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SharePoint Saturday Rhode Island - November 9, 2013
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Taming Your Taxonomy in SharePointJonathan Ralton
TAMING YOUR TAXONOMY IN SHAREPOINT
Jonathan RaltonBlueMetal Architects
OUTLINE
Setting the Stage Orientation
In Theory… The Nitty-Gritty
In Practice… Exercise
Wrapping-Up Questions Giveaway
Taming Your Taxonomy in SharePoint
SETTING THE STAGE
ME
PRESENTER
JONATHAN RALTON
Senior Information Architect at BlueMetal Architects
SharePoint IT Pro since 2005 (WSS/SPS)
Contract Management, Document Management, Content Management
YOU
AUDIENCE
What are your roles? Developer Administrator Business User ?
What are you hoping
to learn?
WHITE PAPER
bit.ly/GovernanceinSharePointFeature
Taming Your Taxonomy in SharePoint
ORIENTATION: IN THEORY…
INFORMATION ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]
INFORMATION ARCHITECTURE
“the art and science of structuring, organizing, and labeling
information to help people find and manage information”
– Peter Morville and Louis Rosenfeld, Information Architecture for the World Wide Web
INFORMATION ARCHITECTURE
1. The structural design of shared information environments
2. The art and science of organizing and labeling …to support findability and usability
– Information Architecture Institute
CONTENT ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]
CONTENT ARCHITECTURE
1. The specification for a content management solution
2. A set of activities and outputs for effective content management
– Cleve Gibbon
CONTENT ARCHITECTURE
TAXONOMY
def·i·ni·tion [dèffə nísh'n]
TAXONOMY
“a classification into ordered categories”
– dictionary.com
TAXONOMY
A way to group things together
IN THEORY…
Qualities Structured Organized
Goals Make findable Make usable
Methods Grouping
Classification Categorization
IN THEORY…
Art
Science
IN THEORY…
A Process
An Outcome
IN THEORY…
PROCESS OUTCOME
Helps elicit ideas Helps resolve prior
mistakes Based on past experience
Helps achieve buy-in
Design Document Artifacts
Spreadsheet(s) Chart(s)
IN THEORY…
SharePoint does this thing called Content
Management
Taming Your Taxonomy in SharePoint
THE NITTY-GRITTY: IN PRACTICE…
LET’S IGNORE…
Content Type Publishing Managed Metadata Import, Navigation
Folksonomy
CONTENT TYPE
def·i·ni·tion [dèffə nísh'n]
CONTENT TYPE
“a reusable collection of:1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library”
– Microsoft
Name Parent Name GroupSystem #N/A _HiddenDocument Collection Folder Folder _HiddenSystem Page #N/A _HiddenSystem Page Layout #N/A _HiddenSystem Master Page #N/A _HiddenAudio Rich Media Asset Digital Asset Content TypesImage Rich Media Asset Digital Asset Content TypesRich Media Asset Document Digital Asset Content TypesVideo Rich Media Asset Digital Asset Content TypesDocument Item Document Content TypesList View Style Document Document Content TypesForm Document Document Content TypesPicture Document Document Content TypesMaster Page Document Document Content TypesWiki Page Document Document Content TypesBasic Page Document Document Content TypesWeb Part Page Basic Page Document Content TypesLink to a Document Document Document Content TypesDublin Core Columns Document Document Content TypesDocument Set Document Collection Folder Document Set Content TypesFolder Item Folder Content TypesDiscussion Folder Folder Content TypesSummary Task Folder Folder Content TypesAnnouncement Item List Content TypesComment Item List Content TypesContact Item List Content TypesEast Asia Contact Item List Content TypesEvent Item List Content TypesIssue Item List Content TypesItem System List Content TypesLink Item List Content TypesMessage Item List Content TypesPost Item List Content TypesReservations Event List Content TypesSchedule Event List Content TypesSchedule and Reservations Event List Content TypesTask Item List Content TypesPage System Page Publishing Content TypesPage Layout System Page Layout Publishing Content TypesPublishing Master Page System Master Page Publishing Content Types
WARNING
DO NOT modify the out-of-the-box
content types
CONTENT TYPES – CATEGORIES
Item
Document
Folder
Document Set
CONTENT TYPES – CONSIDERATIONS
Where to define/Scope Inheritance Levels of abstraction Library/List content types
SITE COLUMN
def·i·ni·tion [dèffə nísh'n]
SITE COLUMN“a reusable column
definition, or template,
that you can assign to multiple lists across multiple SharePoint
sites”
– Microsoft
SITE COLUMNS – TYPES All Day Event Audience Targeting Calculated Choice Currency Computed Cross Project Link Date and Time External Data File
Hyperlink/Picture Integer Lookup Managed Metadata Multi-Text Number Number of Ratings Person/Group Publishing HTML Publishing Image
Publishing Schedule End Date
Publishing Schedule Start Date
Rating (0-5) Recurrence Summary Links System Text Yes/No
SITE COLUMNS – JUDGEMENT CALL
Choice
Lookup
Managed
Metadata
SITE COLUMNS – CONSIDERATIONS
Where to define/Scope Library/List columns
METADATA
def·i·ni·tion [dèffə nísh'n]
METADATAConte
nt Types
Site Colum
ns
Metadata
METADATA – PROCESS
1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s)
on the appropriate content type(s)
MANAGED METADATA1. Create a term set that is named “Conference rooms” to
represent all of the available rooms.2. Add a term to the term set for each conference room.3. Create a content type called “Session.”4. Add two new columns to the content type: “Room” and
“Overflow room.”5. Specify that the value of each of these columns must
come from the "Conference rooms" term set.6. Create a list of sessions.
MANAGED METADATA Conference rooms (term set)
La Nouvelle Ballroom Room 256 Room 270 Mardi Gras Ballroom Room 287 Room 391 Room 348b Hall C Hall D Room 348a Auditorium C Auditorium D Auditorium E Room 354 Room 355 Room 293
Conference rooms (term set) Auditoriums
Auditorium C Auditorium D Auditorium E
Halls Hall A Hall B Hall C Hall D
Ballrooms La Nouvelle Ballroom Mardi Gras Ballroom
Second floor Room 256 Room 270 Room 287 Room 293
Third floor Room 348a Room 348b Room 354 Room 355 Room 391
SHAREPOINT BUILDING BLOCKSFarm
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
Site Collection
Site
List/Library
Item
Site
List/Library
Item
Content Database
Site Collection
Site
List/Library
Item
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
List/Library
Item
Site Collection
Site
SITE TEMPLATES Assets Web Database Basic Meeting
Workspace Basic Search Center Blank Meeting
Workspace Blank Site Blog Business Intelligence
Center Charitable Contributions
Web
Contacts Web Database Custom Decision Meeting
Workspace Document Center Document Workspace Enterprise Search
Center Enterprise Wiki FAST Search Center Group Work Site Issues Web Database
Multipage Meeting Workspace
Personalization Site Projects Web Database Publishing Site Publishing Site with
Workflow Records Center Social Meeting
Workspace Team Site Visio Process Repository
LIBRARY TEMPLATES
Asset Library Dashboards
Library Data Connection
Library Document Library
Form Library Picture Library Record Library Report Library Slide Library Wiki Page Library
LIST TEMPLATES Announcements Calendar Contacts Custom List Custom List in Datasheet
View Discussion Board External List Import Spreadsheet
Issue Tracking Links PerformancePoint Content
List Project Satisfaction Survey Project Tasks Status List Survey Tasks
SHAREPOINT BUILDING BLOCKSConte
nt Types
Taxonomy
Context
SHAREPOINT BUILDING BLOCKS
CONTENT TYPES SITE COLUMNS
Use to… Maintain consistency
across libraries and lists Isolate workflow, policies,
and other settings Information Management
(Records Management) Etc.
Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.
SHAREPOINT BUILDING BLOCKS
TAXONOMY
Use to… Leverage security (List, Site) Differentiate list-based workflows (List) Segregate content (List, Site, Site Collection) Facilitate geographic placement (Farm) Control versioning (List) Account for alternate authentication method(s) (Web Application) Account for encryption (Web Application) Etc.
TAXONOMY/CONTEXT
1. Determine what content is needed where
2. Associate at the appropriate level(s) with the appropriate container(s)
TAXONOMY/CONTEXT Consider:
The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored
The lists/libraries that will segregate those items and documents within the site(s)
The sites that will contain those lists/libraries within the site collection(s)
The site collections that will contain those sites within the web application(s)
The web application(s) that will contain those site collections within the farm(s)
KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013
Content Databases
300/Web App 500/Farm
Content Content Database 200GB 1TB 200GB 4TB
Site Collections Farm (not specified) 250,000 non-Personal Site Collections and
500,000 Personal Site Collections
Site collections Database 2,000 recommended for upgrades5,000 supported
2,500 non-Personal Site Collections or10,000 Personal Site Collections
Web sites Site collection 250,000 250,000
(sub) Sites Site 2,000 (not specified)
Lists Site 2,000
Items List 30 M 30 M
Items List View 5,000
Documents Doc Library 30 M 30 M
Documents Folder 2,000
Document size File <2 GB> <2 GB>
Major Versions Document 400,000 400,000
Minor Versions Document <511> <511>
KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013
Columns Columns List 276 single line192 multi line276 choice …
Joins List 8 lookups
Security SharePoint Groups Site Collection 10,000 10,000
SharePoint Groups User belongs to 5,000 5,000
Users and Directory Groups
SharePoint Group 5,000 5,000
Users and Directory Groups
Site Collection 2 M 2 M
Security Scopes(unique ACL’s per list)
List 5,000 5,000 recommended50,000 max
Document Editing
Concurrent Authors Document 10 10
Search Indexed Documents Search Configuration 100 M 100 M (10 M/index partition)
Crawled Properties Search Service App 50,000
Taming Your Taxonomy in SharePoint
EXERCISE
EXCERCISE Addendum Amendment Annual Report Change Request Collateral Contract Customer Exhibit Holiday Invoice Master Services Agreement
Memorandum Non-Disclosure Agreement Policy Proposal Prospectus Purchase Order Resume Schedule Statement of Work Supplier Tax Return
Taming Your Taxonomy in SharePoint
WRAPPING UP
QUESTIONS
GIVEAWAY
We are hiring!www.bluemetal.com/jobs.aspx
[Insert Client or Partner Logo]
Data Platform Engineer .NET Software Engineer UX/UI Software Engineer / Architect UX Software Engineer / Architect .NET Software Engineer .NET Software Engineer / Architect SharePoint Software Engineer SharePoint Senior Software Engineer / Architect Data Architect/Senior Data Engineer UX Architect / Senior Engineer Enterprise Business Development Executive SQL Server DW / BI Architect Data and Analytics Principal Architect Senior Java Engineer Office Administrator
Current Openings
Thanks to our sponsors! And you.
Images © 2013 http://www.flickr.com/photos/boliyou/2884130773/
One final note• Fill out your evaluation form & turn for the
big raffle (tablet)• SharePint next door (American) 5:30pm• Don’t forget WaterFire downtown tonight!
Taming Your Taxonomy in SharePoint
REFERENCE
FOR YOUR REFERENCESharePoint 2010
SharePoint 2013
SharePoint Online
Resources for IT Pros
bit.ly/198MNWA bit.ly/1gJfv4Q
Features and Editions
bit.ly/SP13-Service
bit.ly/SPO-Service
Limits and Boundaries
bit.ly/1cKVK0p bit.ly/SP13-Limits
bit.ly/SPO-Limits
SharePoint Maturity Model www.sharepointmaturity.com
Guidance for Modifying Pre-Defined Stuff
bit.ly/17KHAuw
Discontinued Features and Functionality
bit.ly/1bhrLKr
ORGANIZATIONS – ECM
AIIM SIM BOSTON
Association for Information and Image Managementwww.aiim.orgwww.aiim.org/sharepoint
Society for Information Managementwww.bostonsim.org
ORGANIZATIONS – KNOWLEDGE MANAGEMENT
SIKM
Systems Integration Knowledge Management Leaders Community groups.yahoo.com/neo/groups/sikmleaders