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10/01/2014 Copyright © J. Kevin Parker 1 How to Leverage SharePoint 2013 to Organize , Label , Navigate , and Search Your Information J. Kevin Parker, CIP UI Information Architecture SharePoint + Enterprise Apps

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

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At the end of this presentation, you should be able to articulate why good information architecture (IA) makes SharePoint better; identify the four systems of IA components; leverage SharePoint features for improved information management; and build dynamic information management solutions in SharePoint without code.

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Page 1: How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

10/01/2014 Copyright © J. Kevin Parker 1

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

J. Kevin Parker, CIP

UI

Information Architecture

SharePoint + Enterprise Apps

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10/01/2014 Copyright © J. Kevin Parker 2

About Kevin Parker

Recognized industry expert in: •  Information architecture & management •  Information technology •  Web design & development •  Social media •  SharePoint

Connect with me: •  twitter.com/JKevinParker •  www.linkedin.com/in/jkevinparker •  www.JKevinParker.com

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Objectives

At the end of this presentation, you should be able to: •  Articulate six reasons why good information

architecture (IA) makes SharePoint better •  Identify the four systems of IA components •  Leverage SharePoint features for improved

information management •  Build dynamic information management

solutions in SharePoint without code

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MAKE SHAREPOINT BETTER WITH IA

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

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UI

Information Architecture

Information System

What Is Information Architecture? •  Information Architecture (IA) is the

systematic structural design of shared information environments

•  IA includes systems for organizing, labeling, navigating, and searching information

•  IA is not the same as User Interface (UI) or User Experience (UX) design, but great IA is required for great UIs

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IA Conceptual Circles

IA

Context

Users Content

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Information Management

People Processes

Technology Information

Information Management

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IA Component Systems

Information Architecture

User Interface

Organization Systems

Labeling Systems

Navigation Systems

Search Systems

Information Management System

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IA Makes SharePoint Better Context Ad Hoc SharePoint Well-Planned SharePoint Sources Information duplication and

difficulty finding the “right” version

A SPOT (Single Point of Truth) for every piece of information

Classification Manual configuration of columns across lists, sites, and site collections

Centrally managed terms, site columns, and content types

Findability Poor findability stemming from classification inconsistencies and information duplication

Very high findability resulting from good classification and single sources

Navigation Manual navigation that follows each site owner’s individual classification scheme

Dynamic navigation that presents users with multiple paths

Governance Manual routing and retention and inability to place a legal holds

Automated routing and retention and ability to place legal holds

Modification Manual changes that must be repeated everywhere

Central changes that automatically apply globally

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PLAN YOUR IA SYSTEMS

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

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Organization Schemes •  By topic •  By task •  By audience •  Alphabetical •  Chronological •  Geographical

Organization Structures •  Hierarchy •  Database •  Hypertext •  Catalog •  Subsites

Organization Systems

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Organization Schemes •  Managed Metadata

–  Managed Terms –  Enterprise Keywords

•  Create/Modify Users & Dates

•  Sorted & Filtered List Views

•  Content Organizer

Organization Structures •  Site Collections •  Subsites •  Site Types

–  Publishing –  Catalog –  Wiki –  Etc.

•  Site Templates

Organization Systems: Key SharePoint Components

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Site & Content Labels •  Site & section titles •  Page titles & file names •  List & library titles •  Widget titles •  Content headings •  Navigation item labels •  Hyperlinked text

Item Metadata Labels •  Column values •  Lookup list items •  Taxonomies •  Folksonomies

Labeling Systems

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Site & Content Labels •  Site & Subsite Titles •  List & Library Titles •  Page Titles & File Names •  Web Part Titles •  Content Headings •  Navigation Item Text &

Tooltips •  Hyperlinked Text &

Tooltips

Item Metadata Labels •  Site Column Names &

Values •  Content Types •  Lookup Column Choices •  Managed Term Sets •  Enterprise Keywords •  Folders*

*Use only as a last resort!

Labeling Systems: Key SharePoint Components

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Navigation Elements •  Global navigation •  Context navigation •  Utility links •  Footer links •  Breadcrumbs •  Site search form •  Topic, task, or audience

focused navigation

Navigation Pages •  Site map •  Site index •  Search results page •  Topic, task, or audience

focused pages •  404 error page

Navigation Systems

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Navigation Elements •  Global Navigation/Top

Link Bar •  Current Navigation/Quick

Launch •  Managed Navigation •  Structured Navigation •  Search Form •  Web Parts

Navigation Pages •  Search Results Page •  List & Library Pages •  Site Contents Page •  Site Settings &

Administration Pages •  Site Collection

Administration Pages •  Error Pages

Navigation Systems: Key SharePoint Components

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Search Scopes •  Federated search •  Site collection search •  Site search •  List and library search •  People search

Search Features •  Search form •  Search results •  Search results refining •  Search results ranking •  Search results previews •  Advanced search

Search Systems

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Search Scopes (Result Sources) •  “Everywhere” •  “People” •  “Conversations” •  “This Site”

Search Features •  Search Form •  Search Results •  Search Refinement •  Search Result Types •  Search Display Templates •  Faceted Navigation

Search Systems: Key SharePoint Components

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LEVERAGE SHAREPOINT FEATURES

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

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Key SharePoint 2013 Components

Sites & Site Collections

Site Types & Templates

Managed Metadata Site Columns

Content Types Lists & Libraries Content Type Hub

Content Organizer

Global & Current

Navigation Managed Navigation

Structural Navigation

Faceted Navigation

Search Result Sources

Search Refinement

Search Results Types

Search Display Templates

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Site Collections & Subsites

•  Organize by Site Type: –  Site Collections for specific site types –  Subsites for specific instances of site types

•  Organize by Department: –  Site Collection for each department or division –  Subsites for each team and project

•  Organize by Program: –  Site Collection for each program –  Subsites for teams and projects

•  Provide navigation from the main site to other site collections

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SharePoint Site URLs

https://example.sharepoint.com/teams/projects/project01/

Typical SharePoint Site URL Example:

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Site Types Type Available Templates Collaboration § Team Site

§ Blog § Project Site § Community Site

Enterprise § Document Center § Records Center § Community Portal

Publishing § Publishing Portal § Enterprise Wiki § Product Catalog § Publishing Site

Custom § Build your own

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Managed Metadata In SharePoint 2013 Component Description Enterprise Keywords Tags that users add to Enterprise Keywords

Columns on SharePoint List items; part of a single, flat Term Set

Managed Terms Controlled terms that are organized as taxonomies in hierarchical Term Sets

Term Sets Groups of related Terms Term Set Groups Groups of related Term Sets that are

managed by designated Term Set Group Managers

Term Set Scope Can be local to the Site or Site Collection or global across all Site Collections

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Keywords Vs. Managed Terms

Enterprise Keywords Managed Terms

Open folksonomy Approved taxonomy

Flat structure Hierarchy structure

Flexible tagging Controlled vocabulary

Flexible column value input

Controlled column value choices

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IA Scope & Control

Folksonomy Managed Taxonomy

Loca

l

Glo

bal

Control

Scop

e

Business Intelligence

Records Management KM

OneDrive

Intranet

Team Sites

Departmental Document Library

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Use Existing Site Columns –  Document columns

•  Author •  Copyright •  Publisher •  …

–  Contact & calendar columns •  Address •  Business phone •  E-Mail •  …

–  And many more

Create New Site Columns –  Column type

•  Choice •  Number •  Lookup •  Yes/No (check box) •  Person or group •  Managed metadata •  …

–  Additional settings •  Required •  Enforce unique values •  Default value

Site Columns

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Use Existing Content Types •  Item

–  Document •  Rich Media Asset

–  Video Rendition –  Audio –  Image

•  System Page –  Page

»  Enterprise Wiki Page

•  Dublin Core Columns –  Event –  Task –  And many more

Create New Content Types •  Item

•  Task •  Staff Training Task •  Team Project Task

•  Document •  Project Deliverable

–  Deliverable Document –  Deliverable Presentation –  Deliverable Spreadsheet

Content Types

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Use Predefined Lists §  Document library §  Calendar §  Announcements §  Contacts §  Discussion board §  Tasks §  Survey §  Asset library §  And more

Create a Custom List §  Use your custom content

types §  Use a combination of

content types §  Save the list as a list

template for reuse

Lists & Libraries

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Content Type Hub

•  Dedicated Site Collection for centrally publishing Content Types

•  Works with the Managed Metadata Service

•  New Content Types and Content Type updates can be pushed out to all subscribed lists

SharePoint Services

Site Collection 1

Site Collection 2

Site Collection 3

Content Type Hub

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Content Organizer

•  Route documents to different libraries or folders using Content Organizer Rules

•  Upload documents to a Drop Off Library to wait for metadata entry and submission

•  Manage and limit folder sizes •  Manage duplicate submissions automatically

through versioning or unique file names •  Maintain audit logs for documents

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Why Managed Lists Are Better

Ad Hoc Lists Managed Lists

Lists use default content types like Item or Document

Custom content types are reusable & updateable

Columns are added directly to lists rather than content types

Reusable columns are added to managed content types

List choice columns are unique & inconsistent

Managed metadata columns are uniform & reusable

Policies are unique per list & inconsistently applied

Manageable policies apply to all content type instances

Managed lists are better than ad hoc lists. There is no feature in SharePoint called a “managed list,” but all of the ingredients are built in to create managed lists. Standard ad hoc lists and libraries are very easy to create without any forethought. But they are also impossible to manage consistently, and they do not support multi-list and multi-site information management solutions.

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Bringing Order To Chaos

Ad Hoc Lists

No way to apply metadata and policies

to multiple lists, even in the same site

Managed Lists

Metadata and policies can be consistently

applied to related lists across all sites

IA

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Global Navigation

•  Also called “Top Link Bar” •  Options:

– Display the same navigation as the parent site – Managed Navigation (navigation is built from

a Managed Term Set) – Structured Navigation (navigation can include

subsites and pages below the current site)

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Current Navigation

•  Also called “Quick Launch” •  Options:

–  Display the same navigation as the parent site –  Managed Navigation: navigation is built from a Managed

Term Set –  Structured Navigation: navigation can include subsites and

pages below the current site –  Tree View: displays site contents in a hierarchical structure –  Metadata Navigation: displays links from metadata about

the current library or list (requires Tree View to be enabled)

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Faceted Navigation

•  Enables browsing for content by filtering on refiners that are tied to category pages

•  Uses crawled properties which are mapped to refinable managed properties, which are enabled as refiners, which are configured for faceted navigation

•  Only available on Publishing Sites that use Managed Navigation

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Navigation Web Parts

Web Part Name Description Summary Links Web Part

Allows content authors to create links that can be grouped and styled

Table of Contents Web Part

Displays the site’s navigation hierarchy

Content Query Web Part

Displays a list of content items from the site collection based on a specified content query

Content Search Web Part

Displays a list of content items from the site or across site collections based on a specified search query

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Search Components

•  Search Center •  Result Sources •  Results Types •  Display Templates for Results Types & Results

Refiners •  Query Suggestions

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More Search Web Parts

Web Part Name Description Search Form Web Part Adds a search form to the page

Refinement Web Part Allows the user to refine search results

Search Navigation Web Part

Helps the user to navigate among search verticals

Search Results Web Part

Displays the search results and related properties

Find by Document ID Web Part

Allows the user to find a document by its unique Document ID, regardless of where the document is stored in the site collection

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Search-Driven Content Web Parts •  Items Matching a Tag

•  Pages

•  Popular Items

•  Recently Changed Items

•  Recommended Items

•  Web Pages

•  Wiki Pages

Social Collaboration Web Parts •  Organization Browser

•  Site Users

•  Tag Cloud

•  User Tasks

Content Rollup Web Parts •  Categories

•  Site Aggregator

•  Sites in Category

Additional Web Parts

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BUILD NO-CODE SHAREPOINT SOLUTIONS

How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information

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Design Your Information Architecture

•  Create an “Information Types Catalog” –  Include:

•  Name and description •  Field names, types, and allowed values

–  Normalize information types •  Create an “Information Model”

–  Include information types from the catalog –  Show relationships between types

•  Create a “Reference Terms Taxonomy”

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Map IA to SharePoint

IA Inputs SharePoint 2013 Components

Information Types Catalog Site Columns Content Types

Lists & Libraries

Information Model Lookup Columns

Reference Terms Taxonomy

Managed Term Sets Managed Metadata

Columns

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Build No-Code Solutions

•  Create managed term sets from the Reference Terms Taxonomy

•  Create site columns and content types in the Content Type Hub

•  Create a site or site collection •  Create lists and libraries from the content types •  Configure lookup lists and columns •  Create filtered views and content query web

parts

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Example: Staff Development Site Information Types

Resources Resources Related to Staff Lookup Lists

§  Credential §  Professional

Organization §  Training Course §  Professional

Event §  Blog Post §  Resource

Document

§  Staff Credential §  Staff Organization

Membership §  Staff Event Registration §  Staff Training Task

§  Payment Status

§  Item Status §  Resource

Document Type §  Credential Type

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Payment Status

Payment Status

Payment Status

Payment Status

Resource Subject

Resource Subject

Resource Subject

Resource Subject

Resource Subject

Item Status Item Status

Item Status

Item Status

Example: Staff Development Site Information Model

Staff Training Tasks

Staff Event Registrations

Staff Credentials

Professional Organizations

Professional Events

Credentials

Training Courses

Staff Organization Membership

Blog Posts

Professional Development Blog

Legend

Subsite

Managed Metadata Column

Lookup Column from a List

List from Content Type

Related Lookup

Resource Subject

Resource Library

Resource Document

Type

Credential Type

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Example: Staff Development Site Reference Terms Taxonomy

Resource Subjects

Information Management

Information Strategy,

Architecture & Governance

Enterprise Content

Management (ECM)

Enterprise Data Management

(EDM)

Records Management

Knowledge Management

Business Strategy

Management

Strategic Planning &

Transformation

Enterprise Governance

Strategic Communications

Business Process Management

Project Management

Program/Project Management Office (PMO)

Program Planning & Execution

Project Planning & Execution

Performance Management

Information Technology

Management

IT Strategic Planning

IT Governance

Enterprise Architecture

IT Portfolio Planning

Human Capital Management

Organizational Design

Workforce Analysis & Strategy

Retention & Succession

Planning

Organizational Change

Management

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Example: Staff Development Site Filtered, List-Driven Content

IT Management Professional Development

IT Pro Events

IT Pro Organizations •  IEEE •  ISACA •  AITP •  (ISC)2

•  FEAC Institute

IT Pro Credentials

IT Pro Training

IT Pro Blog March 16

Enterprise Architecture Best Practices Read More >

February 29 SharePoint 2013 Architecture Best Practices

Project Management Professional Development

PM Pro Events

PM Pro Organizations •  PMI •  Agile Alliance •  IPMA •  ASAPM •  IAPPM

PM Pro Credentials •  PMP – Certification •  PgMP – Certification •  PfMP •  PMI-ACP

PM Pro Training

PM Pro Blog March 5

What is Agile Project Management? Read More >

February 29 Best Practices in Project Management

Information Management Professional Development

IM Pro Events April 1-3

AIIM Conference April 1-3 AIIM Service Provider Executive Forum View Calendar >

IM Pro Organizations •  AIIM International •  IA Institute •  ARMA International •  KM Institute

IM Pro Credentials •  CIP – Certification •  ECMm – Certificate •  BPMm – Certificate •  CRM – Certification

IM Pro Training •  CIP Training – AIIM •  ECMm – AIIM •  BPMm – AIIM •  ERMm – AIIM

IM Pro Blog March 28

Why you need to become a Certified Information Professional (CIP)

Read More > March 29

New micro-courses available from AIIM Read More >

My Training Plan

Assigned Courses Title Date Organizatio

n Status

ECM Master 6/7-10 AIIM In Progress

SharePoint for ECM Specialist 8/4-6 AIIM Not Started

Certified Knowledge Manager

9/1-5 KMInstitute Pending Approval

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What You Learned

In this presentation, you learned to: •  Articulate six reasons why good information

architecture (IA) makes SharePoint better •  Identify the four systems of IA components •  Leverage SharePoint features for improved

information management •  Build dynamic information management

solutions in SharePoint without code

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Learn more at www.AIIM.org! AIIM is the global community of information professionals.

The AIIM Resource Centers offer lots of tutorials, webinars, publications, perspectives and more on SharePoint and a host of Information Management topics.

Professional Members of AIIM can take advantage of these resources for free and get industry research, resource kits, training discounts, and more.

View this presentation as a course with audio and a full transcript in the AIIM SharePoint Resource Center.

I have contributed more content there, including a webinar on Records Management in SharePoint 2013.

Source: www.aiim.org