Leveraging Managed Metadata in SharePoint 2010 can be a blessing and curse for end-users and administrators. This session covers the benefits of utilizing the Managed Metadata Service in a SharePoint 2010 farm for end-users and admins while revealing potential pitfalls. This session will touch on a number of areas including administering the Managed Metadata service, Content Type Hubs, the new Content Organizer features with the Document Center, and leveraging metadata in search.

1. Managed MetadataThe Good, the Bad, and the UglyAdmin - 200

2. Welcome Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Open wireless access is available at SSID: SPSTC2011 Feel free to “tweet and blog” during the session Thanks to our Diamond and Platinum Sponsors:

3. About Me Senior Consultant with CapTech Consulting MCTS SharePoint 2010, MCP Contact Twitter: @ciphertxt Email: shoag@captechconsulting.com Blog: http://mylifeinaminute.com

4. Agenda Definitions The Ugly How did things ever get to be this way? The Bad I’m not happy about it, but at least there is a workaround. The Good This makes life so much easier!

5. Definitions Managed Metadata “Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010” Managed Metadata Service Application (MMS) “A managed metadata service publishes a term store and, optionally, content types; a managed metadata connection consumes these” Term “A term is a word or phrase that can be associated with an item in SharePoint Server 2010”

6. Definitions (cont.) Term Set “A term set is a collection of related terms” Global Term Set Term sets available to all of the site collections in a web application associated with a given MMS proxy Local Term Set Term sets available to a single site collection

7. The Ugly - InfoPath No InfoPath support Applies to both Forms Services and List Forms Bonus: This limitation exists for Ratings as well

8. The Ugly – SharePoint Workspace No SharePoint Workspace support If your users need to take their data offline, Managed Metadata may not be right for you! If the list does not contain required taxonomy fields, the list is accessible If the list contains required taxonomy fields, it will be inaccessible

9. The Ugly – SharePoint Workspace

10. The Ugly – SharePoint Workspace

11. The Ugly – Datasheet View No support for Edit in Datasheet View No bulk edit (like a choice field) There are third-party products available to address this

12. The Bad – Synonym Search No built-in support for searching/refining result sets based on synonyms

13. Limited support in views Cannot use “Begins With” or “Contains” operators to filter The Bad – View Limitations

14. The Bad – View Limitations Limited support in views Cannot be used in Calculated Columns

15. The Ugly – Fullwidth Ampersands 0xEF,0xBC,0x86 or FF06? Ampersands are stored as fullwidth ampersands within the MMS database. Working with terms in PowerShell and custom solutions (e.g. exporting terms to CSV) becomes a chore CAML queries need special attention Example (Output term to StreamWriter): $sw.WriteLine($term.Name) vs [Byte[]] $amp = 0xEF,0xBC,0x86; $sw.WriteLine($term.Name.Replace([System.Text.Encoding]::UTF8.GetString($amp, “&”));

16. The Bad – cmdlet Features PowerShell cmdlets do not contain the same features available in the Taxonomy API Get-SPTaxonomySessionalwaysretrieves a cached version of the term store Microsoft.SharePoint.Taxonomy.TaxonomySession has a constructor which allows for the cache to be updated when the session is retrieved PS C:gt; $session = Get-SPTaxonomySession –Site http://intranet PS C:gt; [Reflection.Assembly]::LoadWithPartialName(“Microsoft.SharePoint.Taxonomy”) PS C:gt; $site = Get-SPSitehttp://intranet PS C:gt; $session = New-Object Microsoft.SharePoint.Taxonomy.TaxonomySession($site, $true)

17. The Bad - Recovery Backup and Restore requires more planning Local Term Stores become problematic Terms are ultimately created and stored within the Service Application database (not the content database) Export-SPMetadataWebServicePartitionData can be used to retrieve the local term store before a site collection restore and retain the local term identifiers Site collections using local term stores can be found via PowerShell and the Taxonomy API

18. The Bad – Global vs. Local Terms Credit: AndewConnell - SharePoint 2010 Managed Metadata - Global vs. Local Term Sets http://j.mp/pZtExI

19. The In-between – Office Clients No support in legacy Office clients Legacy clients (Office 2007/2003) need to edit metadata fields through the web interface Office 2010 supports taxonomy fields natively (except SharePoint Workspace)

20. The In-between – Office Clients

21. The Good - Consistency Managed Metadata promotes consistent terminology Rigid enough to enforce corporate taxonomy Hierarchical structure which allows for items to be available for browsing, but not tagging Flexible enough to allow for a folksonomy Common terms can be promoted to the corporate taxonomy Content Type syndication Content Types can be published from a single hub to all of the web applications to which the MMS proxy is connected

22. The Good – Content Type Hub Central management of Content Types Site columns Information Management Policies Site collection feature One hub per MMS Application Publish to all site collections/web applications associated with MMS proxy

23. The Good – Content Organizer Metadata based routing and storage of files within a site Web-scoped feature Automatically activated in the Document Center and Records Center site templates Supports folder partition via Rules Rules are based on Content Type All files submitted to the site can be forced to go through the Organizer Allows for submissions from other sites/web applications Supports priority based rules

24. The Good - Search Higher quality search results Refinements (faceted search) supported in Enterprise search Refiners can be configured based on requirements (e.g. always show Product Categories)

25. The Good - Search

26. The Good – Metadata Navigation Metadata Navigation and Key Filters Metadata navigation allows users to filter list and library views instantly based on metadata terms while key filters allows for greater refinement Enabling metadata navigation automatically indexes list columns by default Unindexed queries are not supported on large lists or lists with more items than the defined List View Threshold Performs recursive queries so all items are returned outside of folders

27. The Good - Management Flexible Management Manage terms in a central location (Central Administration) Copy, Reuse, Merge, Deprecate, and Move terms Multiple Service Applications in a farm

28. The Good - Portability Portable Import existing taxonomies into new term sets Export taxonomies for further distribution Export-SPMetadataWebServicePartitionData/Import-SPMetadataWebServicePartitionData SolidQManaged Metadata Exporter for SharePoint 2010

29. The Good - Publishing Publishable Service Application Cross-farm consumption of common terms and corporate taxonomy Supports content type syndication

30. The Good – Capacity Limitations There are limits Supported maximum limits in a term store 7 levels of hierarchical terms in a term set 1,000 term sets 30,000 terms (additional labels are not counted as terms) 1,000,000 total items per term store (additional labels are not counted as terms) ~250 terms in a single taxonomy field

31. Reference Managed Metadata Overview (TechNet) http://technet.microsoft.com/en-us/library/ee424402.aspx Managed Metadata Service Application Overview http://technet.microsoft.com/en-us/library/ee424403.aspx Managed Metadata cmdlets http://technet.microsoft.com/en-us/library/ff871452.aspx Managed Metadata Column Limitations (Michael Pisarek - @MichalPisarek) http://www.sharepointanalysthq.com/2011/06/managed-metadata-column-limitations SharePoint 2010 Managed Metadata - About the series... (Andrew Connell - @AndrewConnell) http://www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managed-metadata-about-the-series.aspx SolidQ Managed Metadata Exporter for SharePoint 2010 http://metadataexportsps.codeplex.com

32. Survey Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at: http://app.fluidsurveys.com/s/spstc2011-Fri-S2B-102 or http://j.mp/ocV0pC Presenter: Scott Hoag Session Name: Managed Metadata: The Good, The Bad, and the Ugly Session No.: Fri-S2B-102

33. Questions or comments? Please contact: Scott Hoag CapTech Ventures, Inc. Twitter: @ciphertxt Email: shoag@captechventures.com Blog: http://mylifeinaminute.com