SPSDURHAM14 - Taming Your Taxonomy in SharePoint

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Published on May 3, 2014

Author: jonralton

Source: slideshare.net

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SharePoint Saturday Durham - May 3, 2014

Taming Your Taxonomy in SharePoint Jonathan Ralton

TAMING YOUR TAXONOMY IN SHAREPOINT Jonathan Ralton BlueMetal 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 jonathanr@bluemetal.com 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 Architecture 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… 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 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 Columns Metadata

IN PRACTICE… Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy

LET’S IGNORE…  Content Type Publishing  Managed Metadata (Import, Navigation…)  Folksonomy  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

Name Parent Name Group System #N/A _Hidden Document Collection Folder Folder _Hidden System Page #N/A _Hidden System Page Layout #N/A _Hidden System Master Page #N/A _Hidden Audio Rich Media Asset Digital Asset Content Types Image Rich Media Asset Digital Asset Content Types Rich Media Asset Document Digital Asset Content Types Video Rich Media Asset Digital Asset Content Types Document Item Document Content Types List View Style Document Document Content Types Form Document Document Content Types Picture Document Document Content Types Master Page Document Document Content Types Wiki Page Document Document Content Types Basic Page Document Document Content Types Web Part Page Basic Page Document Content Types Link to a Document Document Document Content Types Dublin Core Columns Document Document Content Types Document Set Document Collection Folder Document Set Content Types Folder Item Folder Content Types Discussion Folder Folder Content Types Summary Task Folder Folder Content Types Announcement Item List Content Types Comment Item List Content Types Contact Item List Content Types East Asia Contact Item List Content Types Event Item List Content Types Issue Item List Content Types Item System List Content Types Link Item List Content Types Message Item List Content Types Post Item List Content Types Reservations Event List Content Types Schedule Event List Content Types Schedule and Reservations Event List Content Types Task Item List Content Types Page System Page Publishing Content Types Page Layout System Page Layout Publishing Content Types Publishing Master Page System Master Page Publishing Content Types

CONTENT TYPES – INHERITANCE Item 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 1.1.1 Site 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 Letter Ad 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 Content 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.docx Link 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 1.1.1 Site 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’/Static Name vs. ‘Display Name’/Title

QUICK EXPLORATION

METADATA def·i·ni·tion [dèffə nísh'n]

METADATA “data about data” – dictionary.com

METADATA Content Types Site Columns Metadata

METADATA – PROCESS 1. Identify common elements 2. Identify unique elements 3. 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

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 UP Information Architecture Content Architecture Taxonomy

WRAPPING UP Taxonomy Structure Organize Label Categorize Group

WRAPPING UP Taxonomy Findability Usability

WRAPPING UP Plan Ahead!

WRAPPING UP Document!

QUESTIONS

Join us right after the event at Tyler’s Restaurant & Taproom! Socialize and unwind after our day of learning. 324 Blackwell St, Durham, NC 27701

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 LIMITS Limit Limit Type SharePoint 2010 SharePoint 2013 Farm Content Databases Supported Not Specified 500 Site Collections Supported Not Specified 500,000 Personal Sites 250,000 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 Sites 2,500 Non-Personal Sites Items Supported 60,000,000 60,000,000

KEY SHAREPOINT LIMITS Limit 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 LIMITS Limit 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 Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata

KEY SHAREPOINT LIMITS Limit 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

LINKS SharePoint 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

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