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 Giveaway

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)

Contract Management, Document Management, Content Management

@jonraltonjonathanr@bluemetal.com

YOU

AUDIENCE

What are your roles? Developer Administrator Business User ?

What are you hoping

to learn?

WHITE PAPER

bit.ly/GovernanceinSharePointFeature

Taming Your Taxonomy in SharePoint

ORIENTATION: IN THEORY…

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

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

Goals Make findable Make usable

Methods Grouping

Classification Categorization

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

Taming Your Taxonomy in SharePoint

THE NITTY-GRITTY: IN PRACTICE…

LET’S IGNORE…

Content Type Publishing Managed Metadata Import, Navigation

Folksonomy

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

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

WARNING

DO NOT modify the out-of-the-box

content types

CONTENT TYPES – CATEGORIES

Item

Document

Folder

Document Set

CONTENT TYPES – CONSIDERATIONS

Where to define/Scope Inheritance Levels of abstraction Library/List 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 – JUDGEMENT CALL

Choice

Lookup

Managed

Metadata

SITE COLUMNS – CONSIDERATIONS

Where to define/Scope Library/List columns

METADATA

def·i·ni·tion [dèffə nísh'n]

METADATAConte

nt Types

Site Colum

ns

Metadata

METADATA – PROCESS

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

on the appropriate content type(s)

MANAGED METADATA1. Create a term set that is named “Conference rooms” to

represent all of the available rooms.2. Add a term to the term set for each conference room.3. Create a content type called “Session.”4. Add two new columns to the content type: “Room” and

“Overflow room.”5. Specify that the value of each of these columns must

come from the "Conference rooms" term set.6. Create a list of sessions.

MANAGED METADATA Conference rooms (term set)

La Nouvelle Ballroom Room 256 Room 270 Mardi Gras Ballroom Room 287 Room 391 Room 348b Hall C Hall D Room 348a Auditorium C Auditorium D Auditorium E Room 354 Room 355 Room 293

Conference rooms (term set) Auditoriums

Auditorium C Auditorium D Auditorium E

Halls Hall A Hall B Hall C Hall D

Ballrooms La Nouvelle Ballroom Mardi Gras Ballroom

Second floor Room 256 Room 270 Room 287 Room 293

Third floor Room 348a Room 348b Room 354 Room 355 Room 391

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

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

SHAREPOINT BUILDING BLOCKSConte

nt Types

Taxonomy

Context

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

TAXONOMY

Use to… 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

1. Determine what content is needed where

2. Associate at the appropriate level(s) with the appropriate container(s)

TAXONOMY/CONTEXT Consider:

The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored

The lists/libraries that will segregate those items and documents within the site(s)

The sites that will contain those lists/libraries within the site collection(s)

The site collections that will contain those sites within the web application(s)

The web application(s) that will contain those site collections within the farm(s)

KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013

Content Databases

300/Web App 500/Farm

Content Content Database 200GB 1TB 200GB 4TB

Site Collections Farm (not specified) 250,000 non-Personal Site Collections and

500,000 Personal Site Collections

Site collections Database 2,000 recommended for upgrades5,000 supported

2,500 non-Personal Site Collections or10,000 Personal Site Collections

Web sites Site collection 250,000 250,000

(sub) Sites Site 2,000 (not specified)

Lists Site 2,000

Items List 30 M 30 M

Items List View 5,000

Documents Doc Library 30 M 30 M

Documents Folder 2,000

Document size File <2 GB> <2 GB>

Major Versions Document 400,000 400,000

Minor Versions Document <511> <511>

KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013

Columns Columns List 276 single line192 multi line276 choice …

Joins List 8 lookups

Security SharePoint Groups Site Collection 10,000 10,000

SharePoint Groups User belongs to 5,000 5,000

Users and Directory Groups

SharePoint Group 5,000 5,000

Users and Directory Groups

Site Collection 2 M 2 M

Security Scopes(unique ACL’s per list)

List 5,000 5,000 recommended50,000 max

Document Editing

Concurrent Authors Document 10 10

Search Indexed Documents Search Configuration 100 M 100 M (10 M/index partition)

Crawled Properties Search Service App 50,000

Taming Your Taxonomy in SharePoint

EXERCISE

EXCERCISE 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

QUESTIONS

GIVEAWAY

We are hiring!www.bluemetal.com/jobs.aspx

[Insert Client or Partner Logo]

Data Platform Engineer .NET Software Engineer UX/UI Software Engineer / Architect UX Software Engineer / Architect .NET Software Engineer .NET Software Engineer / Architect SharePoint Software Engineer SharePoint Senior Software Engineer / Architect Data Architect/Senior Data Engineer UX Architect / Senior Engineer Enterprise Business Development Executive SQL Server DW / BI Architect Data and Analytics Principal Architect Senior Java Engineer Office Administrator

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Taming Your Taxonomy in SharePoint

REFERENCE

FOR YOUR REFERENCESharePoint 2010

SharePoint 2013

SharePoint Online

Resources for IT Pros

bit.ly/198MNWA bit.ly/1gJfv4Q

Features and Editions

bit.ly/SP13-Service

bit.ly/SPO-Service

Limits and Boundaries

bit.ly/1cKVK0p bit.ly/SP13-Limits

bit.ly/SPO-Limits

SharePoint Maturity Model www.sharepointmaturity.com

Guidance for Modifying Pre-Defined Stuff

bit.ly/17KHAuw

Discontinued Features and Functionality

bit.ly/1bhrLKr

ORGANIZATIONS – ECM

AIIM SIM BOSTON

Association for Information and Image Managementwww.aiim.orgwww.aiim.org/sharepoint

Society for Information Managementwww.bostonsim.org

ORGANIZATIONS – KNOWLEDGE MANAGEMENT

SIKM

Systems Integration Knowledge Management Leaders Community groups.yahoo.com/neo/groups/sikmleaders