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Understand the Metadata…Be the Metadata…
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About the Presenter
Jason McKinneySenior SharePoint / ECM Consultant, McGladrey
Based out of downtown Minneapolis office
5 Years of SharePoint / ECM Consulting Experience
Implementations range from 25 to 45,000 users
- Intranets, Extranets, Public Facing, Customer Portals, etc.
Technology ‘Geek’
- Always trying to stay on the e of technology but keep a sense of humor along the
way
Follow / Reach Me
[email protected] linkedin.com/in/jasonmckinney
@jsnmckinney http://www.moderntoad.com
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A Usual Metadata Definition
“The term metadata is an ambiguous term which is used for two
fundamentally different concepts. Although the expression "data
about data" is often used, it does not apply to both in the same
way. Structural metadata, the design and specification of data
structures, cannot be about data, because at design time the
application contains no data. In this case the correct description
would be "data about the containers of data". Descriptive
metadata, on the other hand, is about individual instances of
application data, the data content. In this case, a useful
description would be "data about data content" or "content
about content" thus metacontent.”-Wikipedia
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The way I like to describe it
Let’s make things easier to find by adding “tags” of information related to it.
Favorite Example: When uploading a song to your preferred music library; there
are a number of ways you’d like to find it:- Song Name- Artist- Album- Genre- Year
This information is metadata!
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The Typical (Worst) Repositories
E:/OnMyHardDrive/NotInSharePoint/GrowingEveryDay/ WhenILeaveYouWillNotFindWhatYouNeedInThisMess/ SomeOfTheInformationRelatesToContractsWorthBig$$ToOurCompany
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Metadata to the Rescue!
Throw the folders away! Flatten the structure
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Metadata to the Rescue!
Improve visibility across teams & levels- Need to strategies not only how you will find it, but how
OTHERS will find it
Improve (instant) Search Results- Search can be your friend or worst enemy; let’s take advantage
of what it has to offer
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So What Do I Get Out of Today?
Focus on the options
Visibility to what SharePoint has to offer- Feature sets across Foundation & Server
Get the thinking caps on for your business- Give you the power to architect a metadata solution for your
business’s requirements
Not providing solution for your business- We can always talk about your specific needs
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What Types of Metadata
Column Types (OOTB) Blue
− SharePoint Foundation Green
− SharePoint Server Enterprise
In the SharePoint realm Columns are Metadata, so I may switch between terms throughout presentation.
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Creating a “Relationship” in SharePoint
Lookup Columns Unique Values Multiple Selections Additional Columns (2010) Enforce relationship behavior
(2010)
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Some Metadata We Forget About…
Approval Draft / Pending / Approved Comments on latest
Approval
Check in/out Who’s working on it now? Comments on latest check
in
Versioning Current version # Comments on latest version
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Some Metadata We Forget About…
Created When By who Can retain original date with
tools
Modified Last modified By who
Workflow Status In progress to completed Custom Messages
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How Do We Take Advantage of Metadata?
Instant Filter of Columns within List Views Most columns can filtered or sorted
List / Library Views Highly customizable views of columns and other organization Filter, sort, group by columns Choose Specific Columns to Display Able to filter by logged in person for tailored views Many consider SharePoint views a reporting lite
Personal Views Users are able to create their own views
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How Do We Implement These?
Sections for Today
List / Library Columns- Customizing a single list and library
Content Types with Site Columns- Shared across sub sites- Leverage publishing to go across site collections
Managed Metadata- SharePoint farm-wide metadata repository- Ability to share across farms
Note: Everything is out of the box / browser based today.
Demonstration
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List/Library Columns
Pros Isolated to single list or library Allow end users to highly customize lists / libraries Easy to template and reuse across sites Available across all versions of SharePoint Quick updates via datasheet view
Cons Templates do not inherit / changes do not roll out Limited column options in server versions Require high security permission on list / library to edit
Demonstration
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Site Columns & Content Types
Pros Globally managed (columns, workflows, retention policies) Child sites are able to inherit (including lookup information) Document content types can host separate templates Publishable across multiple site collections
Cons Not able to roll-up to parent sites Publishing content types do not sync lookups Not able to template across farms Require high security permission on site or site collection to
edit
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Managed Metadata – How it Breaks Down…
1. Groups Group a number of term sets Allow security permissions Great for separate business teams
/ business processes
2. Term Sets Selectable set within group Ideal for category organization
3. Terms Selectable tags
4. Children Terms Selectable metadata tags Allowed up to 7 per term
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Managed Metadata – What Can We Do With Terms?
Copy Term: Creates a Copy within
this Term Set Reuse Term: Creates a copy and
allows it to be place in any Term Set Merge Term: Content that is tagged
with the two terms is automatically
updated to reflect this change. Deprecate Term: Disables the term to
be used anymore, but keeps it tagged
to existing items. Move Term: Move the term to another
Term Set Delete Term: Remove this term. It is
recommended to Depreciate Terms
rather than delete if it has been
leveraged in the site.
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Managed Metadata – Additional Benefits
Enterprise Keywords Allow users to add any
keywords alongside the items in order to allow them to add any metadata as needed. Suggestions will be made from previous entries & reports can be run to promote frequently used terms.
Ratings Allow users to rate items
throughout the site and track how many ratings per item.
Demonstration
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Managed Metadata
Pros Globally managed (cross farm as well) Consolidates information typically in multiple drop down fields Granular security permissions Able to be controlled across various site collections Auto-complete suggestions (no need for long drop downs) Allows item ratings Allows unique keywords to be associated without prior creation
Cons Bulk updates via data view disabled (some would see as pro). Not able to sync back to other repositories (OOTB)
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Business Connectivity Services (BCS)
What is it? The ability to read / add / update data into a list view directly
from a SQL or other data sources Wizard like setup / configuration via SharePoint Designer Lookup with Picker for metadata components
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Thank You! Feel Free to Reach Out…
Jason McKinneySenior SharePoint / ECM Consultant, McGladrey
Enjoy the rest of your sessions! Check out the McGladrey booth! Please remember to fill out surveys! Slide deck will be available via my blog (today) or SharePoint Saturday
site soon!
Follow / Reach Me
[email protected] linkedin.com/in/jasonmckinney
@jsnmckinney http://www.moderntoad.com
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