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The Art of SharePointInformation Architecture

Shailen Sukul

OSS210

Who Am I?• Consult on SharePoint,

O365 and Azure• Lived and Worked in San

Francisco and Melbourne• Trainer

@shailensukul

http://lnkd.in/bmCW-Pk

Agenda

AgendaWhat is IA?Taxonomy is quite a common concept in our everyday lives.It helps us relate to an item of interest and form strong emotional bonds. Learn how to use effective IA techniques to super-charge your SharePoint sites

What do I get?• Understand components of IA• Implement IA in SharePoint• Learn single approach for SharePoint On-Premise and Office 365• Immediately start deploying to your O365 site (free trial)!• “Magical” Search/Analysis – not quite Delve but highly targeted

Go from this

To this

Searchhttp://www.mysite.com/search

SharePoint

search

Technology

SharePoint 2010Product

100Level

Search

To this

Overview

A world without Taxonomy

Food taxonomy nirvana

What is Taxonomy

• And why I should care?

So, what is metadata?

Seth MaislinTaxonomy Practice LeadEarley & Associates, Inc.

“It's the "Is-ness" of something”This 'is' a contract. This 'is' a specific can of tuna.

BenefitsMetadata gives us:

• Find-ability for locating the right documents

• Policy – records management

• Process – Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)

What is Taxonomy

What is Taxonomy in SharePoint?• Data about Data (including folksonomies)• Helps to• Find the item based on metadata• Define workflows against that data• Define policies against data

We’ve all seen how well this works out…

Moving this mess to SharePoint only makes it worse

What comprises Taxonomy in SharePoint?

• Within the Site Collection• Outside the Site Collection

Taxonomy Components Mind Map

Taxonomy in

SharePointOutside Site Collections

Within Site Collections

Web

Site Content Types

Site Column

s

Libraries

Columns

Folders

Document Sets

Managed Metadata Service

Term Store

Content Type Hub

Taxonomy

“Data about data”

History

File Shares

Folksonomy

Folders

Document Properties

Site Navigation is also Taxonomy

go.company.comCorporate Teams

HR

Finance

Sales

Projects

Project X

Project Y

Knowledge Base

Within the Farm (Outside the Collection)

• Managed Metadata Service Application• Content Type Hub• Term Store

• Web Applications and Managed Paths

Content Type HubEnterprise Content Types

Centrally manage content types and publish them to subscribed site collectionsConsider a dedicated site collection for Enterprise CTH

Content Type Hub – LimitationsLookup fields may not work as expected

Workflows are not supported. However, once you have your content type published to the target site collection, you can create and associate workflows to the subscribed content types in the target site

Custom fields and external data columns are not supported(you cannot create external data columns in the content type gallery)

Feature dependencies are not activated automatically in the target site collection, for ex. Subscribing to the Document Set Content Types will NOT automatically enable the Document Set feature

Content Type Hub

Things to Remember• Know the limitations before choosing• Republish after all changes• Govern the implementation, maintenance and use of

content types derived from the hub

The Term Store

Search• Provide tailored search

experienced by targeting custom search scopes around lists and content types

• Promote site columns to managed properties to allow refinement

• Search scopes are NOT supported on Office 365

CatalogWhat is cross-site publishing?Cross-site publishing's a publishing method. It lets you create and maintain content in one or more authoring site collections, and publish this content across one or more publishing site collections, by using Search Web Parts.

Advantages of Doing All This IA Work?

Reduce the question “where do I store and manage my content”

Product highly relevant aggregate content

Product highly relevant search results

Provide aggregate and search refinement (scopes)

Provide further refinement through faceted filtering

Demonstration

Shailen Sukul

Demonstration OverviewTippin Tots Daycare is a Daycare franchise which provides Daycare services for kids up til 5 years of age

Franchisees are provided their own Site Collection in Office 365 which contains Lists, Content Types and Columns to capture information

Workflow

Pick up

Drop off

Staff looks after kids

EntitiesContent Types

Staff

Guardian

Child

Attendance

Roster

Potty

Lists

Staff (L)

Guardians (L)

Kids

Attendance

Roster

Potty

Kids

Staff

Attendance

Roster

Guardians

ToiletTrainin

g

Site Columns

Staff

FirstName

LastName

EmailAddress

ContactPhone

IsStaffRoomLeader

DateOfBirth

FullName (Calculated)

Guardian

FirstName

LastName

EmailAddress

ContactPhone

GuardianType (MM)

FullName (Calculated)

Child

FirstName

LastName

DateOfBirth

GenderOfChild

ChildsGuardian (Lookup)

FullName (Calculated)

Attendance

Room (MM)

Child (Lookup)

DroppedOffBy (Lookup)

AttendanceDateIn

PickedUpBy (Lookup)

AttendanceDateOut

Roster

Staff (Lookup)

Start DateTime

End DateTime

Room (MM)

Potty

Child (Lookup)

Room (MM)

DateOfEvent

PottyType (MM)

PottyInDiaper

• Defining the Site Columns & the Term Store

Term StoreManaged Navigation

Deployment

Code-less sandbox provisioning

PS based deployment

Deployment

Order is important!• Deploy Terms first• Then Sukul.Demo.BaseColumns and

Sukul.Demo.BaseContentTypes• Then Create Base Level Lists• Then 2nd Level Columns and 2nd Level Content Types• Then Create Second Level Lists• Then Final Columns and Final Content Types• Last step; Final Lists

Analytics: Making data work for you!

Can you highlight parents collecting their kids 6 PM on more than 5 occasions last week on the Risks webpage?

Can you show me franchises which are constantly booked out?

How many families have more than one kid in same Daycare who are 2 years or less apart?

It’s Your Turn!

Code: http://bit.ly/YQyYiI

Go on. Be a Superhero.

Find boring old documents

Enrich them with IA

Showcase via Search & Analytics

Related content

(OSS312) Notes from the field - SharePoint 2013 Hybrid Search and OneDrive for Business – Aaron Dinnage , Chris Zhong

 4:40 PM - 5:40 PM

Question and Answer

Shailen Sukul

Shailen SukulReadify

TW: @shailensukul LI: http://lnkd.in/bmCW-Pk

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