use • Custom Properties • Terms • Managed Terms / Enterprise Keywords • Synonyms with “Other Labels” • More options based on “Intended Use” Managed Metadata
- 34. Managed Metadata Managed Metadata Fields • Special type of “lookup field” • Microsoft.SharePoint.TaxonomyField TaxonomyHiddenList • Hidden List at root level of EACH site collection • Lookup values for Managed Metadata Fields Timer Job • Taxonomy Update Scheduler • Default: Hourly • Per Web Application
- 35. Requires Publishing Features • Term-driven pages • Site collection navigation using a term set Term Set • Locked • Friendly URL’s • Page Settings Managed Navigation
- 36. Site Navigation Global Current Bound Term Set Managed Navigation
- 39. How to get ahold of me? Brian Caauwe • Email: [email protected] • Twitter: @bcaauwe • SlideShare: https://www.slideshare.net/BrianCaauwe • Microsoft Tech Community: https://techcommunity.microsoft.com/t5/user/viewprofilepage/user-id/2831 • MNSPUG: http://www.sharepointmn.com
- 40. Resources • Content Type IDs - http://msdn.microsoft.com/en- us/library/office/aa543822(v=office.14).aspx • Base Content Type Hierarchy - http://msdn.microsoft.com/en- us/library/office/ms452896(v=office.14).aspx • Overview of Shredded Storage - http://www.microsoft.com/en- us/download/details.aspx?id=39719
- 41. Resources • Overview of site policies - http://technet.microsoft.com/en- us/library/jj219569(v=office.15).aspx • Configuring Self Service Site Creation in SharePoint 2013 - http://blogs.technet.com/b/speschka/archive/2012/07/27/configuring-self- service-site-creation-in-sharepoint-2013.aspx • Site Policy in SharePoint - http://blogs.technet.com/b/tothesharepoint/archive/2013/03/28/site-policy- in-sharepoint.aspx • Plan to share term sets and content types in SharePoint 2013 - http://technet.microsoft.com/en-US/library/ee519603(v=office.15).aspx • Overview of labels - https://support.office.com/en-us/article/Overview-of- labels-af398293-c69d-465e-a249-d74561552d30
- 42. Resources • Plan for managed metadata in SharePoint Server - https://technet.microsoft.com/en- us/library/ee424402(v=office.16).aspx • Managed metadata roles - http://technet.microsoft.com/en- us/library/ee424398(v=office.14).aspx • Managed metadata and navigation in SharePoint - https://docs.microsoft.com/en-us/sharepoint/dev/general- development/managed-metadata-and-navigation-in-sharepoint
Editor's Notes
- #8: How would you classify this vehicle? Type Make Model Color Trim package Engine Doors
- #9: Classification is more about how to define WHAT content IS rather than what is IN the content. Time for the dirty words: Content Types
- #11: It’s all about the parent Content Types inheritance cannot be reset Content Type ID’s show you the parent Additional Settings are inherited Policies Columns Workflows Templates
- #17: What is it? Extension of the COBALT protocol introduced in Office 2010 Splits the contents of a file into smaller “shreds” Turned ON you can NOT turn off Office Docs treated different than other file types 64k (default) vs. 1MB Why do I care? Can reduce overall storage requirements Reduces traffic between SharePoint and SQL Increases network utilization Adjusting the FileChunkWriteSize can cause performance degradation and increased storage for Shredded Storage Adjusting the MinimumBlobStorageSize for RBS performance may cause inconsistent results Combined with RBS you will get confused with the thresholds
- #23: More about each of these in the demo: Site Closure: Doesn’t prevent users from continuing to use the site, but meant to denote site it not actively used any more - and site will be moving to next lifecycle stage. Note: Site Owners can manually reopen. SCA can reopen closed site collections Site Deletion: Period of time following site creation or site closure that the site should be permanently deleted. When a site is deleted all its content and sub-webs are also deleted Postponement: Allows a site owner to manually postpone site deletion for a period of time determined by the Site Policy Email Notification: The period of time before scheduled site deletion that the e-mail is sent as well as recurrence frequency and timing of the e-mail alert can be set through site policy Read-Only: this will only apply to root webs of a site collection
- #25: Plan E.g. Short-term project policy. Description: Site Policy that automatically deletes a site six months after it is created Enable Feature Site Collection Level Activated Links
- #26: Examples: Site / Web: Sticking with the “Projects” site policy concept, we may have a Finance team – Site – than has monthly, quarterly, or yearly projects that they create a site for. After the project is complete, they may not actively use the site any longer and decide to apply a policy that Closes those sites Site Collection: this could be the same as above, but maybe the Finance team has their own site collection, rather than site/web and thus the policy could be applied across. Content type hub – again, with the projects concept, the company may projects created on a frequent basis that involve specific teams and content segregation, thus the needs for multiple site collections based off the same standard. An overall Projects Site Policy content type could be applied to close and/or delete these site collections.
- #27: Enforce applying global policies Can help reduce the risk of site sprawl by allowing users site collection creation rights since a policy can be enforced Can reduce bottlenecks/empower users – users having to wait for IT or SCA to create a site collection for them Central Admin – SSSC must be configured on the web app in CA Options: Hidden from users (no Site Policy will be applied) An optional choice (users may apply a Site Policy or none at all) A required choice (user must choose a Site Policy before the site will be created)
- #29: MMS: Check Content Type hub site url, if Content type hub url is empty in MMS. Add new site collection url that to work as content type hub. If content type hub url already configured, check "Content Type Syndication Hub" feature activated or not in the site collection features. Properties of the MMS Proxy need to be set including the selection “Consumes content types from the Content Type Gallery at <url>” and “Push-down Content type Publishing updates from the Content Type Gallery to sub-sites and lists using the content type.” Side note: the only way this can be changed is through PowerShell – not UI Site Collection Feature: Content Type Syndication Hub activated – on ALL site collections that you wish to utilize the content type hub
- #30: Workflow Notes: If you're trying to publish WF via the Hub, it doesn't work the way you think it should. From TechNet - The workflows themselves must already exist in the destination site collection. Only the association between a content type and a workflow is shared. publishes the WF association from the hub, but doesn't actually publish it from hub the resolution is to publish the WF separately via code Manage Publishing: Publish – The Content Type / Site Policy is delivered for being consumed in other Site Collections that reference it. Republish – Redo the Content Type / Site Policy Publishing. It should be applied in cases where there was some change in it. Unpublish – The Content Type / Site Policy is retracted. Its copy remains in the other Site Collections, however its status changes to be no longer Read-Only/ editable state. Perform an Unpublish if you no longer wanted to centrally manage the content type in the hub. When you unpublish a published content type, any copies of the content type that are being used on sites that subscribe to this hub will become unsealed, which means they will no longer be read-only and they can be managed locally on the sites where they are in use
- #34: MM Introduced in SharePoint 2010 From TechNet - managed metadata service publishes a term store and, optionally, content types; a managed metadata connection consumes these Helps users to easily tag and structure content Terminology: Group – set of term sets that all share common security requirement Only users who have contributor permissions for a specific group can manage term sets that belong to the group or create new term sets within it. Organizations should create groups for term sets that will have unique access or security needs. Term Set – a group of related terms Local – created within context of a site collection. Available for use (and visible) Global – TBD Intended Use – Defines the Term Set Usage Available for Tagging – default Use this Term Set for Site (Managed) Navigation – see next Use this Term Set for Faceted Navigation – for instance if you were setting up a Product Catalog Custom Properties: Shared - available on all reused or pinned instances of this term anywhere in the term store Local - only available for this term in this term set custom properties for terms allow you to further define or clarify a term via the properties. Can display these in the Term Property Web Part – OR - You can then display these properties in search results or specify query rules that look for specific custom properties Terms: A specific word or phrase that you associated with an item on a SharePoint site. It is a single item in a term set. Example: Business Units term set / Terms = Human Resources, Marketing, It, Finance, etc.. Synonyms Example: Term = IT // Synonym = Information Technology
- #35: TaxonomyHiddenList: Location is at the root level of site collection. This is where all your values look up to. When changes are made to the term store this is also where those changes get propagated
- #38: Managed Navigation Demo: Prep: Go to site > Create Pages > Conference / Division / Team Edit Page Template – add web parts > Content Rollup > Term Property and/or Table of Contents Live: Go to site - set to structural nav Go to term set > Intended Use > Use this Term Set for Site Navigation Go back to site settings > navigation - set to managed nav > choose Term site (or create new) (If we look at pages, get Pages Not found) Go to the term set in the site where we have turned this on 1. See that we have configured friendly URL for this term > NFC - Show friendly URL - term store > term: Bears > change url in term driven pages 2. Set Term Driven Page > ConfPage.aspx for Target Page Setting 3. Review the NFC > North – the Target Page Setting Child inherits from the Parent so need to change this. 4. Next - change Target for "Division" 5. Next - click on a team and then go the term store and set the children to use the Team page 6. Example for Demo - show a term property for the what Team logo is 7. Also show how to edit the page individually