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Enterprise Search & Discovery Summit - November 6, 2014
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Jonathan RaltonBlueMetal Architects
Corralling Your Content in SharePoint
AgendaSetting the StageOrientation
In Theory…
The Nitty-GrittyIn Practice…
ExerciseWrapping Up
Questions
Setting the StageCorralling Your Content in SharePoint
ME
Presenter
Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005
(WSS/SPS)• Document Management,
Content Management, Knowledge Management… @jonralton
blog.jonralton.net
YOU
Audience
What SharePoint stage are you in?
What are you hoping to learn?
Orientation: In Theory…Corralling Your Content in SharePoint
In Theory…
SharePoint does this thing called
Content Management
In Theory…Business Process
AutomationPortals Social
Co-Authoring
External Collaboration Workflow
Team Collaboration
Incident Management
Project Management
In Theory…
What is…
• Content Architecture• Taxonomy
How do they relate?
Content Architecture
Taxonomy
Content Architecture
1. The specification for a content management solution
2. A set of activities and outputs for effective content management
– Cleve Gibbon
Content Architecture
In Theory…
Your taxonomy is an integral part of your content architecture plan
in SharePoint
In Theory…
Your content architecture is the foundation for achieving content management
in SharePoint
In Theory…• What is it?• Is it useful to me?
In Theory…
Content Architectur
e
FindabilityUsability
In Theory…
Art
Science
In Theory…
A Process
An Outcome
In Theory…
Process• Helps elicit ideas• Helps resolve prior mistakes
• Based on past experience
• Helps achieve buy-in
Outcome• Design Document• Artifacts
• Spreadsheet(s)• Chart(s)
White Paper• Planning• Documentation• Inheritance
bit.ly/GovernanceinSharePointFeature
The Nitty-Gritty: In Practice…Corralling Your Content in SharePoint
In Practice…
Farms
Web Applications
Content Databases
Site Collections
Sites
Lists
Libraries
FoldersDocument Sets
Site Columns
Content Types
External Content Types
Managed Metadata
Crawled Properties
Managed Properties
In Practice…
Crawled Properti
es
Managed
Properties
In Practice…
Search Index
Crawled Properties
Managed Properties
In Practice…
What are…
• Content Types• Site Columns
What will we do with them?Content Types
Site
Columns
Metadata
In Practice…
Metadata
Content Types
Site Columns
Context
Lists
Content Architecture
Search Index
CONTENT TYPE
def·i·ni·tion [dèffə nísh'n]
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”
Name Parent Name GroupSystem #N/A _HiddenDocument Collection Folder Folder _HiddenSystem Page #N/A _HiddenSystem Page Layout #N/A _HiddenSystem Master Page #N/A _HiddenAudio Rich Media Asset Digital Asset Content TypesImage Rich Media Asset Digital Asset Content TypesRich Media Asset Document Digital Asset Content TypesVideo Rich Media Asset Digital Asset Content TypesDocument Item Document Content TypesList View Style Document Document Content TypesForm Document Document Content TypesPicture Document Document Content TypesMaster Page Document Document Content TypesWiki Page Document Document Content TypesBasic Page Document Document Content TypesWeb Part Page Basic Page Document Content TypesLink to a Document Document Document Content TypesDublin Core Columns Document Document Content TypesDocument Set Document Collection Folder Document Set Content TypesFolder Item Folder Content TypesDiscussion Folder Folder Content TypesSummary Task Folder Folder Content TypesAnnouncement Item List Content TypesComment Item List Content TypesContact Item List Content TypesEast Asia Contact Item List Content TypesEvent Item List Content TypesIssue Item List Content TypesItem System List Content TypesLink Item List Content TypesMessage Item List Content TypesPost Item List Content TypesReservations Event List Content TypesSchedule Event List Content TypesSchedule and Reservations Event List Content TypesTask Item List Content TypesPage System Page Publishing Content TypesPage Layout System Page Layout Publishing Content TypesPublishing Master Page System Master Page Publishing Content Types
Content Types – Inheritance
Item
Document
Picture
Announcement Contact Event Issue Link Post Task
Content Types – Categories
Item
Document
Folder
Document Set
Content Types – Warning
DO NOT modify the out-of-the-box
content types!
Content Types – ConsiderationsSite 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2
Site 1.2.1
Site 1.3
• Where to define (Scope)
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
Content Types – ConsiderationsContent 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
Content Types – Considerations• Ad• Development Plan• Invoice• Offer Letter• Performance Review• Purchase Order• Salary Increase Request• Termination Letter
Content Types – ConsiderationsDocument
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase Request
Termination Letter
Content Types – ConsiderationsDocument
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Ad
Invoice
Purchase Order
Content Types – ConsiderationsDocument
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
Content Types – ConsiderationsDocument
Master Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
Content Types – ConsiderationsStandard Shipping Request
Expedited Shipping Request
Air Freight Request
International Air Freight Request
Rail Freight Request
Ocean Freight Request
International Ocean Freight Request
• Shipping Approval• Expedited Shipping Approval• Exports Authorization
Content Types – ConsiderationsShipping Request Type
Shipping Approval Type
Standard Shipping Request Type
Standard Shipping Request
Non-Standard Shipping Request Type
Air Freight Request
Rail Freight Request
Ocean Freight Request
Expedited Approval Type
Expedited Shipping Request
International Shipping Request Type
International Air Freight Request
International Ocean Freight Request
• Shipping Approval• Expedited Shipping Approval• Exports Authorization
SITE COLUMN
def·i·ni·tion [dèffə nísh'n]
Site Column
“a reusable column definition, or template, that you can assign to multiple lists across multiple
SharePoint sites”
Site Column
a field
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
Site Columns – ConsiderationsSite 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2
Site 1.2.1
Site 1.3
• Where to define (Scope)
Site Columns – Considerations
Choice
Lookup
Managed
Metadata
• When to use which type
Site Columns – Considerations
• Plain text• Does not update• No metadata about choicesChoice Column
Site Columns – Considerations
• ID;#Value• Does update•Metadata about choices• Projected Fields• Expand scope of List, but not
across Site Collections• Possibility for cascading lookups
Lookup Column
Lookup Columns – ConsiderationsSite 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2
Site 1.2.1
Site 1.3
• Where to define (Scope)
List
List
Site Columns – Considerations
• Hierarchy of terms• Scope across site collections, web
applications, farms• No metadata about choices in 2010• Extended Properties in 2013
• Can assist with navigation• No InfoPath support• No Document Information Panel support
• No Data Sheet View support• Folksonomy possibilities
Managed Metadata Column
Site Columns – Considerations• Too few columns?• Too many columns?• Required/Not Required?
Site Columns – Considerations
My Column
• My%20Column
My Column
• Mycolumn
Renamed Column
• oldnamecolumn
• ‘Internal Name’/Static Name vs. ‘Display Name’/Title
MetadataConte
nt Types
Site Colum
ns
Metadata
Metadata – Process
1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s) on the appropriate content
type(s)
Metadata – ProcessDocument
Master Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document
Ad
• Employee Name
• Termination Date
SharePoint Building BlocksFarm
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
Site Collection
Site
List/Library
Item
Site
List/Library
Item
Content Database
Site Collection
Site
List/Library
Item
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
List/Library
Item
Site Collection
Site
Taxonomy/Context – Approach
1. Determine what content is needed where2. Associate at the appropriate level(s) with the appropriate
container(s)
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
Content Type Publishing
Advantages• Manage ‘Enterprise Content
Types’ across site collections, web applications, and farms• High governance/control• Higher reuse
Disadvantages• Inheritance/Publishing• Workflows• Lookup Columns• Backup/Restore/Disaster
Recovery
ExerciseTaming Your Taxonomy in SharePoint
Deduction Management
Site
Deduction Library
Customer Operations Site
Deduction
Contract Library
Advertisement Library
Billback Library
Syndicated Data Library
Spin Report Library
Scan Data Library
Markdown Funds Library
Repay Library
Markdown Funds Site
Contract
Advertisement
Billback
Repay
Scan Data
Spin Report
Syndicated Data
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Deduction Type
Customer
Date Requested
Date Range Start
Date Range End
Contract Documents
Advertisement Documents
Billback Documents
Deduction Number
Repay Documents
Scan Data Documents
Spin Report Documents
Syndicated Data Documents
Product Category
Markdown
Deduction Status
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
Wrapping UpCorralling Your Content in SharePoint
Wrapping Up
Content Architecture
Wrapping Up
Content Architectur
e
FindabilityUsability
Wrapping Up
Metadata
Content Types
Site Columns
Context
Lists
Content Architecture
Search Index
QuestionsCorralling Your Content in SharePoint
ReferenceCorralling Your Content in SharePoint
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
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 Sites250,000 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 Sites2,500 Non-Personal Sites
Items Supported 60,000,000 60,000,000
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
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 Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
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
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
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
