This document summarizes a webcast about using managed metadata and taxonomies in SharePoint 2010. It discusses metadata and taxonomy definitions and usage scenarios. It covers using folksonomies, taxonomy management, tags for social networking, content type hubs, and configuration tips. The presentation includes demos of adding managed keywords to libraries, tagging documents, using metadata for navigation and search, and administering term sets and metadata fields in the user interface. It provides best practices for design including using shared service applications and considering physical and logical design.
2. Agenda
⢠Metadata â definitions and taxonomy
⢠Usage scenarios
⢠Folksonomy usage
⢠Taxonomy management
⢠Tags and social networking
⢠Content type hubs and publishing
⢠Configuration Overview & Design Tips
(4)
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3. What is metadata?
⢠Literally, âafter dataâ
⢠In practical usage, it means data about data
⢠For SharePoint, it usually means data that describes or
classifies other data (lists) or documents (libraries)
(5)
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4. Wait, what was SharePoint again?
(6)
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Twitterhashtag: #kmasp2010
5. Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client and Office Web App Integration
Business Connectivity Services Standards Support
InfoPath Form Services
External Lists
Workflow
SharePoint Designer
Sites
Tagging, Tag Cloud, Ratings
Visual Studio
Social Bookmarking
API Enhancements
REST/ATOM/RSS
Composites Communities Blogs and Wikis
My Sites
Activity Feeds
Profiles and Expertise
Org Browser
PerformancePoint Services
Insights Content
Excel Services
Chart Web Part
Visio Services
Web Analytics Enterprise Content Types
Search Metadata and Navigation
SQL Server Integration
PowerPivot Document Sets
Multi-stage Disposition
Social Relevance Audio and Video Content Types
Phonetic Search Remote Blob Storage
Navigation List Enhancements
FAST Integration
Enhanced Pipeline
6. SharePoint Information Architecture
(http://intranet)
(8)
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Twitterhashtag: #kmasp2010
7. Terminology
⢠Taxonomy â A formal hierarchy of terms and tags, usually
centrally administered and defined
⢠Folksonomy - Informal list of ad-hoc tags or terms,
usually built up over time through user defined keywords
(Thomas Vanderwal â âpeopleâs taxonomyâ)
⢠Ontology - Formal representation of knowledge as a set
of concepts within a domain, and the relationships
between those concepts
⢠Term Store â A database that houses taxonomies
⢠Term Set â The âsecond levelâ of a taxonomy
⢠Term â (a/k/a âtagâ) An element of the defined taxonomy
(9)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
8. SharePoint Content Terminology
⢠Content Type â A reusable collection of settings and
rules applied to a certain category of content in
SharePoint.
⢠Content Type Hub â A site collection which operates
as a central source to share content types across the
enterprise
⢠Content Type Syndication â Publishing content types
across multiple sites, site collections, web application
and/or farms.
(10)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
9. The bright frontier - 2010 Managed
Metadata Service
⢠Centralized enterprise
repository for tag
hierarchies and
keywords
⢠Publish and subscribe
model for distributed
content types
(12)
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Twitterhashtag: #sptechcon
10. Scenario: Growth of an Information Architecture
⢠New company starts to
develop products
⢠âX21 Screen Cleanerâ is Products
Product Information
the first product
⢠Products team has a
SharePoint site with a
folder for product
information
⢠Simple storage and
navigation
(13)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
11. Scenario: Growth of an Information Architecture
⢠Company hires its first
marketing specialist
Products
⢠Adds a folder to the Product Information
library for marketing
content Marketing Information
⢠Multiple products, but
all information still in
one spot
(14)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
12. Scenario: Growth of an Information Architecture
⢠In six months,
marketing grows to a
department, gets its Products
Product Information
own site
Marketing
⢠Document physical Marketing Information
storage becomes de
facto taxonomy
(15)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
13. Information Architecture Questions
⢠âIâm in the marketing group, and I just finished a new
product sheet for the X-21 project â do I keep it on my
site, or on the products site, or save it to both places?â
⢠âIâm in the product group, and thereâs a product
information sheet for the X21 Screen Cleaner â is that
the most recent version, or do I have to double check on
another site?â
⢠âIâm searching for information on the X-21 product â do
we call it âX21â, or âX-21â? Why canât we use both?â
(16)
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Twitterhashtag: #sptechcon
15. Using MMS Taxonomy
⢠Add from common
button
⢠Select from list tor
type-ahead
⢠Consume from views,
navigation, and search!
(18)
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Twitterhashtag: #sptechcon
16. IA Answers - Demo
⢠Tag sharing across multiple sites/collections
â Products and Screen Cleaners
(19)
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17. Folksonomy
⢠Informal list of ad-hoc
tags or terms, usually
built up over time
through user defined
keywords
⢠Centrally stored in the
MMS application
⢠Easily enabled option for
all document libraries
⢠Can also be applied to
content outside
SharePoint
(20)
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Twitterhashtag: #sptechcon
18. Social tagging
⢠Tags are
aggregated to
each userâs
profile page
⢠Tags have
profile pages
⢠Tags can be
âfollowedâ just
like people in
SharePoint social
nets
(21)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
19. Search
⢠Tags are
automatically
crawled properties
⢠All tags and terms
are available as left
hand ârefinementsâ
⢠Use metadata to
start your search
with precision
(22)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
20. Demo
⢠Adding Managed Keywords to a library
⢠Tagging and terms
⢠Navigation
⢠Search
⢠Tags on personal profiles
⢠Tag profiles
(23)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
21. Taxonomy Administration
⢠Creating and managing
terms and term sets
⢠Attaching to a library
⢠Taxonomy navigation
(24)
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Twitterhashtag: #spshartford
22. Taxonomy Operations
⢠Term sets can be copied,
relocated, and reused
from existing terms
⢠Terms can be copied,
reused, merged,
deprecated, etc.
⢠Keywords (folksonomy)
can be moved into a
managed term set or
deleted
(25)
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Twitterhashtag: #spshartford
23. Content Type Hubs
⢠Define one master site Managed Metadata Service Application
collection to house
master content types
⢠Publish and Primary Site Collection
Content Type Hub
synchronize across
multiple farm and or Other Site Collection
site collections Local Content Types Subscribed Content Types
(26)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
24. Demo
⢠Central Admin / Site Admin
â Term sets and terms
â Metadata fields
â Navigation
(27)
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Twitterhashtag: #sptechcon
26. Design - Shared Service Applications
⢠2007 Shared Services User Profiles
Provider splits up Search Metadata
⢠Each of its elements Excel Calc
(including MMS) is now a Visio
Shared Service
Application (SSA)
⢠Records
mgrs/librarians/info
architects can administer
metadata without http://globalweb http://itportal
becoming farm admins
(33)
Twitter hashtag: Copyright 2011 Š Knowledge Management Associates, LLC. All rights reserved.
Twitterhashtag: #sptechcon
27. Physical and Logical Design
⢠Use Content Type Organizer rule to move new
documents based on initial tags
⢠Use taxonomy and metadata to drive information
lifecycle management processes (e.g. archiving)
â Improve browsability and search relevance
Twitter hashtag:
28. Programming & Customization
⢠C# use
Microsoft.SharePoint.Taxonomy
⢠PowerShell
⢠Native web parts to
display tag clouds
⢠Easily built web
parts to add
statistics on tag
usage
⢠Ask me for a sample!
Twitter hashtag:
30. Dark Secrets of MMS
⢠No granular security on tag definitions or tags as applied
⢠No meta-metadata
â You can define products and group them hierarchically, but you
canât add a list price and then navigate or refine to find content
by price
â Canât tag a tag, canât rate a tag, canât âlikeâ a tag
â Canât organize âpersonalâ tags
⢠Client application support limitations
â SharePoint Workspace 2010 can read but not write MMS tags
â InfoPath browser client canât read or write MMS tags
Twitter hashtag:
31. The 9 10 Some Adoption Rules
1. Start small. Do NOT put everything in a term set.
2. Find â friendliesâ. Introduce keywords to users who understand the benefits
3. Use default tags in context.
4. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)
5. Understand the security model and donât put âsecretâ terms in a term store.
6. Extend administrative access for nontraditional administrators (e.g. corporate
records staff)
7. Plan for and deploy centralized content types.
8. If security requirements are simple - and document sharing is important, use the
Document Center to centralize document storage, and use content types and
tags to classify docs.
9. Watch usage patterns for keywords and search. Unused typos in a keyword field
(e.g. âholidya listâ) can be deleted, and new project names can be promoted!
10. Synonyms! Synonyms! Synonyms!
11. Taxonomy does NOT belong to IT!!!
Twitter hashtag:
32. â˘
ThanksâŚand more info
From Microsoft:
â SharePoint 2010 site: http://sharepoint.microsoft.com
â SharePoint Team Blog: http://blogs.msdn.com/sharepoint
⢠From KMA (www.kma-llc.net)
â Monthly webinars on SharePoint 2010
â Follow KMA on Twitter http://twitter.com/#!/KMALLC
â Like KMA on Facebook http://www.facebook.com/home.php#!/pages/Knowledge-Management-Associates-
LLC/94463087794
â Join KMAâs Linked In group âNew England SharePoint
Answersâ http://www.linkedin.com/groups?gid=1854454&trk=myg_ugrp_ovr
⢠From me
â cmcnulty@kma-llc.net / Twitter @cmcnulty2000
â Blog http://blogs.kma-llc.net/microknowledge
â For more:
⢠SharePoint Saturday NYC â July 30, 2011 (Project Server)
⢠Fairfield CT SPUG â August 10, 2011 (BI)
⢠SharePoint Saturday DC â August 11-13, 2011 (BI, ECM, Adoption, IT Admin, Project Server)
⢠NJSPUG â September 14, 2011 (BI)
Twitter hashtag:
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