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Earley & Associates presentation by Jeff Carr - Senior Information Architect & Search Consultant and Paul Wlodarczyk - Director, Solutions Consulting
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Earley & Associates, Inc. | Classification: PUBLIC USE Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Information Architecture and Taxonomy Management in SharePoint
Taxonomy Boot Camp, November 16th, 2010Jeff Carr - Senior Information Architect & Search Consultant
Paul Wlodarczyk - Director, Solutions Consulting
SharePoint is very easy to implementbadly
3Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Typical SharePoint Projects
3
“Hey! We got SharePoint! It has got blogs, wikis, workspaces, team sites, and search—let us have all of that. We don't need anyone to help us. It is easy to set
up, and we’ll just learn as we use it. We only need a site or two to store the documents in. If the users want in, we’ll give them some sites to play with.”
“Hey! We have 20 sites now. Lots of content. Not sure what we are doing. Not sure how it all connects together. We think we know how to manage it, though
we don’t know how big it will get. And we also can’t control how big it gets because we are not entirely sure who is using it and why.”
then, a couple months later…
Source: Managing and Implementing Microsoft® SharePoint® 2010 Projects - O’Reilly Media
4Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• It’s commonplace with SharePoint to start with the technology first and push off the gathering and documentation of requirements until later, if at all. Adopted by IT followed by the provisioning of a few sites as business users become
aware of its existence (easy to deploy).
Mass proliferation of sites, lists and libraries and an assortment of individuals and groups start to turn on various bits of functionality resulting in a deployment that is haphazard and confusing.
• SharePoint has been specifically designed to remove management of the information environment away from IT and into the hands of business users. Site management is (oftentimes) dropped into the lap of a single or small group of
uninformed individuals that are unaware of best practices in areas like content management, information architecture, taxonomy and metadata
Information governance becomes crucial since many organizations lack standard ways of managing content.
The Technology-Centric Approach
Where is the information architecture?
Requirements
RequirementsResearchResearch
Use Cases & PersonasUse Cases & Personas
Site Map & NavigationSite Map & Navigation
WireframesWireframes
TaxonomyTaxonomy
Content Modeling /Metadata
Content Modeling /Metadata
Prototyping /Testing
Prototyping /Testing
The IA ProcessFor SharePoint
TaxonomyTaxonomy
Content Modeling /Metadata
Content Modeling /Metadata
6Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• The success of SharePoint in any environment will be measured by your user’s ability to easily find information
• The technology will process the inputs that we provide whether they make sense or not (garbage-in/garbage-out)
• Information Architecture… Establishes the foundation for Findability - but Findability is not an attribute of technology,
it is a set of standards and processes that are applied to organizational information
Involves modeling content in a way that captures both “is-ness” and “about-ness” How we describe our content - information lifecycles, retention, metadata and taxonomy
Understanding our users and their needs - Roles, responsibilities, tasks and activities required to support the pursuit business goals and processes
• Requires that we leverage features and functionality to support both
What Goes In Must Come Out…
7Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Importance of Defining Standard Terminology
High potential for confusion: • Safe Work Procedure• Safe Operating Procedure• HSEOP (HSE Operating
Procedure)• HSE Manual
8Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Core IA Architectural Concepts
Site Collectio
n
Collection of sitesPrimary source of global navigation
Sites & Sub-Sites
Container for lists/libraries
source of “quick launch” navigation
Lists &Librarie
s
Basic unit of storage, collection of documents or
items
9Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Content Type - A reusable collection of settings that define the behavior and properties for a specific type of information. Comprised of a collection of metadata attributes, information management policies, workflow and standard templates.
• Site Column - Metadata attribute (also known as a field) that can be assigned to one or more content type definitions, lists or document libraries. Used to help ensure consistent application of metadata across content in SharePoint. Date, Single or Multiline Text, People, Choice, Lookup (taxonomy)
• Site List - A tabular structure of items presented in a row (content) and column (metadata) format. Some examples: Contact, Task, Calendar
Custom List - Taxonomy or controlled vocabulary used to populate dropdown menu (defined as Choice or Lookup column types).
Core IA Architectural Concepts
Taxonomy
10Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Steps involved in surfacing controlled lists of terms for tagging:
Enabling Tagging
1. Site List 2. Site Column 3. Content Type
Tagging in the user interface (when adding new or editing an existing Policy)
11Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Metadata can only be tagged and stored as flat controlled vocabulary – no hierarchy possible
Limitations of Site Lists
Policy Type
• Education• Environment
al• Health• Information
Information Policy Sub-Type
• Archiving Information• Intellectual Property• Privacy &
eCommunications• Records Management
Policy Type
• Education• Education Sub-Types
• Environmental• Environmental Sub-
Types• Health
• Health Sub-Types• Information
• Archiving Information• Intellectual Property • Privacy &
eCommunications• Records Management
Possible Possible Not Possible
12Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Site Boundaries & Inheritance
Problem: Constructs are specific to the site collection in which
they were created
GlobalContent
Types, Site Columns and
Site Lists
LocalContent
Types, Site Columns and
Site Lists
Solution: Requires manual or custom development for
replication/syncing of constructs across Site Collections
Global
Global
Global
Global
Global
Global
Global
Global
Global
Global
13Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Navigational Limitations
Problem: Fragmented UX when navigating between different site
collections
Navigation is “naturally” only
within a Site Collection
Solution: Requires custom development for the creation of a consistent experience across the
environment
• Specific to a Site Collection• Based largely on Sites and Sub Sites• Quick launch shows “current site” elements• Top-level navigation shows sub sites and peers
NavNav
Nav
Nav
NavNav
Nav
Nav
Nav
Nav
14Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Problem - Search is often installed and simple OOTB configurations ignored
• Full-text indexing along with the document title, short snippet and ten results per page become the common default experience
• Frequently filled with redundant, outdated or irrelevant content (clear reflection of the information that has been uploaded into the system) Inconsistencies in how information is enriched will result in a poor search experience
• Ref: http://www.earley.com/blog/enterprise-search-why-we-cant-just-get-google
Search Experience
• Best Bets• Search thesaurus • Authoritative sites • Search scopes• Managed properties
15Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• In addition to site collections, content types, site columns, lists, libraries and views…
• Managed Metadata - A hierarchical collection of predefined centrally managed terms that are applied by publishers as metadata attributes for content items. Managed Term - A predefined word or phrase created and managed by a user with
appropriate permissions and often organized into a hierarchy (controlled vocabularies, taxonomic in nature).
Enterprise Keywords - A non-hierarchical word or phrase that has been added to the keyword set directly by a system user (uncontrolled vocabularies, folksonomic in nature).
• Term Store - A database that is used to house both Managed Terms and Managed Keywords. Groups - From a taxonomy perspective, a group is a flat list or hierarchical collection of
related attributes comprised of one or more Term Sets.
Term Set - A flat list or hierarchical collection of related Terms that belong to a Group.
Term - A word or phrase that can be applied by publishers and system users as metadata to content.
Core Architectural Concepts
16Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Term Store Management Tool
Group
Term Set
Terms
Term Attributes
Centralized Managementof Metadata
17Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Auto-Suggest - Display of taxonomy terms as a user types characters into a Managed Metadata field.
Tagging: Auto-Suggest
Preferred Term
Term Hierarchy
Term Definition
Synonym
18Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Hierarchy - Display of taxonomy terms in a popup window that provides the ability to browse through the defined hierarchy.
Tagging: Browsing the Hierarchy
Preferred Term
Term Definition
Synonyms
19Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Content Type Hub
Centralized Management of Content Types
GlobalContent
Types, Site Columns and
Site Lists
Corpora
teGlo
bal
Global
Global
Global
Global
Global
Global
Global
Create and manage global content types in a single location and push them out to
subscribing site collections
Global
20Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• In addition, we now have the Refinement Panel and document previews…
Search Enhancement
Metadata
DocumentPreviews Scope
Presentation
21Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Physically oriented and architectural constructs bound by site collections
• A lack of cross site collection synchronization of fundamental IA building blocks content types, metadata, taxonomy and navigation
• Metadata and taxonomy is simplistic Inability to create and manage taxonomic relationships between terms (no hierarchy,
associations, synonyms defined separately as part of the thesaurus file)
• OOTB search reflects all limitations (inability to easily surface and leverage metadata)
Overall Shortcomings
• Physically oriented and architectural constructs such as navigation are bound by site collections
• Improved metadata and taxonomy, but still basic application Ability to define synonyms, but applied to the tagging process (search thesaurus is still
separate)
Inability to create and manage taxonomic complex relationships between terms (associative)
Earley & Associates, Inc. | Classification: PUBLIC USE Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Taxonomy in SharePoint Search and Metadata
Paul Wlodarczyk
Director Solutions Consulting
Earley & Associates
22
23Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Integration of Taxonomy with SharePoint • Vendor Landscape
Tagging and Auto-classification Search User Experience and Search Relevance
• How to Decide
Agenda
23
24Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 24
• Tagging and Taxonomy: Out of the box: just flat lists. Can be
extended to hierarchical controlled vocabularies with third party extensions
Search: No faceted search out of the box, but advanced search can behave in a faceted way using metadata.
Tagging and Taxonomy: Hierarchical Term Stores, Suggested Terms, Definitions.
Search: Search refinement (facets) based on metadata
• Third Party Solutions Enterprise Taxonomy and Metadata Management Content Classification Custom Search Applications Search
Taxonomy Management, Classification, and Search in SharePoint
25Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Taxonomy Integration with SharePoint
There are several points of integration for taxonomy in SharePoint:
1. Content Metadata: Taxonomy as source of terms for metadata
2. Search Configuration: Thesaurus and Best Bets can be derived from taxonomy
3. Content Index: Leverage taxonomic relationships for classification rules, modify relevancy ranking in the search index
4. Search User Experience: Create a custom search application that uses taxonomy for driving facets, navigation, related searches, suggested searches, etc.
25
1
2
3
4
26Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Taxonomy Integration with SharePoint
There are several points of integration for taxonomy in SharePoint:
1. Content Metadata: Taxonomy as source of terms for metadata
2. Search Configuration: Thesaurus and Best Bets can be derived from taxonomy
3. Content Index: Leverage taxonomic relationships for classification rules, modify relevancy ranking in the search index
4. Search User Experience: Create a custom search application that uses taxonomy for driving facets, navigation, related searches, suggested searches, etc.
5. Third Party Search Engine: replace SharePoint Search with another platform that can consume taxonomy
26
1
2
3
4
3rd Party Query Engine
3rd Party Index Engine
5
27Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Third Party Application Scope
Auto-classification
Tagging
• Applications vary in depth, breadth, and complexity Tagging plug-ins Search UX plug-ins Taxonomy Management
Suites Classifiers Search engines with user
experience toolkits
27
Search
28Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
TAXONOMY AND CONTENT CLASSIFICATION
28
29Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 29
• Manual Tagging Users can generate keywords for specific SharePoint columns, either
as free text, or chosen from controlled vocabularies defined during configuration of the column.
• Taxonomy-driven Manual Tagging Taxonomy / term store is source of preferred terms for tagging
metadata. In SharePoint 2010, third-party tools integrate with the term store. In SharePoint 2007, third-party add-ons provide a hierarchical user experience for manual tagging, based upon a taxonomy.
• Taxonomy-driven Auto-classification Third party classification engine uses taxonomy and/or other methods
to inform a rules-based classification of documents. Metadata are generated, usually as a flat list of terms in a keyword column that can be manually revised, often with a hierarchical view of the vocabulary.
Approaches to SharePoint Classification
30Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Centrally manage an enterprise taxonomy
• Use enterprise taxonomy as source of preferred terms / controlled vocabularies (and synch with 2010 Term Store)
• Auto-classification using the taxonomy as a source of SharePoint metadata
• Make up for term store shortcomings in 2007: Manage SharePoint Metadata Map controlled vocabularies to SharePoint columns Display hierarchy in tagging user interface Persisting the taxonomic relationships in the metadata
Key Capabilities for Classification in SharePoint
30
31Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Manual Tagging Example: WordMap
31
Metadata columns defined by SharePoint Admin – Department, Product, Locations
Controlled vocabulary from taxonomy mapped to columns
32Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Manual Tagging Example: WordMap
32
Creating new columns and associating them with controlled vocabularies
33Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 33
Hierarchy is preserved in the metadata (can be viewed on
hover) and is available for search
Controlled vocabulary presented for selection, then
shown in view
Manual Tagging Example: WordMap
34Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Auto-classification Example: Smartlogic
34
Documents can be auto-classified in SharePoint based upon policies
35Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Auto-classification Example: Smartlogic
35
Documents can be auto-classified using a manual trigger
36Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Auto-classification Example: Smartlogic
36
Auto-classify results shown in Edit Properties dialog
Can be manually edited using Add or Remove
37Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Auto-classification Example: Smartlogic
37
Tagging interface enables multiple terms to be selected
from a taxonomy-driven CV to edit the automatically applied
terms
38Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Auto-classification Example: Concept Searching
Metadata columns defined by SharePoint Admin – “Agricultural”
Metadata results from auto-classification of concepts that are related to preferred
terms in the taxonomy
39Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 39
• Concept Searching Taxonomy Management and Auto-Classification
Full integration with SharePoint and MS Office Applications
Classifier is concept-based: finds concepts then maps them to the preferred terms in the taxonomy
• SchemaLogic SharePoint Metadata Management – MetaPoint
Full integration with SharePoint and MS Office Applications
Integration with Term Store for manual metadata tagging
Suggests tags in MS Word
No auto-classification solution
• Smartlogic Taxonomy Management and Auto-Classification
Full integration with SharePoint and MS Office Applications
Classifier is rules-based: Rules are derived from taxonomic relationships, and preferred / non-preferred / related terms
Tagging and Classification Applications for SharePoint
40Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
TAXONOMY AND SEARCH
40
41Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 41
• Search Relevance / Indexing Integrate a taxonomy-driven classifier with the
indexing process for SharePoint or Third Party search (Google, FAST, Attivio, etc.)
Use taxonomy as source for preferred terms / equivalence terms in search
• Search User Experience Use taxonomic relationships to drive navigation (e.g.
tree browse) and faceted search or tag clouds Use taxonomic relationships to suggest related
searches
Key capabilities for Taxonomy Integration with Search
42Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Search User Experience: Smartlogic
42
• Related terms in Smartlogic Semaphore. The user searched for “rights” in the SharePoint search box. Smartlogic shows related terms on the right for “rights” from the taxonomy. Search term highlighting is native MOSS functionality, showing search terms, not taxonomy terms.
43Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Search User Experience: Smartlogic
43
• Faceted search in Smartlogic Semaphore. The user refined their search for “rights” by selecting “Employment Rights” in related terms.
• A facet is added for “Employment Rights”; the suggestion box changes to show Related Categories. Multiple facets will be shown if the user drills down, and facets can be removed by clicking the X on the facet
44Copyright © 2010 Earley & Associates, Inc. All Rights Reserved. 44
Search User Experience: BA Insight
• “Refine your search” for faceted search and tag clouds
• Facets can be hierarchical based upon taxonomy (e.g. Client, Practice, Matter), and can show calculated ranges (e.g. dates) and document metadata (e.g. Author).
45Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Search User Experience: BA Insight
45
• Document preview - User interaction with the preview affects relevancy rankings.
46Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Search User Experience: BA Insight
46
• Search term highlighting in the preview
• Key concepts are search terms used like folksonomic tags
• Key concepts can be used as facets in the full view – so can quickly find the most relevant pages
• Pages can be saved to a “research notebook”
47Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• In the Taxonomy Browse view using the SharePoint search engine, the user can narrow the search to a sub-tree within the taxonomy.
• Here they will search for the concept “water quality” within the “Environment” sub-tree of preferred terms (and their clues).
Search User Experience: Concept Searching
47
48Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Search results pages can be enhanced using taxonomy-driven facets for search refinement (right) and related searches (left).
• The search results can be filtered on individual terms or the concept, and search terms are highlighted in the extracts.
Search User Experience: Concept Searching
48
49Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• FAST can create custom search applications for SharePoint
Search User Experience: FAST
49
50Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• FAST facets can include graphical representations (e.g. date sliders, pies, maps).
Search User Experience: FAST
50
51Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Attivio can provide faceted search and custom applications atop SharePoint.
Search User Experience: Attivio
51
52Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Attivio custom “active dashboards” can integrate structured and unstructured data into rich business intelligence applications..
Search User Experience: Attivio
52
53Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• With so many options, it can be daunting to know where to begin
• Our advice: Choose Search technology first… Recall and relevance drives business results User experience drives adoption
… Then decide on classification tools …
… Then decide on taxonomy management. Only required if taxonomy is consumed outside of SharePoint
and Search, or for large / complex / volatile taxonomies, or to support auto-classification
How to decide?
53
54Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
How much do you need?
54
SharePoint OOB
Basic Faceted Search
Taxonomy-DrivenFaceted Search
Advanced Faceted Search
Use advanced search for filtering on metadata fields. Navigation is based on site architecture / folder
structure
Expose facets on main search screen, basic tree view (SharePoint 2010)
Auto-classification; Related search suggestions, broader/narrower, thesaurus
relates search terms to preferred terms, tree browse (BA Insight, Concept Searching, Smartlogic)
Facets span content types, fully-flexible UX,
deep indexing, relate to structured data (FAST,
Attivio)
Faceted Search in SharePoint
55Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
• Organizations are really good at creating information and a well planned and intelligently constructed foundation is the basis for successful information architectures and high quality user experiences
• A taxonomy by itself lacks value - it becomes powerful when it’s applied to content and surfaced through information access mechanisms like search and navigation
• Don’t skip IA process just because SharePoint is easy to implement
• Master OOTB features first and ensure it’s configured properly to meet your needs
• Keep your eye on consistency across sites, site collections through governance (must be enforced)
• SharePoint itself is not intended to be an enterprise taxonomy management tool.
Summary
56Copyright © 2010 Earley & Associates, Inc. All Rights Reserved.
Contact
Jeff Carr
Senior Information Architect & Search ConsultantEmail: [email protected]: @siftonparkLinkedIn: linkedin.com/in/siftonpark
Paul Wlodarczyk
Director, Solutions ConsultingEmail: [email protected]: @ twitcontentguyLinkedIn: linkedin.com/in/paulw