1.Playing Tag:Managed Metadata and Taxonomies in SharePoint 2010BA Insight WebcastJuly 2011Chris McNulty

2. AgendaMetadata definitions and taxonomyUsage scenariosFolksonomy usageTaxonomy managementTags and social networkingContent type hubs and publishingConfiguration Overview & Design Tips (4)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 3. What is metadata? Literally, after data In practical usage, it means data about data For SharePoint, it usually means data that describes orclassifies other data (lists) or documents (libraries)(5)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 4. Wait, what was SharePoint again? (6)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #kmasp2010 5. Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Business Connectivity ServicesStandards Support InfoPath Form Services External Lists Workflow SharePoint DesignerSitesTagging, Tag Cloud, Ratings Visual StudioSocial Bookmarking API Enhancements REST/ATOM/RSSComposites CommunitiesBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg BrowserPerformancePoint ServicesInsights ContentExcel ServicesChart Web PartVisio ServicesWeb AnalyticsEnterprise Content TypesSearch Metadata and NavigationSQL Server IntegrationPowerPivot Document Sets Multi-stage DispositionSocial Relevance Audio and Video Content TypesPhonetic SearchRemote Blob StorageNavigation List EnhancementsFAST IntegrationEnhanced Pipeline 6. SharePoint Information Architecture(http://intranet) (8)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #kmasp2010 7. Terminology Taxonomy A formal hierarchy of terms and tags, usuallycentrally administered and defined Folksonomy - Informal list of ad-hoc tags or terms,usually built up over time through user defined keywords(Thomas Vanderwal peoples taxonomy) Ontology - Formal representation of knowledge as a setof concepts within a domain, and the relationshipsbetween those concepts Term Store A database that houses taxonomies Term Set The second level of a taxonomy Term (a/k/a tag) An element of the defined taxonomy (9)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 8. SharePoint Content Terminology Content Type A reusable collection of settings andrules applied to a certain category of content inSharePoint. Content Type Hub A site collection which operatesas a central source to share content types across theenterprise Content Type Syndication Publishing content typesacross multiple sites, site collections, web applicationand/or farms. (10)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 9. The bright frontier - 2010 Managed Metadata Service Centralized enterpriserepository for taghierarchies andkeywords Publish and subscribemodel for distributedcontent types(12)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 10. Scenario: Growth of an Information Architecture New company starts todevelop products X21 Screen Cleaner is Products Product Informationthe first product Products team has aSharePoint site with afolder for productinformation Simple storage andnavigation(13)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 11. Scenario: Growth of an Information Architecture Company hires its firstmarketing specialistProducts Adds a folder to theProduct Informationlibrary for marketingcontentMarketing Information Multiple products, butall information still inone spot(14)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 12. Scenario: Growth of an Information Architecture In six months,marketing grows to adepartment, gets itsProductsProduct Informationown siteMarketing Document physicalMarketing Informationstorage becomes defacto taxonomy(15)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 13. Information Architecture Questions Im in the marketing group, and I just finished a newproduct sheet for the X-21 project do I keep it on mysite, or on the products site, or save it to both places? Im in the product group, and theres a productinformation sheet for the X21 Screen Cleaner is thatthe most recent version, or do I have to double check onanother site? Im searching for information on the X-21 product dowe call it X21, or X-21? Why cant we use both?(16)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 14. The answer. 15. Using MMS Taxonomy Add from commonbutton Select from list tortype-ahead Consume from views,navigation, and search!(18)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 16. IA Answers - Demo Tag sharing across multiple sites/collections Products and Screen Cleaners (19)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 17. Folksonomy Informal list of ad-hoctags or terms, usuallybuilt up over timethrough user definedkeywords Centrally stored in theMMS application Easily enabled option forall document libraries Can also be applied tocontent outsideSharePoint(20)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 18. Social tagging Tags areaggregated toeach usersprofile page Tags haveprofile pages Tags can befollowed justlike people inSharePoint socialnets(21)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 19. Search Tags areautomaticallycrawled properties All tags and termsare available as lefthand refinements Use metadata tostart your searchwith precision(22)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 20. DemoAdding Managed Keywords to a libraryTagging and termsNavigationSearchTags on personal profilesTag profiles(23)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved.Twitterhashtag: #sptechcon 21. Taxonomy Administration Creating and managingterms and term sets Attaching to a library Taxonomy navigation(24)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spshartford 22. Taxonomy Operations Term sets can be copied,relocated, and reusedfrom existing terms Terms can be copied,reused, merged,deprecated, etc. Keywords (folksonomy)can be moved into amanaged term set ordeleted(25)Twitter hashtag: Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spshartford 23. Content Type Hubs Define one master site Managed Metadata Service Applicationcollection to housemaster content types Publish and Primary Site CollectionContent Type Hubsynchronize acrossmultiple farm and or Other Site Collectionsite collections Local Content Types Subscribed Content Types (26)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 24. Demo Central Admin / Site Admin Term sets and terms Metadata fields Navigation (27)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 25. Best Design Practices 26. Design - Shared Service Applications 2007 Shared ServicesUser ProfilesProvider splits upSearch Metadata Each of its elementsExcel Calc(including MMS) is now aVisioShared ServiceApplication (SSA) Recordsmgrs/librarians/infoarchitects can administermetadata withouthttp://globalweb http://itportalbecoming farm admins (33)Twitter hashtag:Copyright 2011 Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon 27. Physical and Logical Design Use Content Type Organizer rule to move newdocuments based on initial tags Use taxonomy and metadata to drive informationlifecycle management processes (e.g. archiving) Improve browsability and search relevanceTwitter hashtag: 28. Programming & Customization C# use Microsoft.SharePoint.Taxonomy PowerShell Native web parts todisplay tag clouds Easily built webparts to addstatistics on tagusage Ask me for a sample!Twitter hashtag: 29. Dark Secrets of MMSTwitter hashtag: 30. Dark Secrets of MMS No granular security on tag definitions or tags as applied No meta-metadata You can define products and group them hierarchically, but you cant add a list price and then navigate or refine to find content by price Cant tag a tag, cant rate a tag, cant like a tag Cant organize personal tags Client application support limitations SharePoint Workspace 2010 can read but not write MMS tags InfoPath browser client cant read or write MMS tagsTwitter hashtag: 31. The 9 10 Some Adoption Rules1.Start small. Do NOT put everything in a term set.2.Find friendlies. Introduce keywords to users who understand the benefits3.Use default tags in context.4.External data. Use BCS if tag definitions are outside SharePoint (G/L codes)5.Understand the security model and dont put secret terms in a term store.6.Extend administrative access for nontraditional administrators (e.g. corporaterecords staff)7. Plan for and deploy centralized content types.8. If security requirements are simple - and document sharing is important, use theDocument Center to centralize document storage, and use content types andtags to classify docs.9. 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!10. Synonyms! Synonyms! Synonyms!11. Taxonomy does NOT belong to IT!!!Twitter hashtag: 32. Thanksand more info From Microsoft: SharePoint 2010 site: http://sharepoint.microsoft.com SharePoint Team Blog: http://blogs.msdn.com/sharepointFrom KMA (www.kma-llc.net) Monthly webinars on SharePoint 2010 Follow KMA on Twitter http://twitter.com/#!/KMALLC Like KMA on Facebook http://www.facebook.com/home.php#!/pages/Knowledge-Management-Associates-LLC/94463087794 Join KMAs Linked In group New England SharePointAnswers http://www.linkedin.com/groups?gid=1854454&trk=myg_ugrp_ovrFrom me cmcnulty@kma-llc.net / Twitter @cmcnulty2000 Blog http://blogs.kma-llc.net/microknowledge For more: SharePoint Saturday NYC July 30, 2011 (Project Server) Fairfield CT SPUG August 10, 2011 (BI) SharePoint Saturday DC August 11-13, 2011 (BI, ECM, Adoption, IT Admin, Project Server) NJSPUG September 14, 2011 (BI)Twitter hashtag: