baspug may 2014 - taming your taxonomy in sharepoint

Jonathan RaltonBlueMetal Architects

Taming Your Taxonomy in SharePoint

AgendaSetting the StageOrientation

In Theory…

The Nitty-GrittyIn Practice…

ExerciseWrapping Up

Questions

Setting the StageTaming Your Taxonomy in SharePoint

ME

Presenter

Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005

(WSS/SPS)• No code!• Document Management,

Content Management, Knowledge Management…

@jonraltonjonathanr@bluemetal.com

blog.jonralton.net

YOU

Audience

What roles are you in?

What are you hoping to learn?

Orientation: In Theory…Taming Your Taxonomy in SharePoint

In Theory…

SharePoint does this thing called

Content Management

In Theory…Business Process

AutomationPortals Social

Co-Authoring

External Collaboration Workflow

Team Collaboration

Incident Management

Project Management

Pleasantville

© 1998 New Line Cinema

Wild Wild West

© 2014 Universal Studios

In Theory…

What is…

• Content Architecture• Taxonomy

How do they relate?

Content Architecture

Taxonomy

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

•Methods• Grouping• Classification• Categorization

•Goals•Make findable•Make usable

In Theory…

50%50%

Finding ContentNavigation Search

In Theory…• What is it?• Is it useful to me?

In Theory…

Taxonomy

FindabilityUsability

In Theory…

Your taxonomy is an integral part of your content architecture plan

In Theory…

Your content architecture is the foundation for achieving content management

In Theory…

Art

Science

In Theory…

A Process

An Outcome

In Theory…

Process• Helps elicit ideas• Helps resolve prior mistakes

• Based on past experience

• Helps achieve buy-in

Outcome• Design Document• Artifacts

• Spreadsheet(s)• Chart(s)

White Paper• Planning• Documentation• Inheritance

bit.ly/GovernanceinSharePointFeature

The Nitty-Gritty: In Practice…Taming Your Taxonomy in SharePoint

In Practice…Farms

Web Applications

Content Databases

Site Collections

Sites

Lists

Libraries

FoldersDocument Sets

Site Columns

Content Types

External Content Types

Managed Metadata

Crawled Properties

Managed Properties

In Practice…

What are…

• Content Types• Site Columns

What will we do with them?

Content Types

Site Columns

Metadata

In Practice…

Metadata

Content Types

Site Columns

Context

Lists

Taxonomy

Let’s Ignore…

•External Content Types•Folksonomies

•Third Party Features/Apps

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”

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

Content Types – Inheritance

Item

Document

Picture

Announcement Contact Event Issue Link Post Task

Content Types – Categories

Item

Document

Folder

Document Set

QUICK EXPLORATION

Content Types – Warning

DO NOT modify the out-of-the-box

content types!

Content Types – Considerations

Site 1

Site 1.1Site 1.1.1

Site 1.1.2

Site 1.2 Site 1.2.1

Site 1.3

• Where to define (Scope)

Content Types – Considerations

Intranet Home

IT Department

HR Department

Marketing Department

Sales Department

Benefits Team

Compensation Team

• Ad

• Development Plan

• Invoice

• Offer Letter

• Performance Review

• Purchase Order

• Salary Increase Request

• Termination Letter

Content Types – ConsiderationsContent Type 1

Content Type 1.1

Content Type 1.1.1

Content Type 1.1.2

Content Type 1.2

Content Type 1.2.1

Content Type 1.3

• Hierarchy (Inheritance)• Levels of abstraction

Content Types – Considerations• Ad• Development Plan• Invoice• Offer Letter• Performance Review• Purchase Order• Salary Increase Request• Termination Letter

Content Types – ConsiderationsDocument

Ad

Invoice

Offer Letter

Purchase Order

Salary Increase Request

Termination Letter

Content Types – ConsiderationsDocument

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Ad

Invoice

Purchase Order

Content Types – ConsiderationsDocument

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

Content Types – ConsiderationsDocument

Master Document

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

Content Types – ConsiderationsStandard Shipping Request

Expedited Shipping Request

Air Freight Request

International Air Freight Request

Rail Freight Request

Ocean Freight Request

International Ocean Freight Request

• Shipping Approval• Expedited Shipping Approval• Exports Authorization

Content Types – ConsiderationsShipping Request Type

Shipping Approval Type

Standard Shipping Request Type

Standard Shipping Request

Non-Standard Shipping Request Type

Air Freight Request

Rail Freight Request

Ocean Freight Request

Expedited Approval Type

Expedited Shipping Request

International Shipping Request Type

International Air Freight Request

International Ocean Freight Request

• Shipping Approval• Expedited Shipping Approval• Exports Authorization

Content Types – Considerations

Site Content Type A

Content Type A in List 1

Content Type A in List 2

Content Type A in List 3

Content Type A in List 4

• Site vs. List/Library content types

Content Types – Considerations• Link-based 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”

Site Column

a field

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 – ConsiderationsSite 1

Site 1.1

Site 1.1.1

Site 1.1.2

Site 1.2

Site 1.2.1

Site 1.3

• Where to define (Scope)

Site Columns – Considerations

Site Column Type A

Column A in List

1

Column A in List

2

Column A in List

3

Column A in List

4

• Site vs. List/Library columns

Site Columns – Considerations

Choice

Lookup

Managed

Metadata

• When to use which type

Site Columns – Considerations

• Plain text• Does not update• No metadata about choicesChoice Column

Site Columns – Considerations

• ID;#Value• Does update•Metadata about choices• Projected Fields• Expand scope of List, but not

across Site Collections• Possibility for cascading lookups

Lookup Column

Lookup Columns – Considerations

Site 1

Site 1.1Site 1.1.1

Site 1.1.2

Site 1.2 Site 1.2.1

Site 1.3

• Where to define (Scope)

List

List

Site Columns – Considerations

• Hierarchy of terms• Scope across site collections, web

applications, farms• No metadata about choices in 2010• Extended Properties in 2013

• Can assist with navigation• No InfoPath support• No Document Information Panel support

• No Data Sheet View support• Folksonomy possibilities

Managed Metadata Column

QUICK EXPLORATION

Site Columns – Considerations• Too few columns?• Too many columns?• Required/Not Required?

Site Columns – Considerations

My Column

• My%20Column

My Column

• mycolumn

• ‘Internal Name’/Static Name vs. ‘Display Name’/Title

QUICK EXPLORATION

METADATA

def·i·ni·tion [dèffə nísh'n]

Metadata

“data about data”

– dictionary.com

MetadataContent

Types

Site Columns

Metadata

Metadata – Process

1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s) on the appropriate content

type(s)

Metadata – ProcessDocument

Master Document

Corporate Document

Invoice

Purchase Order

HR Document

Offer Letter

Salary Increase Request

Termination Letter

Marketing Document

Ad

• Employee Name

• Termination Date

SharePoint Building Blocks

Metadata

Content Types

Site Columns

Context

Lists

Taxonomy

SharePoint Building Blocks

Content Types• Use to…

• Maintain consistency across libraries and lists• Isolate workflow, policies, and

other settings• Information Management (Records

Management)• Etc.

Site Columns• Use to…

• Drive views• Expose via search• Drive reports• Preserve information• Trigger workflow• Etc.

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

Taxonomy/Context – Uses• 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 – Approach

1. Determine what content is needed where2. Associate at the appropriate level(s) with the appropriate

container(s)

Taxonomy/Context – Considerations

• The content that will be stored as items• The site and list/library columns that will identify, qualify, and differentiate those items from

each other• The content types that will help maintain appropriate metadata, workflow, behavior, and

other settings for different kinds of items

• The lists/libraries that will segregate those items within the sites

• The sites that will contain those lists/libraries

• The site collections that will contain those sites

• The content databases that will house those site collections

• The web applications that will contain those site collections

• The farms that will host those web applications

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

Content Type Publishing

Advantages• Manage ‘Enterprise Content

Types’ across site collections, web applications, and farms• High governance/control• Higher reuse

Disadvantages• Inheritance/Publishing• Workflows• Lookup Columns• Backup/Restore/Disaster

Recovery

ExerciseTaming Your Taxonomy in SharePoint

Deduction Management

Site

Deduction Library

Customer Operations Site

Deduction

Contract Library

Advertisement Library

Billback Library

Syndicated Data Library

Spin Report Library

Scan Data Library

Markdown Funds Library

Repay Library

Markdown Funds Site

Contract

Advertisement

Billback

Repay

Scan Data

Spin Report

Syndicated Data

Customer

Customer

Customer

Customer

Customer

Customer

Customer

Deduction Type

Customer

Date Requested

Date Range Start

Date Range End

Contract Documents

Advertisement Documents

Billback Documents

Deduction Number

Repay Documents

Scan Data Documents

Spin Report Documents

Syndicated Data Documents

Product Category

Markdown

Deduction Status

Exercise• 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

Wrapping UpTaming Your Taxonomy in SharePoint

Wrapping Up

Content Architecture

Wrapping Up

TaxonomyStructure

Organize

Label

Categorize

Group

Wrapping Up

Taxonomy

FindabilityUsability

Users move pretty fast.If you don’t stop and think about this stuff before you let them into your SharePoint sites, you could end up with a mess.

© 1986 Paramount Pictures

TAMING YOUR TAXONOMY

1. PLAN AHEAD

2. DOCUMENT IT

3. FOLLOW YOUR GOVERNANCE POLICY

© 1986 Paramount Pictures

They’ll all think you’re a righteous dude.

© 1986 Paramount Pictures

QuestionsTaming Your Taxonomy in SharePoint

ReferenceTaming Your Taxonomy in SharePoint

Key SharePoint Limits• Boundary: Static limits that cannot be exceeded by design• Threshold: Configurable limits that can be exceeded to accommodate

specific requirements• Supported: Configurable limits that have been set by default to a

tested value

Key SharePoint Limits

Limit Limit Type SharePoint 2010 SharePoint 2013

Farm

Content Databases Supported Not Specified 500

Site Collections Supported Not Specified 500,000 Personal Sites250,000 Non-Personal Sites

Web Application

Content Databases Supported 300 Not Specified

Site Collections Supported 250,000 Not Specified

Content Database

Size Supported 200 GB – 4 TB 200 GB – 4 TB

Site Collections Supported 5,000 10,000 Total Sites2,500 Non-Personal Sites

Items Supported 60,000,000 60,000,000

Key SharePoint Limits

Limit Limit Type SharePoint 2010 SharePoint 2013

Site Collection

Sites Supported 250,000 250,000

SharePoint Groups Supported 10,000 10,000

Users Supported 2,000,000 2,000,000

Site

Subsites Threshold 2,000 2,000

Lists or Libraries 5,000 Not Specified

Blog Posts Supported 5,000 5,000

Blog Comments Supported 1,000 1,000

Key SharePoint Limits

Limit Limit Type SharePoint 2010 SharePoint 2013

List or Library

Items Supported 30,000,000 30,000,000

Items in a Folder 5,000 Not Specified

Items in a View Threshold 5,000 5,000

Joins in a View Threshold 8 8

Unique Security Scopes Threshold 50,000 50,000

Columns Threshold 276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata

276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata

Key SharePoint Limits

Limit Limit Type SharePoint 2010 SharePoint 2013

Document

Size Boundary 2 GB 2 GB

Major Versions Supported 400,000 400,000

Minor Versions Boundary 511 511

Coauthoring Concurrent Editors

Threshold 10 10

Page

Web Parts Threshold 25 25

Security

SharePoint Groups per User Supported 5,000 5,000

Active Directory Groups or Users per SharePoint Group

Supported 5,000 5,000

Links

SharePoint 2010 SharePoint 2013 SharePoint Online

Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources

Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service

Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits

SharePoint Maturity Model www.sharepointmaturity.com

Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw

Discontinued Features and Functionality bit.ly/1bhrLKr

Links

My Knowledge Management (KM) Resources Click Here

My Enterprise Content Management (ECM) Resources Click Here

My Web Content Management (WCM) Resources Click Here

My SharePoint Resources Click Here

My Records Management Resources (RM) Click Here