managed metadata sps 062011

Managed MetadataHersh AjgaonkarPointBridge Solutionswww.pointbridge.com

w_cyber@hotmail.com @wcyber

http://lifewithsharepoint.com

Agenda• Managed Metadata in 2010

Pre-RequisitesNeed for Metadata managementHistoryEnd User Experience End User - DEMOAdministrative / Design ExperienceAdministrative / Design - DEMOArchitectural components

Pre-Requisites• FARM• Web Application• Site Collection• Site• Lists• Document Libraries• Content Types• Metadata

Agenda• Managed Metadata in 2010

Need for Metadata ManagementHistoryEnd User Experience End User - DEMOAdministrative / Design ExperienceAdministrative / Design - DEMOArchitectural components

met·a·da·tanoun /ˈmetəˌdatə/  /-ˌdātə/

A set of data that describes and gives information about other data

Web definitionsmetadata - data about data; "a library catalog is metadata because it describes publications“wordnetweb.princeton.edu/perl/webwn

Metadata (meta data, meta-data, or sometimes metainformation) is “data about data.” The use of metadata is an emerging practice with close ties to information management, information science, information technology, librarianship and GIS. ...en.wikipedia.org/wiki/Metadata

Need for Metadata• Easily classify information

• Easily find information

Metadata

Agenda• Managed Metadata in 2010

Need for Metadata ManagementHistoryEnd User Experience End User - DEMOAdministrative / Design ExperienceAdministrative / Design - DEMOArchitectural components

History

2003• List Columns – can only be used in that list /

document library

2007• Site Columns – can be used within the site

collection• Content Types – can be used within the site

collection

2010• Column Type : Managed Metadata – central

location• Content Types – can be used not only within

the Site Collection but also across farms

Columns to be used as metadata…

History

2003• Business users would need to know how to edit values in

a Choice field

2007• Business users would need to know how to edit values in

a Choice field or use Look up Lists

2010• SP Admins can setup and give control to Business Owners• Ownership given to those Business User who ‘Own’ the

term set• Contribution rights given to those who should contribute

terms

Values to be used as metadata…

History

2003• Delete / Rename – no effect. Would lose value as soon as you hit Edit

2007• Delete / Rename – when you clicked on edit, it would lose the value and you had to select a new one

2010• Deleted values are ‘Orphaned’ but stick to the list item.

• Renamed values are auto – updated (based on a timer service)

Oops…

Agenda• Managed Metadata in 2010

Need for Metadata ManagementHistoryEnd User Experience End User – DEMOAdministrative / Design ExperienceAdministrative / Design – DEMOArchitectural components

End User Experience• Data Entry Options

− Type ahead with synonyms− Hierarchical picker− Office Integration

• Navigation− Navigation within your lists / document

libraries− Filter on key values

End User Experience

DEMO

End User Experience

• Does not work in Datasheet view

• Does not work in InfoPath forms• If you customize (InfoPath) your list/library

views, you won’t be able to use the MM columns

Gotchas

Agenda• Managed Metadata in 2010

Need for Metadata ManagementHistoryEnd User Experience End User – DEMOAdministrative / Design

ExperienceAdministrative / Design – DEMOArchitectural components

Administration / Design• New Column Type

DEMO

Administrative / Design• Plan for Metadata• Start with Groups -> Term Sets ->

Terms• Use the planning worksheet provided

by Microsoft− Term Sets Planning: http://

bit.ly/TSPlanning − Detailed Term Sets: http://

bit.ly/DetailTSPlan• Have no clue where to start? Have $$?

http://bit.ly/Layer2Terms (Layer2 Product)

Design : Term Set Planning

Design: Detailed Terms

Administrative / Design• Control over metadata with

flexibility of deployment as compared to 2007

• Allows for hierarchical storage

• Hierarchy gives context• Security

Administrative / Design• Accessible from Central Admin

as well as Site Settings• Synonyms• Multi-Lingual User Interface

(MUI)• Feedback from end users

(Contact)• Delete• Rename

Administrative / Design• Content Type Hub

− Allows you, the admin, to share content types across site collections

− In the MMS, you can select which Site Collection is to be used as a HUB− 1 SC per MMS

Administrative / Design• Service Configuration

Administrative / Design• Group

Administrative / Design• Term Set

Administrative / Design• Term

Administrative / Design

DEMO

Administrative / Design• As an admin, although you have rights to look at

the term store, you need to add yourself as the ‘Term Store Administrator’

Gotchas

• Import option available but NO EXPORT

• In certain cases, the features required are not enabled (not available in UI, use PS)

− Enable-SPFeature -id "73EF14B1-13A9-416b-A9B5-ECECA2B0604C" -Url <Site-URL>

− Enable-SPFeature -id "7201D6A4-A5D3-49A1-8C19-19C4BAC6E668" -Url <Site-URL>

Administrative / DesignGotchas

Guidelineshttp://bit.ly/SP2010Capacity

Agenda• Managed Metadata in 2010

Need for Metadata ManagementHistoryEnd User Experience End User – DEMOAdministrative / Design ExperienceAdministrative / Design – DEMOArchitectural components

Architectural Components• Based on Service Application

Architecture • “Managed Metadata Service”

is the Service Application we need

• Uses a DB to store and manage information

• Can create more than 1 MMS• Web App can be associated

with more than 1 MMS

FARM 1

Architectural Components

Managed Metadata Service

MMSDB

Web App1 Web App 2

FARM 2

Web App 3

Things to think about…• Designing your IA for tagging

information – best way to architect the Term Store(s)− Sharing content types across Site

Collections?− Security?− Size?

• DR when architecting MMS stores (number)

Q & A

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Thank You!• Hersh Ajgaonkar• I can be reached at:

− w_cyber@hotmail.com− @wcyber