SharePoint Saturday New York City 2014 #SPSNYC. Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton

Transcription

1 SharePoint Saturday New York City 2014 #SPSNYC Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton Fotopedia.com

2 Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton BlueMetal Architects

3 Agenda Setting the Stage Content Management Services Architecture Information Architecture Managed Metadata Service Term Store What s New Content Type Syndication Wrapping Up Questions

4 Setting the Stage Must Love Term Sets

5 ME

6 Presenter Jonathan Ralton Senior Information Architect SharePoint IT Pro since 2005 (WSS/SPS) No code! Document Management, Content Management, Knowledge blog.jonralton.net

7 YOU

8 Audience What role are you in? What are you hoping to learn?

9 Content Management Must Love Term Sets

10 Content Management SharePoint does this thing called Content Management

11 Content Management Business Process Automation Portals Social Co-Authoring External Collaboration Workflow Team Collaboration Incident Management Project Management Knowledge Management Enterprise Content Management Application Platform

12 Content Management FINDING CONTENT Navigation Search 50% 50%

13 Content Management What is it? Is it useful to me?

14 Content Management Findability Usability Information Architecture

15 1998 New Line Cinema Pleasantville

16 Wild Wild West 2014 Universal Studios

17 Content Management Farms Managed Properties Web Applications Crawled Properties Content Databases Managed Metadata Site Collections External Content Types Sites Content Types Lists Site Columns Libraries Document Sets Folders

18 Content Management We set up We put them together Content Types Content Types Site Columns Metadata Site Columns

19 Services Architecture Must Love Term Sets

20 Shared Service Provider (SSP) A web application that provides all of the services for SharePoint such as: Search User Profile Excel Services InfoPath Forms Services

21 Shared Service A component of the Shared Services Framework such as: Search User Profile Managed Metadata

22 Service Application In order to use a Shared Service, a Service Application must be provisioned Automatically using the Configuration Wizard Manually via Central Administration or Power Shell It consists of some or all of the following: An administrative interface An application pool One or more databases A physical instance (a running web service)

23 Service Application Proxy All Service Applications have a corresponding Service Application Proxy An object that a service consumer (i.e.: web part, object model, code) uses to connect to a Service Application

24 QUICK EXPLORATION

25 Service Application Description SharePoint Foundation SharePoint Server Standard SharePoint Server Enterprise Access Services Lets users view, edit, and interact with Access databases in a Web browser. Business Data Connectivity Service Gives access to line-of-business data systems. Excel Services Application Lets users view and interact with Excel files in a Web browser. Managed Metadata Service Manages taxonomy hierarchies, keywords and social tagging infrastructure, and publish content types across site collections. PerformancePoint Service Application Provides the capabilities of PerformancePoint. Search Service Crawls content, produces index partitions, and serves search queries. Secure Store Service Provides single sign-on authentication to access multiple applications or services. State Service Provides temporary storage of user session data for SharePoint Server components. Usage and Health Data Collection Service Collects farm wide usage and health data, and provides the ability to view various usage and health reports. User Profile Service Adds support for My Sites, profile pages, social tagging and other social computing features. Visio Graphics Service Lets users view and refresh published Visio diagrams in a Web browser. Web Analytics Service Provides Web service interfaces. Word Automation Services Performs automated bulk document conversions. Microsoft SharePoint Foundation Subscription Settings Service Provides multi-tenant functionality for service applications. Tracks subscription IDs and settings for services that are deployed in partitioned mode. Deployed through Windows PowerShell only.

26 Advancements ⓬ ⓮⓯ Redundancy Multiple application servers can have a physical instance (a running web service) of the same service application Isolation No longer a single point of failure as with SSP A web application does not have to consume all the available service applications

27 Advancements ⓬ ⓮⓯ Delegation Can give users access to manage only certain service applications Flexibility A single web application can consume multiple instances of the same type of service application

28 Advancements ⓬ ⓮⓯ Performance/Resources Only the services needed must be deployed Reuse Some service applications can be consumed across farms

29 Logical Architecture

30 Logical Architecture 1. You can deploy only the service applications that are needed to a farm. 2. Web applications can be configured to use only the service applications that are needed, instead of all the services that have been deployed. 3. You can deploy multiple instances of the same service in a farm and assign unique names to the resulting service applications. 4. You can share service applications across multiple Web applications within the same farm.

31 Logical Architecture Enterprise Services Farms Specialized Service Farms Cross-Organization Farms SharePoint 2013 Service Applications consumed by SharePoint 2010 farms or SharePoint 2010 sites on SharePoint

32 Service Architecture The Managed Metadata Service is a Service Application

33 Information Architecture Must Love Term Sets

34 Information Architecture Qualities Structured Organized Methods Grouping Classification Categorization Goals Make findable Make usable

35 def i ni tion [dèffə nísh'n] TAXONOMY

36 Taxonomy a classification into ordered categories dictionary.com

37 Taxonomy a hierarchical classification of words, labels, or terms that are organized into groups based on similarities Microsoft

38 Taxonomy A way to group things together

39 Taxonomies May be defined and centrally managed by one or more individuals Useful because they provide a logical, hierarchical structure of metadata that can be used to classify information consistently

40 def i ni tion [dèffə nísh'n] FOLKSONOMY

41 Folksonomy the classification that results when Web site users collaboratively apply words, labels, or terms to content on a site Microsoft

42 Folksonomies Can be useful because it taps the knowledge and expertise of site users and content creators Enables content classification to evolve with the users changing business needs and interests

43 Approach Taxonomies Formal Centrally managed Hierarchical Folksonomies Collaborative Tagging freely Managed Terms Term Sets Enterprise Keywords Social Tagging

44 Managed Metadata Service Must Love Term Sets

45 Overview Term Store Content Type Syndication Managed Metadata Service

46 Overview Term Store We can centrally manage/govern taxonomy and folksonomy Content Type Syndication Via the Content Type Hub, we can centrally manage/govern definitions of types of content and various properties about those types such as workflow, retention policies, and metadata

47 Term Store Must Love Term Sets

48 Anatomy 14 (SharePoint 2010) 15 (SharePoint 2013)

49 def i ni tion [dèffə nísh'n] TERM

50 Term a word or a phrase that can be associated with an item Microsoft

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53 Terms Has a unique ID (GUID) Can have many different text labels (synonyms) On a multi-lingual site, it can have labels in different languages

54 Terms 1. Managed Terms Usually pre-defined Can only be created by users who have the appropriate permissions Often organized into a hierarchy 2. Enterprise Keywords Words or phrases that were added to SharePoint items Part of a single, non-hierarchical term set that is named the keyword set 3. Hashtags Words or phrases that were added to Office documents Part of a single, non-hierarchical term set that is named the hashtag set

55 QUICK EXPLORATION

56 def i ni tion [dèffə nísh'n] TERM SET

57 Term Set a collection of related terms Microsoft

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62 Term Sets Has a unique ID (GUID) Can specify that a column must contain a term from a specific term set

63 Term Sets Closed Users cannot add new terms to them when they are entering a value for a column that is mapped to the term set Open Users can add new terms to the term set when they are updating the value for a column that is mapped to the term set

64 Term Sets Local Term Set Created within the context of a site collection For example, if you add a column to a document library, and create a new term set to bind the column to, the new term set is local to the site collection that contains the document library Global Term Set Created outside the context of a site collection For example, the term store administrator could create a term set group that is named Human Resources and designate a person to manage the term set group. The group manager would create term sets that relate to Human Resources, such as job titles and pay grades in the Human Resources term set group

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66 def i ni tion [dèffə nísh'n] GROUP

67 Group a set of term sets that all share common security requirements Microsoft

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69 Groups Has a unique ID (GUID) Only users who are designated as contributors to a specific group can manage term sets that belong to the group or create new term sets within it Organizations should create unique groups for term sets that will have different access/security needs

70 Term Store Centralize Management We can set up a centrally managed/unified structure for metadata for multiple farms Delegate Management We can isolate different structures for metadata and give certain users the ability to manage their own areas of expertise/interest

71 Term Store Make your life easier We can use tags and term sets across SDLC levels Requires being strict Introduce DEV elements carefully Make your life complicated We can isolate the tags and term sets at each SDLC level May be desired Requires migration

72 QUICK EXPLORATION

73 def i ni tion [dèffə nísh'n] MANAGED METADATA

74 Managed Metadata a way to refer to the fact that terms and term sets can be created and managed independently from the columns themselves Microsoft

75 Managed Metadata A service application group can include multiple Managed Metadata service applications The sites within the Web applications display taxonomy, social tagging, and other features from both Managed Metadata service applications Unlike other cross-farm services, Web parts by default include data from multiple Managed Metadata service applications

76 Managed Metadata Managed Metadata is one of the service applications that is typically deployed for dedicated use by a specific team or department To allow a team or department to manage their own taxonomy, hierarchies, keywords... SharePoint combines the results of multiple Managed Metadata service applications, so taxonomies, content types, and other elements can be shared across an organization

77 def i ni tion [dèffə nísh'n] TAGGING

78 Tagging the act of applying metadata to an item Microsoft

79 Tagging Consistency Discoverability Flexibility

80 What s New Must Love Term Sets

81 Advancements ⓮ ⓯ User Interface Pinned Terms Custom Properties Multi-Lingual Support Managed Navigation Hashtags Tag Profiles Datasheet View Support Taxonomy API

82 User Interface Buttons have moved from persistent on every page to the ribbon

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85 Pinned Terms Reused Term Leverage same term in more than one location Source can be changed Allows for editing of the term s label and other properties in the reused location(s) Pinned Term Leverage same term in more than one location Must pin with children (if any) Source can be changed Cannot edit term s label and other properties in the pinned location(s)

86 QUICK EXPLORATION

87 Custom Properties Can be instantiated on terms and term sets Not a replacement for projected fields Need to write custom code to leverage/expose

88 QUICK EXPLORATION

89 Multi-Lingual Support Debuted with the inception of Managed Metadata, but now can take advantage of the Machine Translation Service

90 Managed Navigation Drive a site collection s navigation from a term set Pass term to target page catalog item page furls Site Feature

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94 QUICK EXPLORATION

95 Hashtags Aggregation similar to Twitter No Yammer Support

96 QUICK EXPLORATION

97 Tag Profiles Now use search

98 QUICK EXPLORATION

99 Datasheet View Support Finally can input/edit managed metadata columns in datasheet view

100 QUICK EXPLORATION

101 Taxonomy API Access via Client Side Object Model (CSOM) REST Power Shell

102 Content Type Syndication Must Love Term Sets

103 Content Type Publishing Advantages Manage Enterprise Content Types across site collections, web applications, and farms High governance/control Higher reuse Disadvantages Inheritance/Publishing Workflows Lookup Columns Backup/Restore/Disaster Recovery

104 Site Based Retention Policies Compliance features of SharePoint have been extended to sites We can create and manage retention policies, and they will apply to SharePoint sites and any Exchange Server 2013 team mailboxes that are associated with the sites

105 Additional Considerations Must Love Term Sets

106 Term Set Import Great way to get started Can specify hierarchies Possible but limited Can t specify synonyms Can t specify custom properties Can t set custom sort order Can t leverage reused terms, pinned terms Can t influence GUID assignment No export without third party tool

107 Term Store Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Maximum number of levels of nested terms in a term store Maximum number of term sets in a term store Maximum number of terms in a term set Supported 7 7 Supported 1,000 1,000 Supported 30,000 30,000 Note: Additional labels for the same term, such as synonyms and translations, do not count as separate terms. Total number of items in a term store Supported 1,000,000 1,000,000 Note: An item is either a term or a term set. Additional labels for the same term, such as synonyms and translations, do not count as separate terms. You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store. Maximum number of variation labels in a term store Maximum number of terms in managed navigation term set Supported n/a 209 Supported n/a 2,000

108 Site Columns Considerations Choice Lookup When to use which type? Managed Metadata

109 Site Columns Considerations Choice Column Plain text Does not update No metadata about choices

110 Site Columns Considerations Lookup Column ID;#Value Does update Metadata about choices Projected Fields Expand scope of List, but not across Site Collections Possibility for cascading lookups

111 Site Columns Considerations Managed Metadata Column Hierarchy of terms Scope across site collections, web applications, farms No metadata about choices in 2010 Custom Properties in 2013 Can assist with navigation No InfoPath support No Datasheet View support in 2010 Microsoft Office 2007 and earlier Document Information Panel Folksonomy possibilities

112 Wrapping Up Must Love Term Sets

113 Wrapping Up Findability Usability Information Architecture

114 Wrapping Up The Managed Metadata Service can be used to advance your content management and social goals via taxonomies and folksonomies as well as content type syndication

115 1986 Paramount Pictures

116 1986 Paramount Pictures

117 1986 Paramount Pictures

118 Blog Article SharePoint Managed Metadata Import Files bit.ly/spmmimport

119 Questions Must Love Term Sets

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123 Reference Must Love Term Sets

124 Resources SharePoint 2010 SharePoint 2013 Introduction to Managed Metadata Managed Metadata Overview Managed Metadata Planning Managed Metadata Service Application Overview Introduction to Managed Metadata Managed Metadata Overview Managed Metadata Planning Managed Metadata Service Application Overview Managed Navigation Overview Introduction to Content Type Publishing Manage Content Type Publishing Configure Enterprise Metadata and Keyword Settings for a List or Library

125 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

126 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

127 Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Site Collection Sites Supported 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

128 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

129 Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Document Size Boundary 2 GB 2 GB Major Versions Supported 400, ,000 Minor Versions Boundary Coauthoring Concurrent Editors Threshold Page Web Parts Threshold Security SharePoint Groups per User Supported 5,000 5,000 Active Directory Groups or Users per SharePoint Group Supported 5,000 5,000

130 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 Discontinued Features and Functionality Guidance for Modifying Pre-Defined Taxonomy SharePoint Maturity Model bit.ly/1bhrlkr bit.ly/17khauw

131 Links My Enterprise Content Management (ECM) Resources My Knowledge Management (KM) Resources My Records Management Resources (RM) My SharePoint Resources My Web Content Management (WCM) Resources Click Here Click Here Click Here Click Here Click Here