Practical Tools and Techniques for the SharePoint Business Analyst and SharePoint Information Architect
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Practical Tools and Techniques for the SharePoint Business Analyst and SharePoint Information Architect
- 2. #Share4Biz @RHarbridge Practical Tools and Techniques for the SharePoint Business Analyst & Information Architect #Share4Biz @RHarbridge Facilitated By: Richard Harbridge
- 3. #Share4Biz @RHarbridge Who am I? Boston Washington
- 4. #Share4Biz @RHarbridge SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
- 5. #Share4Biz @RHarbridge Special Mention… Ruven Gotz @RuvenG spinsiders.com/RuvenG Ruven.Gotz@Avanade.com
- 6. #Share4Biz @RHarbridge What We Will (Try To) Cover Today: Morning Focus: 1. Why is SharePoint IA so difficult? 2. Visualizing and Communicating SharePoint Concepts Afternoon Focus: 3. Making SharePoint IA Decisions 4. Information Architecture Tips and Tricks
- 7. #Share4Biz @RHarbridge Why is SharePoint BA/IA so difficult?
- 8. #Share4Biz @RHarbridge SharePoint is huge…
- 9. #Share4Biz @RHarbridge The people stuff is complex…
- 10. #Share4Biz @RHarbridge It started out simple
- 11. #Share4Biz @RHarbridge Then it grew
- 12. #Share4Biz @RHarbridge Then it got TOTALLY out of control!!
- 13. #Share4Biz @RHarbridge Decision Makers Cant Seem To Agree… Not as much as a kitten picture rotator! We need a records management solution!
- 14. #Share4Biz @RHarbridge The CFO Watches Costs Increase Actually that requires a third party product.. Easy! Just need to customize one thing… That requires enterprise CALs…
- 15. #Share4Biz @RHarbridge IT Services Can’t Support The Flood Of New Requests
- 16. #Share4Biz @RHarbridge Shared Understanding Of Objectives
- 17. #Share4Biz @RHarbridge Concept Courtesy of Andrew Jolly 1 2 3 4 5 6 7 8 9 10 Abundance Of Helpful Data 1. Area Map 2. Our Direction 3. Our Route 4. Points Of Interest 5. Our Route Risks 6. Upcoming Action 7. Distance/Time To Goal 8. Estimated Duration 9. Current Speed/Limit 10. Current Road The Destination Matters What If We Haven’t Identified Our Destination/Goal?
- 18. #Share4Biz @RHarbridge Identifying Our Objectives
- 19. #Share4Biz @RHarbridge Abstract Objectives (Platitudes) These are not good objectives!
- 20. #Share4Biz @RHarbridge In Canada we learn this right after hockey appreciation in grade school.
- 23. #Share4Biz @RHarbridge We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv request rspnse time’ by…
- 24. #Share4Biz @RHarbridge Legal Contract Solutions • Contract Review Workflow • Request Contract Review Form • Integration with ClientDB • Client Contracts Site
- 25. #Share4Biz @RHarbridge Prioritizing Objectives Requires Understanding Value And Difficulty
- 26. #Share4Biz @RHarbridge The Simplest Prioritization Formula Ever… Estimated Value Estimated Difficulty
- 27. #Share4Biz @RHarbridge Prioritization Example I have a difficult solution. It’s an 8 in difficulty (out of 10). I have an easy solution. It’s a 2 in difficulty (out of 10). The expected value of the difficult solution is 4 (out of 10). The expected value of the easy solution is 6 (out of 10). Estimated Value Estimated Difficulty
- 28. #Share4Biz @RHarbridge Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Centralize Knowledge and Resources Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0 Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2 Automate and Improve Business Processes Governance – 1 Redundancy – 1 Enhance Governance Model Redundancy – 1 Reduce Redundancy and Improve Efficiency Paired Comparison Matrix Objective Weight Importance Centralize 5 35.71% Collaboration 0 0% Improve BP 2 14.29% Governance 3 21.43% Redundancy 4 28.57%
- 29. #Share4Biz @RHarbridge Prioritize and Plan S.M.A.R.T. Objectives
- 30. #Share4Biz @RHarbridge The Right Approach To Achieving Objectives
- 31. #Share4Biz @RHarbridge What is the best approach to use when working with SharePoint?
- 33. #Share4Biz @RHarbridge Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping, and for proof of concept work. It ensures there is enough time to review, adjust, and communicate.
- 34. #Share4Biz @RHarbridge How people think it works… Image from Paul Culmsee
- 35. #Share4Biz @RHarbridge How it really works… Image from Paul Culmsee
- 36. #Share4Biz @RHarbridge SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
- 37. #Share4Biz @RHarbridge SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
- 38. #Share4Biz @RHarbridge Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement. Our primary unified application delivery platform. Our primary workflow/business process automation platform. Our intranet and communication center for internal corporate communications. … SharePoint will be… Our (external) web content management platform. Our primary document management platform. Our contact management platform. … SharePoint will not be…
- 39. #Share4Biz @RHarbridge Foundation Standard Enterprise SharePoint has Multiple Options 2007 2010 Online On Site
- 40. #Share4Biz @RHarbridge It’s Big Ecosystem
- 41. #Share4Biz @RHarbridge Implemented Legal Contracts Solution! Have we achieved our objective? Implemented SharePoint!
- 42. #Share4Biz @RHarbridge A Lesson Courtesy Of The Mars Rover Primary among the mission's scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.
- 43. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
- 44. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
- 45. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
- 46. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
- 47. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly
- 48. #Share4Biz @RHarbridge Launch Minded People Think… Pre Launch Launch Don’t blow up!
- 49. #Share4Biz @RHarbridge Pre Launch Launch Flight Landing Post Launch People Think… Have we succeeded in gaining adoption? Have we achieved our objectives? What are our objectives? How will we achieve them? Don’t blow up! What feedback are we getting? How should we adjust our trajectory?
- 50. #Share4Biz @RHarbridge Back to our friend the Mars Rover…
- 51. #Share4Biz @RHarbridge Have We Achieved Our Goal? Concept Courtesy of Andrew Jolly Achieved Primary Objective
- 52. #Share4Biz @RHarbridge How Important Was Launch? Concept Courtesy of Andrew Jolly Launch How many people understood how much was involved in planning for launch? How many people understood how much was involved after launch? Post Launch
- 54. #Share4Biz @RHarbridge What makes something a requirement?
- 55. #Share4Biz @RHarbridge We can do that for $10
- 56. #Share4Biz @RHarbridge We can do that for $1 Million
- 57. #Share4Biz @RHarbridge The Power Of Zero $$ Change Orders
- 58. #Share4Biz @RHarbridge SharePoint chicken & egg problem
- 60. #Share4Biz @RHarbridge Understand Their Workload & Identify Challenges
- 62. #Share4Biz @RHarbridge OK to demo SharePoint
- 63. #Share4Biz @RHarbridge Simple Scenarios Are Your Best Friend
- 66. #Share4Biz @RHarbridge When To Demo SharePoint When you need help scoping requirements and managing expectations. When you need help building awareness. When validating requirements and solution approaches. When you want to get people excited! When Not To Demo SharePoint When you haven’t identified any of the audiences needs. When you aren’t familiar with the tool/feature set being demonstrated.
- 67. #Share4Biz @RHarbridge How do you scale this? Send a questionnaire/survey before/after… You have three primary goals: • Get people excited enough to respond in the survey/questionnaire. • Evangelize a better way of doing things. • Better understand people’s needs/pain points.
- 68. #Share4Biz @RHarbridge Visualizing and Communicating IA Concepts
- 70. #Share4Biz @RHarbridge Adapted from the “pea soup” story by Serge Tremblay
- 73. #Share4Biz @RHarbridge What is our Base Metaphor for files?
- 74. #Share4Biz @RHarbridge What if we saw this?
- 77. #Share4Biz @RHarbridge Hire an intern
- 79. #Share4Biz @RHarbridge This is metadata!
- 80. #Share4Biz @RHarbridge The #1 rule of SharePoint? Never use folders Except when it makes sense ever
- 81. #Share4Biz @RHarbridge Folders for Security Permissions assigned per folder
- 82. #Share4Biz @RHarbridge Customer Type • Lab • Hospital • Clinic • Mobile Sector • Private • Public Size • Large • Medium • Small Location • Urban • Rural University • Yes • No Metadata
- 83. #Share4Biz @RHarbridge Adding Metadata (when uploading)
- 84. #Share4Biz @RHarbridge A SharePoint Simulation
- 85. #Share4Biz @RHarbridge What are content types?
- 86. #Share4Biz @RHarbridge Name _________ Emp. # _________ Date _________ Dates Requested: From __________ To: __________ Manager ________ Approved Y/N Name _________ Emp. # _________ Date _________ Drug Used: Name __________ Cost: $ _________ Manager ________ Approved Y/N Vacation Request Drug Reimbursement
- 87. #Share4Biz @RHarbridge Both Content Types in One Library
- 89. #Share4Biz @RHarbridge Tools For The Information Architect
- 90. #Share4Biz @RHarbridge Mind Mapping Demonstration
- 93. #Share4Biz @RHarbridge Navigation Systems • Global navigation • Local navigation • Breadcrumbs/Up One Level Control • Contextual navigation • Supplemental navigation – Sitemap – A-Z Index – Guides
- 94. #Share4Biz @RHarbridge IBIS mapping demonstration http://www.cognexus.org/
- 95. #Share4Biz @RHarbridge What is Card Sorting?
- 96. #Share4Biz @RHarbridge “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
- 97. #Share4Biz @RHarbridge Why use Card Sorting? • Card sorting can help you identify trends – Do the users want to see the information grouped by subject, process, business group, or information type? – How similar are the needs of the different user groups? – How many potential main categories are there? • What should those groups be called?
- 98. #Share4Biz @RHarbridge Types of Card Sorting • Open Card Sorting – Participants are given cards showing site content with no pre-established groupings. • Closed Card Sorting – Participants are given cards showing site content with an established initial set of primary groups.
- 99. #Share4Biz @RHarbridge Open card sorting process Gerbil
- 101. #Share4Biz @RHarbridge But not always what you expect Ford Gerbil
- 102. #Share4Biz @RHarbridge But not always what you expect Ford Gerbil
- 104. #Share4Biz @RHarbridge Advantages of Card Sorting • Simple • Cheap • Quick to execute • Established • Involves users • Provides a good foundation
- 105. #Share4Biz @RHarbridge Disadvantages of Sorting • Does not consider users’ tasks • Results may vary • Analysis can be time consuming • May capture “surface” characteristics only
- 106. #Share4Biz @RHarbridge Document inventory workshops
- 107. #Share4Biz @RHarbridge Analyze Existing Content • What type of content is it? • How is the content organized today? • What is the purpose of the content? • Who is the author of the content? • What format is the content in? • Who uses the content? • Where is the content currently located?
- 110. #Share4Biz @RHarbridge Use Survey Tools! Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful. If you expect many responses use a survey tool instead.
- 111. #Share4Biz @RHarbridge The Inventory Worksheet
- 112. #Share4Biz @RHarbridge Build Mind Map (based on inventory worksheet)
- 113. #Share4Biz @RHarbridge • Document Name • Document Purpose (Summary Description) • Primary Document File Type (doc, xls, pdf, etc) • While it may be other possible to have multiple file types for a single identified document for the scope we should limit this to the primary/expected file type. • Primary Owner • There are three ways to approach this. Based on the organizations need (and the scope) I am recommending only going down to potentially role (though this can be intensive in regards to time/effort). • Which ‘department’ or business unit owns this? • What ‘user role’ owns this? • Who are the users who typically (by name) own this? • Primary Origin (Received from) • We could identify other origins, but based on the scope I don’t think this would be feasible for the first phase. • Primary Destination (Sent to) • We could identify other destinations but based on the scope I don’t think this would be feasible. • Privacy Classification • Keep this simple. Confidential, Public, etc – this combined with owner should allow the organization to pinpoint higher risk/complicated privacy/permission scenarios. • Estimated Existing Volume • How many of these documents (high level) does the organization expect exist? • Estimated Creation Frequency • How often do these documents get created? • Notes/Remarks
- 114. #Share4Biz @RHarbridge Wireframing, and Process Mapping
- 117. #Share4Biz @RHarbridge Common Intranet Components Component Name Purpose Message from the President/Owner/Founder Informative News and Announcements Informative Blog Updates Informative Wiki Updates Informative System Status Informative Upcoming Events/Calendar Informative New Hires/Arrivals Informative Employee Anniversaries/Milestones/Years of Service Informative Recent Departures/Retirements Informative Videos Informative Photos Informative Podcasts Informative Stock Quotes Informative Stock Chart? Informative Weather Informative World Clocks/Office Time Informative Employee Spotlight Informative Contacts Informative Recent Discussions Informative Quick Links/Shortcuts/ Navigation Site Map Navigation Tag Cloud Navigation Search Box (Employee Search, Intranet Search, Etc) Navigation Polls Feedback Provide Feedback Feedback Component Name Purpose Email This Page Sharing Print This Page Sharing Search Tips Informative New Job Openings/Postings Informative Quick Start to Services Navigation How do I/Training/Learning Materials Informative Advertisements Informative New Messages/Notes Informative Availability Dashboard Informative Upcoming Calls/Web Meetings Informative Recent Questions and Recent Answers Informative Community Spotlight/Highlight Informative Site/Department/Team Spotlight/Highlight Informative Inspiring Quote Informative Highlighted/Urgent/Past Due Tasks Informative Most Viewed Content Informative Most Recently Contributed Content Informative Recently Added Projects Informative Survey Feedback Bookmarked Content Informative Top Searches Informative Discounts (Organizational for Retail) Informative Sales Goals Informative Visitors/People Out Of Office Informative Phone List Informative
- 119. #Share4Biz @RHarbridge Business Process Workshops
- 120. #Share4Biz @RHarbridge Visio 2010 Demo
- 121. #Share4Biz @RHarbridge Common Intranet Processes • Absence Reporting and Vacation Scheduling • Expense Reimbursement • Equipment and Room Reservation and Management • Meeting Planning and Management • Policy Review and Approval • Booking Travel • Interview Management and Hiring Processes • Training Sign Up and Management • Event Planning • Change Request Management • Timecard/Time Tracking • Product Planning • Help Desk Ticket Management • Compliance Support • Contacts Management • Inventory Tracking • Lending Tracking • Sales Lead Pipeline
- 123. #Share4Biz @RHarbridge Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com Thank You For Joining Me This Morning Organizers, Sponsors and You for Making this Possible.
- 126. #Share4Biz @RHarbridge Governance and IA? Home Page Functional Areas Department Site – “Public” Department Team Site – “Private” Project/Initiative Team Sites Personal Sites– My Sites “PUBLIC” SITES: Open to all employees TEAM SITES: Generally open to team members Tightly controlled, formal governance Looser control, less formal governance Some control, some formal governance “PRIVATE” SITES: Open to business group members Animated Slide Provider: Susan Hanley
- 128. #Share4Biz @RHarbridge Incorporate Feedback Planning Couldn’t Find What You Were Looking For? Let Us Know (On Search Pages) Do You Like The New Homepage Design? Click I Like It or Leave A Note! (Simple front end code/webparts means users don’t even have to go to the ribbon.) Intranet Design or Improvement Contests Want More? Give Users a Bookmark Feature and Analyze User Bookmarks Blog New Features/Changes and Encourage Comments Provide Feedback Button & Custom List How about a site review process where you encourage feedback?
- 129. #Share4Biz @RHarbridge SharePoint Containment Hierarchy Documents, Items and Pages Folders and Document Sets Libraries and Lists Sites Site Collections Databases Web Applications Servers Farm What we care about from an information architecture perspective.
- 130. #Share4Biz @RHarbridge SharePoint Containment Hierarchy Metadata Item Documents, Events, Pages, Custom Item, Image, etc. Folders and Document Sets Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Site Collections
- 131. #Share4Biz @RHarbridge Site Collection or Site (Subsite)? OR
- 134. #Share4Biz @RHarbridge When To Use A Site Collection
- 135. #Share4Biz @RHarbridge When To Use A Site Collection
- 136. #Share4Biz @RHarbridge When To Use A Site Collection
- 137. #Share4Biz @RHarbridge When To Use A Site Collection
- 138. #Share4Biz @RHarbridge When To Use A Site Collection
- 139. #Share4Biz @RHarbridge When To Use A Site Collection
- 140. #Share4Biz @RHarbridge When To Use A Site Collection Site Collection 1 Site Collection 2 Webparts & Aggregation Webparts & Aggregation Masterpages & Page Layouts Masterpages & Page Layouts Search Across Site Collection Boundaries Navigation Navigation
- 141. #Share4Biz @RHarbridge When To Use A Site Collection Group A Group B Group C Collection Admin A Collection Admin B Group Y Group Z Collection Admin Y Collection Admin Z Site Collection 1 Site Collection 2
- 142. #Share4Biz @RHarbridge Purpose of a List? • To Replace Excel Spreadsheets • To Track Complex Input From Multiple People • To Centralize Storage and Retrieval of Content • To Provide Validation, Easy To Use Online Forms • To Reduce Duplication of Effort
- 143. #Share4Biz @RHarbridge One List or Multiple Lists? OR
- 144. #Share4Biz @RHarbridge When To Use a Single List • You want to simplify viewing the same set of items. (When dispersed across many lists it requires additional effort to aggregate the lists). • You want to search for items in the same location. (When dispersed across many lists it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. • You want to receive consolidated updates on the collection of items (alerts or RSS).
- 145. #Share4Biz @RHarbridge When To Use Multiple Lists • You don’t expect people to need summaries of the items together. (When dispersed across many lists it requires additional effort to aggregate the lists). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated updates (alerts or RSS).
- 146. #Share4Biz @RHarbridge Advanced Uses Of Lists
- 147. #Share4Biz @RHarbridge Calendar or Calendar View? Capabilities Calendar list Calendar view Supports direct creation and editing of calendar entries. Yes No Supports calendar overlays and group calendars. Yes Doesn't apply Supports future dates without requiring creation of a stub. Yes No Can view future dates once 'stubs' are created in the library or list. Doesn't apply Yes List or library updates affect the calendar. No Yes Calendar updates affect the list or library. Yes Not typically Simplest option if you already have a list that includes a date option. Yes http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554
- 148. #Share4Biz @RHarbridge One Library or Multiple Libraries? OR
- 149. #Share4Biz @RHarbridge When To Use a Single Library • You want to simplify viewing the same set of documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You want to search for documents in the same location. (When dispersed across many libraries it requires additional effort to configure search scopes). • You want to easily apply consistent versioning, approval, metadata or form settings. • You want to receive consolidated updates on the collection of documents (alerts or RSS).
- 150. #Share4Biz @RHarbridge When To Use Multiple Libraries • You don’t expect people to need summaries of the documents together. (When dispersed across many libraries it requires additional effort to aggregate the libraries). • You need to apply different versioning, approval, metadata, or form settings. • You want to distribute management of versioning, metadata, workflows or form settings. • You do not need to receive consolidated updates (alerts or RSS).
- 151. #Share4Biz @RHarbridge What Can You Do With A Document? New/Upload New Document Upload Document Upload Multiple Documents New Folder Collaborate Edit Document Check Out/Check In/Discard Check Out E-mail a Link View Version History Alert/Notify Me Manage Edit Document/Folder Metadata (Title, Name, etc) Manage Document Permissions Delete Document/Folder Re-Order Documents/Folders (Explorer View/Move Documents/Copy Documents) Download a Copy
- 152. #Share4Biz @RHarbridge Require Check Out or Don’t? OR
- 153. #Share4Biz @RHarbridge How do we do it? • Library tab • Library settings
- 154. #Share4Biz @RHarbridge Require Check Out?
- 155. #Share4Biz @RHarbridge Require Check Out?
- 156. #Share4Biz @RHarbridge Require Check Out? Not Enabled By Default
- 157. #Share4Biz @RHarbridge Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?
- 158. #Share4Biz @RHarbridge Require Check Out? Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.
- 159. #Share4Biz @RHarbridge Require Check Out? You cannot edit multiple documents in datasheet view.
- 160. #Share4Biz @RHarbridge Require Check Out? Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.
- 161. #Share4Biz @RHarbridge Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.
- 162. #Share4Biz @RHarbridge Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.
- 163. #Share4Biz @RHarbridge Require Check Out? Co-Authoring is disabled on libraries where check out is required.
- 164. #Share4Biz @RHarbridge • Office 2007 and Office 2010 let’s the user know it is being used by someone else. • This eventually times out. (15 mins on XP – 60 mins on Vista/Win7) • Other formats don't notify user. Don’t Require Check Out?
- 165. #Share4Biz @RHarbridge Require Check Out? • You do not need to co-author documents. • You do not need to bulk update metadata. • There is typically a high number of people updating the documents in this library. • Updates are made frequently to the same documents by different people.
- 166. #Share4Biz @RHarbridge • You do need to co-author documents. • You do need to bulk update metadata. • There are few people updating documents in this library. • Updates are not made frequently to the same documents by different people. Don’t Require Check Out?
- 167. #Share4Biz @RHarbridge List and Content Type Tip!
- 168. #Share4Biz @RHarbridge Default Content Types and Metadata Values
- 169. #Share4Biz @RHarbridge Navigating with Metadata Tip!
- 170. #Share4Biz @RHarbridge Navigating with Metadata, not Folders
- 171. #Share4Biz @RHarbridge Set up with Library Settings
- 173. #Share4Biz @RHarbridge Filters the list
- 174. #Share4Biz @RHarbridge Document Routing Tip!
- 175. #Share4Biz @RHarbridge Content Organizer and Routing
- 176. #Share4Biz @RHarbridge Configure the router
- 182. #Share4Biz @RHarbridge Use the Drop-off Library
- 183. #Share4Biz @RHarbridge Add a document
- 185. #Share4Biz @RHarbridge Detour: 2010 Metadata
- 187. #Share4Biz @RHarbridge Back to Drop-off library
- 188. #Share4Biz @RHarbridge Your document was moved
- 189. #Share4Biz @RHarbridge Rules don’t apply…
- 190. #Share4Biz @RHarbridge … it doesn’t get moved
- 191. #Share4Biz @RHarbridge Folder or Metadata? OR
- 192. #Share4Biz @RHarbridge The #1 rule of SharePoint? Never use folders Except when it makes sense ever
- 193. #Share4Biz @RHarbridge What’s wrong with folders? • Deep structures hard to navigate • Finding stuff is hard • Figuring out where to put stuff is even harder • Stuck with a rigid structure • Search is not the silver bullet
- 194. #Share4Biz @RHarbridge What’s the alternative?
- 195. #Share4Biz @RHarbridge What’s the alternative?
- 196. #Share4Biz @RHarbridge Metadata = No more folders • Filtering • Views
- 197. #Share4Biz @RHarbridge Really? No more folders? Ever? • What situations would you use folders? • Subdivide large libraries/lists • Security/Permissions This is a favourite of mine • Ease of use for users Really? No more folders? Really?
- 198. #Share4Biz @RHarbridge Downsides of Metadata • No free lunch (there is pain here) • Awful architectural choices to make – Multiple site collections • Good Practice • Bad for Metadata • Maintenance headache – Can be mitigated • Define at top level if possible
- 199. #Share4Biz @RHarbridge Folders for easy permissions • Create folder • Set permissions • Create view without folders • Easy for users (they only see what they are supposed to)
- 200. #Share4Biz @RHarbridge Folders and Default Values
- 202. #Share4Biz @RHarbridge The Sales document library
- 203. #Share4Biz @RHarbridge Drill down into Military folder
- 204. #Share4Biz @RHarbridge Drill down into Air-to-Ground
- 205. #Share4Biz @RHarbridge Add a new document here
- 206. #Share4Biz @RHarbridge Note: Some metadata prefilled
- 207. #Share4Biz @RHarbridge How did we do that? • Library tab • Library settings
- 208. #Share4Biz @RHarbridge Column default value settings
- 209. #Share4Biz @RHarbridge Select a folder and set defaults • Note folder inheritance
- 210. #Share4Biz @RHarbridge Set the default value
- 211. #Share4Biz @RHarbridge in SharePoint 2010 • Managed Metadata Service • Share Metadata across site collections • Multilingual Metadata (big gotcha ) • Hierarchical Metadata • Navigate via Metadata (already discussed) • Keywords/Folksonomy (Out of scope today) • Folders can assign default metadata (already discussed)
- 212. #Share4Biz @RHarbridge Term Store Management
- 214. #Share4Biz @RHarbridge Turn off “Available for Tagging” • Add sub elements: Proposal, Quote, Invoice • Leave “Available for Tagging checked”
- 215. #Share4Biz @RHarbridge Term Store Manager • Painful & Slow • Needs a better way • I created a ‘toy’ to try out some ideas • http://bit.ly/ruveng-mmts – Article links to other solutions (Excel)
- 217. #Share4Biz @RHarbridge CSV file for Import to Term Store
- 218. #Share4Biz @RHarbridge To Sum Up… • SharePoint 2007 – Folders BAAAAD! – Never use them – Except when the situation warrants • SharePoint 2010 – Folders GOOOOD! – Never use them – Except when the situation warrants
- 219. #Share4Biz @RHarbridge Folder or Document Set? OR
- 220. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 221. #Share4Biz @RHarbridge Document Sets Document Sets vs Folders
- 222. #Share4Biz @RHarbridge Folders and Default Values
- 223. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 224. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 225. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 226. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 227. #Share4Biz @RHarbridge Folders vs. Document Sets Document Sets vs Folders
- 228. #Share4Biz @RHarbridge Folders vs. Document Sets Document Library Document Folder Document Document Folder Folder Document Document Set Document Folder Folder Document Set Document Document
- 229. #Share4Biz @RHarbridge Special Mention: SharePoint 2013 Document Set Improvements • Support for OneNote notebooks • Document set icon in search results • Folders supported – Also for default documents set for document set • Support for easier aggregation – CBS & CBQ web parts understands document sets • Better developer support – Client side and Server side API improvements • Versioning improvements* – Capture full document set as version • Search directly in document set
- 230. #Share4Biz @RHarbridge Sites vs Pages? • See this great whitepaper by Susan Hanley and Scott Jamison http://www.microsoft.com/download/en/details.aspx?id=125 00
- 231. #Share4Biz @RHarbridge Conversation Options in SharePoint 2013 Conversations_in_SharePoint2013.pdf
- 232. #Share4Biz @RHarbridge Information Architecture Tips and Tricks
- 233. #Share4Biz @RHarbridge Make it easier to work with
- 234. #Share4Biz @RHarbridge Make it easier to work with Powerful Columns You Probably Didn’t Know About
- 235. #Share4Biz @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
- 236. #Share4Biz @RHarbridge Choice vs Lookup Column • Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9 e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf
- 238. #Share4Biz @RHarbridge Giving Estimates Two Simple Tricks For Making Better Estimates Never Give a Single Number 6 Hours! At least 2 hours… 4 hours maybe? How Long Will X Take You? 16? Way too much. 8 Tops. I better pick something in between… Forgotten/Not Shared Now That We Have Our Magic Number
- 239. #Share4Biz @RHarbridge Always Give Ranged Estimates Two Simple Tricks For Making Better Estimates Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
- 240. #Share4Biz @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates 2-8
- 241. #Share4Biz @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates OR Within Range Actual Result OVERCONFIDENT
- 242. #Share4Biz @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates OR Within Range Actual Result LESS CONFIDENT
- 243. #Share4Biz @RHarbridge Are You Confident In That Range? Two Simple Tricks For Making Better Estimates OR Within Range Actual Result 90% Confident
- 244. #Share4Biz @RHarbridge Give 90% Confident Ranged Estimates Two Simple Tricks For Making Better Estimates 2-8 Hours! Within Range =
- 245. #Share4Biz @RHarbridge Visualizing Timelines An easy way to create shared understanding of the impact estimates make on projects.
- 246. #Share4Biz @RHarbridge Visualizing Existing Timelines A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.
- 247. #Share4Biz @RHarbridge IBIS Dialog Mapping
- 248. #Share4Biz @RHarbridge Adoption Curve Of Systems • If you say that SharePoint will solve all issues quickly you will fail • There is ALWAYS a loss of productivity • It’s the number one reason that executive support is needed Courtesy of Michal Pisarek
- 249. #Share4Biz @RHarbridge Typical workers produce 3+ GB of data per year. 30% of a typical workers day is spent searching for information. In a 1,000 employee company lost productivity costs approximately $5 million a year. Public Statistics can help… Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006
- 250. #Share4Biz @RHarbridge Statistics within the Organization are better. 20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling. 4 out of 5 of our workers do not know that we have an employee disaster relief fund. Currently we pay for full licensing on 7 different enterprise document management solutions. Source: “Support Review Q4,” IT, 2012 Source: “HR Employee Benefits Survey,” HR, 2012 Source: “Financial Audit of Licensing Costs,” Finance, 2012
- 252. #Share4Biz @RHarbridge IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.
- 254. #Share4Biz @RHarbridge AD Groups or SharePoint Groups? OR
- 255. #Share4Biz @RHarbridge Advantages Disadvantages SharePoint Group • Not reliant on AD (if your AD is a mess) • Distributed ownership and management options • Managed by users • Can be managed by the SharePoint Object Model • Members of these groups are visible to users in SharePoint. • Only used in SharePoint • Managed by (potentially) untrained users • One more place to manage security (independent of AD) • Cannot contain another SharePoint group as a member. Active Directory Group • Managed by domain administrators • Available in many systems • Centralized management and easier removal • Difficult to determine permissions assigned to people • Requires lots of planning • Members of these groups are not visible in SharePoint. • User can only be a member of 1024 AD groups (recursively). SharePoint Groups vs AD Groups
- 259. #Share4Biz @RHarbridge Targeted Code New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnl y
- 260. #Share4Biz @RHarbridge Do you have a Taxonomy Strategy?
- 261. #Share4Biz @RHarbridge Do you have a Support Strategy? SharePoint Standards Online
- 262. #Share4Biz @RHarbridge Do you have a Staffing Strategy? Building A SharePoint Team
- 263. #Share4Biz @RHarbridge Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com Thank You For Joining Me This Afternoon Organizers, Sponsors and You for Making this Possible.
- 264. #Share4Biz @RHarbridge SHARE 2013| 266
Notes de l'éditeur
- My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you.
- “When you don’t know where you are going any road will get you there.” – Lewis Carroll
- You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
- Speak to Owen Allen (creator of this map) for details on this
- Just like in our IT projects it wasn’t really one launch due to the complexity. It was multiple launches to get us on the right trajectory towards our goal/objectives.
- If you think dealing with Attorneys and users is a challenge imagine having to plan for hard Martian soil, extreme temperatures and storms.
- Even after it had landed it had to ‘travel’ away from the landing site in order to start taking samples/getting a better understanding of the area.
- Even after reaching our destination there is still the hard work of gathering the data. Then the hard work of verifying and validating the data.
- Look at launch and the initial 3 months worth of missions compares to the number they actually had!
- It’s critical to understand the importance of not just launch, but the mini launches that adjust our trajectory, and the travel and importance of communication, and finally the landing and it’s importance.
- Requirements is NOT the right word to use here (but you have to because your clients and stakeholders expect it).(Sue Hanley first pointed this out to me.)
- Because I said so, and I’m the customer.If you don’t include my requirement, I’ll shoot!One of my biggest jobs as a SharePoint BA is to manage this desire. My three rules of SharePoint: Simplicity, simplicity, simplicity
- What if we say: We can do that for $10.Client says: Go for it!
- What if we say: We can do that… for $1 Million.Client says: Wait a sec – maybe we can think of some alternatives(Hey! Maybe it’s no longer a ‘requirement’)
- What would you like SharePoint to do?Well, what can it do?Tons! Let me show youWhat do I need that for?Well, it depends… what do you want it for?Well, it LOOKS cool – sure: I want it.
- But First: DO NOT DEMO SharePoint Confuses peopleSets unreasonable expectations
- Now, it’s ok to build a demo: Use their language, colors, logoShow ‘day in the life’ type scenario
- What would you like SharePoint to do?Well, what can it do?Tons! Let me show youWhat do I need that for?Well, it depends… what do you want it for?Well, it LOOKS cool – sure: I want it.
- How do you sort CD’sArtist?Title?Year?Genre?Colour?You have to decide up-front – and stick to it –because the objects are physical
- What if the store was full of unlabeled tin cans?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
- Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.
- Items are grouped by area (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to it
- This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia)
- All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
- You have a bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
- A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
- ... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their own
- Findability is challengingPutability is the real problemThis is Bill English’s word for knowing where to save a documentWhat if we could make putability easier while also improving findability?This is the promise of metadata
- So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findabilityBy the way: One way to start to figure out an organization’s metadata is to look at the folder names.You will probably not want to simply copy this, but it can be a good guide/starting point
- Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
- [ANIMATED]
- Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
- Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
- Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
- [ANIMATED]
- MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
- Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
- A technique to get input orfeedback from usersYou may have great ideas of how to organize you intranet, but you users may have different ideasDonna Spencer says: “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”
- The analysis can be useful, but it is the process of watching people do the sorts that helps provide the real value
- First, I do a presentation about what metadata is to a collection of groupsGive them homeworkThen, bring them back to build taxonomy: This needs to be done with just one group at a time
- Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive.
- What is wireframing?Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
- This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
- Even without building an automated workflow, it’s essential to understand the business process of your customers.Use BizAgi (which is free to download) or Visio 2010 to map these processes.
- If you are lucky, you can take the results of these workshops and activities and create a roadmap for a phased, rational approach to SharePoint deployment. Push HARD to do this step.Summarize workshop resultsBuild Gap AnalysisIdentify dependenciesLay out a timeline (not a project plan at this point)
- A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
- The Controlled IntranetIf your goals are to create an environment that nurtures the sharing of knowledge and intellectual property (IP), there are two critical success factors that must be adhered to.We must make the addition of knowledge in the solution as simple as possible. This is accomplished by:Thoroughly understanding how our Information Workers perform their daily job duties.Craft a solution that simplifies these duties by automating operational business processes.Implement your Intranet in such a manner as to ease where this knowledge is stored.Provide a solution that makes locating information quick and simple so our Information Workers can make better, informed business decisions. We accomplish this by:Providing topical, functional and task-based site structures that aggregate knowledge in a manner making it easy to locate based on a need.Architect knowledge in such a manner as to provide “very” relevant search results.The only way for you to successfully deliver a solution that adheres to these two critical success factors is to architect your corporate knowledge (information) in a manner that lends itself to aggregation and search. And, the only way to do that is through a detailed and carefully thought-out taxonomy. Simply tossing information into lists and libraries will only result in yet another repository that is similar to a file share. For an organization to successfully implement a controlled environment that improves operational efficiencies requires governance. The term governance itself implies rules, policies and best practices for the flow of information through an organization.Collab areas:It is also in the collaboration environments that you will find the greatest number of sites. Make sure you set the appropriate expectations (communicate, communicate, and communicate):Information in these sites is less structured; which means you will typically see less relevant search results.This area can quickly grow to thousands of sites. Don’t let 5,000, 10,000 or even 30,000 sites scare you; simply make sure you have the appropriate infrastructure to support it.Govern the amount of information that can be stored on each site; configure quotas.Govern the length of time a site may remain inactive. Provide a means of archival.Do Collaboration Sites Ever Become Controlled?Absolutely! You may find that a team creates a secure collaboration environment to start a community of practice. Over time, information may become key to driving success in the organization. In such a situation, the team may ask to convert the site to a more structured environment so its content is available to everyone in the organization.There are many ways of accomplishing this task. The easiest is to leave the site intact, and move it through your internal architecture/design processes. These processes will force some level of structure, including taxonomy; which will make the information available for aggregation and search (even constrained search). You can then update your search configuration to include its content in a manner that best suits your organizational information needs. Another approach would be to provide a controlled means of moving the site and content to the Controlled Intranet Site Collection.
- To Impose Specific Storage QuotasWith SharePoint Site Collections you can define specific storage quotas and email warnings to notify users when they are approaching a defined threshold on their site collection storage.To Impose Specific Sandbox QuotasWith a SharePoint Site Collection you can define the maximum number of points sandbox solutions can use per day. Additionally you can also configure an email warning when storage exceeds a certain number of points.
- For Search SeparationFor Workflow Separation
- So Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)
- For Search SeparationFor Workflow SeparationSo Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)To Have a Separate Help Library to Store Custom Help
- Disadvantages of Using Site CollectionsAll out-of-the-box Web Parts understand and work well within the boundaries of a Site Collection. None of them, including the significantly used Content Query Web Part, will cross Site Collection boundaries. Thus, the aggregation of information across Site Collection boundaries is not possible using out-of-the-box Web Parts.You need to consider this when determining how you will split your information across Site Collections. Any situation that requires you to aggregate and display information across Site Collection boundaries will require a custom development effort or the purchase of a 3rd party Web Part.Your branding and content publishing customization efforts will also have to be duplicated. Currently, all master pages, page layouts, and CSS files, common publishing images and reusable content is bound to a Site Collection.
- For Security Management Benefits:Every site collection creates a security boundary between one collection of sites and another collection of sites. Each site collection has its own collection of SharePoint groups and ACL references.You cannot see a complete list of Users who have permissions to the site or ObjectUsers are members of more than one AD GroupWork backwards to figure out permissions2010 – 1000 objects in an ACL, 5000 Objects per SharePoint GroupThe more ACLs you have, the more ACLs you have to manageKnow the Software Boundaries and Capacity limits http://technet.microsoft.com/en-us/library/cc262787.aspxFor Privacy or Management Benefits and Different Site Collection AdministratorsEach site collection has a role of “Site Collection Administrator” and a person or more assigned to that role. There are times when either for privacy/confidentiality reasons you cannot have a specific site collection administrator with the rights to see that sites content, or where you have different people that should be assigned to manage that collection of sites. The second is an extremely common scenario in large enterprise organizations where there is a need to distribute the technical ownership of site collection administration.
- Your group needs to see summary information about the list items or different views of the same set of items. For example, a manager may want to see the progress on all technical issues for an organization or see all the issues that were filed within the same time period. People want to browse or search for the issues in the same location on a site. You want to apply the same settings to the list items, such as tracking versions or requiring approval. The groups working on the list share similar characteristics, such as the same levels of permission. Unique permission can be applied to specific list items, but if the levels of permission vary greatly, consider multiple lists. You want to analyze information about the list or receive consolidated updates for the list. You can receive alerts when the list items are changed or see the changes to a list by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of information that has changed.
- You don't expect people to need summaries of the items together. The groups of people working with the information are distinct and have different permission levels. You need to apply different settings, such as versioning or approval, to multiple sets of items. You do not need to analyze the items together or receive consolidated updates about the list.
- Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
- The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
- The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
- You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
- Use if you have clear organizing requirementsDeploy a good Search Architecture Search Based NavigationDon’t forget to turn on the Content Organizer Feature – on the Target Site too!Don’t forget to implement Content Types in the Target LibrariesTeach the users!
- Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
- Ease of use for users: File Open/Save – reduce metadata load
- Managed Metadata ServicesTerm StoreHierarchical collection of termsMultilingualSynonymsLimitMaximumvalueLimittypeNotesMaximum number of levels of nested terms in a term store7SupportedTerms in a term set can be represented hierarchically. A term set can have up to seven levels of terms (a parent term, and six levels of nesting below it.)Maximum number of term sets in a term store1000SupportedYou can have up to 1000 term sets in a term store.Maximum number of terms in a term set30,000Supported30,000 is the maximum number of terms in a term set.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 store1,000,000SupportedAn item is either a term or a term set. The sum of the number of terms and term sets cannot exceed 1,000,000. Additional labels for the same term, such as synonyms and translations, do not count as separate terms.Note:You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store.
- Webpage (instead of just a folder name and possible metadata)
- Synchronization of metadata The ability to synchronize metadata allows users to change metadata on multiple items at once within a collection of content. Frequently users will want to do a bulk change of metadata stored within a folder. The most common way to achieve this using Folders is by utilizing the Datasheet View for document libraries, which allows users to bulk change properties quickly. However, this can be error prone and has limitations, such as the inability to change Managed Metadata fields. In contrast, Document Sets allow the ability to configure a column as a Shared Column. Shared Columns then share metadata across the entire Document Set. By changing the column value at the document set, all content contained within the Document Set will be updated with the new value without the user manually having to change each individual document. Another advantage is that all columns types are supported, so users can also easily change Managed Metadata columns for all content as well.
- Running workflows on multiple items with SharePoint Designer Running workflows on multiple items is another commonly asked for requirement in many organizations. The ability to send multiple items through an approval process is something that commonly appears on a list of requirements when organizations are implementing SharePoint. With folders there is really no other option than to manually start an Approval process on each item. Unfortunately even though you can now select multiple items to perform actions on within Lists and Libraries, you cannot do this with workflows. If you have ten documents that you need to send through an Approval process, then it's a rather laborious process. Of course you can create custom workflows in .NET code to solve this issue and it's a good example of where the new Site Workflow type may be used. However, if we are limiting ourselves to out-of-the-box or SharePoint Designer declarative workflows then we are out of luck. With Document Sets we have new Workflow Actions available in SharePoint Designer 2010. This means that we can indeed send an entire Document Set through an Approval Process. Since a Document Set includes multiple documents, we are in effect sending multiple items through an approval process
- Provisioning of default content The ability to create a template and have this reused when a user is creating a document is commonly used in SharePoint. The power of Content Types within the platform can be harnessed very effectively to create these templates and deploy them across multiple sites. However, often we don't require just a single document to be created, but rather a collection of documents to be provisioned. For example consider a project submission pack or a RFP Response that consists of multiple documents. In an ideal world, a user would be able to create collections of documents quickly and easily. If using the folder approach, you can only create single documents, one at a time. So if a user wanted to create a project submission pack then they would create the folder that would house these documents, and then create each individual Content Type one at a time. This is obviously a cumbersome approach. In contrast Document Sets allow us to provision default content when the Document Set is created. So if we create a RFP Response Document Set we can choose to have default content created when a user creates the Document Set:
- Folders can have folders under them etc. Doc sets cant.
- The first tip I will give is to never ever give a single number. As an example when asked how long it will take to make ‘report A’ let the requester know a range that you feel comfortable with. Why a range? Realistically in a quick situation like that if you don’t give a range it won’t indicate how uncertain you are about the estimate.If you were thinking about the request and felt like the task would take somewhere between 2-8 hours then communicating only a single value guess such as ’6 hours’ can be misleading as it doesn’t include any information about how confident you are.
- So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
- Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
- Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
- Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
- Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
- So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
- more than 1000 security scopes (broken inheritance) leads to performance degradation. 50k scopes per list/doc lib is a limit or - more than 50k unique permissions per list is a hard limit.The Practical Limit? 2000 users/groups given access5k users/ad groups per sharepoint groupWhen you add a user or group to a unique ‘scope’ (broken permissions) it actually adds that user or group with ‘limited access’ to each scope in the hierarchy above the item…Best practice: Rely on group membership instead of indivudal user membership in the scopes. For example, if a single group can be used in place of 1,000 users, the scope will be 999 membership entries smaller for the scope and any of its parent scopes which will be updated with Limited Access rights for that single group instead of all 1,000 individual users with Limited Access rights. This additionally helps increase the speed of Limited Access rights push and ACL recalculation at the parent scope objects.Deep hierarchies also impact performance considerably. So try and avoid very deep hierarchies with unique permissions.
- Note: We do not recommend that you use SharePoint groups to assign permissions to sites, because when a SharePoint group is used to assign permissions, a full crawl of the index occurs. Instead, we recommend Domain groups to be used.
- We recommend that you use FGP for only those business cases for which it is required. FGP can be expensive in terms of both operational oversight and performance. If you must use fine-grained permissions, consider the following recommended practices: Ensure that you do not have too many items at the same level of hierarchy in the document libraries, because the time necessary to process items in the views increases.
- You can avoid the use of FGP by doing the following: Break permission inheritance as infrequently as possible. Use groups based on directory membership to assign permissions.Assign permissions at the highest possible level. As part of this strategy, consider the following techniques:Use different document publish levels to control access. Before a document is published, the advanced permissions and versioning settings can be set for users who can only approve items in the document library. For non-document libraries (lists), use the ReadSecurity and WriteSecurity permission levels. When a list is created, the owners can set the Item-level permissions to either Read access or Create and Edit access.
- Basically manage permissions by each SharePoint site uniquely (instead of at a fine grained level). So use the 3 built in groups or AD groups etc and set permissions at the web level. From another point of view, if you have a large list where you want to uniquely set permissions try having ‘more than one list’ in multiple webs to get around some of the performance impact involved (2k unique permissions per web as an example). It avoids a lot of the hierarchy performance hits we discussed.Of course even better is using multiple site collections, but for now we will keep it simple and say at a minimum an effective way would be doing it at the web level (or even list/library level before getting to the item level).
- Use event handlers to control edit permission. You can have an event handler that registers an event using the SPEventReceiverType.ItemUpdating and SPEventReceiverType.ItemUpdated methods, and then use code to control whether the update should be allowed. This is extremely powerful, because you can make security decision based on any metadata of a list or item, without affecting the view rendering performance.Use AddToCurrentScopeOnly method to assign Limited Access membership within a SharePoint group. The key element in this principle is to redesign the architecture so that scope membership does not cause ACL recalculation at the parent document library and Web.This is mainly applicable if the cause of the excessive number of unique scopes was through an automated process such as an event handler or workflow that dynamically modified object permissions. The recommendation in this case is to make a code change to whatever process was creating the unique security scopes.
- Do you have a site map that represents the current site structures?Does this clearly indicate recommended containment hierarchy?Do you have a site map that defines future site structures?Are you using Content Types?Are you using metadata to help make content easier to organize and find?Are you using site columns?Are you using and managing Term Sets?Do you have tagging guidelines?Are you managing keywords?Are you using and managing Site Directories?Do you have classifications based on type of use?Communications based (publishing) portal/sites/collections?Team based collaboration sites/collections?Application/services based sites/collections?Are you checking for dead links?How well is your site structured?Can people find what they are looking for?
- What kind of SharePoint support do you currently provide?Do you provide help material such as Manuals, Course Guidebooks, Workbooks, How To, Tutorials, or Demonstrations?How do you train users on SharePoint?How do you currently provision your sites?How do you determine where each site should live?Who owns the site and who supports the site?How do you communicate new features, initiatives, or changes to SharePoint to your users?How many SharePoint support requests do you currently get?How are these categorized?How are these assigned and escalated?How many are effectively responded to?How many are closed with success?Do you leverage/contribute to an internal knowledgebase for SharePoint support?Do you have clearly defined SLAs for support and problem resolution?Do you offer face to face learning or unstructured/semi-structured environments for learning? (Lunch and learns, after hours discussions, communities etc)
- While SharePoint internal environments support a ‘mobile’ friendly mode the same feature doesn’t work for anonymous users on public facing websites. In addition to this there is the challenge of much smaller resolutions which SharePoint has not been optimized for. Even the webpages developed within SharePoint are large and according to some experts ‘bloated’ with additional content that often is not applicable for anonymous users. There are workarounds for all of these issues (and more), but most require some level of customization or code. So while optimizing SharePoint sites for mobile and tablet devices is possible, it isn’t necessarily easy.What does Microsoft currently have to say about this? “Microsoft SharePoint 2010 supports several modern, standards based, XHTML 1.0 compliant browsers such as Internet Explorer 8, Firefox 3.6 and Safari 4.x as detailed in the “Plan browser support (SharePoint Server 2010)” on Microsoft TechNet. It explains in detail which features work and which do not across the browsers and is the most up to date browser support information. The mobile versions of Safari browser on the Apple iPhone OS (used by the iPhone and iPad) have not been tested by Microsoft, and there may be issues using them with SharePoint 2010.”There are quite a few documented issues (almost all of which relate to the mobile browser and the fact that SharePoint 2010 has not been designed to behave with all touch based interfaces) which are a good reason for concern when many businesses are seeing considerable growth and adoption of tablets. According to the JP Morgan Analyst Group “The tablet market is expected to grow to $35 billion by 2012”. Let me assure you that a big contributor to that growth will be enterprise customers who use SharePointWhat is the mobile experience of your SharePoint site?Have you optimized the site for smaller resolutions?What mobile browsers do you support?Is your organization adopting tablet PCs (iPads)?What is the tablet experience of your SharePoint site?What support do you provide for remote workers?What are the offline and synchronization options your organization is providing?Is SharePoint available outside of the firewall for employees?When a user receives an email linking to a SharePoint document on their phone can they download that document? What is this mobile email and SharePoint experience like?
- A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening