Upload
kevin-parker
View
304
Download
0
Embed Size (px)
DESCRIPTION
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.
Citation preview
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
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
10/01/2014 Copyright © J. Kevin Parker 3
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
10/01/2014 Copyright © J. Kevin Parker 4
MAKE SHAREPOINT BETTER WITH IA
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information
10/01/2014 Copyright © J. Kevin Parker 5
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
10/01/2014 Copyright © J. Kevin Parker 6
IA Conceptual Circles
IA
Context
Users Content
10/01/2014 Copyright © J. Kevin Parker 7
Information Management
People Processes
Technology Information
Information Management
10/01/2014 Copyright © J. Kevin Parker 8
IA Component Systems
Information Architecture
User Interface
Organization Systems
Labeling Systems
Navigation Systems
Search Systems
Information Management System
10/01/2014 Copyright © J. Kevin Parker 9
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
10/01/2014 Copyright © J. Kevin Parker 10
PLAN YOUR IA SYSTEMS
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information
10/01/2014 Copyright © J. Kevin Parker 11
Organization Schemes • By topic • By task • By audience • Alphabetical • Chronological • Geographical
Organization Structures • Hierarchy • Database • Hypertext • Catalog • Subsites
Organization Systems
10/01/2014 Copyright © J. Kevin Parker 12
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
10/01/2014 Copyright © J. Kevin Parker 13
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
10/01/2014 Copyright © J. Kevin Parker 14
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
10/01/2014 Copyright © J. Kevin Parker 15
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
10/01/2014 Copyright © J. Kevin Parker 16
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
10/01/2014 Copyright © J. Kevin Parker 17
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
10/01/2014 Copyright © J. Kevin Parker 18
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
10/01/2014 Copyright © J. Kevin Parker 19
LEVERAGE SHAREPOINT FEATURES
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information
10/01/2014 Copyright © J. Kevin Parker 20
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
10/01/2014 Copyright © J. Kevin Parker 21
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
10/01/2014 Copyright © J. Kevin Parker 22
SharePoint Site URLs
https://example.sharepoint.com/teams/projects/project01/
Typical SharePoint Site URL Example:
10/01/2014 Copyright © J. Kevin Parker 23
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
10/01/2014 Copyright © J. Kevin Parker 24
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
10/01/2014 Copyright © J. Kevin Parker 25
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
10/01/2014 Copyright © J. Kevin Parker 26
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
10/01/2014 Copyright © J. Kevin Parker 27
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
10/01/2014 Copyright © J. Kevin Parker 28
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
10/01/2014 Copyright © J. Kevin Parker 29
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
10/01/2014 Copyright © J. Kevin Parker 30
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
10/01/2014 Copyright © J. Kevin Parker 31
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
10/01/2014 Copyright © J. Kevin Parker 32
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.
10/01/2014 Copyright © J. Kevin Parker 33
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
10/01/2014 Copyright © J. Kevin Parker 34
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)
10/01/2014 Copyright © J. Kevin Parker 35
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)
10/01/2014 Copyright © J. Kevin Parker 36
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
10/01/2014 Copyright © J. Kevin Parker 37
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
10/01/2014 Copyright © J. Kevin Parker 38
Search Components
• Search Center • Result Sources • Results Types • Display Templates for Results Types & Results
Refiners • Query Suggestions
10/01/2014 Copyright © J. Kevin Parker 39
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
10/01/2014 Copyright © J. Kevin Parker 40
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
10/01/2014 Copyright © J. Kevin Parker 41
BUILD NO-CODE SHAREPOINT SOLUTIONS
How to Leverage SharePoint 2013 to Organize, Label, Navigate, and Search Your Information
10/01/2014 Copyright © J. Kevin Parker 42
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”
10/01/2014 Copyright © J. Kevin Parker 43
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
10/01/2014 Copyright © J. Kevin Parker 44
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
10/01/2014 Copyright © J. Kevin Parker 45
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
10/01/2014 Copyright © J. Kevin Parker 46
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
10/01/2014 Copyright © J. Kevin Parker 47
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
10/01/2014 Copyright © J. Kevin Parker 48
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
10/01/2014 Copyright © J. Kevin Parker 49
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
10/01/2014 Copyright © J. Kevin Parker 50
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