SharePoint Saturday Connecticut 2015 #SPSCT photolandscapeviewjohnc.blogspot.com Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013 Jonathan Ralton All trademarks and registered trademarks are the property of their respective owners.
118
Embed
SPSCT15 - Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
SharePoint Saturday Connecticut 2015#SPSCT
photolandscapeviewjohnc.blogspot.com
Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
Jonathan Ralton All trademarks and registered trademarks are the property of their
respective owners.
Jonathan RaltonBlueMetal
Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
Connecticut
AgendaSetting the StageServices ArchitectureInformation ArchitectureManaged Metadata ServiceTerm Store
What’s NewContent Type SyndicationWrapping UpQuestions
Setting the StageMust Love Term Sets
YOU
Audience
What roles are you in?
What SharePoint phase are you in?
What are you hoping to learn?
ME
Presenter
Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005
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. ⃝?
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.
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
Terms1. 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 Office documents• Part of a single, non-hierarchical term set that is named the keyword set
3. Hashtags• Words or phrases that were added to SharePoint items• Part of a single, non-hierarchical term set that is named the hashtag set
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 farm tiers• Requires being strict• Introduce DEV elements into PRD
carefully
Make your life complicated• We can isolate the tags and
term sets at each farm tier• May be desired• Requires migration
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 few 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 w/Search
Datasheet View/Quick Edit Support
Taxonomy API
User Interface• Buttons have moved from persistent on every page to the ribbon
Reusing and Pinning
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 Set• Leverage same term set in more
than one location• Must pin with children (if any)• Source can be changed• Cannot edit term labels and
other properties in the pinned location(s)
Custom Properties• Can be instantiated on terms and term sets• Not a replacement for projected fields• Need to write custom code to leverage/expose
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
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
Term Store LimitsLimit Limit Type SharePoint 2010 SharePoint 2013Maximum 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• Can’t ‘re-point’ later
Lookup Column
Site Columns – Considerations
• Does update• 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• Can ‘re-point’ later
Managed Metadata Column
DEEPER EXPLORATION
Wrapping UpMust Love Term Sets
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
Wrapping Up
Information Architecture
Findability Usability
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.
Key SharePoint LimitsLimit Limit Type SharePoint 2010 SharePoint 2013Site CollectionSites Supported 250,000 250,000SharePoint Groups Supported 10,000 10,000Users Supported 2,000,000 2,000,000SiteSubsites Threshold 2,000 2,000Lists or Libraries 5,000 Not Specified
Blog Posts Supported 5,000 5,000Blog Comments Supported 1,000 1,000
Key SharePoint LimitsLimit Limit Type SharePoint 2010 SharePoint 2013List or LibraryItems Supported 30,000,000 30,000,000Items in a Folder 5,000 Not Specified
Items in a View Threshold 5,000 5,000Joins in a View Threshold 8 8Unique Security Scopes Threshold 50,000 50,000Columns Threshold 276 Single Line of Text
192 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