ESDDC - Corralling Your Content

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Enterprise Search & Discovery Summit - November 6, 2014

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ESDDC - Corralling Your Content

  1. 1. Corralling Your Content in SharePoint Jonathan Ralton BlueMetal Architects
  2. 2. Agenda Setting the Stage Orientation In Theory… The Nitty-Gritty In Practice… Exercise Wrapping Up Questions
  3. 3. Setting the Stage Corralling Your Content in SharePoint
  4. 4. ME
  5. 5. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • Document Management, jonathanr@bluemetal.com Content Management, Knowledge Management… @jonralton blog.jonralton.net
  6. 6. YOU
  7. 7. Audience What SharePoint stage are you in? What are you hoping to learn?
  8. 8. Orientation: In Theory… Corralling Your Content in SharePoint
  9. 9. In Theory… SharePoint does this thing called Content Management
  10. 10. In Theory… Business Process Automation Portals Social Co-Authoring External Collaboration Workflow Team Collaboration Incident Management Project Management Knowledge Management Enterprise Content Management Application Platform
  11. 11. In Theory… What is… • Content Architecture • Taxonomy How do they relate? Content Architecture Taxonomy
  12. 12. Content Architecture 1. The specification for a content management solution 2. A set of activities and outputs for effective content management – Cleve Gibbon
  13. 13. Content Architecture
  14. 14. In Theory… Your taxonomy is an integral part of your content architecture plan in SharePoint
  15. 15. In Theory… Your content architecture is the foundation for achieving content management in SharePoint
  16. 16. In Theory… • What is it? • Is it useful to me?
  17. 17. In Theory… Findability Usability Content Architecture
  18. 18. In Theory… Art Science
  19. 19. In Theory… A Process An Outcome
  20. 20. In Theory… Process • Helps elicit ideas • Helps resolve prior mistakes • Based on past experience • Helps achieve buy-in Outcome • Design Document • Artifacts • Spreadsheet(s) • Chart(s)
  21. 21. White Paper • Planning • Documentation • Inheritance bit.ly/GovernanceinSharePointFeature
  22. 22. The Nitty-Gritty: In Practice… Corralling Your Content in SharePoint
  23. 23. In Practice… Farms Web Applications Content Databases Site Collections Sites Lists Libraries Folders Document Sets Crawled Properties Site Columns Managed Metadata External Content Types Content Types Managed Properties
  24. 24. In Practice… Crawled Properties Managed Properties
  25. 25. In Practice… Search Index Crawled Properties Managed Properties
  26. 26. In Practice… What are… • Content Types • Site Columns What will we do with them? Content Types Site Columns Metadata
  27. 27. In Practice… Metadata Content Types Site Columns Context Sites Libraries Lists Content Architecture Search Index Crawled Properties Managed Properties
  28. 28. def·i·ni·tion [dèf fə nísh'n] CONTENT TYPE
  29. 29. Content Type “a reusable collection of: 1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library”
  30. 30. Name Parent Name Group System #N/A _Hidden Document Collection Folder Folder _Hidden System Page #N/A _Hidden System Page Layout #N/A _Hidden System Master Page #N/A _Hidden Audio Rich Media Asset Digital Asset Content Types Image Rich Media Asset Digital Asset Content Types Rich Media Asset Document Digital Asset Content Types Video Rich Media Asset Digital Asset Content Types Document Item Document Content Types List View Style Document Document Content Types Form Document Document Content Types Picture Document Document Content Types Master Page Document Document Content Types Wiki Page Document Document Content Types Basic Page Document Document Content Types Web Part Page Basic Page Document Content Types Link to a Document Document Document Content Types Dublin Core Columns Document Document Content Types Document Set Document Collection Folder Document Set Content Types Folder Item Folder Content Types Discussion Folder Folder Content Types Summary Task Folder Folder Content Types Announcement Item List Content Types Comment Item List Content Types Contact Item List Content Types East Asia Contact Item List Content Types Event Item List Content Types Issue Item List Content Types Item System List Content Types Link Item List Content Types Message Item List Content Types Post Item List Content Types Reservations Event List Content Types Schedule Event List Content Types Schedule and Reservations Event List Content Types Task Item List Content Types Page System Page Publishing Content Types Page Layout System Page Layout Publishing Content Types Publishing Master Page System Master Page Publishing Content Types
  31. 31. Content Types – Inheritance Item Document Picture Folder Discussion Document Set Announcement Contact Event Issue Link Post Task
  32. 32. Content Types – Categories Item Document Folder Document Set
  33. 33. Content Types – Warning DO NOT modify the out-of-the-box content types!
  34. 34. Content Types – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope)
  35. 35. Content Types – Considerations Intranet Home HR Department IT Department Marketing Department Sales Department Benefits Team Compensation Team • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
  36. 36. Content Types – Considerations Content Type 1 Content Type 1.1 Content Type 1.1.1 Content Type 1.1.2 Content Type 1.2 Content Type 1.2.1 Content Type 1.3 • Hierarchy (Inheritance) • Levels of abstraction
  37. 37. Content Types – Considerations • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
  38. 38. Content Types – Considerations Document Ad Invoice Offer Letter Purchase Order Salary Increase Request Termination Letter
  39. 39. Content Types – Considerations Document HR Document Offer Letter Salary Increase Request Ad Termination Letter Invoice Purchase Order
  40. 40. Content Types – Considerations Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  41. 41. Content Types – Considerations Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  42. 42. Content Types – Considerations Standard Shipping Request Expedited Shipping Request Air Freight Request International Air Freight Request Rail Freight Request Ocean Freight Request International Ocean Freight Request • Shipping Approval • Expedited Shipping Approval • Exports Authorization
  43. 43. Content Types – Considerations Shipping Request Type Shipping Approval Type Standard Shipping Request Type Standard Shipping Request Non-Standard Shipping Request Type Air Freight Request Rail Freight Request Ocean Freight Request Expedited Approval Type Expedited Shipping Request International Shipping Request Type International Air Freight Request International Ocean Freight Request • Shipping Approval • Expedited Shipping Approval • Exports Authorization
  44. 44. def·i·ni·tion [dèf fə nísh'n] SITE COLUMN
  45. 45. Site Column “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites”
  46. 46. Site Column a field
  47. 47. Site Columns – Types • All Day Event • Audience Targeting • Calculated • Choice • Currency • Computed • Cross Project Link • Date and Time • External Data • File • Hyperlink/Picture • Integer • Lookup • Managed Metadata • Multi-Text • Number • Number of Ratings • Person/Group • Publishing HTML • Publishing Image • Publishing Schedule End Date • Publishing Schedule Start Date • Rating (0-5) • Recurrence • Summary Links • System • Text • Yes/No
  48. 48. Site Columns – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope)
  49. 49. Site Columns – Considerations Choice Lookup Managed Metadata • When to use which type
  50. 50. Site Columns – Considerations • Plain text • Does not update Choice Column • No metadata about choices
  51. 51. Site Columns – Considerations • ID;#Value • Does update • Metadata about choices • Projected Fields • Expand scope of List, but not across Site Collections • Possibility for cascading lookups Lookup Column
  52. 52. Lookup Columns – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope) List List
  53. 53. Site Columns – Considerations • Hierarchy of terms • Scope across site collections, web applications, farms • No metadata about choices in 2010 • Extended Properties in 2013 • Can assist with navigation • No InfoPath support • No Document Information Panel support • No Data Sheet View support • Folksonomy possibilities Managed Metadata Column
  54. 54. Site Columns – Considerations • Too few columns? • Too many columns? • Required/Not Required?
  55. 55. Site Columns – Considerations My Column • My%20Column My Column • Mycolumn Renamed Column • oldnamecolumn • ‘Internal Name’/Static Name vs. ‘Display Name’/Title
  56. 56. Metadata Content Types Site Columns Metadata
  57. 57. Metadata – Process 1. Identify common elements 2. Identify unique elements 3. Associate at the appropriate level(s) on the appropriate content type(s)
  58. 58. Metadata – Process Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad • Employee Name • Termination Date
  59. 59. SharePoint Building Blocks Farm Web Application Content Database Site Collection Site List/Library Item Item Site Collection Site List/Library Item Site List/Library Item Content Database Site Collection Site List/Library Item Web Application Content Database Site Collection Site List/Library Item Item Site List/Library Item Collection Site
  60. 60. Taxonomy/Context – Approach 1. Determine what content is needed where 2. Associate at the appropriate level(s) with the appropriate container(s)
  61. 61. Taxonomy/Context – Considerations • The content that will be stored as items • The site and list/library columns that will identify, qualify, and differentiate those items from each other • The content types that will help maintain appropriate metadata, workflow, behavior, and other settings for different kinds of items • The lists/libraries that will segregate those items within the sites • The sites that will contain those lists/libraries • The site collections that will contain those sites • The content databases that will house those site collections • The web applications that will contain those site collections • The farms that will host those web applications
  62. 62. Content Type Publishing Advantages • Manage ‘Enterprise Content Types’ across site collections, web applications, and farms • High governance/control • Higher reuse Disadvantages • Inheritance/Publishing • Workflows • Lookup Columns • Backup/Restore/Disaster Recovery
  63. 63. Exercise Taming Your Taxonomy in SharePoint
  64. 64. Deduction Management Site Deduction Library Customer Operations Site Deduction Contract Library Advertisement Library Billback Library Syndicated Data Library Spin Report Library Scan Data Library Markdown Funds Library Repay Library Markdown Funds Site Contract Advertisement Billback Repay Scan Data Spin Report Syndicated Data Customer Customer Customer Customer Customer Customer Customer Deduction Number Deduction Type Customer Date Requested Date Range Start Date Range End Product Category Contract Documents Advertisement Documents Billback Documents Repay Documents Scan Data Documents Spin Report Documents Syndicated Data Documents Markdown Deduction Status
  65. 65. Exercise • Addendum • Amendment • Annual Report • Change Request • Collateral • Contract • Customer • Exhibit • Holiday • Invoice • Master Services Agreement • Memorandum • Non-Disclosure Agreement • Policy • Proposal • Prospectus • Purchase Order • Resume • Schedule • Statement of Work • Supplier • Tax Return
  66. 66. Wrapping Up Corralling Your Content in SharePoint
  67. 67. Wrapping Up Content Architecture Taxonomy
  68. 68. Wrapping Up Findability Usability Content Architecture
  69. 69. Wrapping Up Metadata Content Types Site Columns Context Sites Libraries Lists Content Architecture Search Index Crawled Properties Managed Properties
  70. 70. Questions Corralling Your Content in SharePoint
  71. 71. jonathanr@bluemetal.com @jonralton blog.jonralton.net
  72. 72. Reference Corralling Your Content in SharePoint
  73. 73. Key SharePoint Limits • Boundary: Static limits that cannot be exceeded by design • Threshold: Configurable limits that can be exceeded to accommodate specific requirements • Supported: Configurable limits that have been set by default to a tested value
  74. 74. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Farm Content Databases Supported Not Specified 500 Site Collections Supported Not Specified 500,000 Personal Sites 250,000 Non-Personal Sites Web Application Content Databases Supported 300 Not Specified Site Collections Supported 250,000 Not Specified Content Database Size Supported 200 GB – 4 TB 200 GB – 4 TB Site Collections Supported 5,000 10,000 Total Sites 2,500 Non-Personal Sites Items Supported 60,000,000 60,000,000
  75. 75. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Site Collection Sites Supported 250,000 250,000 SharePoint Groups Supported 10,000 10,000 Users Supported 2,000,000 2,000,000 Site Subsites Threshold 2,000 2,000 Lists or Libraries 5,000 Not Specified Blog Posts Supported 5,000 5,000 Blog Comments Supported 1,000 1,000
  76. 76. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 List or Library Items Supported 30,000,000 30,000,000 Items in a Folder 5,000 Not Specified Items in a View Threshold 5,000 5,000 Joins in a View Threshold 8 8 Unique Security Scopes Threshold 50,000 50,000 Columns Threshold 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata
  77. 77. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Document Size Boundary 2 GB 2 GB Major Versions Supported 400,000 400,000 Minor Versions Boundary 511 511 Coauthoring Concurrent Editors Threshold 10 10 Page Web Parts Threshold 25 25 Security SharePoint Groups per User Supported 5,000 5,000 Active Directory Groups or Users per SharePoint Group Supported 5,000 5,000
  78. 78. Links SharePoint 2010 SharePoint 2013 SharePoint Online Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits Discontinued Features and Functionality bit.ly/1bhrLKr Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw SharePoint Maturity Model www.sharepointmaturity.com
  79. 79. Links My Enterprise Content Management (ECM) Resources Click Here My Knowledge Management (KM) Resources Click Here My Records Management Resources (RM) Click Here My SharePoint Resources Click Here My Web Content Management (WCM) Resources Click Here

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