SPSNYC14 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

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Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

Jonathan Ralton

Jonathan RaltonBlueMetal Architects

Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013

AgendaSetting the StageContent ManagementServices ArchitectureInformation ArchitectureManaged Metadata Service

Term StoreWhat’s NewContent Type SyndicationWrapping UpQuestions

Setting the StageMust Love Term Sets

ME

Presenter

Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005

(WSS/SPS)• No code!• Document Management,

Content Management, Knowledge Management…

@jonraltonjonathanr@bluemetal.com

blog.jonralton.net

YOU

Audience

What role are you in?

What are you hoping to learn?

Content ManagementMust Love Term Sets

Content Management

SharePoint does this thing called

Content Management

Content ManagementBusiness Process

AutomationPortals Social

Co-Authoring

External Collaboration Workflow

Team Collaboration

Incident Management

Project Management

Content Management

50%50%

Finding ContentNavigation Search

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

Content Management

Information

Architecture

FindabilityUsability

Pleasantville

© 1998 New Line Cinema

Wild Wild West

© 2014 Universal Studios

Content Management

Farms

Web Applications

Content Databases

Site Collections

Sites

Lists

Libraries

FoldersDocument Sets

Site Columns

Content Types

External Content Types

Managed Metadata

Crawled Properties

Managed Properties

Content Management

We set up…

• Content Types• Site Columns

We put them together…Content Types

Site

Columns

Metadata

Services ArchitectureMust Love Term Sets

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

Shared Service

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

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)

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

QUICK EXPLORATION

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. ⃝C

Business Data Connectivity Service Gives access to line-of-business data systems. ⃝C ⃝C ⃝C

Excel Services Application Lets users view and interact with Excel files in a Web browser. ⃝C

Managed Metadata Service Manages taxonomy hierarchies, keywords and social tagging infrastructure, and publish content types across site collections.

⃝C ⃝C

PerformancePoint Service Application Provides the capabilities of PerformancePoint. ⃝C

Search Service Crawls content, produces index partitions, and serves search queries. ⃝C ⃝C

Secure Store Service Provides single sign-on authentication to access multiple applications or services. ⃝C ⃝C

State Service Provides temporary storage of user session data for SharePoint Server components.

⃝C ⃝C

Usage and Health Data Collection Service

Collects farm wide usage and health data, and provides the ability to view various usage and health reports.

⃝C ⃝C ⃝C

User Profile Service Adds support for My Sites, profile pages, social tagging and other social computing features.

⃝C ⃝C

Visio Graphics Service Lets users view and refresh published Visio diagrams in a Web browser. ⃝C

Web Analytics Service Provides Web service interfaces. ⃝C ⃝CWord Automation Services Performs automated bulk document

conversions. ⃝C ⃝C

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.

⃝C ⃝C ⃝C

http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx

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

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

Advancements ⓬ → ⓮⓯

Performance/Resources• Only the services needed must

be deployed

Reuse• Some service applications can

be consumed across farms

Logical Architecture

http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx

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.

http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx

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 2013

http://technet.microsoft.com/en-us/library/ee424403(v=office.15).aspx

Service Architecture

The Managed Metadata Service is a Service Application

Information ArchitectureMust Love Term Sets

Information Architecture

•Qualities• Structured• Organized

•Methods• Grouping• Classification• Categorization

•Goals•Make findable•Make usable

TAXONOMY

def·i·ni·tion [dèffə nísh'n]

Taxonomy

“a classification into ordered categories”

– dictionary.com

Taxonomy

“a hierarchical classification of words, labels, or terms

that are organized into groups based on similarities”

– Microsoft

Taxonomy

A way to group things together

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

FOLKSONOMY

def·i·ni·tion [dèffə nísh'n]

Folksonomy

“the classification that results when Web site users collaboratively apply words, labels, or terms to

content on a site”

– Microsoft

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

Approach

Taxonomies• Formal• Centrally managed• Hierarchical

• Managed Terms• Term Sets

Folksonomies• Collaborative• Tagging freely

• Enterprise Keywords• Social Tagging

Managed Metadata ServiceMust Love Term Sets

Overview

Term Store

Content Type

Syndication

Managed Metadata

Service

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

Term StoreMust Love Term Sets

Anatomy

14 (SharePoint 2010) 15 (SharePoint 2013)

TERM

def·i·ni·tion [dèffə nísh'n]

Term

“a word or a phrase that can be associated with an item”

– Microsoft

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

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

QUICK EXPLORATION

TERM SET

def·i·ni·tion [dèffə nísh'n]

Term Set

“a collection of related terms”

– Microsoft

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

set

Term Sets

ClosedUsers cannot add new terms to them when they are entering a value for a column that is mapped to the term set

OpenUsers can add new terms to the term set when they are updating the value for a column that is mapped to the term set

Term Sets

Local Term SetCreated within the context of a site collectionFor 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 SetCreated outside the context of a site collectionFor 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

GROUP

def·i·ni·tion [dèffə nísh'n]

Group

“a set of term sets that all share common security requirements”

– Microsoft

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

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

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

QUICK EXPLORATION

MANAGED METADATA

def·i·ni·tion [dèffə nísh'n]

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

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

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

TAGGING

def·i·ni·tion [dèffə nísh'n]

Tagging

“the act of applying metadata to an item”

– Microsoft

Tagging

Consistency

Discoverability

Flexibility

What’s NewMust Love Term Sets

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

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

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)

QUICK EXPLORATION

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

QUICK EXPLORATION

Multi-Lingual Support• Debuted with the inception of Managed Metadata, but now can take

advantage of the Machine Translation Service

It’s a Service

Application!

Managed Navigation• Drive a site collection’s navigation from a term set• Pass term to target page catalog item page• fURLs• Site Feature

QUICK EXPLORATION

Hashtags• Aggregation similar to Twitter• No Yammer Support

QUICK EXPLORATION

Tag Profiles• Now use search

QUICK EXPLORATION

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

QUICK EXPLORATION

Taxonomy API• Access via

• Client Side Object Model (CSOM)• REST• Power Shell

Content Type SyndicationMust Love Term Sets

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

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

Additional ConsiderationsMust Love Term Sets

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

Term Store Limits

Limit Limit Type SharePoint 2010 SharePoint 2013

Maximum number of levels of nested terms in a term store

Supported 7 7

Maximum number of term sets in a term store

Supported 1,000 1,000

Maximum number of terms in a term set

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

Supported n/a 209

Maximum number of terms in managed navigation term set

Supported n/a 2,000

Site Columns – Considerations

Choice

Lookup

Managed

Metadata

When to use which type?

Site Columns – Considerations

• Plain text• Does not update• No metadata about choicesChoice Column

Site Columns – Considerations

• ID;#Value• Does update•Metadata about choices• Projected Fields• Expand scope of List, but not

across Site Collections• Possibility for cascading lookups

Lookup Column

Site Columns – Considerations

• 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

Managed Metadata Column

Wrapping UpMust Love Term Sets

Wrapping Up

Information

Architecture

FindabilityUsability

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

Content accumulates pretty fast. If you don’t stop to think about this stuff and talk with your users, you could end up with a mess.

© 1986 Paramount Pictures

INFORMATION ARCHITECTURE

1. WORK WITH YOUR USERS

2. FOLLOW THE CULTURE

3. GAUGE EFFECTIVENESS AND ADJUST AS NEEDED

© 1986 Paramount Pictures

They’ll all think you’re a righteous dude.

© 1986 Paramount Pictures

Blog Article

SharePoint Managed Metadata Import Filesbit.ly/SPMMImport

QuestionsMust Love Term Sets

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ReferenceMust Love Term Sets

ResourcesSharePoint 2010 SharePoint 2013

Introduction to Managed Metadata Introduction to Managed Metadata

Managed Metadata Overview Managed Metadata Overview

Managed Metadata Planning Managed Metadata Planning

Managed Metadata Service Application Overview 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

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 Sites250,000 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 Sites2,500 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 Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata

276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 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