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September 14 th , 2011

September 14 th , 2011. Metadata in SharePoint. Donald Donais. Agenda. Introductions Planning Content Types Metadata Break Managed Metadata Q & A Wrap-up and Giveaways. User Group Goal / Objectives. Develop and support a local community focused on Microsoft SharePoint Technologies

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September 14 th , 2011

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  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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