Taxonomy Management in SharePoint 2010
Jan 27, 2015
Taxonomy Managementin
SharePoint 2010
Slide # Enabling Intelligent Enterprises
Agenda
Time Topic
09:00 – 09:15 Introduction MicrosoftQuickstartNetwovenSchemalogic
09:15 – 10:15 Taxonomy ManagementPart - I
Niraj Tenany, NetwovenDrew Sutton, Netwoven
10:15 – 10:25 BREAK
10:25 – 11:10 Taxonomy ManagementPart - II
Drew Sutton, NetwovenNiraj Tenany, Netwoven
11:10 – 11:55 Overview of MetaPoint forTaxonomy Management
Rob Richardson, SchemaLogicMark Glover, SchemaLogic
11:55 – 12:05 Wrap Up, QA and Raffle
Slide # Enabling Intelligent Enterprises
December Seminar Sponsors
Event Sponsored
By
Microsoft, Quickstart, Netwoven, SchemaLogic
Slide # Enabling Intelligent Enterprises
Seminar Objectives
• Seminar is part of the Expert Series
• FREE ½ Day event (Monthly or Quarterly)
• Provide intermediate / advanced content on relevant new technologies by Microsoft
– Taxonomy in SharePoint 2010
– Business Intelligence Using SharePoint 2010
– Web Content Management using SharePoint 2010
– Windows Azure for your business
• Key differentiator for the expert series– Seasoned consultants are presenters in the event
– An ISV partner presents with the consultants. The ISV’s product is integrated with the expert series topic
Slide # Enabling Intelligent Enterprises
Upcoming Expert Series Events
• Advanced Analytics
• Cloud Computing Using Windows Azure
• Social Computing
• Web Content Management Using SharePoint 2010
Slide # Enabling Intelligent Enterprises
Netwoven Background
Founded in 2001 by former Microsoft executives
Top talent from industryFirm leadership comprised of Microsoft, Accenture, Oracle and Intel talent
Former senior executive of Wipro, Infosys, McKinsey on our board
US headquartered company with development center in India
Save the Children
Slide # Enabling Intelligent Enterprises
Netwoven Services
Industry Verticals
Life SciencesFinancial
ServicesEnergy Manufacturing Not For Profit Software
Netwoven Technology Services
Enterprise Content Management
Business IntelligenceBusiness Process Management
Netwoven Solution Practices
Schemalogic Introduction
Quickstart Introduction
Taxonomy ManagementPart – I
Drew Sutton, Netwoven, Inc.Niraj Tenany, Netwoven, Inc.
Slide # Enabling Intelligent Enterprises
Taxonomy Management Agenda
• Introduction to Taxonomy and Business Benefits
• Review of 2007 Taxonomy Features
• Taxonomy Best Practices
• Definitions
• Review of SharePoint 2010 Taxonomy Features
• Sample Model with Demonstration
• Architecture
Slide # Enabling Intelligent Enterprises
Top 10 Business and Technology Priorities in 2009
Source: Gartner Group 2009
Slide # Enabling Intelligent Enterprises
Document Management - Facts
Slide # Enabling Intelligent Enterprises
Document Management Framework
Document Type Spectrum
Narrative Transactional
Characteristics
Narrative
• Common characteristics include Table of Contents, links and Navigational aids
Transactional
• Common characteristics include E-Forms
Slide # Enabling Intelligent Enterprises
Document Management Framework – Narrative Documents
Published
Documents
Collaborative Documents
Published Documents
• Large number of readers
• Few Authors
• Well Defined Life Cycle
• Smaller percentage compared to the collaborative documents
Collaborative Documents
• Approximately equal number of readers and authors
• Very high volume
• Different Life Cycle and longevity
Slide # Enabling Intelligent Enterprises
Document Management Framework – Narrative Documents
CollaborativeDocuments
PublishedControlledDocuments
PublishedNon
ControlledDocuments
Records
TaxonomyA
TaxonomyB
TaxonomyC
TaxonomyD
Narrative Documents
Slide # Enabling Intelligent Enterprises
Document Management - Facts
• 30 Billion original documents are used each year in the United States
• Cost of documents to corporate America is 15% of annual revenue
• Documents claim up to 60% of office workers time and 45% of labor costs
• 85% of documents are never retrieved, 50% are duplicates and 60% are obsolete
• For every dollar a company spends for a final document, ten dollars are spent on the process to manage
Slide # Enabling Intelligent Enterprises
Document Management - Facts
• > 35% of knowledge worker’s time is spent creating, revising and accessing documents
• Over half of this time is spent looking for information and 50% of the time they don’t find what they need
Slide # Enabling Intelligent Enterprises
We need to get the right information to the right people at the right time
“NASA, like all federal agencies, needs to make the best use of workers’ time. When an engineer or scientist finds and reuses content, the return on investment (ROI) for thetime and effort to originally produce the material increases.
The cycle of creation and reuse directly impacts the Agency's operating costs. It also pushes the pace of development forward at a greater rate as teams build on previous work instead of "reinventing the wheel" over and over again.”7
“Our ability to create information has substantially outpacedour ability to retrieve relevant information.”
Slide # Enabling Intelligent Enterprises
What is Corporate Taxonomy?
Corporate taxonomy is the hierarchical classification of entities of interest of an enterprise, organization or administration, used to classify documents, digital assets and other information. Taxonomies can cover virtually any type of physical or conceptual entities (products, processes, knowledge fields, human groups, etc.) at any level of granularity.
- Wikipedia
Slide # Enabling Intelligent Enterprises
Taxonomy Business Benefits
• Standardize and re-use common structures across the enterprise
• Multi-faceted categorization allows content to be found from many paths
• Improve communication and search across organization by consistent terminology
• Alleviates the need for users to know complex search query syntax
• Enable “Term-less” queries (query without keywords)
Slide # Enabling Intelligent Enterprises
Is Taxonomy ready for prime time?
• Traditional Taxonomy tools have been very difficult to use and implement
• Traditional Taxonomy tools have not been integrated with productivity tools such as Microsoft Office making it difficult to apply taxonomy
• Traditional Taxonomy tools have been expensive
• Increase in the volume of content is requiring organizations to prioritize Taxonomy projects
• With the arrival of SharePoint (2010) and Office 2010, creating, managing and using Taxonomy has become much simpler -> Leading to more use by large and medium sized organizations
Slide # Enabling Intelligent Enterprises
Types of Taxonomy
• Navigation Taxonomy– Menu Based – Single way to navigate (Primary)
• Useful for Intranet Sites
• Useful for Internet Sites
• Meta Data Taxonomy– Provides multi-Dimensional navigational mechanism
• Faced Search Based
• Taxonomy Navigation
Slide # Enabling Intelligent Enterprises
Enterprise Metadata
and Content Types
Source: Microsoft
SharePoint Scenarios
Slide # Enabling Intelligent Enterprises
Team Site
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Managed Library
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Repository / Archive
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Massive / Distributed Archive
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Review of 2007 Taxonomy Features
• Site Content Types and Site Columns
• Content Type Inheritance
• Content Type Management in Libraries
• Crawled to Managed Property Mappings
• Advanced Property Search
• Workflow, Web Part and Filter use of Properties
• Workflow, IMP, Templates and Document Conversion per Content Type
Slide # Enabling Intelligent Enterprises
General Taxonomy Definitions
• Metadata Tag – A term assigned to a piece of collateral or information.
• Attribute / Facet – A dimensional container for Metadata Tags
• Content Type – Object Type definition comprised of one or more Attributes / Facets.
• Folksonomy – Classification system based on Social collaboration and tagging.
Testimonial
• Customer• Practice Area
PD Collateral
• Collateral Type
• Product• Version
Functional Spec
• Customer• Project• Technologies• Practice Area
Slide # Enabling Intelligent Enterprises
SharePoint 2010 Taxonomy Definitions
• Taxonomy - Hierarchy, synonyms, descriptions, and translations
• Folksonomy - Informal flat list of ad-hoc values
• Managed Metadata Service – SharePoint 2010 Centralized Taxonomy Service Application.
• Hub - A site collection designated as a ‟source” from which we share content types through out the enterprise
• Content Type Syndication - Publishing, sharing, pushing one or more content types across site collection, Web App, and farm boundaries
• Term Store - DB that contains one or more taxonomies available as a ‟Shared Service”
Source: Microsoft
Slide # Enabling Intelligent Enterprises
• Term Group – Security and Description is applied to a group of term sets within this object.
• Term Set – A flat or hierarchical set of Terms.
• Term – Node in the taxonomy with a unique ID and many text labels which can be used to tag.
• Label – Text defining a term. (Default, Synonyms, abbreviation, etc.)
• Keyword – Unstructured metadata value (Term from any Term Set in store or new value).
• Managed Metadata Field – Field Type that defines a set of terms as its list of values
SharePoint 2010 Taxonomy Definitions
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Key SharePoint 2010 Taxonomy Features
• Taxonomy Management scope across Web Apps and Farms using Service Architecture and Proxy Service
• Use of Term Store and Managed Metadata service allows for centrally managed Term Sets and Content Types
• Governance allows for splitting the roles of Taxonomist and SharePoint Administrator
• Multi-Lingual Term Sets with Synonyms and Abbreviations
• Folksonomy (Keywords, Tags and Ratings)
• Managed Metadata Columns in Faceted Search
• Taxonomy Navigation in Tree View
• Hierarchical Term Sets and Filtering
Taxonomy ManagementPart - II
Slide # Enabling Intelligent Enterprises
Objectives
• Sample Scenario Review
• End User Scenario of using the Taxonomy
• Taxonomy Store Architecture
• Taxonomy Administrator’s Scenario for managing the Taxonomy
Sample Scenario
Slide # Enabling Intelligent Enterprises
Sample Scenario
• Large software company wants to define and implement a Taxonomy to better manage their marketing and product development collateral
• Some components of the taxonomy should be managed by the corporate taxonomist
• Other components of the taxonomy should be manged by departments or divisions
• Want to use a common Marketing Taxonomy companywide
• Want to use a common Product Development Taxonomy companywide
Slide # Enabling Intelligent Enterprises
Sample Scenario
Large Software Company
Server Division (SD)
Server Marketing
Server Product Development
Business Solutions
Division (BSD)
BSD MarketingBSD Product Development
Corporate Marketing
Information Technology
Product Development
Office
Slide # Enabling Intelligent Enterprises
Sample Scenario
• Information Technology Group– Corporate Taxonomy Manager
– Manages the following Taxonomy Term Stores for the corporation• Product
• Customer
• Product Development Office– Manages the taxonomy for various product development
organizations for their content
• Corporate Marketing Office– Manages the taxonomy for the various product marketing
organizations
• SD and BSD Organizations are consumers of the taxonomy defined by the corporation and other divisions
Slide # Enabling Intelligent Enterprises
Sample Scenario – Products used by the company
Product
Windows
Server
Windows 2003
Windows 2008
Desktop
Windows Vista
Windows 7
Database
SQL Server
SQL Server 2005
SQL Server 2008
Access
Access 2007 Access 2010
Slide # Enabling Intelligent Enterprises
Sample Scenario – Products used by the company
Products
Office
MS Word
Word 2007
Word 2010
MS Excel
Excel 2007
Excel 2010
MS Access
Access 2007
Access 2010
Slide # Enabling Intelligent Enterprises
Sample Scenario – Products mapped to organization
Server Division (SD)
Windows Database
Business Solutions
Division (BSD)
Office
Slide # Enabling Intelligent Enterprises
Sample Scenario - Marketing Collateral
Marketing Collateral
Case Studies
Data Sheets TestimonialWhite Paper
This taxonomy is managed by the Corporate Marketing Organization
Slide # Enabling Intelligent Enterprises
Product Development Collateral
Product Development
Collateral
Functional Specs
Test Specs Design Specs Use Cases Test Cases
This taxonomy is managed by the Product Development Office
Slide # Enabling Intelligent Enterprises
Seminar Scenario – Site Collection Structure
SD Site Collection
SD Document
Center
BSD Site Collection
BSD Document
Center
End User ScenarioUsing Taxonomy in a Document LibraryUsing Taxonomy in SearchFolksonomy Features
Slide # Enabling Intelligent Enterprises
Using Taxonomy in a Document Library
• Taxonomy Navigation in Tree View
• Key Filters Control
• Hierarchical Managed Metadata Control and Filtering
• Rating
Slide # Enabling Intelligent Enterprises
Using Taxonomy in Search
• Faceted Navigation (Managed Metadata fields automatically show!)
• Advanced Parameter Search
Slide # Enabling Intelligent Enterprises
Folksonomy Features
• Documents can be tagged with Keywords (any term in associated term store or new term)
– Allows bottoms up approach of formal taxonomy creation (Create Term Sets from commonly used keywords) – best for smaller environments
• User Ratings – These strongly affect search!
• Open Term Sets
Taxonomy Architecture and Knowledge Manager Scenario
Drew Sutton, Netwoven, Inc.
Slide # Enabling Intelligent Enterprises
Term Store Architecture
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Managed Metadata Service
• Can create one or more Managed Metadata services
• Web Application linked to 0+ Managed Metadata Services
• Each of the Managed Metadata Service can be associated with a Site Collection that is a Content Type Hub
• Use Term sets to define choices for Managed Metadata Site column across Web Apps / Farms
• Manage Term Sets and Govern Ownership from one place
Slide # Enabling Intelligent Enterprises
Managing Term Sets
• Create Update Delete (CRUD) Operations
• Ability to Deprecate Terms
• Ability to Merge Terms (adds merged term as synonym)
• Move Terms
• Reuse terms
• Currently no workflow to manage Term Sets
• Multi-lingual term sets
Slide # Enabling Intelligent Enterprises
Hierarchical Term Set
• User Friendly tree view of hierarchical terms for easy selection of attribute value
• Indicate which values are selectable and which are for just for easy of browsing
Slide # Enabling Intelligent Enterprises
Demonstration (Part I) –Logical Steps to create an Enterprise Taxonomy
• Create meta data service (already exists)
• Create Content Type Hub (already exists)
• Associate Hub with a meta data service (already exists)
• Define the term sets and terms
• Create managed metadata field in Site Collection hub
Slide # Enabling Intelligent Enterprises
Content Type Syndication
• Create, Update Content Types in Content Type Hub
• Publish / Republish Content Types
• Run two scheduled jobs– Content Type Hub
– Content Type Subscriber
• Use Content Type in subscribing web application
Slide # Enabling Intelligent Enterprises
Content Type Syndication
Source: Microsoft
Slide # Enabling Intelligent Enterprises
Demonstration (Part 2) –Logical Steps to create an Enterprise Taxonomy
• Edit Content Type to use new field
• Publish Content Type changes (Content Type syndication)
• Use the content type changes in the subscribing web app
Slide # Enabling Intelligent Enterprises
Wrap Up and QA
• Fill out your evaluation forms
• Write in your evaluation form if you would like to have a SharePoint diagnostic discussion
• Participate in the Raffle (add your business card)
• Download the MFA utility from http://www.netwoven.com/Products/pages/MFA_Utility.aspx
– FREE until Dec 31st, 2009
– $350 per WFE from January 1st, 2010
Slide # Enabling Intelligent Enterprises
Wrap Up and QA
• Netwoven Information Sources– Blogs.netwoven.com
– www.netwoven.com
• Quickstart Information Sources– www.quickstart.com
• Schemalogic Information Sources– www.schemalogic.com
• Microsoft Information Sources– www.microsoft.com
Slide # Enabling Intelligent Enterprises
Contacts
• Alexia Moore - [email protected]
• Bill Wood - [email protected]
• Niraj Tenany – [email protected]
• Pamela Douglas - [email protected]
• Jason Kasznar - [email protected]
• Rob Richardson - [email protected]
• Mark Glover - [email protected]
Appendix
Slide # Enabling Intelligent Enterprises
Managed Meta Data Service – Web App Architecture