sessions about to start – get your rig on!. the art of sharepoint information architecture shailen...
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Sessions about to start – Get your rig on!
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The Art of SharePointInformation Architecture
Shailen Sukul
OSS210
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Who Am I?• Consult on SharePoint,
O365 and Azure• Lived and Worked in San
Francisco and Melbourne• Trainer
@shailensukul
http://lnkd.in/bmCW-Pk
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Agenda
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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
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Go from this
To this
Searchhttp://www.mysite.com/search
SharePoint
search
Technology
SharePoint 2010Product
100Level
Search
To this
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Overview
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A world without Taxonomy
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Food taxonomy nirvana
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What is Taxonomy
• And why I should care?
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So, what is metadata?
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Seth MaislinTaxonomy Practice LeadEarley & Associates, Inc.
“It's the "Is-ness" of something”This 'is' a contract. This 'is' a specific can of tuna.
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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)
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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
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We’ve all seen how well this works out…
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Moving this mess to SharePoint only makes it worse
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What comprises Taxonomy in SharePoint?
• Within the Site Collection• Outside the Site Collection
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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
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Site Navigation is also Taxonomy
go.company.comCorporate Teams
HR
Finance
Sales
Projects
Project X
Project Y
Knowledge Base
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Within the Farm (Outside the Collection)
• Managed Metadata Service Application• Content Type Hub• Term Store
• Web Applications and Managed Paths
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Content Type HubEnterprise Content Types
Centrally manage content types and publish them to subscribed site collectionsConsider a dedicated site collection for Enterprise CTH
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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
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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
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The Term Store
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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
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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.
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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
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Demonstration
Shailen Sukul
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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
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Workflow
Pick up
Drop off
Staff looks after kids
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EntitiesContent Types
Staff
Guardian
Child
Attendance
Roster
Potty
Lists
Staff (L)
Guardians (L)
Kids
Attendance
Roster
Potty
Kids
Staff
Attendance
Roster
Guardians
ToiletTrainin
g
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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
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Term StoreManaged Navigation
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Deployment
Code-less sandbox provisioning
PS based deployment
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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
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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?
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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
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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
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Question and Answer
Shailen Sukul
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Shailen SukulReadify
TW: @shailensukul LI: http://lnkd.in/bmCW-Pk
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Thanks! Don’t forget to complete your evaluations
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