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This session walks you through some of the enterprise content management features in SharePoint 2010 such as metadata management, document sets, records management, search, and more. The demos will include declarative and programmatic creation of document sets and document ids, records management routing, and search
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Overview Enterprise Content Management in SharePoint 2010
Ivan SandersSharePoint MVP Developer, EvangelistDimension [email protected]
Agenda
• Enterprise Metadata• Document Management
● Tag● Discover● Manage
• Document Sets• Document IDs• Term Store• Search
Metadata Revolution
video
• Metadata promises to drive search, navigation and business behaviors Ongoing challenges with user adoption and data consistency Features:
● Modern end-user experience
• Auto-complete: MRU & against term set
• Rich, symmetric client and web-based UX
• Synonyms, multiple language support
● Enable both folksonomy and taxonomy
• Reader tagging surfaced in MySites and on documents
• Bottoms-up folksonomy through ‘open’ fields
• Structured hierarchical taxonomy
• Ok to mix approaches at the field level
– e.g. keywords and cost center code in the same content type
● Syndication of content types incl. associated term sets and policy
• Across webs, site collections, farms
• Flexibly consume term sets from multiple levels around the organization
Enterprise Metadata
2 Primary ConceptsFolksonomy Taxonomy
• Tag● cross farm with shared hierarchal taxonomies, folksonomy
and types automatically with location based metadata defaults
• Discover● with metadata based navigation in client and server● with location based view definitions● the best content with Ratings● the latest version with Unique Document IDs● repositories with ties to Office Client New/Open/Save
• Manage● With Document Sets for multi-document work products● with Metadata based content organizer● with Multi-stage retention policies● with Location/Folder based policies● with millions of documents
Document Management:Feature Review
• Document ratings
• Human Readable Unique Document IDs● VQUUYTWJFH2Y-19-53 ● Insertable into document contents
• Per-folder metadata defaults● All documents in particular folder tagged Year=2007
Additional Metadata Services
Document Management
demo
• New object to manage work products made up of multiple documents● Think Folder++
• Key Scenarios● Tight collection of documents
• A sales proposal that includes documents, spreadsheets and presentations• Heterogeneous file types not usually assembled
● Compound documents• A user manual that is an assembled roll-up of separate sections
• Document Set Features● Shared Metadata● Customized welcome page● Default documents added● Version capture● Workflows● Portability (download/upload/send to record center)
Document Sets:Scenario Overview
EmpowerYour Users
Document SetsFeatures Deep Dive
• Document Set Features• Shared metadata• Customized welcome page• Default documents added
• Version capture• Workflows• Archive to Records Center
Creating document sets
demo
Unique Document ID Service
• New site collection Feature: Document ID Service• Adds unique ID for all documents throughout the site collection• Documents can be retrieved regardless of the current of future
location based on their unique ID, which does not change after initially set for the document
Creating custom document ID provider• Custom document provider can be
implemented to replace the oob funcitonality● Inherit your provider from the
Microsoft.Office.DocumentManagement.DocumentIdProvider
● Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider()
• Applies change in Site Collection level
Custom document ID provider
demo
Term Store, Term Sets & Terms
• Service Application (Term Store) » Groups » Term Sets » Terms
● Locations » Cities » Redmond• Administrators & users create term stores & terms
● Flat list or hierarchical list● Disambiguating, reusing, merging & deprecating terms● Custom properties available from OM
• Term store facilitates the management & retrieval of metadata & relationships
• Terms can belong to one or more term sets● Translations & synonyms
Term Store
One term store per shared service app
Many groups per term store. Used as security boundary
Many term sets per group (max 1000 total per term store)
30K terms per term set (max. 1m total)
SynonymsDescriptionTranslations(Custom properties)
Content Types
Metadata Service
Term Store
Term Set(s)
Term(s)
Group(s)
ContentType Hub
EmpowerYour Users
Enterprise Keywords & Tags
• Enterprise Keywords = Term● Free text entries are converted to terms in term store – not part of
any hierarchy though● Can be promoted to term sets
• Tags● Can be terms or keywords● Shell Tags:
• Kept in sync with the item’s managed keyword field• Saved in the item’s managed keyword field
● Social Tags:• Allows users to create and apply keywords to items• Stored in social store, not in item properties
Term Store Management Tool
• Provides rich interface for full management of term sets and terms● Import of term sets and terms● Translations & synonyms
• Manage term set / term languages• Submission policy (open / closed)
● Open means users can submit terms to the term store (when adding / editing items)
● Regardless of the policy, users can always submit keywords
Term Store Management Tool
Term Store Management Tool and how to import terms programmatically
demo
2010 Search Extensibility• Query Extensibility
● Search Web Parts• Visual Best Bets• Core Results WebPart• Related Queries• Search Action Links• Query Suggestions• Search Box• Federated Results• More…
● Query & Federation OM● Query Web Service● Custom Ranking models● User Context Custom
Properties● Search Refinements
● Indexing Extensibility• Custom Connector• BCS Content Sources• Custom Entity Extractor• Custom IFilter
FAST Search
demo
• SharePoint 2007● High scale libraries require careful planning and management
• SharePoint 2010● End user features for high scale
• Ex: Metadata pivots, Key filters, Content organizer● Server automatically “does the right thing” for high scale
• Compound Index support• Automatic index management• Query throttling w/ fallback
• SharePoint 2Scale Targets● 1 million items in a folder● 10’s of millions of items in a single library● 100’s of millions of items in large archive scenarios
Scale
Scalable Architecture Large List Optimizations
- Column Indexes were not possible- Database Indexes were not supported
SharePoint 2003
- Column Indexes could be configured via the UI- End users could impact performance with poor performing list views
SharePoint 2007
- Database optimizations allow far more items in a list- Server automatically “does the right thing” for high scale
Compound Index supportAutomatic index managementQuery throttling w/ fallback- Resource intensive operations can be limited or
disallowed during production hours
• Large query thresholds• Blocking Operations• Can be overridden via the Object Model
SharePoint 2010
SharePoint 2010 Scale Targets
1 million items in a folder10’s of millions of items in a single library100’s of millions of items in large archive scenarios
Summary
• Enterprise Metadata• Document Management
● Tag● Discover● Manage
• Document Sets• Document IDs• Term Store• FAST Search
EmpowerYour Users
Your Feedback is Important
Please fill out a session evaluation form.
Thank you!
Ivan [email protected] http://twitter.com/iasandershttp://www.linkedin.com/in/iasanders
Who can you trust??
• Maurice Prather http://www.bluedoglimited.com/default.aspx • Andrew Connell http://www.andrewconnell.com/blog • Spence Harbar http://www.harbar.net • Heather Solomon http://www.heathersolomon.com/blog • Todd Klindt http://www.toddklindt.com/default.aspx• Todd Baginski http://www.toddbaginski.com/blog • Todd Bleeker http://bit.ly/edlSm5
Jan Tielens http://weblogs.asp.net/jan • Patrick Tisseghem http://www.u2u.info/Blogs/Patrick/default.aspx • Wictor Wilen http://www.wictorwilen.se • Ted Patisson http://blog.tedpattison.net/default.aspx • Lars Fastrup http://www.fastrup.net • Carsten Keutmann http://keutmann.blogspot.com• Keith Richie http://blog.krichie.com• Bill Baer http://blogs.technet.com/b/wbaer • Sahil Malik http://blah.winsmarts.com • Bil Simser http://weblogs.asp.net/bsimser
Codeplex – with Source Code• http://cksdev.codeplex.com • http://startermasterpages.codeplex.com • http://spm.codeplex.com • http://autospinstaller.codeplex.com • http://spsf.codeplex.com • http://slk.codeplex.com • http://smarttools.codeplex.com • http://spviewpermission.codeplex.com• http://bidshelper.codeplex.com • http://almspecialisttoolkit.codeplex.com
SharePoint 2010 Guidance
Book Buy Book
Downloads Developing Applications for SharePoint 2010 (includes the Help file [CHM], samples, and library source code)
Media
•Introduction to Developing Applications with SharePoint 2010 •SharePoint Server-side Data Access – Part 1 of 3: Introduction •SharePoint Server-side Data Access – Part 2 of 3: Related Lists •SharePoint Server-side Data Access – Part 3 of 3: Analyzing Generated CAML
Support Discussions for patterns & practices SharePoint Guidance
Training Hands-on labs
Community patterns & practices SharePoint Guidance Community Site
License Microsoft patterns & practices license September 2009
CKS DEV VSIX Extensions
WSPBuilder conversion tool (WCT) betaImproved Quick DeployKeyboard shortcutsUpdated Full Trust Proxy SPIRestart processes menusAttach to processes menusSolution level Package allImproved import Content Types
Branding SPIImproved Fluent visual web part SPIBasic service application SPIWCF service SPISharePoint PowerShell cmdlet SPISharePoint PowerShell pipe binding SPIImproved copy assembly name menu
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