managed metadata and taxonomies in sharepoint 2013

Managed Metadata and Taxonomies in SharePoint 2013

SPTechCon 2014Chris McNulty

John HancockState StreetKMADell

14 years in SharePoint, 20+ in IT

MVP MCP MCSE MCTS VTSP MSA

Meet Chris McNulty @cmcnulty2000

10 years at Boston College & Fairfield University

23 years in Milton Massachusetts

3 children (Devin, Nate, Rachel) and my wife Hayley

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The HiSoftware Sheriff Suite

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I AM from Boston…

Key Topics

Information architecture and taxonomy infrastructure

Advanced ECM and Taxonomy

Folksonomy and social

ECM and Classification

Design and best practices

Out of scope ECM Deep Dive C# Coding

Rules Demos are cloud based

Move fast, PowerPoint is shared Questions – time permitting during session

Any time after session – email etc. - @cmcnulty2000

Presentation governance

Today’s deckhttp://1drv.ms/1lFLScT

Microsoft SharePoint Server 2013 … the infinite frontier

Eastern Long Island, August 2012

Literally, “after data” In practical usage, it means data about

data For SharePoint

Data that describes or classifies other data (lists) or documents (libraries)

Or data to group or describe conversation and information

 What is metadata?

Wait, what was SharePoint again?

SharePoint Information Architecture (http://intranet)

Farm

Web application

Site Collection

Content database

/sales

/hr

/legal

/it

Sites Libraries Content Types – Metadata

Presentation – Date | Client | ProductClient Correspondence – Date | Client

Policy – Date | Topic | Owner Forms – Subject | Effective Date

Contract – Counterparty | Effective DatePolicy – Date | Topic | Owner

Presentation – Date | Client | ProductPolicy – Date | Topic | Owner

TerminologyTaxonomy – A formal hierarchy of terms and tags, usually centrally administered and definedFolksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people’s taxonomy”)Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those conceptsTerm Store – A database that houses taxonomiesTerm Set – The “second level” of a taxonomyTerm – (a/k/a “tag”) An element of the defined taxonomy

SharePoint Content TerminologyContent Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.Content Type Hub – A site collection which operates as a central source to share content types across the enterpriseContent Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.

Products team founded w “X21 Screen Cleaner”

Products team has a SharePoint team site

Simple storage and navigation

Growth of Information ArchitectureFarm

Web application

Site Collection

Products

Library

Content database

Company hires its first marketing specialist

Adds a folder to the library for marketing content

Multiple products, but all information still in one spot

Growth of Information ArchitectureFarm

Web application

Site Collection

Products

Library

Content database

Marketing grows to be a department

Marketing gets its own site

Document physical storage becomes de facto taxonomy

Growth of Information ArchitectureFarm

Web application

Site Collection

Products

Marketing

Library

Content database

Library

Growth of SharePointWeb application

Farm

Web application

Site Collectio

nSite

Collection

Site Site Site

Site Site

List Library

Monique

Demitri

Content databaseContent database

Explosion of SharePoint

“I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”

“I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”

“I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”

Information Architecture Questions

Big Data???Big Noise???

Source: flickr.com

SharePoint 2013 Managed Metadata Service Centralized enterprise repository for tag hierarchies and keywords

Publish and subscribe model for distributed content types (site policies)

Central management of social #hashtags

Site-based retention policy

MMS - Shared Service Applications 2010/2013 common farm

functions are now independent Shared Service Applications

MMS is an SSA! Records/librarians/IA can

administer metadata without becoming farm admins

http://globalweb http://itportal

Visio

Search

Excel Calc

Metadata

User Profiles

Using MMS Taxonomy Add as fields; hashtags #

Tags & Notes button “moved” to Ribbon

Select from list or type-ahead

Consume from views, navigation, catalogs, and search!

Taxonomy Administration Creating and managing

terms and term sets Attaching to a library Taxonomy navigation –

faceted and site pages

Taxonomy Operations Term sets can be copied, relocated, and reused from existing terms

Terms can be copied, reused, merged, deprecated, etc.

Keywords (folksonomy) can be moved into a managed term set or deleted

Search Tags are

automatically crawled properties

All tags and terms are available as left hand “refinements”

Force reindex of metadata site columns to automatically add as managed properties

DemoUsing Taxonomies

Now in 2013!

Metadata Management in SP2013 Metadata as enabler for

different functionalities Navigation, term and search driven pages, etc.

Numerous new capabilities for term store manager to enhance term usage models

Multilingual improvements and new capabilities

Dataview editing support included

Taxonomy API exposed via CSOM (and REST) for extensibility purposes

They don’t just “happen” Planning Free or purchased taxonomies

Wand, Inc. (DataFacet) http://www.datafacet.com/signup.aspx?feat=GBT_SP2010

Build in Excel and export Wictor Wilen Free Add-In http://

www.wictorwilen.se/Post/Create-SharePoint-2010-Managed-Metadata-with-Excel-2010.aspx

Taxonomies are built, not grown…

ProgrammabilityC# use Microsoft.SharePoint.Taxonomy OR PowerShell$str = “SAMPLE”

$site = new-object Microsoft.SharePoint.SPSite("http://MYSITE")$session = new-object Microsoft.SharePoint.Taxonomy.TaxonomySession($site)$termstore = $session.TermStores[“MYTERMSTORE"]

[…create group…][…create term set…]

$term = $termset.CreateTerm($str, 1033)

Additional properties can be defined for term sets and for terms

Terms can have specific local properties Not available for reused or pinned “copies”

Shared and local properties

Pinned terms – Read only usage of the terms in other places in term hierarchy

Pinned terms vs. Term reuse

Pinned term Reused Term

DemoBuilding taxonomies

Social and folksonomy

Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords

Centrally stored in the MMS application

Easily enabled option for all document libraries

Can also be applied to content outside SharePoint

2013: Hashtags! Yammer not

integrated (yet)

Folksonomy Docs and conversations

Tags aggregated to each user’s profile page

Tags have profile pages Tags could be “followed”

just like people in SharePoint social nets

Source: sharepoint-community.net

Social tagging 2010

Every microblog update can now include: #tags (dynamically

pulled from or added to MMS)

@targets (default pulls from your social colleagues list but you can post the updates to any SharePoint user)

Automatically pulls from all tagging activities in site hierarchy

Learning from Twitter

In 2013 who has rights can follow different things People Sites Documents Tags

Following has a common user interface experience

Following – Tags 2013

Gives information about all of the things that user is following number of people, Documents*, Sites* Tags

Can easily identify all of the things that powers a user’s newsfeed

Allows the user to access all of those things with single click from the newsfeed

I’m Following

Once a tag is followed the user gets notified every time the specific tag is used on content or microblogging posts For Microfeed posts, no security trimming is applied For tagging content however, security trimming is applied.

Search is used to retrieve an aggregated view of all the content used by a specific tag Tagging microblogging posts is not an integrated experience with the “Tag Cloud”

page Tag Cloud keeps showing all the content has been tagged by a specific user It doesn’t report if a tag has been used in a microblogging post

Following Tags

SharePoint Online and Yammer Docs in SharePoint or OneDrive can be posted to Yammer threads

Different user experience

DemoAdding managed keywords to libraryNewsfeed and social taggingTag profiles, umm, searches!Yammer topics a/k/a metadata

Content Type Hubs Define one master site collection to house master content types

Publish and synchronize across multiple farm and or site collections

New in 2013 – basis to distribute site retention/archiving policies

Content Type Hub

Managed Metadata Service Application

Other Site Collection

Subscribed Content TypesLocal Content Types

Primary Site Collection

Use Document ID function uniformly among hub and subscribers – otherwise content types aren't published

Check logs for content publishing if you have questions Republish and use options & timer jobs to “force” updates

Site columns, especially choice lists, can behave unexpectedly. Column definitions and lookup values will be copied to each separate site collection Lookup values can be locally edited and changed. They reset to master values the next time the content type is published.

Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content types

Design – Content Types

Site policy (close and delete) ECM Enterprise policy engine to

define policies centrally It’s a content type, uses MMS syndication) Replicate the policies across enterprise

site collections. Define events for site

closure (read-only, hidden) or deletion

Include workflows and notification as part of the lifecycle

Defined at root of site collection or Content Type Hub

Advanced ECM and Taxonomy

Upgrade roadmap…Build new 2013 farm

Install required solutions, settings and service apps

Backup/restore SQL content DB

SharePoint database attach PowerShell (2010 mode)

Test and perform site collection upgrades (2013 mode)

Goal – support sites across 2010 farm and 2013 farm (in both 2010 and 2013 modes)

Content type syndication uses the backup/restore mechanism to publish the content types across site collections.

• Backup/restore doesn’t work across versions

• Between 2010 and 2013• Between sites in 2010 mode on 2013 and those in 2013 mode on 2013

Upgrading with MMS Content Type Hubs

MMS1 SSA syndicates to 2013 sites on 2013 farm (and term store for all)

MMS2 SSA syndicates to 2010 sites on 2013 farm

MMS3 syndicates to 2010 farm

End state

Need to sync content type and field IDs on all three Content Type Hubs

Create and publish new content type on CTH1. Identify the content type ID for that content type URL on gallery

ctype=0x010100C0EE90869D5B8B46A4448713A9F8984C. Create and publish a content type that uses that ID on CTH2 and CTH3 To create a content type that has a specific ID requires XML or object model

On CTH1 create new field and republish content type Use object model or PowerShell to get SchemaXML property of SPContentType. Add the property to the corresponding content type on CTH2 and CTH3 Republish the updated content type from the other content type hubs (ContentTypeHub2 and

ContentTypeHub3).

MMS Syndication Rules

Add a term set as a navigation source for a site Define custom pages or pass selected tags to filtered view

controls

Term set as navigation a/k/a “Catalog”

DemoTerm set navigation

All together nowInitial Collaboration •Multiuser editing

•Work in OneDrive for Business•Work in OWA

Drop-off Library •Send from Document Center and leave behind a link•Look for PowerPoint Files•Require a Department

Routing •If Marketing Send to Home Page Library•If Not Send to Presentation Archive

Retention •Marketing Forever•Others Three Months

DemoDocument routing and retention

ECM Cheat SheetFunction Feature Scope Where to configure it

Content Organizer Site Site Settings | Content Organizer Rules

Hold and eDiscovery Site Site Settings | Hold and eDiscovery Section

In place Records Management

Site Collection Context Menu | Compliance Details

Send to Records Center Define in Central Admin Central Admin: General Settings | Send To Connections

ILM Variable Content Type definition; or override at library/folder level in library settings – Information Management Policy Settings

1. Title2. Creator3. Subject4. Description5. Publisher6. Contributor7. Date8. Type9. Format

10. Identifier11. Source12. Language13. Relation14. Coverage15. Rights

Dublin Core DCMI 1.1 15 Elements

Dublin Core SharePoint Content TypeName Type Status

Name File RequiredContributor Multiple lines of text Optional

Coverage Single line of text Optional

Creator Single line of text OptionalDate Created Date and Time OptionalDate Modified Date and Time OptionalDescription Multiple lines of text OptionalFormat Single line of text OptionalResource Identifier Single line of text OptionalLanguage Choice OptionalPublisher Single line of text OptionalRelation Multiple lines of text OptionalRights Management Multiple lines of text OptionalSource Multiple lines of text OptionalKeywords Multiple lines of text OptionalSubject Single line of text OptionalTitle Single line of text OptionalResource Type Single line of text Optional

Best Practices

What to do next???Closing concepts

Security is limited to the term set level All child terms inherit this visibility setting What you can’t do is this:

Tag (Viewers) Northwind (Andy & Bob) Contoso (All Employees) Oracle (Executive Team Only)

Design - Security

Metadata – design for usability Multifaceted for maximum flexibility BAD:

Red Bike | Blue Bike | Blue Car | Red Car | Red-Blue Bike | Red-Blue Car Good

Red | Blue Bike | Car

Design and governance

Enterprise Keywords <> Hashtags Don’t trust “ancient” Office keywords No granular security on tag definitions or tags as

applied Limited meta-metadata

• You can add price or color to a product tag – but these don’t show in search, etc.• Can’t tag a tag, can’t rate a tag, can’t “like” a tag• Can’t organize “personal” tags

Client application support limitations• None in OneDrive clients• InfoPath browser client can’t read or write MMS tags

Dark Secrets of MMS

Who are you as a company? Mature, trying for organization,

predictability and control TAXONOMY

Dynamic, social adopters, prefer speed to precision FOLKSONOMY

On-premises TAXONOMY

Cloud FOLKSONOMY

More importantly…

Use MMS to centralize product tags for multiple sites and libraries

Create centralized document repositories (Document Center)

Managed Metadata field in Document Center for Department, Product

Use MMS-enhanced navigation and search queries to create information storefronts and catalogs

Use hashtags to fuel social collaboration and discovery

IA Solutions

Start small. Do NOT put everything in a term set.

Use default tags in context. Synonyms! Synonyms! Synonyms! Taxonomy <> Hashtags. Pick one! Taxonomy does NOT belong to IT!!! Yammer? Enterprise Keywords? Careful… Just because you CAN doesn’t mean you

SHOULD.

More Adoption Rules

ReferencesDublin Core Metadata Initiativewww.dublincore.org

Blogwww.chrismcnulty.net/blog

Free or purchased taxonomies Wand, Inc.http://www.datafacet.com/signup.aspx?feat=GBT_SP2010

Build in Excel and export Wictor Wilen Free Add-Inhttp://www.wictorwilen.se/Post/Create-SharePoint-2010-Managed-Metadata-with-Excel-2010.aspx

Evaluation/Giveaways Contact

Email c.mcnulty@hisoftware.com Blog http://www.chrismcnulty.net/blog

Twitter: @cmcnulty2000 Upcoming:

SPTechCon San Francisco SharePoint Conference Europe (Barcelona) SharePoint Summit Toronto, SharePoint Fest NYC RISPUG, BuckeyeSPUG, SMMUG

Thank you!

Tuesday 9-5 - SharePoint 2013 Admin 101 Yosemite A

Wednesday 2:00pm Managed Metadata and Taxonomy Yosemite A

Wednesday 5:45pm – Lightning Talks Thursday 11:30am SharePoint Experts Meetup

(IT Pro) Thursday 6:00pm – Book Signing, HiSoftware,

SharePoint 2013 Consultant’s Handbook (Advance Edition)

Friday 10:15am – Data Visualization in SharePoint 2013 and Office 365 Union Square 3-4

While you're in the Bay Area…

More informationSharePoint 2013 Consultant’s Handbook – A Practical Field Guide [Advance Edition] http://1drv.ms/QhG6zY Today’s deck http://1drv.ms/1lFLScT

Q&A