Hashtags, Enterprise Keywords, Managed Navigation, Term Sets: these are key features in SharePoint, and they all have one thing in common—they use Managed Metadata. In this session, you’ll get a better understanding of what SharePoint’s Managed Metadata Service Application can (and can’t) do, learn when you should use it (and when you shouldn’t), and dive into a couple use cases that will have you ready to tag in no time.
2. CHRIS JOHNSON
SENIOR CONSULTANT: MICROSOFT
PRACTICE @ PSC GROUP
DEVELOPER/ARCHITECT
6 YEARS BUILDING BUSINESS SOLUTIONS
WITH SHAREPOINT
EXPERTISE:
DOCUMENT MANAGEMENT
SITE TEMPLATES & AUTOMATION
RESPONSIVE DESIGN
MANAGED METADATA
4. WHAT IS TAGGING?
MANY NAMES:
TAGGING
ENTERPRISE KEYWORDS
TERM STORE
HASHTAGS
TAXONOMY
FOLKSONOMY
MANAGED METADATA SERVICE
APPLICATION
MANAGED NAVIGATION
SOCIAL
MANAGED METADATA: INFORMATION
THAT CAN BE ORGANIZED AND REUSED
HIERARCHICAL TAXONOMY
FLAT (MESSY) FOLKSONOMY
5. WHAT IS TAGGING?
VALUE PROPOSITION – DEPENDS ON WHO YOU ARE
END USER
“SUGGEST-AS-YOU-TYPE” UI
SYNONYMS
EASY CONTRIBUTION
VISUALIZE HIERARCHY
ADMINISTRATOR, BA
CENTRALIZED MANAGEMENT
IMPORT/EXPORT (WITH GUIDS!)
PIN, REUSE OR MOVE TERMS BETWEEN MULTIPLE TERM SETS
HIERARCHICAL NAVIGATION
VISUALIZE USAGE
DEVELOPER/ARCHITECT
SIMPLIFIED REUSE
POWERFUL (COMPLEX) OBJECT MODEL
END USER
ADMINISTRATOR
BA
DEVELOPER
ARCHITECT
6. ARCHITECTURE: MMSA
WEB APP
MMS APP
WEB APP
SITE
COLL
SITE
COLL
SITE
COLL
SITE
COLL
DEFINED
CONSUMED
o MANAGED METADATA
o MANAGED CONTENT TYPES
7. WHY DO YOU CARE?
USE CASES
1. COLLABORATION
a. ENTERPRISE KEYWORDS
b. HASHTAGS
c. TAGS & NOTES
2. DOCUMENT MANAGEMENT
a. M.M. COLUMNS
b. REORGANIZE
c. “PIN AND REUSE”
3. PORTAL
a. MANAGED NAVIGATION
8. FOLKSONOMY
TAGGING (OPEN)
#TAGS TAGS & NOTES ENTERPRISE KEYWORDS
YOU CAN TAG: NEWSFEED POSTS,
ITEMS w/E.K. FIELD
PAGES (INTERNAL,
EXTERNAL)
ITEMS w/E.K. FIELD
CAN YOU FOLLOW? YES – “TAGS” OR
“INTERESTS”
YES – “INTERESTS” YES – “TAGS” OR
“INTERESTS”
PRIVACY PUBLIC PUBLIC PUBLIC
PREREQUISITES USER PROFILE
SERVICE*, MMS
USER PROFILE
SERVICE*, MMS
USER PROFILE SERVICE*,
MMS, ADDED TO LIBRARY
OR CONTENT TYPE
SOURCE HASHTAGS TERM SET
ONLY
ALL TERM SETS ALL TERM SETS
*TO FOLLOW
9. FOLKSONOMY TAGGING
& THE
USER PROFILE SERVICE
DEMO
“GOTCHAS”
o DEPENDENT UPON USER PROFILE SERVICE TIMER JOBS
o “ASK ME ABOUT VS. “SKILLS/INTERESTS” VS. “TAGS” –
CONFUSING
o IF ENABLED, OPENS UP ENTIRE TERM STORE
ASK ME ABOUT TAGS INTERESTS SKILLS
PURPOSE PEOPLE SEARCH NEWSFEED NEWSFEED PEOPLE SEARCH
TYPE “PUSH” “PULL” “PULL” “PUSH”
SOURCE ALL TERM SETS HASHTAGS
TERM SET ONLY
ALL TERM SETS ALL TERM SETS
10. TAXONOMY
TAGGING (LIMITED)
M.M. COLUMNS MANAGED NAVIGATION
YOU CAN TAG: ITEMS W/FIELD PAGES
PRIVACY TERM SET TERM SET
PREREQUISITES MMS, TERM SET MMS, PUBLISHING
FEATURESET
SOURCE SPECIFIC TERM SET SPECIFIC TERM SET
11. TAXONOMY
TAGGING:
HIERARCHY
& ORGANIZATION
TERM GROUP TERM SET TERM
USE ROLE SECURITY GROUPING TOP OF HIERARCHY
DEMO
“GOTCHAS”
o TERM GROUPS, TERM SETS AND TERMS
o NOT WHAT YOU’D THINK
o THINK HIERARCHY! (PROTIP: ROOT TERM)
o “AVAILABLE FOR TAGGING” POWERFUL
12. MANAGED NAVIGATION
TAGGING
DEMO
KEY FEATURES
o SITE-COLLECTION TERM GROUPS
o ADD PAGES TO NAVIGATION AUTOMATICALLY
o FRIENDLY URLS
o MAP: TERM PAGE
“GOTCHAS”
o CONFUSING FOR END-USERS
13. HOW TO BREAK IT
LIMITATIONS
SECURITY
“MANAGE” SECURITY APPLIED AT GROUP LEVEL ONLY
NOT A PLACE FOR SENSITIVE DATA
NO TRUE “SECURITY” EVERYTHING IS PUBLIC
“MANAGE LISTS” SEE ALL TERMS IN TERM STORE
GOVERNANCE
FEW REPORTING TOOLS AVAILABLE OUT-OF-THE-BOX
FOLKSONOMY TO TAXONOMY: DIFFICULT AT BEST
USE IT WHEN:
YOU HAVE A PLAN GOING IN
YOU HAVE PERSONNEL TO MANAGE IT
YOU’RE NOT PROTECTING SENSITIVE DATA
TURN AND RUN:
SENSITIVE DATA
NO TIME TO MANAGE
LIMITATIONS:
WHEN TO USE THE
MMSA
AND
WHEN TO TURN
AND RUN
DEMONewsfeed About Me Edit Profile“Ask me about”Details “Skills”, “Interests”Newsfeed settings “Followed #Tags”User ProfileClick #SharePointSaturday”Search Site Search “Managed Metadata”Search “pick”Search “C#”SharePoint Saturday site
SharePoint Saturday Term Store Settings“Microsoft” group“Web” groupRoot Term concept Think “hierarchy” and create a good root term? Why? Pin and reuse“Technologies” term setReuse:“Server Software”“Operating Systems”Add “Office Web Apps” to “Server Software”Edit documentRelated technologiesClient or prospect: “NBA”Change “NBA” from Client to Prospect
Map to “Fantasy Football” term setCreate pages, demo gotchas
