Managed Metadata Austin SPS
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Despite the hype, there is still a lot of confusion and misunderstanding surrounding metadata in SharePoint Server 2010. We cover Managed Metadata starting with the planning phase through implementation, and provide tips on how to make it successful in your organization. We will also discuss the direction of managed metadata in the near future. •Planning – where to start, who to talk to, planning guides •Creating Metadata/how-to •Explanation of the parts; Defining and comparing keywords, content types, tagging, and metadata and when to use each •Different ways to use Metadata in your site •How it drives search results •How metadata is utilized in User Profiles •Tips and Tricks
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Managed Metadata Austin SPS
- 1. PowerPoint, Slides, Metadata, Planning Managed Metadata A to Z Plan, Implement, Make it a Success! Stacy Deere-Strole & Stephanie Donahue Focal Point Solutions, LLC
- 2. THANK YOU FOR BEING A PART OF SHAREPOINT SATURDAY AUSTIN! • Please turn off all electronic devices or set them to vibrate • If you must take a phone call, please do so in the hall • Wi-Fi is available, you will need your Guest ID/password (at registration desk) • Feel free to tweet and blog during sessions. Remember to follow @SPSATX and tag #SPSATX in your tweets! SharePoint Saturday Austin is hosted by the Austin SharePoint User Group (@AustinSPUG) User group, Wi-Fi, protocol 2 | SharePoint Saturday Austin 2013
- 3. Speakers, authors, women WHO ARE STACY & STEPHANIE?
- 4. My Site My Newsfeed My Content My Profile Find People Stacy Deere-Strole Speaking about Managed Metadata at SPSATX…W00T Stacy Deere-Strole CEO Information Technology @sldeere sdeere@focalpointsolutions.co About Me My Organization Chart Owner, Focal Point Solutions in Cincinnati, Ohio Current projects include upgrades, deployments Consultant with 17 years of IT experience Works with 3rd party partners to deliver end to end MCITP solutions to clients. SharePoint & Solution Sales Posts her knowledge to SharePoint 2007, 2010 & 2013 Administration http://www.notjustsharepoint.com Lotus DominoNotes Administrator for 12 years Enjoys speaking at user groups and events!! Co-host on SPTV http://mysp.tv Author, speaker, consultant, MCITP,
- 5. My Site My Newsfeed My Content My Profile Find People Stephanie Donahue Managed Metadata Rocks! Stephanie Donahue SharePoint Solutions Architect Information Technology @stephkdonahue sdonahue@focalpointsolutions.com About Me My Organization Chart SharePoint Solution Architect, Focal Point Co-Author on upcoming Managed Metadata book Solutions in Cincinnati, Ohio Co-Authors the blog In consulting for 7 years total of 13 years IT http://www.notjustsharepoint.com experience Enjoys speaking at user groups and events!! MCITP Co-host on SPTV http://mysp.tv Focus on SharePoint – Information Architecture, ECM, Business Process Automation Current projects include upgrades, deployments Author, co-host, blogger, consultant
- 6. AGENDA • What is Metadata? • What‟s missing in SharePoint 2007? • What does that mean?….Definition Review • Planning • Implementation • Making it a Success • Tips & Tricks • SummaryWrap-Up • Housekeeping Items Overview, about 6 | SharePoint Saturday Austin 2013
- 7. YOU’RE WORKING FOR YOUR DATA. SHOULDN’T YOUR DATA BE WORKING FOR YOU? (THE ANSWER IS YES) ONE OF THE KEYS IS METADATA Quote
- 8. WHAT IS METADATA? • Literally, “after data” • In practical usage, it means data about data • For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries) definition 8 | SharePoint Saturday Austin 2013
- 9. Definition, terms TERMINOLOGY • Taxonomy – A formal hierarchy of terms and tags, usually centrally administered and defined. • Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords. • Term Store – A database that houses taxonomies • Term Set – The “second level” of a taxonomy • Term – (a/k/a “tag”) An element of the defined taxonomy 9 | SharePoint Saturday Austin 2013
- 10. SHAREPOINT CONTENT TERMINOLOGY • Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint. • Content Type Hub – A site collection which operates as a central source to share content types across the enterprise. • Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms. Content, definition 10 | SharePoint Saturday Austin 2013
- 11. WHAT WAS MISSING IN MOSS 2007? LOCAL CONTENT ONLY (OOTB) GLOBAL DISTRIBUTION WAS PAINFUL SharePoint 2007, Moss, OOTB
- 12. WHAT‟S IN SHAREPOINT 2010? - A LOT! METADATA HAS BEEN COMPLETELY RE-DONE; TERM STORE MANAGEMENT, DELEGATED RIGHTS, CONTENT TYPE HUB… - THE MANAGED METADATA SERVICE APPLICATION IS A MAJOR FOCUS FOR SHAREPOINT 2010 DEPLOYMENTS SharePoint 2010, functionality
- 13. WHAT ABOUT SHAREPOINT 2013? • Not *that* much different • Metadata Driven Navigation, catalog, etc SharePoint 2013, navigation 13 | SharePoint Saturday Austin 2013
- 14. VERSIONS… ALL OR NOTHING! • Foundation: No metadata service • Standard: Metadata Service Application, full functionality • Enterprise: Metadata Service Application, full functionality • Office 365: Depends on the plan Version 14 | SharePoint Saturday Austin 2013
- 15. WHY DO YOU USE METADATA? • Fast Retrieval • Process Automation • Alerts • File Management • Records Management • Search Findability, usability, relavance 15 | SharePoint Saturday Austin 2013
- 16. WHERE TO BEGIN… • Identify your “Site Champions” • Meeting with your “Site Champions” • Explain the importance and how it can help them • Locate your Metadata Planning, discovery, process • Plan out your Term Sets • Use the Planning Worksheets • Start answering the Burning Questions!!! 16 | SharePoint Saturday Austin 2013
- 17. THE BURNING QUESTIONS? • How much content do you have? • How much belongs in SharePoint as opposed to archiving? • Who owns the content? • Information seeking behaviors, how do your employees look for data? • Understand business needs, what is most important to your users? • How are you grouping information by type, subject, process, etc.? • How does the metadata relate to your archiving solution? Questions, discovery 17 | SharePoint Saturday Austin 2013
- 18. WHERE TO LOOK FOR METADATA IN YOUR ENVIRONMENT: • Searches • Applications • Long Document Names • Folder Structure • Services • Profiles (Active Directory) • Existing Metadata Sources (ex. Scanning or ERP Solutions) • DepartmentsDivisionsGroups • Forms (Work Orders, Vacation, etc.) Locate, discovery, organization 18 | SharePoint Saturday Austin 2013
- 19. PLAN YOUR ROLES Permission, administration, levels 19 | SharePoint Saturday Austin 2013
- 20. PLANNING WORKSHEETS • Term sets planning worksheet (http://go.microsoft.com/fwlink/?LinkId=163486) • Detailed term set planning worksheet (http://go.microsoft.com/fwlink/?LinkId=163487) • Managed metadata services planning worksheet (http://go.microsoft.com/fwlink/?LinkId=164578) Worksheets can also be found on our blog at http://www.notjustsharepoint.com... Planning, discovery 20 | SharePoint Saturday Austin 2013
- 21. PLAN YOUR USER ATTRIBUTES Profile, users, default, attributes 21 | SharePoint Saturday Austin 2013
- 22. IMPLEMENTATION DEMO Instruction, implement, term store 22 | SharePoint Saturday Austin 2013
- 23. USER PROFILE PROPERTIES Configure, customize, sync, attributes 23 | SharePoint Saturday Austin 2013
- 24. 24 | SharePoint Saturday Austin 2013
- 25. FEDERATED SERVICE APPLICATIONS (CROSS FARM) • Much like search, MMS can be shared between farms • Helpful in hybrid farms and supporting multiple versions • 2013 managed metadata can be shared with 2010 but not the other way around Hybrid, MMS 25 | SharePoint Saturday Austin 2013
- 26. MIGRATION • Restore database to new instance • Create Managed Metadata Service App and use the existing database name Migrate, database, export, powershell 26 | SharePoint Saturday Austin 2013
- 27. KEYWORDS • What about Enterprise keywords and social tagging? • Can I migrate my keywords from MOSS 2007? • Why do I have so many keywords that I didn’t enter? Terms, migrate, tags 27 | SharePoint Saturday Austin 2013
- 28. MAKING IT A SUCCESS! • Plan it Out! • Meet with the right people • Business Users (Not IT we don‟t know!) • User Acceptance Testing • Listen to your Users!!! Success, overview, winning!! • Train your site champions and users • Otherwise You‟re the default! • Delegate Administration of Metadata • Set Permissions and Restrictions • Garbage in garbage out! • Test! Test! Test! • K.I.S.S 28 | SharePoint Saturday Austin 2013
- 29. TIPS & TRICKS • Metadata cannot be used in InfoPath • Metadata can be used in SPD Workflows, but can be difficult (GUID needed) • Document sets cannot use Metadata navigation • Taxonomy feature must be manually enabled on site collections created with the „blank site‟ template Tips, tricks, InfoPath, workflows 29 | SharePoint Saturday Austin 2013
- 30. WRAP-UP Blog: http://www.notjustsharepoint.com Company: http://www.focalpointsolutions.co Speakers, Authors, Tweeters, Bloggers, Consultants, Architects 30 | SharePoint Saturday Austin 2013
- 31. PLEASE FILL OUT SESSION EVALUATIONS AND THANK YOU FOR ATTENDING!
- 32. THANKS TO OUR SPONSORS! Sponsors, free swag, cool gadgets, tools 32 | SharePoint Saturday Austin 2013