Share point summit_2010_lemieux-toc
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The document discusses improving information architecture and findability in SharePoint through better use of taxonomy and metadata. It begins by outlining SharePoint's strengths and weaknesses for information architecture. Key points made include that SharePoint 2007 lacked centralized taxonomy management and hierarchy support, while SharePoint 2010 introduced a centralized term store. The document then provides recommendations for the top 5 things to do with taxonomy and metadata in SharePoint, such as leveraging custom metadata in search and navigation, using metadata to drive content display, utilizing best bets and thesaurus features, enabling auto-tagging of content, and personalizing experiences based on user profiles.
Share point summit_2010_lemieux-toc
- 1. Findability in SharePoint: Integrating taxonomy and metadata for better information architecture Stephanie LemieuxTaxonomy Practice Lead, Earley & Associates
- 2. About me…Taxonomy practice lead for Earley & AssociatesMasters in Library and Information Studies (MLIS)Clients include: Motorola, Ford Foundation, Hasbro, JC Penney, AstraZeneca, American GreetingsAuthor: Integrating Taxonomy with a CMS - Best Practices in Information ManagementBlog: www.earley.com/blog/stephanie-lemieux
- 3. 3AgendaA shout out to good IA practice…SharePoint IA strengths & weaknesses2007 vs. 2010Nuts & bolts of making IA work in SharePoint (2007 vs. 2010)TaggingTaxonomymanagementTop 5 things to do withtaxonomy & metadata in SharePointSearchingwith custom metadataDynamic content presentationFilters, views and navigationThesaurus & best betsAutotagging
- 4. 4SharePoint is very easy to implementbadly
- 5. Typical SharePoint Projects5BizReqsImplementttttttttttttttttttttttttttttttttttImplementBusiness Req’sImplementBusiness Req’sImplementWhere is the information architecture?Joke courtesy of Lulu Pachuau:http://www.slideshare.net/LuluP/information-architecture-and-sharepoint
- 6. RequirementsResearchThe IA ProcessUse Cases & PersonasFor SharePointSite Map & NavigationWireframesTaxonomyPrototyping/TestingContent Modeling/Metadata
- 9. What do we need to achieve good IA?A system that…Supports control & standardsAllows users to easily tag contentUnderstands relationshipsHierarchySynonymsAssociationsManages metadata & taxonomy values9
- 10. MOSS 2007 - No hierarchy or central standardsMetadata can only be stored as flat controlled vocabulary – no hierarchy possibleContent types and columns scoped to site collectionsPossiblePossibleNot PossibleMOSS does not understand that China is part of Asia Pacific10
- 11. MOSS 2007 - Native thesaurusExpansions (a.k.a synonyms)E.g. HR = Human Resources = Employee RelationsReplacements (a.k.a. use)E.g. for NTK or W2K use Windows 200011<XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml"> <expansion> <sub>human resources</sub> <sub>hr</sub> <sub>employee relations</sub> </expansion> </thesaurus></XML><XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml"> <replacement> <pat>NT5</pat> <pat>W2K</pat> <sub>Windows 2000</sub> </replacement> </thesaurus></XML>No ability to store any other types of relationships (e.g. Associative)
- 12. Tagging in 2007Tagging can only be flat lists, so to achieve hierarchy:CustomizationTagging add-onCascading listsHierarchical mimicry12http://sharepointsnippets.com/post/2009/01/Cascading-Dropdown---Configuration.aspxhttp://www.kwizcom.com
- 13. Tagging in 2010Hierarchy possible13
- 14. What’s hot with 2010 taggingType-ahead: shows you what facet, as well as what the lineage is (full hierarchy)Tool tips show you descriptions associated to terms, as well assynonyms(type-ahead alsoworks off synonyms!)14
- 15. What’s hot with 2010 taggingSupport for folksonomy with managed keywords (vs. managed metadata)Feedback mechanisms to provide new terms (via email)15
- 16. What’s not…Type-ahead can be very slowEach tag is one action (click to add) – makes multi-select painful!(cannot ctrl-shift to highlight more)Strange UI: action buttons get hidden under scroll when expand branches16
- 17. “Taxonomy management” in 2007No place to storeTerm definitionsScope notesHistoryTranslationsTagging with strings, not idsWhen you change a taxonomy value, you have to retag documentsLists are specific to a site collection – can’t share17
- 18. What can we do?Get an external taxonomy management tool that has a connectorSmartlogic (www.smartlogic.com)Synaptica (www.synapticacentral.com/)Wordmap (www.wordmap.com)SchemaLogic (www.schemalogic.com)DataHarmonyMetaVis (www.metavistech.com)Connectors provide enhanced tagging mechanismssearch UI components to leverage taxonomy external hierarchy managementauto-taggingexternal content type & metadata modeling18
- 19. Example of taxonomy management connector19Auto-tagging in SmartlogicTagging with Wordmap
- 20. Taxonomy management in 2010Centralized term store: share lists across site collectionsManaged Metadata – hierarchical collection of predefined centrally managed terms that are applied by publishers as metadata attributes for content itemsManaged Keyword - non-hierarchical wordor phrase that has been added to the keyword set directly by a system userTerm Store - database that houses Managed Terms and Keywords20
- 21. Taxonomy management in 2010Centralized term store: share lists across site collectionsGroup – flat or hierarchical collection of related attributes comprised of one or more Term Sets (security boundary)Term Set – flat or hierarchical collection of related Terms (up to 1000 in a group)Term - word or phrase that can be applied to content21
- 22. Taxonomy management in 201022
- 23. Taxonomy management in 2010Can perform most typical taxonomy management functionsManaged keywords can be turnedinto managed terms 23
- 24. Taxonomy import in 2010comma delimited document in standard UTF-8 CSV file format out of the box sample file imports the six default properties only: term set name, term set description, ID, available for tagging, hierarchy, term description24
- 25. 25Top 5 things to do with taxonomy & metadata
- 26. 1. Leverage custom metadata in search & navFaceted search & navigation are most popular mechanismsNavigate or refine search results based on metadata fields/taxonomy facets2010: OOTB navigate a document library usingthe managed metadata term setsassigned to the library(navigation hierarchy)BIG CAVEATS:shows full hierarchy at all times – many blindpaths possibledefault placement is way below thefold26
- 27. 1. Leverage custom metadata in search & navDefault includes children, but clicking on icon allows you to select parent only27
- 28. 1. Leverage custom metadata in search & nav2010 OOTB search refinements28Not hierarchical (can only select from flat list of tags)Only shows tags from top 50 docsAkward UI(selected items subtly outlined, need to reselect to remove…)No countsshown
- 29. 1. Leverage custom metadata in search & navWhat about 2007? Nothing available OOTB… need customizations/toolsFree add-on (Codeplex) – limited to flat lists (like 2010)29
- 30. 1. Leverage custom metadata in search & navSample taxonomy mgt tool connector (SmartLogic)30
- 31. 1. Leverage custom metadata in search & navAdvanced search31
- 32. 1. Leverage custom metadata in search & navMetadata mappingAllows metadata to correlate between sourcesProvides a way to surface in Advanced Search 32
- 33. 1. Leverage custom metadata in search & navCreating managed propertyAdd column to the index Exposes the column in advanced searchEnables showing the column in search results views33
- 34. 1b. Filtering lists & libraries Metadata columns can be used to filter lists & libraries, create viewsCan link to saved views2010: library key filters in left hand nav – like top filters but can type in 34
- 35. 2. Using metadata to drive content displayPre-constructed searches that look like navigation Content Query Web Part – shows content based on a searchof content with specified attributesExcellent for creating “related content” areas or specific sub-setsAggregating content from across multiple areasCan filter on content types & metadata fieldsUse custom XSLT to styleCan also use RSS feeds35
- 36. 2. Using metadata to drive content display36
- 37. 3. Use best bets & the thesaurusEasiest way to enhance search resultsLook at search logs to identify:Common null result searchesDifferences in terminologyIndications of strange search resultsUse the thesaurus to link term variants together & expand search resultsUse the best bets to point to most popular item & circumvent result browsing in most cases37
- 38. 3. Use best bets & the thesaurusExample: term “holiday” is used 144 in the April 2009 search logs in multiple variations stat holidaysobserved holidaysholidayspaid holidayscorporate holidaysCould link many of these via thesaurusLink to holiday calendar with best bet38
- 39. 4. Auto taggingUsers hate to enter metadataMake it as automatic as possibleWorkflow to automate content taggingCustom event handler to apply pre-configured metadata patternsUser profilesAuto-tagging add-on/connectorTaxonomy management toolsAdd-ons: e.g. Cogniva (www.cogniva.ca) 39
- 40. 4. Auto-taggingDocuments can be auto-classified in SharePoint based upon policiesE.g. from SmartLogic40
- 41. 4. Auto-taggingAuto-classify results shown in Edit Properties dialogCan be manually edited using Add or Remove41
- 42. 4. Auto-tagging2010Can add default metadata values to a content type at the list/library levelAuto-select & hide field possible42
- 43. A final word on selecting add-ons…Figure out what you truly need based on requirements before running out and asking for demos43
- 44. 5. PersonalizationUser profile asks them to select metadata values to describethemselves© Earley & Associates 2010
- 45. 5. PersonalizationPersonalized intranet landing page45© Earley & Associates 2010
- 46. 5. PersonalizationIn-page personalizationPages prioritize news, links, content that matches profile selections
- 47. ConclusionsDon’t skip IA process just because it’s SharePointMaster OOTB features firstKeep your eye on consistency across sites, site collections through governanceSelect tools based on high-value requirements© Earley & Associates 200947
- 48. Other resources & downloads - 2007SharePoint IA Jumpstart Series – 4 free recordingshttp://www.earley.com/webinars/jumpstarts/sharepoint-search-and-information-architectureSharePoint Search Portalhttp://sharepointsearch.com/default.aspxSharePoint End User Content Team (MSFT)http://sharepoint.microsoft.com/blogs/GetThePoint/default.aspxWSS Demo (Metadata and Content Types)http://www.wssdemo.com/Pages/metadata.aspxCodeplex: www.codeplex.com48
- 49. Other resources & downloads - 2007Taxonomy Tagging Starter Kithttp://cks.codeplex.com/Release/ProjectReleases.aspx?ReleaseId=2830Popular Page Web Parthttp://popularpages.codeplex.com/Planning Templateshttp://technet.microsoft.com/en-us/library/cc262451.aspx49
- 50. Notable blogsConsejohttp://blog.consejoinc.comEarley & Associateshttp://www.earley.com/blogCMS Watchhttp://www.cmswatch.com/SharePoint/trendsSharePoint Team Bloghttp://blogs.msdn.com/sharepoint/50
- 51. Other resources & downloads 2010MSDN metadata management overview:http://msdn.microsoft.com/en-us/library/ee559337%28office.14%29.aspxShort overview of metadata management in 2010:http://www.cmswire.com/cms/document-management/overview-sharepoint-2010-metadata-and-taxonomy-management-006015.phpHow to configure navigation hierarchies & key filtershttp://www.iotap.com/sp2010/Blogs/tabid/470/EntryId/163/Metadata-based-Navigation-in-Sharepoint-2010.aspx51
- 52. Communities & EventsCommunities of PracticeTaxonomy: www.finance.groups.yahoo.com/group/TaxoCoPSharePoint IA: www.tech.groups.yahoo.com/group/SharePointIACoPSearch: www.tech.groups.yahoo.com/group/SearchCoPUpcoming WebinarsTaxonomy Community of Practice serieswww.earley.com/webinarsJuly 7, 2010 – Taxonomy for SharePoint 2010 Technology Showcase serieswww.earley.com/webinars/technology-showcaseMarch 30, 2010 – SharePoint Search (recording available)52
- 53. Tool listSmartlogic (www.smartlogic.com) - taxoSynaptica (www.synapticacentral.com/) - taxoWordmap (www.wordmap.com) - taxoSchemaLogic (www.schemalogic.com) - taxoMetaVis (www.metavistech.com) Ontolica (www.ontolica.com) - searchConcept Searching (www.conceptsearching.com)Cogniva (www.cogniva.ca) - taggingSharePart XXL (www.sharepartxxl.com) - taggingKwizcom (www.kwizcom.com) - tagging© Earley & Associates 200953
- 54. About Earley & Associates, Inc. Consulting Philosophy:
- 55. Organizing Principles based on business context and goals
- 56. Four Pillars - People, Content, Process, and Technology
- 57. Focus: Information Architecture (“IA”) Services
- 58. Founded: 1994
- 59. Personnel: Twenty core team consultants, plus a network of other top industry experts
- 60. ECM and KM experts
- 62. search experts
- 67. Headquarters: Boston, MA54
Editor's Notes
- #45: You can also user taxonomy-driven personalization in portals… even SharePoint (with a little customization). Users self-describe themselves in a profile, selecting values from controlled vocabularies to define their location, roles, topics of interests – anything really, and that info can be used to create personalized landing pages – showing them only the news that’s relevant to their job, their topics, their location. You can do it outside of the personalized landing page as well – other pages can alter when a user navigates to them based on their taxonomy preferences… changing what content is shown in a particular content widget.