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Findability in SharePoint: Integrating taxonomy and metadata for better information architecture
Stephanie LemieuxTaxonomy Practice Lead, Earley & Associates
Copyright 2010 Earley & Associates, Inc.
About me…
Taxonomy practice lead for Earley & Associates
Masters in Library and Information Studies (MLIS)
Clients include: Motorola, Ford Foundation, Hasbro, JC Penney, AstraZeneca, American Greetings
Author: Integrating Taxonomy with a CMS - Best Practices in Information Management
Blog: www.earley.com/blog/stephanie-lemieux
Copyright 2010 Earley & Associates, Inc.
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Agenda
A shout out to good IA practice…
SharePoint IA strengths & weaknesses2007 vs. 2010
Nuts & bolts of making IA work in SharePoint (2007 vs. 2010)TaggingTaxonomy management
Top 5 things to do with taxonomy & metadata in SharePointSearching with custom metadataDynamic content presentationFilters, views and navigationThesaurus & best betsAutotagging
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SharePoint is very easy to implementbadly
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Typical SharePoint Projects
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BizReqs Implementtttttttttttttttttttttttttttttttttt
Implement Business Req’s Implement Business
Req’s Implement
Joke courtesy of Lulu Pachuau:http://www.slideshare.net/LuluP/information-architecture-and-sharepoint
Where is the information architecture?
Copyright 2010 Earley & Associates, Inc.
RequirementsResearch
Use Cases & Personas
Site Map & Navigation Wireframes
Taxonomy
Content Modeling/Metad
ata
Prototyping/Testing
The IA Process
For SharePoint
Copyright 2010 Earley & Associates, Inc.
SharePoint IA Strengths
MOSS 2007 SP 2010
Easy to create new structures ✔ ✔
Navigation is largely automatic ✔ ✔
Many ways to consume content ✔ ✔
Federated search built-in ✔ ✔
Ability to leverage metadata in navigation & search
✔ ✔
Centralized metadata control ✔
Support for taxonomy & folksonomy tagging
✔
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Copyright 2010 Earley & Associates, Inc.
SharePoint IA Weaknesses
MOSS 2007 SP 2010
Very physically oriented ✗ ✗
Constructs bound to site collections ✗Metadata & tagging is simplistic – no hierarchy
✗
No metadata/taxonomy management ✗
OOTB search reflects all limitations ✗
Poor navigation & search UI design/UX (blind paths, search selections, etc.)
✗
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What do we need to achieve good IA?
A system that…
Supports control & standards
Allows users to easily tag content
Understands relationships
Hierarchy
Synonyms
Associations
Manages metadata & taxonomy values
Copyright 2010 Earley & Associates, Inc.
MOSS 2007 - No hierarchy or central standards
Metadata can only be stored as flat controlled vocabulary – no hierarchy possible
Content types and columns scoped to site collections
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Possible Possible Not Possible
MOSS does not understand that China is part of Asia Pacific
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MOSS 2007 - Native thesaurus
Expansions (a.k.a synonyms)
E.g. HR = Human Resources = Employee Relations
Replacements (a.k.a. use)
E.g. for NTK or W2K use Windows 2000
<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)
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Tagging in 2007
Tagging can only be flat lists, so to achieve hierarchy:CustomizationTagging add-on
Cascading lists
Hierarchical mimicry
http://www.kwizcom.com
http://sharepointsnippets.com/post/2009/01/Cascading-Dropdown---Configuration.aspx
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Tagging in 2010
Hierarchy possible
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What’s hot with 2010 tagging
Type-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!)
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What’s hot with 2010 tagging
Support for folksonomy with managed keywords (vs. managed metadata)
Feedback mechanisms to provide new terms (via email)
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What’s not…
Type-ahead can be very slow
Each 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 branches
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“Taxonomy management” in 2007
No place to storeTerm definitionsScope notesHistoryTranslations
Tagging with strings, not idsWhen you change a taxonomy value, you have to retag documents
Lists are specific to a site collection – can’t share
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What can we do?
Get an external taxonomy management tool that has a connector
Smartlogic (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 modeling
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Example of taxonomy management connector
Auto-tagging in Smartlogic
Tagging with Wordmap
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Taxonomy management in 2010
Centralized term store: share lists across site collections
Managed Metadata – hierarchical collection of predefined centrally managed terms that are applied by publishers as metadata attributes for content items
Managed Keyword - non-hierarchical wordor phrase that has been added to the keyword set directly by a system user
Term Store - database that houses Managed Terms and Keywords
Copyright 2010 Earley & Associates, Inc.
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Taxonomy management in 2010
Centralized term store: share lists across site collections
Group – 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 content
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Taxonomy management in 2010
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Taxonomy management in 2010
Can perform most typical taxonomy management functions
Managed keywords can be turnedinto managed terms
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Taxonomy import in 2010
comma 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 description
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Top 5 things to do with taxonomy & metadata
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1. Leverage custom metadata in search & nav
Faceted search & navigation are most popular mechanismsNavigate or refine search results based on metadata fields/taxonomy facets
2010: 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 thefold
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1. Leverage custom metadata in search & nav
Default includes children, but clicking on icon allows you to select parent only
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1. Leverage custom metadata in search & nav
2010 OOTB search refinements
Not hierarchical (can only select from flat list of tags)
Only shows tags from top 50 docs
Akward UI(selected items subtly outlined, need to reselect to remove…)
No counts shown
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1. Leverage custom metadata in search & nav
What about 2007?
Nothing available OOTB… need customizations/tools
Free add-on (Codeplex) – limited to flat lists (like 2010)
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1. Leverage custom metadata in search & nav
Sample taxonomy mgt tool connector (SmartLogic)
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1. Leverage custom metadata in search & nav
Advanced search
Copyright 2010 Earley & Associates, Inc.
1. Leverage custom metadata in search & nav
Metadata mappingAllows metadata to correlate between sourcesProvides a way to surface in Advanced Search
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Copyright 2010 Earley & Associates, Inc.
1. Leverage custom metadata in search & nav
Creating managed propertyAdd column to the indexExposes the column in advanced searchEnables showing the column in search results views
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1b. Filtering lists & libraries
Metadata columns can be used to filter lists & libraries, create views
Can link to saved views
2010: library key filters in left hand nav – like top filters but can type in
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2. Using metadata to drive content display
Pre-constructed searches that look like navigation
Content Query Web Part – shows content based on a searchof content with specified attributes
Excellent for creating “related content” areas or specific sub-setsAggregating content from across multiple areasCan filter on content types & metadata fieldsUse custom XSLT to style
Can also use RSS feeds
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2. Using metadata to drive content display
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3. Use best bets & the thesaurus
Easiest way to enhance search results
Look at search logs to identify:Common null result searchesDifferences in terminologyIndications of strange search results
Use the thesaurus to link term variants together & expand search results
Use the best bets to point to most popular item & circumvent result browsing in most cases
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3. Use best bets & the thesaurus
Example: term “holiday” is used 144 in the April 2009 search logs in multiple variations
stat holidaysobserved holidaysholidayspaid holidayscorporate holidays
Could link many of these via thesaurus
Link to holiday calendar with best bet
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4. Auto tagging
Users hate to enter metadata
Make it as automatic as possible
Workflow to automate content tagging
Custom event handler to apply pre-configured metadata patterns
User profiles
Auto-tagging add-on/connectorTaxonomy management toolsAdd-ons: e.g. Cogniva (www.cogniva.ca)
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4. Auto-tagging
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Documents can be auto-classified in SharePoint based
upon policies
E.g. from SmartLogic
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4. Auto-tagging
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Auto-classify results shown in Edit
Properties dialog
Can be manually edited using Add or
Remove
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4. Auto-tagging
2010
Can add default metadata values to a content type at the list/library level
Auto-select & hide field possible
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A final word on selecting add-ons…
Figure out what you truly need based on requirements before running out and asking for demos
Copyright 2010 Earley & Associates, Inc.
5. Personalization
User profile asks them to select metadata values to describethemselves
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5. Personalization
Personalized intranet landing page
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5. Personalization
In-page personalizationPages prioritize news, links, content that matches profile selections
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Conclusions
Don’t skip IA process just because it’s SharePoint
Master OOTB features first
Keep your eye on consistency across sites, site collections through governance
Select tools based on high-value requirements
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© Earley & Associates 2009
Copyright 2010 Earley & Associates, Inc.
Other resources & downloads - 2007
SharePoint IA Jumpstart Series – 4 free recordingshttp://www.earley.com/webinars/jumpstarts/sharepoint-search-and-information-architecture
SharePoint Search Portalhttp://sharepointsearch.com/default.aspx
SharePoint End User Content Team (MSFT)http://sharepoint.microsoft.com/blogs/GetThePoint/default.aspx
WSS Demo (Metadata and Content Types)http://www.wssdemo.com/Pages/metadata.aspx
Codeplex: www.codeplex.com
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Copyright 2010 Earley & Associates, Inc.
Other resources & downloads - 2007
Taxonomy Tagging Starter Kithttp://cks.codeplex.com/Release/ProjectReleases.aspx?ReleaseId=2830
Popular Page Web Parthttp://popularpages.codeplex.com/
Planning Templateshttp://technet.microsoft.com/en-us/library/cc262451.aspx
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Copyright 2010 Earley & Associates, Inc.
Notable blogs
Consejohttp://blog.consejoinc.com
Earley & Associateshttp://www.earley.com/blog
CMS Watchhttp://www.cmswatch.com/SharePoint/trends
SharePoint Team Bloghttp://blogs.msdn.com/sharepoint/
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Copyright 2010 Earley & Associates, Inc.
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Other resources & downloads 2010
MSDN metadata management overview:http://msdn.microsoft.com/en-us/library/ee559337%28office.14%29.aspx
Short overview of metadata management in 2010:http://www.cmswire.com/cms/document-management/overview-sharepoint-2010-metadata-and-taxonomy-management-006015.php
How to configure navigation hierarchies & key filtershttp://www.iotap.com/sp2010/Blogs/tabid/470/EntryId/163/Metadata-based-Navigation-in-Sharepoint-2010.aspx
Copyright 2010 Earley & Associates, Inc.
Communities & Events
Communities of PracticeTaxonomy: www.finance.groups.yahoo.com/group/TaxoCoP SharePoint IA: www.tech.groups.yahoo.com/group/SharePointIACoP Search: www.tech.groups.yahoo.com/group/SearchCoP
Upcoming WebinarsTaxonomy Community of Practice series
www.earley.com/webinarsJuly 7, 2010 – Taxonomy for SharePoint 2010
Technology Showcase series
www.earley.com/webinars/technology-showcase March 30, 2010 – SharePoint Search (recording available)
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Copyright 2010 Earley & Associates, Inc.
Tool list
Smartlogic (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
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© Earley & Associates 2009
Copyright 2010 Earley & Associates, Inc.
• Focus: Information Architecture (“IA”) Services
• Founded: 1994• Personnel: Twenty core team
consultants, plus a network of other top industry experts• ECM and KM experts• taxonomy specialists• search experts• information architects• usability professionals• technology consultants• business process experts
• Headquarters: Boston, MA
About Earley & Associates, Inc.
• Consulting Philosophy: • Organizing Principles based
on business context and goals
• Four Pillars - People, Content, Process, and Technology
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