Using SharePoint for Knowledge Management: Creating the Knowledge Market Learn how a law firm migrated their knowledge management resources from several separate databases into Sharepoint 2010. The goal of finding a new knowledge management system was to integrate these separate resources and provide additional functionality to make it faster and easier to find, update and maintain, as well as share and rate content. Success would be measured by increased use of firm precedents overall and significant time savings in finding appropriate resources. A completely new user experience for searching and browsing content based on a user’s practice area was designed and user tested. The session will touch upon migrating documents, the importance of managed metadata and governance in the term store, document libraries and custom document content types, building useful faceted search, search results webparts and ranking models using Sharepoint 2010 search.

1. Thanks to our sponsors!

2. Join our local users groups
Toronto SharePoint Users Group
http://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Group
http://www.meetup.com/TSPBUG/

3. Jennifer McNenly, M.A., M.L.S.
Knowledge Systems Product Architect
Osler, Hoskin & Harcourt LLP
mcnenlyj@yahoo.com
Twitter:mcnenlyj
Using SharePoint for Knowledge Management
Creating the Knowledge Market
Presented at SharePoint Saturday Toronto

4. Knowledge Management at Osler

5. Pain points with finding Knowledge
Management resources

6. The Problem with OOB SharePoint
2010 Search Results: Refiners!

7. FindIt! SharePoint 2010 out of the box
search... with some customization
Osler Best Bet
Title is a combination of fields from the
Business Connectivity Services (BCS)
BCS external data
source name
This search works as it just yields 111 results but a search for just the word “contracts” would
have thousands of results and the refiners would not reflect all the results

8. Building the Business Requirements

9. Overview of the Solution

10. Term Store Management in SharePoint
2010 – Managed Metadata
Managed taxonomy store
Term set and terms
Cleaned up a master taxonomy in
excel and imported it into the Term
Store prior to uploading documents

11. Enterprise Keywords/Folksonomy
Populated many of the Enterprise
keywords based on the keywords
field in the databases we were
importing

12. Osler Know How Document Content Type

13. Custom RDF Creator & Upload Tool

14. Knowledge Market Search / Browse Screen

15. Search or Browse based on what
practice group you are in
Selecting a practice group allows you to view custom
resources, search only that group’s content or browse their legal
topics.
Search Tips and Links of Interest are
useful for any users. Training material
is essentially just a 2 page tip sheet.

16. Practice Group Resources

17. Browse my legal topics
Able to see just your group’s legal topics
with exact counts or see all topics across
the firm.

18. Knowledge Market
Search suggestions as you type based on
certain managed metadata columns.

19. Search Results
Best Bets for search terms entered rise
to the top based on ranking by KM
lawyers.
There are 9 refiners: Practice
group/Department, Resource Type, Legal
Topics, Document Type, Matter Type,
Office, Author, Year and Language. All,
except Year, are managed metadata
fields. Planning to add Industry and
Client and Matter number.

20. Search Results – Browse All on a refiner
True Deep Refiners with counts when
you click Browse All.

21. Search Results – More Information screen
KM lawyer rating of the precedent helps
drive ranking.
Enterprise Keywords or folksonomy
comes from this column.

22. See Also References – using summary links

23. Other features
Warnings display in the More
Information screen as well as on the
search results screen.
Edit icon shows based on permissions.
Visitors do not see it.
KM Lawyers put ratings on important
documents which also helps rank them
higher.
Feedback: Users can contact the KM
lawyer if they have a question about a
particular resource. The email option
opens an email with the link to the More
Info screen they are on.

24. Custom Ranking Model
Get-SPEnterpriseSearchServiceApplication | Get-
SPEnterpriseSearchRankingModel – to confirm
custom ranking model and GUID
Get-SPEnterpriseSearchMetadataManagedProperty
– check the pid of your managed properties
Custom ranking model in an xml file
Reference the model in the core
search results webpart

25. Where we are now

26. Lessons learned

27. Other things we are working on

28. Thanks to our sponsors!

29. Join our local users groups
Toronto SharePoint Users Group
http://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Group
http://www.meetup.com/TSPBUG/