spsbmore14 - taming your taxonomy in sharepoint
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SharePoint Saturday Baltimore - May 17, 2014TRANSCRIPT
SharePoint Saturday Baltimore 2014#SPSBMORE
mingpresents.wordpress.com
Taming Your Taxonomy in SharePointJonathan Ralton
TAMING YOUR TAXONOMY IN SHAREPOINT
Jonathan RaltonBlueMetal Architects
OUTLINE
Setting the Stage Orientation
In Theory… The Nitty-Gritty
In Practice… Exercise
Wrapping Up Questions
Taming Your Taxonomy in SharePoint
SETTING THE STAGE
ME
PRESENTER
JONATHAN RALTON
Senior Information Architect at BlueMetal Architects
SharePoint IT Pro since 2005 (WSS/SPS)
No code! Document Management,
Content Management, Knowledge Management… @jonralton
blog.jonralton.net
YOU
AUDIENCE
What roles are you in?
What are you hoping
to learn?
Taming Your Taxonomy in SharePoint
ORIENTATION: IN THEORY…
IN THEORY…
WHAT IS… HOW DO THEY RELATE?
Information Architecture Content Architecture Taxonomy
Information
Architecture
Content Architectur
e
Taxonomy
INFORMATION ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]
INFORMATION ARCHITECTURE
“the art and science of structuring, organizing, and labeling
information to help people find and manage information”
– Peter Morville and Louis Rosenfeld, Information Architecture for the World Wide Web
INFORMATION ARCHITECTURE
1. The structural design of shared information environments
2. The art and science of organizing and labeling …to support findability and usability
– Information Architecture Institute
CONTENT ARCHITECTURE
def·i·ni·tion [dèffə nísh'n]
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
IN THEORY…
INFORMATION ARCHITECTURE CONTENT ARCHITECTURE
Macro Overall design of the
information solution and the user’s experience
Micro Specific design of how
the documents and other data are to be organized
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 Content
Navigation Search
IN THEORY…
What is it? Is it useful to me?
IN THEORY…
Taxonomy
Findability Usability
IN THEORY…
Engineering a content
architecture is part of your information architecture effort
Your taxonomy is an integral part of your
content architecture
plan
IN THEORY…
Art
Science
IN THEORY…
A Process
An Outcome
IN THEORY…
PROCESS OUTCOME
Helps elicit ideas Helps resolve prior
mistakes Based on past experience
Helps achieve buy-in
Design Document Artifacts
Spreadsheet(s) Chart(s)
IN THEORY…
SharePoint does this thing called
Content Management
WHITE PAPER
• Planning• Documentation• Inheritance
bit.ly/GovernanceinSharePointFeature
Taming Your Taxonomy in SharePoint
THE NITTY-GRITTY: IN PRACTICE…
IN PRACTICE…
WHAT ARE… WHAT WILL WE DO WITH THEM?
Content Types Site Columns
Content Types
Site Colum
ns
Metadata
IN PRACTICE…
Metadata
Content Types
Site Columns
Context
Sites
Libraries
Lists
Taxonomy
LET’S IGNORE…
Content Type Publishing Managed Metadata (Import,
Navigation…) Folksonomy
Enterprise Content Types 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”
– Microsoft
CONTENT TYPE
It’s not just for having a different document template.
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 – INHERITANCEItem
Announcement Contact Event Issue Link Post Task
Document
Picture
Folder
Discussion
Document Set
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
Where to define (Scope)
Site 1
Site 1.1
Site 1.1.1Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
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 – CONSIDERATIONS
Content 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 – CONSIDERATIONS
Document
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase Request
Termination Letter
CONTENT TYPES – CONSIDERATIONS
Document
HR Document
Offer Letter
Salary Increase Request
Termination LetterAd
Invoice
Purchase Order
CONTENT TYPES – CONSIDERATIONS
Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document Ad
CONTENT TYPES – CONSIDERATIONS
Document Master Document
Corporate Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase Request
Termination Letter
Marketing Document Ad
CONTENT TYPES – CONSIDERATIONS
Site Conte
nt 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. Library/List content types
CONTENT TYPES – CONSIDERATIONS
My Document.docx
Document Content Type
My Document.docxLink to a Document
Content Type
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”
– Microsoft
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 – CONSIDERATIONS
Where to define (Scope)
Site 1
Site 1.1
Site 1.1.1Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
SITE COLUMNS – CONSIDERATIONS
Site vs. Library/List columns
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 COLUMNS – CONSIDERATIONS
Choice
Lookup
Managed
Metadata
When to use which type
SITE COLUMNS – CONSIDERATIONS
My Column• My%20Column
My Column• mycolumn
‘Internal Name’ or Static Name vs. ‘Display Name’ or Title
QUICK EXPLORATION
METADATA
def·i·ni·tion [dèffə nísh'n]
METADATA
“data about data”
– dictionary.com
METADATA
Content Types
Site Column
s
Metadata
METADATA – PROCESS
1. Identify common elements2. Identify unique elements3. Associate at the appropriate level(s)
on the appropriate content type(s)
METADATA – PROCESS
Document 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
Sites
Libraries
Lists
Taxonomy
SHAREPOINT BUILDING BLOCKS
CONTENT TYPES SITE COLUMNS
Use to… Maintain consistency
across libraries and lists Isolate workflow, policies,
and other settings Information Management
(Records Management) Etc.
Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.
SHAREPOINT BUILDING BLOCKS
Farm
Web Applicati
on
Content Database
Site Collectio
nSite List/
Library
Item
Item
Site Collectio
n
Site List/Library Item
Site List/Library Item
Content Database
Site Collectio
nSite List/
Library Item
Web Applicati
on
Content Database
Site Collectio
nSite
List/Library
Item
Item
List/Library ItemSite
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 where
2. 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
Taming Your Taxonomy in SharePoint
EXERCISE
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
Taming Your Taxonomy in SharePoint
WRAPPING UP
WRAPPING UPInformatio
n Architectur
e
Content Architectur
e
Taxonomy
WRAPPING UP
Taxonomy
Structure
Organize
Label
Categorize
Group
WRAPPING UP
Reusable
WRAPPING UP
Taxonomy
Findability Usability
WRAPPING UP
Plan Ahead!
WRAPPING UP
Document!
QUESTIONS
Taming Your Taxonomy in SharePoint
REFERENCE
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 LIMITSLimit 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 LIMITSLimit 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 LIMITSLimit 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 LIMITSLimit 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
LINKSSharePoint 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