6. JONATHAN RALTON
Senior Information Architect
at BlueMetal Architects
SharePoint IT Pro since
2005 (WSS/SPS)
Contract Management,
Document Management,
Content Management
PRESENTER
jonathanr@bluemetal.com
@jonralton
12. 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
13. INFORMATION ARCHITECTURE
1.
2.
The structural design of shared
information environments
The art and science of organizing and
labeling …to support findability and
usability
– Information Architecture Institute
29. 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
30. Name
System
Document Collection Folder
System Page
System Page Layout
System Master Page
Audio
Image
Rich Media Asset
Video
Document
List View Style
Form
Picture
Master Page
Wiki Page
Basic Page
Web Part Page
Link to a Document
Dublin Core Columns
Document Set
Folder
Discussion
Summary Task
Announcement
Comment
Contact
East Asia Contact
Event
Issue
Item
Link
Message
Post
Reservations
Schedule
Schedule and Reservations
Task
Page
Page Layout
Publishing Master Page
Parent Name
#N/A
Folder
#N/A
#N/A
#N/A
Rich Media Asset
Rich Media Asset
Document
Rich Media Asset
Item
Document
Document
Document
Document
Document
Document
Basic Page
Document
Document
Document Collection Folder
Item
Folder
Folder
Item
Item
Item
Item
Item
Item
System
Item
Item
Item
Event
Event
Event
Item
System Page
System Page Layout
System Master Page
Group
_Hidden
_Hidden
_Hidden
_Hidden
_Hidden
Digital Asset Content Types
Digital Asset Content Types
Digital Asset Content Types
Digital Asset Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Content Types
Document Set Content Types
Folder Content Types
Folder Content Types
Folder Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
List Content Types
Publishing Content Types
Publishing Content Types
Publishing Content Types
35. SITE COLUMN
“a reusable column
definition, or template,
that you can assign to
multiple lists across
multiple SharePoint
sites”
– Microsoft
36. 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
37. SITE COLUMNS – JUDGEMENT CALL
Choice
Lookup
Managed
Metadata
38. SITE COLUMNS – CONSIDERATIONS
Where to define/Scope
Library/List columns
47. METADATA – PROCESS
1.
2.
3.
Identify common elements
Identify unique elements
Associate at the appropriate level(s) on the
appropriate content type(s)
48. MANAGED METADATA
1.
2.
3.
4.
5.
6.
Create a term set that is named “Conference rooms” to
represent all of the available rooms.
Add a term to the term set for each conference room.
Create a content type called “Session.”
Add two new columns to the content type: “Room” and
“Overflow room.”
Specify that the value of each of these columns must
come from the "Conference rooms" term set.
Create a list of sessions.
49. MANAGED METADATA
Conference rooms (term set)
La Nouvelle Ballroom
Room 256
Room 270
Mardi Gras Ballroom
Room 287
Room 391
Room 348b
Hall C
Hall D
Room 348a
Auditorium C
Auditorium D
Auditorium E
Room 354
Room 355
Room 293
Conference rooms (term set)
Auditoriums
Halls
La Nouvelle Ballroom
Mardi Gras Ballroom
Second floor
Hall A
Hall B
Hall C
Hall D
Ballrooms
Auditorium C
Auditorium D
Auditorium E
Room 256
Room 270
Room 287
Room 293
Third floor
Room 348a
Room 348b
Room 354
Room 355
Room 391
51. 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
52. LIBRARY TEMPLATES
Asset Library
Dashboards Library
Data Connection
Library
Document Library
Form Library
Picture Library
Record Library
Report Library
Slide Library
Wiki Page Library
55. CONTENT TYPES
Use to…
Maintain consistency across
libraries and lists
Isolate workflow, policies,
and other settings
Information Management
(Records Management)
Etc.
SITE COLUMNS
Use to…
Drive views
Expose via search
Drive reports
Preserve information
Trigger workflow
Etc.
SHAREPOINT BUILDING BLOCKS
56. TAXONOMY
Use to…
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.
SHAREPOINT BUILDING BLOCKS
58. TAXONOMY/CONTEXT
Consider:
The site and list/library columns that will identify, qualify, and
differentiate those items and documents that will be stored
The lists/libraries that will segregate those items and documents
within the site(s)
The sites that will contain those lists/libraries within the
site collection(s)
The site collections that will contain those sites within the
web application(s)
The web application(s) that will contain those site collections within
the farm(s)
59. KEY LIMITS AND BOUNDARIES
Object
Scope
SharePoint 2013
300/Web App
Content
Databases
SharePoint 2010
500/Farm
Content
Content Database
200GB 1TB
200GB 4TB
Site Collections
Farm
(not specified)
250,000 non-Personal Site Collections and
500,000 Personal Site Collections
Site collections
Database
2,000 recommended for upgrades
5,000 supported
2,500 non-Personal Site Collections or
10,000 Personal Site Collections
Web sites
Site collection
250,000
250,000
(sub) Sites
Site
2,000
(not specified)
Lists
Site
2,000
Items
List
30 M
Items
List View
5,000
Documents
Doc Library
30 M
Documents
Folder
2,000
Document size
File
<2 GB>
<2 GB>
Major Versions
Document
400,000
400,000
Minor Versions
Document
<511>
<511>
30 M
30 M
60. KEY LIMITS AND BOUNDARIES
Object
Columns
Scope
SharePoint 2010
SharePoint 2013
List
276 single line
192 multi line
276 choice …
Joins
List
8 lookups
SharePoint Groups
Site Collection
10,000
10,000
SharePoint Groups
User belongs to
5,000
5,000
Users and Directory
Groups
SharePoint Group
5,000
5,000
Users and Directory
Groups
Site Collection
2M
2M
Security Scopes
(unique ACL’s per list)
Security
Columns
List
5,000
5,000 recommended
50,000 max
10
10
100 M
100 M
(10 M/index partition)
Document Editing Concurrent Authors
Document
Search
Indexed Documents
Search Configuration
Crawled Properties
Search Service App
50,000
73. FOR YOUR REFERENCE
SharePoint 2010
Resources for IT
Pros
SharePoint 2013
bit.ly/198MNWA
bit.ly/1gJfv4Q
Features and
Editions
Limits and
Boundaries
SharePoint Online
bit.ly/SP13-Service
bit.ly/1cKVK0p
bit.ly/SPO-Service
bit.ly/SP13-Limits
bit.ly/SPO-Limits
Discontinued Features and Functionality
bit.ly/1bhrLKr
Guidance for Modifying Pre-Defined
Stuff
SharePoint Maturity Model
bit.ly/17KHAuw
www.sharepointmaturity.com
74. AIIM
Association for Information
and Image Management
www.aiim.org
www.aiim.org/sharepoint
SIM BOSTON
ORGANIZATIONS – ECM
Society for Information
Management
www.bostonsim.org
I’m going to be throwing a lot of information at you.Please, not for my own sake… go read this white paper.PlanningDocumentingInheritance
I recently switched jobs to my new company.Different definitions for some of the same terms that I thought I had a universal understanding of.What the heck is INFORMATION ARCHITECTURE?
We’ve got one definition hereStructureOrganizationLabelsGoalsSearchManagement
We’ve got another definition; again…StructuringOrganizingLabelingFindabilityUsability
We also have this term out there, CONTENT ARCHITECTURE. What is that?For me, content architecture is how I used to describe information architecture
Content Management
Part of a processWhere does this leave us?At this point I describe IA much more broadly—the overall design of an information-based solution, and content architecture more specifically dealing with the actual documents and chunks of data themselves.
But we’re here to talk about taxonomy…What is this thing called TAXONOMY?
Simply…
What are the common threads?
This stuff is not black and white or one-size-fits-all.
At the same time, working through this stuff should consist of two complimentary objectives.By going through the process, you’ll shape your outcome.You’ll be using your need to arrive at your outcome to drive that process.
So everyone’s on the same page…
You must plan ahead.
If you don’t go through this process and plan ahead and communicate across all of the participants, stakeholders, sponsors, etc…
60 minutes is not a lot of time.
SharePoint has two main constructs that we’re going to focus on: content types and site columns. But what the heck is a CONTENT TYPE?
Out-of-the-Box Content Types
ItemContactEventDocumentFolderDocument Set
What’s altered this decision a bit is SharePoint 2013’s managed metadata extended properties.
What is METADATA?You’re already using it.
At the very least:CreatedCreated ByModifiedModified By
Association
For example, imagine that you are organizing a conference. Each conference session is assigned a room, and the large sessions are also assigned an overflow room, in which attendees who do not fit into the primary room can watch the session broadcast on large screens. You decide to track all of the sessions and their associated details in a SharePoint list.To keep track of the sessions and their conference rooms, you would:Create a term set that is named “Conference rooms” to represent all of the available rooms.Add a term to the term set for each conference room.Create a content type called “Session.”Add two new columns to the content type: “Room” and “Overflow room.”Specify that the value of each of these columns must come from the "Conference rooms" term set.Create a list of sessions.In this example, when you add a session to the list, you provide values for the Room and Overflow room. If you later reserve an additional room at the conference center, you would add a new term to the Conference rooms term set, and it would become a valid value for the two columns.
To organize the conference sessions, you start by using the Term Store Management Tool to define a term set to represent all of the conference rooms. Then you use the same tool to add a term to the term set for each room. You start to define the following term set and terms.The term set is becoming unwieldy. You will have to scroll through too long a list when you select a conference room. You decide to reorganize the term set based on which wing of the conference center the rooms are located in. The new term set and terms now have this structure.Because the terms "Auditoriums," "Halls," "Second floor," and "Third floor" are used only for grouping other terms and do not represent actual rooms in which sessions can be held, you do not make these terms available for users to select.
It is incredibly important to consider and plan out the organization of the content that you’re going to manage.SharePoint has certain constructs built-in to set you up properly for being able to employ many of its features.