1. Using Content Types
& Metadata in SharePoint

2. Anders Skjønaa
SharePointPeople Aps
sharepointpeople.wordpress.com
linkedin.com/in/skjoenaa
facebook.com/skjoenaa
anders@sharepointpeople.dk

3. Anders Skjønaa
SharePointPeople Aps
SharePointPeople
• Enterprise Advisory for SharePoint
• Architecture and design services
• SharePoint Governance Framework™
implementation and workshops
Our competences and specialities
• SharePoint Strategy advisory
• SharePoint Governance Practice
• SharePoint Service Delivery (ITIL)
• Project & Program Management
Our solutions
• Social Enterprise platform (SharePoint 2013)
• Enterprise Search (Fast Search, SharePoint 2013)
• Information / Document Management & Workflow
• Cloud solutions (Office 365 & Windows Azure)
Our customers
Microsoft, Jyske Bank, NKT Cables, Bisca, Amartro,
Aker Solutions, Kellogg Company, DSB and more…

4. Using Content
Types &
Metadata in
SharePoint
AGENDA
• What are Content Types?
• Types
• Functionality
• Inheritance
• Implementation Strategies
• List
• Application
• Sites
• Portal
• Platform
• Content Type Management
• Governance
• Organization

5. What are Content Types?
• Description of content – like in a database
• EVERYTHING has a Content Type
• Content Types include
• Columns for items
• Validation rules (Columns)
• Extensions (Inheritance)
• Grouping
• Templates
• Hierarchy implementation (Updates)
• Workflows
• Policies
• Retention
• Auditing
• Barcodes
• Labels
• Document Information Panel
• Document Conversion

6. What are Content Types?
• EVERYTHING is an «item»
• Parent Content Type
• Built-in Content Types to know
• Document
• Page Layout Content Types
• Unknown Content Type
• Document Set
• …
Item
Document
Contract
Sales Contract
Employee
Contract

7. Content Type implementation
We need to agree on an implementation strategy
• List Level
• Application Level
• Site Level
• Portal Level
• Platform Level
Each level has it’s own considerations and requirements for
governance and management

8. The Content Type Hub
(On-premices)
Content Type Hub
(Teamsite)
Intranet Portal
Collaboration
Portal
Enterprise Search
Portal
Human Resources Operations
Projects
«Competence» Content Type
«Candidate» Content Type
Search for
«Candidates»
with the right
«Competence»

9. What is your strategy for Content Typing?
What are you doing today
What would you like to be able to do?

10. Content Type Implementation Strategy
The biggest impact is at the Platform Level
• Implementing GLOBAL Change Management procedures
• Identify «Content Manager» role on each level (Governance)
• Train people – users and Content Type Manager
• Drive progressive governance across the platform

11. High level implementation guidance
Platform
Portal
Site
Application
List
• Low Management
• Use Content Types «as needed»
• Consult Type Owner
• Define responsible role (Typically SDM)
• Use Content Type Hub
• Create local Content Types following governance policies
• Management depends on site type and purpose
• Use Site Types if needed (Inherited)
• Site Owner (Rights) will be Content Type Practitioner(!)
• Portal Owner (SDM?) should be responsible for all CT Practitioners
• Use Content Type Hub
• Drive governance to the «local» level
• Content Type Hub
• Strict Management of Content Types globally
• Drive Content Type Practitioners team
• Drive Governance for Content Types across all busines units

12. High level implementation guidance
Platform
Portal
Site
Application
List
• Low Management
• Use Content Types «as needed»
• Consult Type Owner
• Define responsible role (Typically SDM)
• Use Content Type Hub
• Create local Content Types following governance policies
• Management depends on site type and purpose
• Use Site Types if needed (Inherited)
• Site Owner (Rights) will be Content Type Practitioner(!)
• Portal Owner (SDM?) should be responsible for all CT Practitioners
• Use Content Type Hub
• Drive governance to the «local» level
• Content Type Hub
• Strict Management of Content Types globally
• Drive Content Type Practitioners team
• Drive Governance for Content Types across all busines units

13. Platform
Portal
Site
Application
List
• Low Management
• Use Content Types «as needed»
• Consult Type Owner
• Define responsible role (Typically SDM)
• Use Content Type Hub
• Create local Content Types following governance policies
• Management depends on site type and purpose
• Use Site Types if needed (Inherited)
• Site Owner (Rights) will be Content Type Practitioner(!)
• Portal Owner (SDM?) should be responsible for all CT Practitioners
• Use Content Type Hub
• Drive governance to the «local» level
• Content Type Hub
• Strict Management of Content Types globally
• Drive Content Type Practitioners team
• Drive Governance for Content Types across all busines units
High level implementation guidance

14. High level implementation guidance
Platform
Portal
Site
Application
List
• Low Management
• Use Content Types «as needed»
• Consult Type Owner
• Define responsible role (Typically SDM)
• Use Content Type Hub
• Create local Content Types following governance policies
• Management depends on site type and purpose
• Use Site Types if needed (Inherited)
• Site Owner (Rights) will be Content Type Practitioner(!)
• Portal Owner (SDM?) should be responsible for all CT Practitioners
• Use Content Type Hub
• Drive governance to the «local» level
• Content Type Hub
• Strict Management of Content Types globally
• Drive Content Type Practitioners team
• Drive Governance for Content Types across all busines units

15. High level implementation guidance
Platform
Portal
Site
Application
List
• Low Management
• Use Content Types «as needed»
• Consult Type Owner
• Define responsible role (Typically SDM)
• Use Content Type Hub
• Create local Content Types following governance policies
• Management depends on site type and purpose
• Use Site Types if needed (Inherited)
• Site Owner (Rights) will be Content Type Practitioner(!)
• Portal Owner (SDM?) should be responsible for all CT Practitioners
• Use Content Type Hub
• Drive governance to the «local» level
• Content Type Hub
• Strict Management of Content Types globally
• Drive Content Type Practitioners team
• Drive Governance for Content Types across all busines units

16. Managed Metadata
Term Store
• Term Store is a central repository for metadata terms
• Easy implementation, but…
• Require some planning to work well
Very COOL functionality…
• Integrated Metadata(Taxonomy) & Tagging (Folksonomy)
• Notify relevant people of changes
• Delegate Term Ownership
Not so COOL
• User interface
• Limited scalability
(Per Managed metadata instance)
• Limited flexibility and functionality
(Term Store is not a global taxonomy management systems)

17. Metadata driven functionality
• Search
• Federation
• Content Organizer
• Records Management
• Document Information Panel
• Workflow
• Navigating
• Navigating lists using Metadata
• New navigation functionality in SharePoint 2013
Metadata / Term Store is a great foundation for extensibility

18. Summary
Using Content Types & Metadata in SharePoint
• Content Types are the construct for defining types and functionality around content in
SharePoint
• Content Types can be managed on a global level using Content Type Hub
• Managing Content Types & Metadata is a technical and organizationally challenging
tasks
• A solid governance approach crossing all level are an effective way to stay in control
• Term Store is a great repository for controlling terms for Content Types
Managing Content Types & Metadata in SharePoint may be one
of the most impactful investments in SharePoint – for your
business

19. Questions
Anders B. Skjønaa
Partner, SharePointPeople Aps
anders@sharepointpeople.dk
sharepointpeople.wordpress.com
linkedin.com/in/skjoenaa
facebook.com/anders.skjoenaa