Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010
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This document discusses managed metadata and taxonomies in SharePoint 2010. It defines key terms like metadata, taxonomy, and folksonomy. It provides examples of how an organization's information architecture can evolve over time from simple document storage to a more complex taxonomy. Best practices are suggested for designing taxonomies, including considerations for dynamic external tags, security, open vs. closed term sets, and content type hubs. Programming the managed metadata service in SharePoint 2010 is also briefly covered.
Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010
- 1. Playing Tag:Managed Metadata and Taxonomies in SharePoint 2010Puget Sound SharePoint User GroupMarch 2011Chris McNulty
- 2. About MeWorking with SharePoint technologies since 2000/2001
- 3. 20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)
- 4. MBA in Investment Management from Boston College Carroll School of Management
- 5. Write and speak often on Microsoft IW technologies (blogs & books)
- 6. Microsoft MCSE/MCTS/MSA/MVTSAbout KMAFull-service IT consulting firm established in 1995
- 7. 29 employees: Partner, PM, Analyst, Developer, QA
- 9. Microsoft Gold Certified Partner / Working with SharePoint technologies since 2001
- 10. Specialties in
- 11. Collaboration: Portals, Communities and Content Management
- 12. Insight: Enterprise Search and Business Intelligence
- 13. Productivity: Forms and Office Client Customization, Mekko Graphics (ISV)Today!Evacuation DayMarch 17, 1776British driven from Boston without firing a shotAlso, St. Patrick’s Day
- 14. About Home
- 15. About Home
- 16. Microsoft SharePoint Server 2010 … the bright frontierEastern Long Island, July 4, 2010
- 17. AgendaMetadata – definitions and taxonomyUsage scenariosFolksonomy usageTaxonomy managementTags and social networkingContent type hubs and publishingConfiguration Overview & Design Tips
- 18. What is metadata?Literally, “after data”In practical usage, it means data about dataFor SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)
- 19. TerminologyTaxonomy– A formal hierarchy of terms and tags, usually centrally administered and definedFolksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people’s taxonomy”)Term Store – A database that houses taxonomiesTerm Set – The “second level” of a taxonomyTerm – (a/k/a “tag”) An element of the defined taxonomy
- 20. SharePoint Content TerminologyContent Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.Content Type Hub– A site collection which operates as a central source to share content types across the enterpriseContent Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.
- 21. History2001: original release of SharePoint 2003: expansion of libraries, custom columns2007: site columns, business data catalog and content types become widespread; adoption rate leads to explosive growth of SharePoint contentMay 2010: release of SharePoint 2010 with Managed Metadata Service
- 22. The bright frontier - 2010 Managed Metadata ServiceCentralized enterprise repository for tag hierarchies and keywordsPublish and subscribe model for distributed content types
- 23. Scenario: Growth of an Information ArchitectureNew company starts to develop products“X21 Screen Cleaner” is the first productProducts team has a SharePoint site with a folder for product informationSimple storage and navigation
- 24. Scenario: Growth of an Information ArchitectureCompany hires its first marketing specialistAdds a folder to the library for marketing contentMultiple products, but all information still in one spot
- 25. Scenario: Growth of an Information ArchitectureIn six months, marketing grows to a department, gets its own siteDocument physical storage becomes de facto taxonomy
- 26. Information Architecture Questions“I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”“I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”“I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”
- 27. IA Answers - DemoTag sharing across multiple sites/collectionsProducts and Screen Cleaners
- 28. FolksonomyInformal list of ad-hoc tags or terms, usually built up over time through user defined keywordsCentrally stored in the MMS applicationEasily enabled for each document library
- 29. Social taggingTagging activities are always available form a common UITags are aggregated to each users profile pageTags themselves get profile pages
- 30. DemoAdding Managed Keywords to a libraryTagging and termsTags on personal profilesTag profiles
- 31. TaxonomyCreating and managing terms and term setsAttaching to a libraryTaxonomy navigation
- 32. DemoTerm sets and termsMetadata fieldsNavigation
- 33. Content Type HubsDefine one master site collection to house master content typesPublish and synchronize across multiple farm and or site collections
- 34. SearchTags are automatically crawled propertiesAll tags and terms are available as left hand “refinements”
- 35. Best Practices
- 36. Design ConsiderationsDynamic external tagsTag securityOpenness vs. closed term setsFederated administrationContent types & site columns - practical guidanceRole of Master Data Services in SQL 2008 R2Programmability
- 37. Design – Dynamic External TagsOne way data import limits BCS provides alternative tag techniquesBCS data source can be maintained externally, or by publishing the source as an External List. External Lists act almost identically to native SharePoint lists in the UI.
- 38. Design - SecuritySecurity is limited to the term set level All child terms inherit this visibility settingWhat you can’t do is this:Tag (Viewers)Northwind (Andy & Bob)Contoso (All Employees)Oracle (Executive Team Only)
- 39. Design - OpennessFolksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively through tagging. Taxonomy - Managed term stores are usually closed, and require administrators to add new terms. Open folksonomies and closed taxonomies is a good practice. May become a best practiceWatch trends in casual social tags and evaluate “promotion” to formal taxonomy.
- 40. Design - Shared Service ApplicationsThe 2007 Shared Services Provider has been broken up. Each of its elements is now a Shared Service ApplicationMMS is also a Shared Service ApplicationRecords/librarians/IA can administer metadata without becoming farm admins
- 41. Design – Content TypesUse Document ID function uniformly among hub and subscribers – otherwise content types aren't publishedCheck logs for content publishing if you have questionsRepublish and use options & timer jobs to “force” updatesSite columns, especially choice lists, can behave unexpectedly. Column definitions and lookup values will be copied to each separate site collectionLookup values can be locally edited and changed. They reset to master values the next time the content type is published. Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content typesIf you are syndicating, dedicate a web application and site collection to the hub (can’t change later)
- 42. Design for SQL 2008 R2 Master Data ServicesNot just for BI!Centralized repository of facts for metadata, dimensions, etc.Provides Hierarchy of attributes and entitiesSecurity, workflow, data batching and forensicsCoexistenceExport from MDS to MMS; requires code for deltasConsume MMS data into MDSMore to come…
- 43. Physical and Logical Design Use Content Type Organizer rule to move new documents based on initial tagsUse taxonomy and metadata to drive information lifecycle management processes (e.g. archiving)Improve browsability and search relevance
- 44. Demo – AdministrationCentral AdminFederated AdministrationDynamic external “tags”Content HubsSearch
- 45. ProgrammabilityC# use Microsoft.SharePoint.TaxonomyPowerShell$str = “SAMPLE”$site = new-object Microsoft.SharePoint.SPSite("http://MYSITE")$session = new-object Microsoft.SharePoint.Taxonomy.TaxonomySession($site)$termstore = $session.TermStores[“MYTERMSTORE"][…create group…][…create term set…]$term = $termset.CreateTerm($str, 1033)
- 46. Programming & CustomizationC# use Microsoft.SharePoint.TaxonomyPowerShellNative web parts to display tag cloudsEasily built web parts to add statistics on tag usageAsk me for a sample!
- 47. IA SolutionsUse MMS to centrally define product tags to be shared across multiple sites and librariesCreate centralized document repositories (Document Center)Define a term store for all departmentsManaged Metadata field in Document Center for DepartmentContent Type Organizer rule to move new documents tagged as “Departments:Marketing” to a Marketing folder in the Doc CenterAdd a new “Departments” Managed Metadata field to Content Types in our collaboration sites and Document Center, and set default to “Departments:Marketing”
- 48. Dark Secrets of MMS
- 49. Dark Secrets of MMSNo granular security on tag definitions or tags as appliedNo meta-metadataYou can define products and group them hierarchically, but you can’t add a list price and then navigate or refine to find content by priceCan’t tag a tag, can’t rate a tag, can’t “like” a tagCan’t organize “personal” tagsClient application support limitationsSharePoint Workspace 2010 can read but not write MMS tagsInfoPath browser client can’t read or write MMS tags
- 50. The910 Some Adoption RulesStart small. Do NOT put everything in a term set. Find “ friendlies”. Introduce keywords to users who understand the benefitsUse default tags in context. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)Understand the security model and don’t put “secret” terms in a term store.Extend administrative access for nontraditional administrators (e.g. corporate records staff)Plan for and deploy centralized content types. If security requirements are simple - and document sharing is important, use the Document Center to centralize document storage, and use content types and tags to classify docs. Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted! Synonyms! Synonyms! Synonyms!Taxonomy does NOT belong to IT!!!
- 51. Resources - GeneralFrom Microsoft:
- 52. SharePoint 2010 site: http://sharepoint.microsoft.com
- 53. SharePoint Team Blog: http://blogs.msdn.com/sharepointFrom KMA (www.kma-llc.net)Monthly webinars on SharePoint 2010 (EPM, upgrades, etc.)White papers, blogs, presentations, news, and eventsNew Web Part for accessing tag statisticsFrom meSharePoint Saturday Boston – April 9 2011Microsoft TechEd Atlanta – May 2011SPTechCon Boston – June 2011 (BI & MMS)
- 54. Open QuestionsContact MeAsk the communityMicrosoft Product Management for Metadata
- 55. Thank you…Contact DetailsEmail cmcnulty@kma-llc.netBlog http://blogs.kma-llc.net/microknowledgeTwitter: @cmcnulty2000LinkedIn:http://www.linkedin.com/in/cmcnulty