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© Metataxis 2017 Designing the information-centric environment Slide 1 of 21
Can you really
implement taxonomies
in native SharePoint?
Marc Stephenson
March 2017
Metataxis
© Metataxis 2017 Designing the information-centric environment Slide 2 of 21
About Metataxis
• Information architecture/management consultancy
• Technology independent - not a Microsoft partner
• Formed in 2002
• 6 staff and many associates
• Worked on 40+ SharePoint projects
• Consult and implement
• Private, public and third sector
• SMEs (10 staff) to large organisations (100,000+ staff)
• Training programmes for SharePoint, IA and IM
• We like and use SharePoint…2003, 2007, 2010, 2013, 2016 (Office 365)
© Metataxis 2017 Designing the information-centric environment Slide 3 of 21
Just some of our (150+) clients
© Metataxis 2017 Designing the information-centric environment Slide 4 of 21
Agenda
• Overview
• Columns (metadata)
• Content types
• Term sets (taxonomies)
• Wrap-up
© Metataxis 2017 Designing the information-centric environment Slide 5 of 21
What is SharePoint?
• An Enterprise Content Management environment/platform/application suite:
• Web content management
• Document management
• Records management
• Knowledge management
• Enterprise search
• Social media
• Workflows
• Electronic-Forms
• Business intelligence
• Data integration
• All of which use metadata and taxonomies
© Metataxis 2017 Designing the information-centric environment since 2002 Slide 6 of 21
Columns
© Metataxis 2017 Designing the information-centric environment Slide 7 of 21
Column Overview
• “Column” is the term mostly used for metadata in SharePoint, also “Property”
• Metadata is used with any list or library
• Each item in the list uses the metadata. For example:
• Files in a document library
• Web pages in a web page library
• Days in a calendar
• Columns are defined at global or local levels
• Defined columns are used locally (in a list)
• Defined columns are usually placed within a content type
• Defined columns are easily re-used
• Columns configure views
• Allows grouping, filtering, and sorting of items in a list/library
• Views are easy to define and use
• Views make SharePoint powerful and flexible
© Metataxis 2017 Designing the information-centric environment Slide 8 of 21
Types of Columns
• System columns (automatically populated by SharePoint, unchangeable)
• Custom columns (information architect defined, changeable in any way)
• Columns may be mandatory/optional/hidden
• Many columns data types:
• Text – various kinds
• Numeric – various kinds
• Choice (pick-list)
• People/group (Active Directory)
• Date/time
• Managed metadata (use taxonomies, or parts of taxonomies)
• Keyword (use folksonomy)
© Metataxis 2017 Designing the information-centric environment since 2002 Slide 9 of 21
Content Types
© Metataxis 2017 Designing the information-centric environment Slide 10 of 21
Content Types Overview
• A content type defines and encapsulates:
• Set of columns
• Office template (optional) and icon
• Workflow (optional)
• Information Management Policy (optional)
• For example:
• Agenda, Policy, Press Release, Contract, Correspondence, etc.
• Used by SharePoint internally, but also extensively customisable
• Content types are defined at global or local levels
• Content types are used locally (in a list)
• Content types can inherit from other content types
• Many default, built-in content types
© Metataxis 2017 Designing the information-centric environment since 2002 Slide 11 of 21
Term Sets
© Metataxis 2017 Designing the information-centric environment Slide 12 of 21
Term Set Overview
• “Term”:
• A word or phrase that can be associated with an item of content
• A term can be a managed term or a managed keyword
• Managed Terms or Term Sets (taxonomies)
• Collections of related terms, usually hierarchically structured
• Can be open (add only) or closed to users
• Created and managed by an information architect/taxonomist
• Many term sets can be created
• Managed Keywords (folksonomy)
• Collections of terms in a non-hierarchical list
• Always open to users (add only)
• Created by users, and managed by an information architect/taxonomist
• Only 1 keyword set exists
• All managed via the Term Store Manager
© Metataxis 2017 Designing the information-centric environment Slide 13 of 21
Term Store Manager Functions
• “Re-use” terms – bi-directional reuse of terms/branches in other term sets
• “Pin” terms – uni-directional reuse of terms/branches in other term sets
• Terms can have “Other labels” (synonyms)
• “Merge” terms - synonym and “re-use” combined
• No poly-hierarchy, within a term set
• Terms can be deleted (no!) or deprecated
• Terms may/may not be used for tagging
• Terms and term sets may have properties
• Local and Custom term properties
• Properties free format – no property re-use
• Term sets may have a custom sort order
• Managed keywords can become managed terms
• Various implementation limits
© Metataxis 2017 Designing the information-centric environment Slide 14 of 21
Managed Metadata Service
• Manages:
• Columns
• Content type hub (centralised store)
• Term Store
• Update and propagation of changes automatic
• 1 hour to days, depending in nature of change
• In SharePoint Online, time can’t be changed
• Log of what, how and when
• Access must be controlled – information architect/taxonomist only
• Mistakes can cause wide-spread issues
• All changes need careful planning
© Metataxis 2017 Designing the information-centric environment Slide 15 of 21
Managed Metadata Service Limits
Content Type
Hub (1…n)
Term Groups
(1…n)
Term Sets
(1…n)
Term Store
(1…n)
Terms (1…n)
Only 1 in SharePoint Online
Any number in SharePoint on-premise
1 million terms per term Store
1,000 terms sets per term store
30,000 Terms per Term Set
Administration boundary
Only 1 in SharePoint Online
Any number in SharePoint on-premise
© Metataxis 2017 Designing the information-centric environment Slide 16 of 21
Term Management
• All terms have a GUID, system generated, hidden to the user
• A taxonomist can change the term label at any time
• Wherever the label is used, it is automatically updated (system timer job)
• If terms are deleted, items that used the term will have a metadata error
• Needs manual user fixing
• If terms are deprecated, items that used the term will fine
• No longer available to tag with, but remain searchable
• Can’t have same label at the same term set level
• Tagged terms can show the end term (leaf) or full-path (all branches and leaf)
• Full-path allows searching within all branch labels
• But uses too much screen space, especially in views
• Columns can have single or multiple term values
• Multiple values disables view sort and group features
© Metataxis 2017 Designing the information-centric environment Slide 17 of 21
Management Issues
• Term set import functions exist – via csv in import format
• No term set export – need bespoke scripts (simple)
• Simple re-import does not work (same label, different GUID)
• Making SharePoint the master taxonomy repository does not work well
• GUID issues
• Loss of richness of taxonomy – no scope notes etc.
• No reporting or analysis (with bespoke scripts)
• Need “String and glue” integration via Excel, VBA, etc.
• May need companion taxonomy products within SharePoint
• For example: Smartlogic and Concept Search
• May need companion taxonomy products outside SharePoint
• For example: PoolParty, Synaptica and MultiTes
© Metataxis 2017 Designing the information-centric environment since 2002 Slide 18 of 21
Wrap up
© Metataxis 2017 Designing the information-centric environment Slide 19 of 21
Penultimate Thoughts
• SharePoint metadata management is good
• SharePoint taxonomy management is “good enough”, but…
• Not suitable for (very?) large implementations
• Not suitable for complex implementations
• Not suitable for ongoing management
• Anything vaguely sophisticated, needs “extras”
• But…
• SharePoint is not going away
• Make use of it the best you can – especially if you have nothing else
• Something is better than nothing
© Metataxis 2017 Designing the information-centric environment Slide 20 of 21
Final Thoughts
Can you really implement taxonomies in native SharePoint?
Yes, just about.
© Metataxis 2017 Designing the information-centric environment Slide 21 of 21
Questions?
marc.stephenson@metataxis.com
www.metataxis.com
MetataxisMetataxis

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Can you really implement taxonomies in native SharePoint?

  • 1. © Metataxis 2017 Designing the information-centric environment Slide 1 of 21 Can you really implement taxonomies in native SharePoint? Marc Stephenson March 2017 Metataxis
  • 2. © Metataxis 2017 Designing the information-centric environment Slide 2 of 21 About Metataxis • Information architecture/management consultancy • Technology independent - not a Microsoft partner • Formed in 2002 • 6 staff and many associates • Worked on 40+ SharePoint projects • Consult and implement • Private, public and third sector • SMEs (10 staff) to large organisations (100,000+ staff) • Training programmes for SharePoint, IA and IM • We like and use SharePoint…2003, 2007, 2010, 2013, 2016 (Office 365)
  • 3. © Metataxis 2017 Designing the information-centric environment Slide 3 of 21 Just some of our (150+) clients
  • 4. © Metataxis 2017 Designing the information-centric environment Slide 4 of 21 Agenda • Overview • Columns (metadata) • Content types • Term sets (taxonomies) • Wrap-up
  • 5. © Metataxis 2017 Designing the information-centric environment Slide 5 of 21 What is SharePoint? • An Enterprise Content Management environment/platform/application suite: • Web content management • Document management • Records management • Knowledge management • Enterprise search • Social media • Workflows • Electronic-Forms • Business intelligence • Data integration • All of which use metadata and taxonomies
  • 6. © Metataxis 2017 Designing the information-centric environment since 2002 Slide 6 of 21 Columns
  • 7. © Metataxis 2017 Designing the information-centric environment Slide 7 of 21 Column Overview • “Column” is the term mostly used for metadata in SharePoint, also “Property” • Metadata is used with any list or library • Each item in the list uses the metadata. For example: • Files in a document library • Web pages in a web page library • Days in a calendar • Columns are defined at global or local levels • Defined columns are used locally (in a list) • Defined columns are usually placed within a content type • Defined columns are easily re-used • Columns configure views • Allows grouping, filtering, and sorting of items in a list/library • Views are easy to define and use • Views make SharePoint powerful and flexible
  • 8. © Metataxis 2017 Designing the information-centric environment Slide 8 of 21 Types of Columns • System columns (automatically populated by SharePoint, unchangeable) • Custom columns (information architect defined, changeable in any way) • Columns may be mandatory/optional/hidden • Many columns data types: • Text – various kinds • Numeric – various kinds • Choice (pick-list) • People/group (Active Directory) • Date/time • Managed metadata (use taxonomies, or parts of taxonomies) • Keyword (use folksonomy)
  • 9. © Metataxis 2017 Designing the information-centric environment since 2002 Slide 9 of 21 Content Types
  • 10. © Metataxis 2017 Designing the information-centric environment Slide 10 of 21 Content Types Overview • A content type defines and encapsulates: • Set of columns • Office template (optional) and icon • Workflow (optional) • Information Management Policy (optional) • For example: • Agenda, Policy, Press Release, Contract, Correspondence, etc. • Used by SharePoint internally, but also extensively customisable • Content types are defined at global or local levels • Content types are used locally (in a list) • Content types can inherit from other content types • Many default, built-in content types
  • 11. © Metataxis 2017 Designing the information-centric environment since 2002 Slide 11 of 21 Term Sets
  • 12. © Metataxis 2017 Designing the information-centric environment Slide 12 of 21 Term Set Overview • “Term”: • A word or phrase that can be associated with an item of content • A term can be a managed term or a managed keyword • Managed Terms or Term Sets (taxonomies) • Collections of related terms, usually hierarchically structured • Can be open (add only) or closed to users • Created and managed by an information architect/taxonomist • Many term sets can be created • Managed Keywords (folksonomy) • Collections of terms in a non-hierarchical list • Always open to users (add only) • Created by users, and managed by an information architect/taxonomist • Only 1 keyword set exists • All managed via the Term Store Manager
  • 13. © Metataxis 2017 Designing the information-centric environment Slide 13 of 21 Term Store Manager Functions • “Re-use” terms – bi-directional reuse of terms/branches in other term sets • “Pin” terms – uni-directional reuse of terms/branches in other term sets • Terms can have “Other labels” (synonyms) • “Merge” terms - synonym and “re-use” combined • No poly-hierarchy, within a term set • Terms can be deleted (no!) or deprecated • Terms may/may not be used for tagging • Terms and term sets may have properties • Local and Custom term properties • Properties free format – no property re-use • Term sets may have a custom sort order • Managed keywords can become managed terms • Various implementation limits
  • 14. © Metataxis 2017 Designing the information-centric environment Slide 14 of 21 Managed Metadata Service • Manages: • Columns • Content type hub (centralised store) • Term Store • Update and propagation of changes automatic • 1 hour to days, depending in nature of change • In SharePoint Online, time can’t be changed • Log of what, how and when • Access must be controlled – information architect/taxonomist only • Mistakes can cause wide-spread issues • All changes need careful planning
  • 15. © Metataxis 2017 Designing the information-centric environment Slide 15 of 21 Managed Metadata Service Limits Content Type Hub (1…n) Term Groups (1…n) Term Sets (1…n) Term Store (1…n) Terms (1…n) Only 1 in SharePoint Online Any number in SharePoint on-premise 1 million terms per term Store 1,000 terms sets per term store 30,000 Terms per Term Set Administration boundary Only 1 in SharePoint Online Any number in SharePoint on-premise
  • 16. © Metataxis 2017 Designing the information-centric environment Slide 16 of 21 Term Management • All terms have a GUID, system generated, hidden to the user • A taxonomist can change the term label at any time • Wherever the label is used, it is automatically updated (system timer job) • If terms are deleted, items that used the term will have a metadata error • Needs manual user fixing • If terms are deprecated, items that used the term will fine • No longer available to tag with, but remain searchable • Can’t have same label at the same term set level • Tagged terms can show the end term (leaf) or full-path (all branches and leaf) • Full-path allows searching within all branch labels • But uses too much screen space, especially in views • Columns can have single or multiple term values • Multiple values disables view sort and group features
  • 17. © Metataxis 2017 Designing the information-centric environment Slide 17 of 21 Management Issues • Term set import functions exist – via csv in import format • No term set export – need bespoke scripts (simple) • Simple re-import does not work (same label, different GUID) • Making SharePoint the master taxonomy repository does not work well • GUID issues • Loss of richness of taxonomy – no scope notes etc. • No reporting or analysis (with bespoke scripts) • Need “String and glue” integration via Excel, VBA, etc. • May need companion taxonomy products within SharePoint • For example: Smartlogic and Concept Search • May need companion taxonomy products outside SharePoint • For example: PoolParty, Synaptica and MultiTes
  • 18. © Metataxis 2017 Designing the information-centric environment since 2002 Slide 18 of 21 Wrap up
  • 19. © Metataxis 2017 Designing the information-centric environment Slide 19 of 21 Penultimate Thoughts • SharePoint metadata management is good • SharePoint taxonomy management is “good enough”, but… • Not suitable for (very?) large implementations • Not suitable for complex implementations • Not suitable for ongoing management • Anything vaguely sophisticated, needs “extras” • But… • SharePoint is not going away • Make use of it the best you can – especially if you have nothing else • Something is better than nothing
  • 20. © Metataxis 2017 Designing the information-centric environment Slide 20 of 21 Final Thoughts Can you really implement taxonomies in native SharePoint? Yes, just about.
  • 21. © Metataxis 2017 Designing the information-centric environment Slide 21 of 21 Questions? marc.stephenson@metataxis.com www.metataxis.com MetataxisMetataxis