Learn how SharePoint content management features can work for you. Understanding the role of the content type hub, managed metadata, site policies and more; throughout this session you will find out how to ensure your configuration is setup for success and walk through practical applications for the feature set.
3. Who am I?
• Brian Caauwe
• Manager, Consultant, Speaker and new dad of 2
• Email: bcaauwe@avtex.com
• Twitter: @bcaauwe
• Technical Editor
• Professional SharePoint 2013 Administration
• Certifications
• MCM: SharePoint Server 2010
• MCSM: SharePoint
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
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
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
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
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
39. How to get ahold of me?
Brian Caauwe
• Email: bcaauwe@avtex.com
• 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
Hinweis der Redaktion
How would you classify this vehicle?
Type
Make
Model
Color
Trim package
Engine
Doors
Classification is more about how to define WHAT content IS rather than what is IN the content.
Time for the dirty words: Content Types
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
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
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
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
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.
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)
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
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
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 UsageAvailable 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
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
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