Design a share point topology 1 1
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The document provides guidance on designing the information architecture and site structure for a SharePoint implementation. It discusses designing the site taxonomy, columns, content types, keywords, promoted results, managed properties, information management policies, and managed navigation. The key aspects covered include defining the relationship between sites and site collections, planning reusable metadata through site columns and content types, configuring search components and properties, and planning the term set structure. The goal is to design flexibility and scalability into the SharePoint topology from the start.
Design a share point topology 1 1
- 1. Design a SharePoint topology Objective 1.1: Design information architecture
- 2. Objective 1.1: Design information architecture • When you begin to design your Microsoft SharePoint implementation, there are two key traits to consider: flexibility and scalability.
- 3. Designing an intersite navigational taxonomy • Planning the design of the information you seek to capture will improve your chances of it being reused and searchable. • A site is the smallest element in this taxonomy and is composed of lists and libraries; • A site collection is a grouping of sites that are functionally, navigationally, and administratively related to one another.
- 4. • Navigational terms : When speaking of navigation, there are four terms that should be defined: global, current, structural, and managed navigation.
- 5. • Designing a basic taxonomy: Defining the relationship between sites or site collections is less about the technical details and more about the philosophy of how the SharePoint farm will be used. Navigation Structure Options: Org chart navigation Functional navigation One of the easiest site taxonomies to build echoes the organizational chart example: Intranet → North America → Business Units → Human Resources → Retirement Benefits → 401K Status. Business Facts: • New acquisitions As a business grows . • Departmental change As departments grow within an organization. Functional navigation: making the hierarchy about the actions taken by a person visiting the site, gathering questions such as these: • What are the major components of your business unit? • What functions do you see your group(s) serving? • When people call your group, what are the three most common things that they are looking for? • If people within the organization were to search for your groups, what are the top 10 terms you might see them using?
- 6. Designing site columns and content types • There are two distinct types of columns within SharePoint: list columns and site columns. • List columns :List Column Name Information Type User name Person or group Office location Choice, enforce unique values Phone Choice, enforce unique values City Choice State Choice Zip code Choice
- 7. • Site columns: The next step on the path to reusable metadata is to build site columns instead of list columns and associate the site columns to list or library.
- 8. Content types • A content type defines the attributes of a list item, document, or folder contains: • Descriptive information (metadata and properties) • Activities that can be associated with each item (workflows, information management policies, document templates, and other features). • Source of Content Types: • Site template. • Features. • Other Types: • Content type hub: multiple site collections. • External content types: Business Connectivity Services (BCS).
- 9. Designing keywords, promoted results, and managed properties Search component relationships 3. Analytics Processing component Types: 1. Search analytics focuses on the analysis of content being crawled and added to the search index. 2. Usage analytics focuses on user actions within search, providing a statistical analysis of usage counts 4. After analytics processing is complete, search relevance for items such as links and URLs are returned back to the Content Processing component. 5. The Query Processing component receives and analyzes incoming search queries. 6. The resulting queries are sent to the Index component 1. The Crawl component simply performs a crawl of the content available in the content sources 2. Content Processing component. Several operations are carried out within this step,
- 10. Keywords • The basic configuration process requires two steps: • The MMS Connection must be configured to be the default storage location for keywords. • The enterprise keywords site column can then be added to content types. • Keywords that are regularly used by business users in the organization can be reviewed and moved into term sets; doing so enables the keyword to become centrally managed as a term and moved into appropriate term sets.
- 11. Promoted results • Building a new query rule to contain the promoted result requires three actions: • Selecting an appropriate search context • Specifying the query condition(s); choices include the following: A. Query Matches Keyword Exactly B. Query Contains Action Term C. Query Matches Dictionary Exactly D. Query Mode Common in Source E. Result Type Commonly Clicked F. Advanced Query Text Match • Specifying the resulting action(s): A. Add a Promoted Result Above Search Results B. Add a Result Block Displaying A Specific Portion Of Search Results C. Change The Ranked Results By Changing The Query
- 12. Managed properties • If you decide to create a new managed property at the site collection level, there are a few restrictions: • They can be of the type Text or Yes/No (Boolean). • They cannot be refinable, which means that they cannot be used as a refiner for search results. • They cannot be sortable, which means that they cannot be used for sorting the result set. • There are no limitations on managed properties created from within the search service application.
- 13. Planning information management policies • There are four sets of policy features available in SharePoint Server 2013: retention, auditing, bar codes, and labels: • Retention policy features: • event (Last Modified ,Created Date and Declared Record ) • Action (Move to recycle bin , Start a workflow ,Delete all previous versions …etc.) • Auditing policy feature: events such as :Opening or downloading documents, viewing, Editing, Moving Deleting or restoring items in lists. Can be viewed in Site Settings → Site Col-lection Administration → Audit log reports.
- 14. • Barcode policy feature: creates a unique identifier value for a document and then inserts a bar code image of that value in the document . • Assigning an information management policy • Information management policies can be assigned three different ways: • Policy features can be associated with a site collection policy template; that policy template can be associated with a content type, list, or library. • Policy features can be associated directly with a content type; the content type can then be added to lists and libraries. • Policy features can be associated directly with a list or library. • it is possible to export a policy from one site collection and then import it to another for reuse.
- 15. Planning a managed site structure • Path-based navigation : • Explicit managed paths enable two site collections to be put into the same URL path(http://your.url.com/ , http://your.url.com/yoursite). • Wildcard managed paths enable one site collection to be the “implied” parent of several site collections. Doing so requires two things: • All site collections are nested under a path that itself is not a site. • All site collections in the wildcard are at the same URL level. • (http://your.url.com , http://your.url.com/projects/project1, /project2, /project3, and so on )
- 16. Using metadata for managed navigation • The idea that navigational metadata can be stored as a descriptive element within the term store. • A term set is nothing more than a grouping of terms within the term store. Each term set defines a navigational structure. • Note that global and current navigation cannot utilize two separate term sets—only one term set can be specified on the navigation settings page of a site.
- 20. Regardless of which navigation type you choose, the ability to create a reliable navigational structure is a critical component in site hierarchy design
- 21. Planning term sets • Taxonomy The more formalized. • Folksonomy The more casual, no hierarchy can be implied or defined. • SharePoint administrators are often not the people who define term sets. • Most term sets start as tags and keywords (folksonomy) and are then promoted to a more formal status as part of a term set (taxonomy). • Terms: They can be nested, up to seven levels deep. • Term sets : Stored within a term store, which is stored within a MMS application(open or closed ). • SHAREPOINT METADATA HIERARCHY MMS Application(s) → Taxonomy Term Store (organized by language) → Term Set Group → Term Sets → Terms
- 22. • Defining term set functionality such as these: • Colors Red, orange, yellow, green, blue, indigo, violet • Sizes X-small, small, medium, large, X-large • Fabrics Polyester, cotton, wool, silk • Local versus global term sets : scope. • Term sets created via site collection administration are called local term sets; those created via Central Administration are called global term sets. • Term sets that apply to a large section of the business are generally designed by an information management team. • Core term set planning: Members of a particular business unit. • WORKSHEETS Microsoft provides two distinct metadata planning (http://go.microsoft.com/fwlink/p/?LinkId=163486&clcid=0x409)
- 23. • Identifying term sets: Identifying what items should belong in a term set (and at what level) is often the hardest part of the entire metadata process. • Identifying term set owners: A term set owner is the person or group responsible for the maintenance of terms in a particular term set. • Determine term set groups: Term set groups define security for a particular term set; they also provide for the logical grouping of term sets. • Defining the term set: • What terms belong in any given term set? • How are terms organized with a term set? • Who are designated contributors for a given term set? • Creating a new term set: Two ways to begin the process of generating a new term set, and they both use the Term Store Management Tool.