SharePoint Saturday Baltimore - May 17, 2014

1. SharePoint Saturday Baltimore 2014
#SPSBMORE
mingpresents.wordpress.com
Taming Your Taxonomy in SharePoint
Jonathan Ralton

2. TAMING YOUR TAXONOMY IN SHAREPOINT
Jonathan Ralton
BlueMetal Architects

3. OUTLINE
 Setting the Stage
 Orientation
 In Theory…
 The Nitty-Gritty
 In Practice…
 Exercise
 Wrapping Up
 Questions

4. Taming Your Taxonomy in SharePoint
SETTING THE STAGE

5. ME

9. PRESENTER
JONATHAN RALTON
 Senior Information Architect
at BlueMetal Architects
 SharePoint IT Pro since
2005 (WSS/SPS)
 No code!
 Document Management,
Content Management,
Knowledge Management… @jonralton
jonathanr@bluemetal.com
blog.jonralton.net

10. YOU

11. AUDIENCE
What roles are
you in?
What are you hoping
to learn?

12. Taming Your Taxonomy in SharePoint
ORIENTATION: IN THEORY…

13. IN THEORY…
WHAT IS… HOW DO THEY RELATE?
 Information Architecture
 Content Architecture
 Taxonomy
Information
Architecture
Content
Architecture
Taxonomy

14. INFORMATION ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]

15. INFORMATION ARCHITECTURE
“the art and science of
structuring, organizing, and labeling
information to help people
find and manage information”
– Peter Morville and Louis Rosenfeld,
Information Architecture for the World Wide Web

16. INFORMATION ARCHITECTURE
1. The structural design of shared
information environments
2. The art and science of organizing and
labeling …to support findability and
usability
– Information Architecture Institute

17. CONTENT ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]

18. CONTENT ARCHITECTURE
1. The specification for a content
management solution
2. A set of activities and outputs for effective
content management
– Cleve Gibbon

19. CONTENT ARCHITECTURE

20. IN THEORY…
INFORMATION ARCHITECTURE CONTENT ARCHITECTURE
 Macro
 Overall design of the
information solution and the
user’s experience
 Micro
 Specific design of how the
documents and other data
are to be organized

21. TAXONOMY
def·i·ni·tion [dèffə nísh'n]

22. TAXONOMY
“a classification into ordered categories”
– dictionary.com

23. TAXONOMY
A way to group things together

24. IN THEORY…
 Qualities
 Structured
 Organized
 Methods
 Grouping
 Classification
 Categorization
 Goals
 Make findable
 Make usable

25. IN THEORY…
50%50%
FINDING CONTENT
Navigation Search

26. IN THEORY…
 What is it?
 Is it useful to me?

27. IN THEORY…
Taxonomy
Findability Usability

28. IN THEORY…
Engineering a content
architecture is part of
your information
architecture effort
Your taxonomy is an
integral part of your
content architecture
plan

29. IN THEORY…
Art
Science

30. IN THEORY…
A Process
An
Outcome

31. IN THEORY…
PROCESS OUTCOME
 Helps elicit ideas
 Helps resolve prior
mistakes
 Based on past experience
 Helps achieve buy-in
 Design Document
 Artifacts
 Spreadsheet(s)
 Chart(s)

32. IN THEORY…
SharePoint does
this thing called
Content Management

34. WHITE PAPER
• Planning
• Documentation
• Inheritance
bit.ly/GovernanceinSharePointFeature

35. Taming Your Taxonomy in SharePoint
THE NITTY-GRITTY: IN PRACTICE…

36. IN PRACTICE…
WHAT ARE… WHAT WILL WE DO WITH THEM?
 Content Types
 Site Columns
Content
Types
Site
Columns
Metadata

37. IN PRACTICE…
Metadata
Content Types
Site Columns
Context
Sites
Libraries
Lists
Taxonomy

38. LET’S IGNORE…
 Content Type Publishing
 Managed Metadata (Import, Navigation…)
 Folksonomy
 Enterprise Content Types
 Third Party Features/Apps

39. CONTENT TYPE
def·i·ni·tion [dèffə nísh'n]

40. CONTENT TYPE
“a reusable collection of:
1. metadata (columns),
2. workflow,
3. behavior, and other
4. settings
for a category of items or
documents in a…list or
document library”
– Microsoft

41. CONTENT TYPE
It’s not just for having a different
document template.

42. Name Parent Name Group
System #N/A _Hidden
Document Collection Folder Folder _Hidden
System Page #N/A _Hidden
System Page Layout #N/A _Hidden
System Master Page #N/A _Hidden
Audio Rich Media Asset Digital Asset Content Types
Image Rich Media Asset Digital Asset Content Types
Rich Media Asset Document Digital Asset Content Types
Video Rich Media Asset Digital Asset Content Types
Document Item Document Content Types
List View Style Document Document Content Types
Form Document Document Content Types
Picture Document Document Content Types
Master Page Document Document Content Types
Wiki Page Document Document Content Types
Basic Page Document Document Content Types
Web Part Page Basic Page Document Content Types
Link to a Document Document Document Content Types
Dublin Core Columns Document Document Content Types
Document Set Document Collection Folder Document Set Content Types
Folder Item Folder Content Types
Discussion Folder Folder Content Types
Summary Task Folder Folder Content Types
Announcement Item List Content Types
Comment Item List Content Types
Contact Item List Content Types
East Asia Contact Item List Content Types
Event Item List Content Types
Issue Item List Content Types
Item System List Content Types
Link Item List Content Types
Message Item List Content Types
Post Item List Content Types
Reservations Event List Content Types
Schedule Event List Content Types
Schedule and Reservations Event List Content Types
Task Item List Content Types
Page System Page Publishing Content Types
Page Layout System Page Layout Publishing Content Types
Publishing Master Page System Master Page Publishing Content Types

43. CONTENT TYPES – INHERITANCE
Item
Announcement Contact Event Issue Link Post Task
Document
Picture
Folder
Discussion
Document Set

44. CONTENT TYPES – CATEGORIES
Item
Document
Folder
Document
Set

45. QUICK EXPLORATION

46. CONTENT TYPES – WARNING
DO NOT modify
the out-of-the-box
content types!

47. CONTENT TYPES – CONSIDERATIONS
 Where to define
(Scope)
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3

48. CONTENT TYPES – CONSIDERATIONS
Intranet
Home
IT
Department
HR
Department
Marketing
Department
Sales
Department
Benefits
Team
Compensation
Team
 Ad
 Development Plan
 Invoice
 Offer Letter
 Performance Review
 Purchase Order
 Salary Increase Request
 Termination Letter

49. CONTENT TYPES – CONSIDERATIONS
Content Type 1
Content Type
1.1
Content Type
1.1.1
Content Type
1.1.2
Content Type
1.2
Content Type
1.2.1
Content Type
1.3
 Hierarchy (Inheritance)
 Levels of abstraction

50. CONTENT TYPES – CONSIDERATIONS
 Ad
 Development Plan
 Invoice
 Offer Letter
 Performance Review
 Purchase Order
 Salary Increase Request
 Termination Letter

51. CONTENT TYPES – CONSIDERATIONS
Document
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase
Request
Termination
Letter

52. CONTENT TYPES – CONSIDERATIONS
Document
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Ad
Invoice
Purchase Order

53. CONTENT TYPES – CONSIDERATIONS
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Marketing
Document
Ad

54. CONTENT TYPES – CONSIDERATIONS
Document
Master
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Marketing
Document
Ad

55. CONTENT TYPES – CONSIDERATIONS
Site
Content
Type A
Content
Type A
in List 1
Content
Type A
in List 2
Content
Type A
in List 3
Content
Type A
in List 4
 Site vs. Library/List
content types

56. CONTENT TYPES – CONSIDERATIONS
My Document.docx
Document Content Type
My Document.docx
Link to a Document Content
Type
 Link-based content
types

57. SITE COLUMN
def·i·ni·tion [dèffə nísh'n]

58. SITE COLUMN
“a reusable column
definition, or template,
that you can assign to
multiple lists across
multiple SharePoint
sites”
– Microsoft

59. SITE COLUMNS – TYPES
 All Day Event
 Audience Targeting
 Calculated
 Choice
 Currency
 Computed
 Cross Project Link
 Date and Time
 External Data
 File
 Hyperlink/Picture
 Integer
 Lookup
 Managed Metadata
 Multi-Text
 Number
 Number of Ratings
 Person/Group
 Publishing HTML
 Publishing Image
 Publishing
Schedule End Date
 Publishing
Schedule Start
Date
 Rating (0-5)
 Recurrence
 Summary Links
 System
 Text
 Yes/No

60. SITE COLUMNS – CONSIDERATIONS
 Where to define
(Scope)
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3

61. SITE COLUMNS – CONSIDERATIONS
 Site vs. Library/List
columns
Site
Column
Type A
Column
A in List
1
Column
A in List
2
Column
A in List
3
Column
A in List
4

62. SITE COLUMNS – CONSIDERATIONS
Choice
Lookup
Managed
Metadata
 When to use which type

63. SITE COLUMNS – CONSIDERATIONS
My Column
• My%20Column
My Column
• mycolumn
 ‘Internal Name’ or
Static Name
vs.
‘Display Name’ or
Title

64. QUICK EXPLORATION

65. METADATA
def·i·ni·tion [dèffə nísh'n]

66. METADATA
“data about data”
– dictionary.com

73. METADATA
Content
Types
Site
Columns
Metadata

74. METADATA – PROCESS
1. Identify common elements
2. Identify unique elements
3. Associate at the appropriate level(s) on the
appropriate content type(s)

75. METADATA – PROCESS
Document
Master
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Marketing
Document
Ad
 Employee Name
 Termination Date

76. SHAREPOINT BUILDING BLOCKS
Metadata
Content Types
Site Columns
Context
Sites
Libraries
Lists
Taxonomy

77. SHAREPOINT BUILDING BLOCKS
CONTENT TYPES SITE COLUMNS
 Use to…
 Maintain consistency across
libraries and lists
 Isolate workflow, policies,
and other settings
 Information Management
(Records Management)
 Etc.
 Use to…
 Drive views
 Expose via search
 Drive reports
 Preserve information
 Trigger workflow
 Etc.

78. SHAREPOINT BUILDING BLOCKS

79. TAXONOMY/CONTEXT – USES
 Leverage security (List, Site)
 Differentiate list-based workflows (List)
 Segregate content (List, Site, Site Collection)
 Facilitate geographic placement (Farm)
 Control versioning (List)
 Account for alternate authentication method(s) (Web
Application)
 Account for encryption (Web Application)
 Etc.

80. TAXONOMY/CONTEXT – APPROACH
1. Determine what content is needed where
2. Associate at the appropriate level(s) with
the appropriate container(s)

81. TAXONOMY/CONTEXT – CONSIDERATIONS
 The content that will be stored as items
 The site and list/library columns that will identify, qualify, and
differentiate those items from each other
 The content types that will help maintain appropriate metadata,
workflow, behavior, and other settings for different kinds of items
 The lists/libraries that will segregate those items within the sites
 The sites that will contain those lists/libraries
 The site collections that will contain those sites
 The content databases that will house those site collections
 The web applications that will contain those site collections
 The farms that will host those web applications

82. SITE TEMPLATES
 Assets Web Database
 Basic Meeting
Workspace
 Basic Search Center
 Blank Meeting
Workspace
 Blank Site
 Blog
 Business Intelligence
Center
 Charitable Contributions
Web
 Contacts Web Database
 Custom
 Decision Meeting
Workspace
 Document Center
 Document Workspace
 Enterprise Search
Center
 Enterprise Wiki
 FAST Search Center
 Group Work Site
 Issues Web Database
 Multipage Meeting
Workspace
 Personalization Site
 Projects Web Database
 Publishing Site
 Publishing Site with
Workflow
 Records Center
 Social Meeting
Workspace
 Team Site
 Visio Process
Repository

83. LIBRARY TEMPLATES
 Asset Library
 Dashboards Library
 Data Connection
Library
 Document Library
 Form Library
 Picture Library
 Record Library
 Report Library
 Slide Library
 Wiki Page Library

84. LIST TEMPLATES
 Announcements
 Calendar
 Contacts
 Custom List
 Custom List in Datasheet
View
 Discussion Board
 External List
 Import Spreadsheet
 Issue Tracking
 Links
 PerformancePoint Content
List
 Project Satisfaction Survey
 Project Tasks
 Status List
 Survey
 Tasks

85. Taming Your Taxonomy in SharePoint
EXERCISE

88. EXERCISE
 Addendum
 Amendment
 Annual Report
 Change Request
 Collateral
 Contract
 Customer
 Exhibit
 Holiday
 Invoice
 Master Services Agreement
 Memorandum
 Non-Disclosure Agreement
 Policy
 Proposal
 Prospectus
 Purchase Order
 Resume
 Schedule
 Statement of Work
 Supplier
 Tax Return

89. Taming Your Taxonomy in SharePoint
WRAPPING UP

90. WRAPPING UP
Information
Architecture
Content
Architecture
Taxonomy

91. WRAPPING UP
Taxonomy
Structure
Organize
Label
Categoriz
e
Group

92. WRAPPING UP
Reusable

93. WRAPPING UP
Taxonomy
Findability Usability

94. WRAPPING UP
Plan Ahead!

95. WRAPPING UP
Document!

96. QUESTIONS

98. Taming Your Taxonomy in SharePoint
REFERENCE

99. 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

100. 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

101. 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

102. 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

103. 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

104. 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

105. 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