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SharePoint Metadata
What business users
need to know
wwwclearboxconsultingcouk
samclearboxconsultingcouk
sammarshall
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Sam Marshall Director of ClearBox Consulting
Former global intranet manager
at Unilever
Intranet Benchmarking Forum
Associate
ClearBox Consulting Intranet amp SharePoint
Strategy
Governance
Implementation
Collaboration
Training
wwwclearboxconsultingcouk
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Agenda
What has metadata ever done for us
Defining columns and content types
Managed metadata and taxonomies
Folders and other tricks
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where do you stand on
SharePoint
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Sam Marshall Director of ClearBox Consulting
Former global intranet manager
at Unilever
Intranet Benchmarking Forum
Associate
ClearBox Consulting Intranet amp SharePoint
Strategy
Governance
Implementation
Collaboration
Training
wwwclearboxconsultingcouk
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Agenda
What has metadata ever done for us
Defining columns and content types
Managed metadata and taxonomies
Folders and other tricks
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where do you stand on
SharePoint
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Sam Marshall Director of ClearBox Consulting
Former global intranet manager
at Unilever
Intranet Benchmarking Forum
Associate
ClearBox Consulting Intranet amp SharePoint
Strategy
Governance
Implementation
Collaboration
Training
wwwclearboxconsultingcouk
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Agenda
What has metadata ever done for us
Defining columns and content types
Managed metadata and taxonomies
Folders and other tricks
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where do you stand on
SharePoint
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Agenda
What has metadata ever done for us
Defining columns and content types
Managed metadata and taxonomies
Folders and other tricks
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where do you stand on
SharePoint
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where do you stand on
SharePoint
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk
What has metadata ever
done for us
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What is metadata
1) With the other people on your table think of the kinds of metadata for products in a supermarket 1 Weight
2 Price
3 Ingredients
2) Write each item on a separate small post-it note Write 5+ that mostly interest consumers
Write 5+ that mostly interest store managers
3) Group the items into logical clusters Label the groups on the large post-it notes
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where it appears in SharePoint
bull List Columns
bull Document Library Columns
bull Content Types
bull Managed Metadata
bull Social tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
SharePoint Hierarchy (simplified)
Items
Libraries Lists
Sub-Sites
Site Collection Intranet
Home Marketing
Sales News
Latest bids
Calendar
Meeting 12th April
Brochures
2011 Products
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Why is metadata important in SharePoint
1 Search indexing
2 Filtering Search Results (Faceted search)
3 Filtering and Sorting lists
4 Common language to connect content together
5 Managing content eg Expiry dates Owner
6 Personalisation
7 Tag clouds for alternative navigation
8 Informing users about a document without having
to open it
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering Lists
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
My Site ndash My Tags
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk
What do business owners
need to do
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
What problem are you trying to solve
Strict control vs lsquoFolksonomyrsquo
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata controlometer
Strict Loose
Top-down
Regulated
Process-driven
Bottom-up
Unstructured
Creative
ldquoControlled
Vocabularyrdquo
Many managed
terms
A few managed
terms
Enterprise
keywords
ldquoFolksonomyrdquo
Enterprise
keywords
Social Tags
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Business ownership
1 Decide on the approach
Strict control vs lsquoFolksonomyrsquo
2 Agree on standard terms
What is a lsquoProductrsquo vs lsquobrandrsquo lsquovariantrsquo amplsquopromotionrsquo
3 Have an update and resolution process
Sales vs Manufacturing view
4 Agree who is responsible for what
and make sure it happens
5 Teach content owners and users the ldquowhyrdquo part
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk
Simple Metadata
columns and content types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Columns
Used to
Define a list
Simple database
Make a simple online form
Define the properties of documents in a library
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Site columns
Good when you have a list that will be re-used
several times within a site
Office locations
Cost codes
Project names
If only used once a list column is fine
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Define a class of documents or items
Allow you to scope search to just that type eg
ldquoBrochurerdquo
Act as a template for the metadata documents must
have
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
An analogy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Example content types
Form
Policy
Course description
Appraisal
Project Charter
Product data sheet
Purchase Order
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types in action
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Types
Definitions can inherit
Food
Fresh Food [description expiry date country origin]
Fruit [description expiry date country origin storage temp]
Document [Author date]
Policy [Author date expiry]
HR Policy [Author date expiry employee_group]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Where to define content types
Global if
Organisation-wide standard
eg security classification
Users would specifically search for it by type
eg Form template policy
Site-specific if
Terminology local to that site
More stringent information management needs than
elsewhere
eg legal vs marketing
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk
Managed Metadata amp
Taxonomies
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Metadata Purpose
More structured approach to consistent metadata
Improves search and browsing
Define standard pick-lists company-wide
Products
Departments
Work levels
Define synonyms
Eg Business partner Contractor Outsourced Service
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering search results
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Filtering lists
and libraries
Can use
taxonomy and
filters in
combination
httpwwwsharepointconfigcom20100410-ways-sharepoint-2010-improves-findability
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
List
Library
Content Type
colu
mn
Managed Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Service
Term Store Enterprise Keywords
[lsquoManaged Keywordsrsquo in
lsquoKeyword Storersquo]
Managed Terms
[Taxonomies in
lsquoTaxonomy Storersquo]
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011 wwwsharepointfabiancomblogListsPostsPostaspxID=93
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed terms in
use
You can copy and
re-use terms
Groups can have
different
administrators
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
The values of a column
can be restricted to one
taxonomy group or term
set
Allow ldquoFill-inrdquo choices
lets authors ldquoAdd new
itemrdquo to the taxonomy ndash
a folksonomy
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Synonyms are shown but not selectable
httpwwwsharepointnutsandboltscom200912managed-metadata-in-sharepoint-2010-keyhtml
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords
Managed Terms
Fresh food
Meat
Dairy
Vegetables
Fruit
Hard Fruit
Soft Fruit
Peach
Strawberry
Cloudberry
Enterprise Keywords
Chicken
Beef
Lamb
Milk
Eggs
Peach
Strawberry
Cloudberry
Apple
Pear
Coconut
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Enterprise Keywords
(formerly lsquoManaged Keywordsrsquo)
One flat list called
the ldquoKeyword Setrdquo
ldquoType aheadrdquo
suggestions seen
Suggestions from
taxonomy will also
be seen
Usually ldquoCreate
Newrdquo is enabled
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Managed Terms vs Keywords Managed Terms
Pros
Effective search
Filtering of results
Close control
Cons
lsquoExpensiversquo to do
=Use for most important content areas only
Enterprise Keywords
Pros
Easier and more flexible for users
Work with legacy keywords on docs
Still improve search
Cons
Harder to manage
No context
=Use where managed terms too costly
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Management amp Tips
1 Taxonomy permissions can be set at Term Group level so different departments can manage different branches
2 Terms can be re-used in the taxonomy but beware of politics for when definitions get changed eg ldquoClientrdquo
3 Each Term Set can have an email contact so users can request modifications
4 For emerging taxonomies use a folksonomy approach initially to grow the term collection
5 Change keywords into managed terms as-needed (but beware of mis-interpreting original use)
6 Identify site columns that are candidates for managed metadata
7 Use synonyms for outdated terms or language variants
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What to use when ndash Content Types amp Terms Scenario Solution Examples
A lsquopick listrsquo that will be
re-used
Term set (managed
metadata)
Products office locations
security classification
Mandatory properties
for policy documents
ldquoPolicyrdquo content type with
mandatory columns
Owner expiry security
classification
A collection of policies Define a ldquoPolicyrdquo content
type and use Document Set
HR IT Finance policy
documents that all need
common metadata
Meeting event booking
(re-usable)
Custom list based on
ldquoEventrdquo content type
Offsite meeting training
course
Standard document
templates
Define a Content Type set
to ldquoDocument Templaterdquo
Letterhead PowerPoint
with branding
Ad-hoc form to fill in
(no re-use)
Custom list Christmas lunch planning
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk
Folders and other tricks
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
Folders
Against For
Can only put content in
ldquoonerdquo place
Content can get very deeply
buried
Canrsquot sort or filter
Can set metadata defaults
for a folder
Users very familiar with
them
Can be a useful way to
manage permissions
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Document Sets Document sets
deal with multiple
documents as one
entity
eg All files related
to a job applicant
Can have welcome
page with common
metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social Tags
httpssharepointmicrosoftcomen-
usproductThumbNailscomm_ratingspng
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Social tags - Usage Informal user tagging
ndash like Delicious
Can be used to tag
non-SharePoint
content eg
Competitor websites
ldquoI like itrdquo is a reserved
tag viewable in My
Site
Influences search
rankings
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Content Organizer (Drop-off Library)
Allows automatic routing of documents
When ldquoAdd documentrdquo is used it goes via the
organizer
Users asked to add metadata
Pre-determined rules then allocate it to the right
library or folder
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Determining Metadata
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Existing Sources
Data Dictionary
Corporate Databases
WAND General Business Taxonomy
Analyze document collections
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Card Sorting
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
What it tells you
How users naturally cluster concepts
Can be used to determine taxonomy
SharePoint Managed Terms
Can be used to determine navigation
Site hierarchy and pages
See httpwwwboxesandarrowscomviewcard_sorting_a_definitive_guide
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Online Approach
wwwoptimalsortcom or wwwwebsortnet
Recruit 30-40 users who work individually and
unobserved
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Final Thoughts
Getting metadata right is iterative
Donrsquot be too idealistic - avoid bureaucracy
Wait for site owners to outgrow basic solutions
before introducing more advanced ones
Beware of triggering turf wars
Nobody cares about IA until they object to it
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
Sam Marshall
Director
samclearboxconsultingcouk
sammarshall
+44 1244 458746
wwwclearboxconsultingcouk
ClearBox Consulting
bull SharePoint strategy
bull Getting sponsorship and support for your intranet
bull An independent view on your Steering Group
bull SharePoint for effective communications
bullUsing social tools inside the enterprise
bull Effective team collaboration
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms
wwwclearboxconsultingcouk copy ClearBox Consulting 2011
Metadata Terminology
Managed metadata = collective name for taxonomy and keywords ldquoAcme Metadata Setrdquo
Term group = a collection of Term sets ldquoAcme productsrdquo
Term set = One branch in a taxonomy of centrally controlled terms ldquoAcme Domestic Rocket Productsrdquo
(Managed) Term = an entry in the taxonomy ldquoAcme CoyoteBooster 1000rdquo
(Enterprise) Keyword = terms in a flat list
Tag = keyword created by any user
Term Store = team site nominated to store terms