Why Use Add ins with SharePoint and SharePoint Online? Webinar

© Concept Searching 2016
Why Use Add-ins with SharePoint and
SharePoint Online?
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch

© Concept Searching 2016© Concept Searching 2015
Steve Mann – Vice President of Sales at Concept Searching
has proven expertise in consulting, solutions delivery, sales, and
project management in business-to-business environments. He is
experienced in Microsoft technologies, including SharePoint, and
in providing guidance on best practices, technical advice, and
solutions to address a wide range of business challenges,
leveraging a combination of Microsoft and third party technology.

Agenda
• Welcome
• Who we are
• What we do
• Add-ins
• Types
• Trends
• Characteristics
• Process improvements
• Add-ins vs SharePoint applications
• Justification and benefits
• Questions

• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Profitable, debt free
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
7 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Microsoft Gold Certification in Application Development,
Microsoft Business-Critical SharePoint program partner
• Smart Content Framework™ for Information Governance comprising
• conceptClassifier for SharePoint and conceptClassifier for Office 365
• Concept Searching Technology Platform and conceptClassifier Platform
• Add on – conceptTaxonomyWorkflow and conceptClassifier for OneDrive for Business
The Global Leader in
Managed Metadata Solutions

Concept Searching’s technology platforms deliver semantic
metadata generation, auto-classification and
taxonomy management, and taxonomy workflow
What Do We Do?
The resulting classification metadata is used by clients to
deliver ‘intelligent metadata solutions’ in areas such as
enhanced search, migration, data privacy,
records management, policy enforcement, compliance,
text analytics, and business and social collaboration
The platform is based on an open architecture with all APIs
based on XML and Web Services. It integrates with content
repositories, search engines and file shares, enabling our
clients to add structure and manage their enterprise
content, regardless of environment

A manual metadata approach will fail 95%+ of the time
Issue Organizational Impact
Inconsistent Less than 50% of content is correctly indexed, meta-tagged or
efficiently searchable rendering it unusable to the organization (IDC)
Subjective Highly trained information specialists will agree on meta tags between
33%-50% of the time (C. Cleverdon)
Cumbersome – expensive Average cost of manually tagging one item runs from $4-$7 per
document and does not factor in the accuracy of the meta tags nor the
repercussions from mistagged content (Hoovers)
Malicious compliance End users select first value in list
(Perspectives on Metadata, Sarah Courier)
No perceived value for end user What’s in it for me? End user creates document, does not see value
for organization nor risks associated with litigation and
non-conformance to policies
What you have seen Metadata will continue to be a problem due to inconsistent human
behavior
93% of Organizations use Manual Tagging. Does Yours?

I can’t make my Users add Accurate Metadata
You are not alone – most users can’t
find what they are looking for either
• 93% of organizations rely solely on
end user tagging
• Search is viewed as essential, but
little is being done by organizations
to improve results
• IT regards developing an enterprise
metadata repository as daunting
• Business process owners don’t know
the problem can be fixed
• Metadata, auto-classification, and
taxonomies are not household terms
• Information Governance is outside the
realm of the majority of organizations,
unless their metadata is high quality
and managed
• Office 365 and OneDrive for Business
has raised concerns about security,
compliance, and lifecycle management
• Organizations can no longer keep up
with the influx of unstructured data

Proliferation of unstructured and semi-structured content,
on-premises, in the cloud or in a hybrid environment
• Estimates cover a wide range – Merrill Lynch says
80-90% of content is potentially usable business
information
• IDC and EMC project that content will grow to
40 zettabytes by 2020
The cloud has opened a Pandora’s box of unforeseen and,
as yet, many unsolvable problems
• 93% of organizations perform manual tagging
• BYOD (Bring Your Own Device) and BYOA (Bring Your
Own Application) are running rampant
• Security gaps – most security breaches are caused
internally
• Employees use whatever tool they are comfortable with
• Difficult to enforce policy across heterogeneous
environments
• More complicated environments, staff, and higher costs
Why is this becoming a Critical Business Issue?
There is a common
misunderstanding that poor quality
metadata impacts search results
and organizations choose to live
with it – metadata and classification
are key components in records
management, security, migration,
eDiscovery, litigation support,
FOIA, text analytics, and more.
In most organizations, information
governance is not possible
because of poor metadata.

52% of large companies and 33% of
small/medium companies have concerns
about security in the cloud and lack of
compliance and audit capabilities
(Bitglass)
What is the Business Impact of Poor Metadata?
Corporations, specifically Financial
Officers, will be responsible for the
security, privacy, reliability, and
compliance of information assets
Less than 50% of content
is correctly indexed, meta
tagged, or efficiently
searchable
67% of data loss in
records management is
due to end user error
(Prism International)
70% of data breaches are
due to end user error at an
average cost of $3.5 million
(Ponemon Institute)
69% of corporate
information can, and
should, be deleted
100,000 international laws and
regulations that apply to Fortune
1000 cloud business processes
must be developed to address
compliance
(Ryley, Carlock, & Applewhite, PC)
In a Deloitte survey, 84% of
respondents felt somewhat
or not at all effective in their
ability to deal with the
challenges of eDiscovery
84% of all migration projects
fail (Bloor)
According to an AIIM survey, only 18%
of respondents have cross-repository
search capabilities, 38% have not tuned
or optimized search, and 8% have not
even turned it on
96% of executives cite lack of
collaboration or ineffective
communication as treasons for
workplace failures
(Salesforce Rypple)
Most organizations that attempt text
analytics fail (Altaplana)

Unique Approach – Compound Term Processing
• Remains unique in the industry
• Ability to identify and correctly weight
multi-word concepts in unstructured text
10
Concept Searching
provides Automatic
Concept Term Extraction
Triple
Baseball
Three
Heart
Organ
Center
Bypass
Highway
Avoid

Couple leading edge software with Microsoft technology enhancements
to SharePoint and it becomes a win-win for business and IT

What is an Add-in?
• SharePoint Add-ins are self-contained extensions of SharePoint
websites that you create and run without custom code on the
SharePoint server
• All SharePoint Add-ins are self-contained pieces of functionality
• Add-ins don't have custom code that runs on the SharePoint server
• Business logic in a SharePoint Add-in can access SharePoint data
through one of the several client APIs included in SharePoint
• Almost all major types of SharePoint components can be part of a
SharePoint Add-in
• The SharePoint websites where SharePoint Add-ins are installed, and
from which users launch them, are called host webs

Add-ins and SharePoint Websites
• SharePoint Add-ins can fit into a SharePoint website in several ways
• As an immersive full-page experience
• As part of a webpage, using a special kind of control called an add-in part
• As UI commands that extend ribbons and menus
• All SharePoint Add-ins that users install get a tile on the Site Contents
page of the SharePoint website – clicking the tile runs the add-in
• A SharePoint Add-in is configured using an add-in manifest – an XML file
that declares the add-in’s basic properties
• You distribute SharePoint Add-ins in add-in packages that always include
at least the add-in manifest – add-in packages can also include Office
Add-ins

Why Consider Add-ins?
• Why should I care?
• SharePoint Online (Office 365) does not support farm models – if you are
planning to customize SharePoint you will need an add-in
• What does an add-in buy you?
• Greatly reduces the risk of impacting the performance of SharePoint
Server farms
• Improves the stability and reduces the operational cost of the SharePoint
Server farm
• Can scale out the application without scaling out the entire SharePoint
Server farm
• Does not require dedicated farms for customizations due to application
isolation
• Does not require downtime for SharePoint to deploy updates
• More flexible deployment patterns to improve agility and reduce time
to market for the business and end users

What are the Advantages of Add-ins?
• Allow customers/SIs to leverage standard web development skills over
much harder to obtain SharePoint development skills that have
traditionally been employed
• Will run in both SharePoint Server and SharePoint Online
• Give administrators the safest SharePoint extensions
• Maximize flexibility in developing future upgrades
• Integrate cloud-based resources in simplified and more flexible ways
• Enable your extension to have permissions that are distinct from the
permissions of the user who is running the add-in
• Enable you to use cross-platform standards, including HTML, REST,
OData, JavaScript, and OAuth

• conceptClassifier for SharePoint and conceptClassifier for Office 365
(SharePoint Online)
• conceptClassifier for SharePoint is configured as a SharePoint Provider
Hosted Add-In
• The tree view control (that implements term set browsing for SharePoint
2013/2016 search) is a SharePoint Hosted Add-In
• Support for these add-In technologies has been added by Microsoft to
SharePoint 2013/2016 – no need for customers to buy anything
• conceptClassifier Add-ins support
• SharePoint 2013 and SharePoint 2016 (when available)
• Not available in SharePoint 2010
What are Concept Searching’s Add-ins?

SharePoint Site Detection and Collection

Flow of Document Collection

Document Interactions – Items added/updated/deleted

conceptTaxonomyWorkflow Process

See How It Works

Benefits
• Speed of processing in the SharePoint on-premises environment and
SharePoint Online is significantly faster
• Requires no SharePoint resources, representing a major advantage,
specifically in the SharePoint Online environment
• Requires less configuration, as SharePoint sources
do not require user credentials to be defined
• Rapid implementation and ease of management
by Subject Matter Experts or IT teams
• Preserves the modified user name and date when
adding metadata to SharePoint content
• Supports diverse environments – not tied to SharePoint

Questions?

© Concept Searching 2015
Thank You
Steve Mann
Vice President of Sales
Concept Searching
stevem@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch

Appendix: Case Studies

Situation:
• One of New Zealand’s largest Institutes of Technology/Polytechnics
• Helps drive the development of skilled workforces, not only in
New Zealand, but globally
Challenge:
• A longtime user of SharePoint, wanted to migrate content to the
cloud environment
• Needed to simplify access to information for a variety of
stakeholders, and make sure that information was as accessible
and as usable as possible
Solution:
• conceptClassifier for SharePoint Platform
• conceptClassifier for Office 365 Platform
• conceptTaxonomyWorkflow
Benefits:
• Accuracy of search
• Compliance and governance
• Cost savings
• Ease of access to information
• Improved collaboration
“As an education provider, collaboration
is key. In the past we depended on
siloed information systems and tasks.
But with the Office 365 cloud solution
from Concept Searching, we are able to
automate business-critical processes,
expand to other geographies, and
significantly reduce our annual
infrastructure and support costs.”
Brad Vines, Director of Information
Technology, Wintec
Read the Case Study
Case Study – Waikato Institute of Technology (Wintec)

Situation:
• UK’s 9th largest council
• 18,000 staff, including 6,500 PC users
• Significant number and diversity of information assets
that support the delivery of over 300 discrete services
Challenge:
• Good information management policies were in place,
but no consistent policy adoption
• Manual tagging was used – onerous, circumvented,
and inconsistent
• Reduction in staff numbers meant content owners were leaving
behind a legacy of unmanaged, unsearchable content
Solution:
• conceptSearch, conceptTaxonomyManager,
conceptClassifier for SharePoint, and conceptTaxonomyWorkflow
• eDiscovery solution
Benefits:
• Search accuracy and relevant results
• Better Information for decision making – can see the whole picture
• Retention rules and guidance
• Improved eDiscovery and legal compliance
Case Study – Nottinghamshire County Council
“Now we take the content the council
employees create and make it findable,
rather than relying on the users to make
it findable.”
Lesley Holmes, Information Manager,
Nottinghamshire County Council

Situation:
• Not-for-profit organization that contributes to the prevention and
cure of cancer
• More than 30,000 users
• Outpatient treatment programs that record more than 328,300
visits a year
Challenge:
• Portal to enable patients to access information relevant to their
specific health situations
• Accurate, medically sound, and secure information necessary
Solution:
• conceptClassifier, conceptTaxonomyManager,
Microsoft FAST Search
• Integrated self-serve portal solution with partner Aeturnum
Benefits:
• Accuracy of search
• Relevance of results
• Confidence in data
• Control and trust
“With more than 30,000 current users,
the MyMoffitt Patient Portal has seen
significant growth, and of the new
patients that come to Moffitt, 87%
register for a patient portal account. All
developments and enhancements are
about improving the patient experience.”
Jennifer Camps, Director of Portal
Technologies and Data Management,
Moffitt Cancer Center
Read the Case Study
Case Study – Moffitt Cancer Center

Situation:
• Leading electronic publisher of underwriting and loan
product guidelines for the mortgage industry
• Offers hundreds of thousands of documents to
mortgage professionals
Challenge:
• Expansion of search functionality with in its mortgage
lending content library
• Time and resource constraints on content tagging
Solution:
• conceptClassifier for SharePoint
• Elimination of end user tagging and inconsistencies,
using compound term processing
Benefits:
• Ease of use
• Rapid deployment
• Increased search and findability accuracy
• Enhanced customer experience
Case Study – AllRegs by Ellie Mae
“The integration of conceptClassifier
with our AllRegs Online application will
enhance our customers’ user
experience as they conduct research for
their mortgage compliance, underwriting
and investor business needs.”
Jeffrey Hoerster, President and COO,
AllRegs by Ellie Mae

Situation:
• Program management firm with comprehensive
in-house planning capabilities
• Highly mobile workforce across several national
offices
Challenge:
• With 70,000 documents and 8,000 list items on its
intranet, and another 200,000 on its client portal,
intranet content needed to be significantly more
accessible to employees
Solution:
• Enhanced intranet portal and aligned information
governance policies
Benefits:
• Improved findability
• More effective management of knowledge assets
• Elimination of duplicate content
• Enterprise wide metadata repository
Case Study – Brailsford & Dunlavey
Brailsford & Dunlavey selected
conceptClassifier for SharePoint, based
on its ability to achieve great time
savings refining their disparate data
stores and streamlining their critical
path document processes.

Situation:
• Budget of $6.9 Billion
• Over 60,000 users
• Runs 75 hospitals and clinics providing care to more than 2.6 million
beneficiaries
Challenge:
• Data Privacy
• Intelligent Migration
• Before and after
• Records Management
• 72,000 Site Collections, 5,300 retention codes, classify 200,000
documents per hour with minimum resources (Proof of Concept)
Solution:
• conceptClassifier for SharePoint platform
Benefits:
• Automatic tagging based on organizational vocabulary and descriptors
• Automatic routing and the ability to change the SharePoint content type
• Eliminated manual tagging, removes from unauthorized access and
portability
• No security exposures or breaches in 5 years, since deployed
The US Air Force deployed the
technologies to implement data
privacy protection processes and
after five years has not had a data
breach
Read the Case Study
Case Study – Automatic Tagging, Policy, and Governance

Situation:
• UK County Council
• Serves approximately 1M citizens
Challenge:
• Management of digital records
• Reduction in paper records
• Reduce physical and digital storage
Solution:
• SharePoint Search
• SharePoint Records Management
• Managed Metadata Services
Benefits:
• Migration of thousands of documents from File Shares to SharePoint to deliver
and integrated view of all information based on pre-defined taxonomy
• Cleanse content existing in multiple repositories
• Real time identification and classification from all sources of ingestion
(fax, scanned, email, etc.) as well as from all semi-structured and unstructured
content
• Improved search to quickly identify value of document/record in ‘plain English’
Case Study – Records Management
“One way to manage records
whatever their medium”

Situation:
• Legal Department
Challenge:
• Reduce costs associated with litigation support
• Overabundance of content - much was not tagged
• Increase relevance in finding appropriate information
Solution:
Benefits:
• Vocabulary normalization
• Enables ‘concept based’ searching and eliminated the
construction of complex queries
• Removes the ambiguity in content
• Enables the identification of new information to be captured and
identified early in the discovery process and immediately made
available to the discovery team
• Eliminates manual tagging unless authorized
Case Study – eDiscovery, Litigation Support, FOIA
“The RMDA can now load terabytes of
records per day and automatically classify
these against multiple taxonomies
simultaneously, while having the ability to
easily expand the system configuration
through its modular and scalable
architecture.”
Juan Celaya, President
COMPU-DATA International, LLC
Read the Case Study

Situation:
• 8,000 registered users
• 800 virtual workspaces and communities of practice
• Share and disseminate mission critical information and technical
excellence
• Collaboration
Challenge:
• Poor search results
• No collaboration capabilities
• Lack of security and control of content assets for each end user
• No robust knowledge management capabilities (wikis, blogs,
collaboration, poor search, etc.)
Solution:
• Partner Triune Group provided the knowledge management and
collaboration platform
• conceptSearch embedded into the solution
Benefits:
• Accuracy of search and relevant results
• Confidence in data
• Increase in quality of decision making
“With the integration of the Concept
Searching intelligent search capability,
Triune Group was able to provide us with
a robust and scalable collaboration tool
that delivers not only powerful advanced
searching capabilities, but also a
controlled and secure environment.”
Brian Follen
NASA Safety Center (NSC)
KnowledgeNow Program Manager
Client received KMWorld ‘Reality Award
Winner’ for successful deployment and
recognition for a superior Knowledge
Management Solution
Read the Case Study
Case Study – Social Tagging and Collaboration

Situation:
• Multiple Clients
Challenge:
• Simply moving content to new location did not
provide any benefits
• Human error and time was too costly
• Quantity of content too great
Solution:
Benefits:
• Cleanses irrelevant and unnecessary documents
• Dramatically reduces the time for migration
• Eliminates manual intervention
• Improves the outcome enabling improvements in:
• Search
• Records management
• Data privacy
• eDiscovery and litigation support
• Text analytics
Case Study – Intelligent Migration
The goal was to improve search for
147,000 business users but needed to
migrate literally millions of documents.
conceptClassifier for SharePoint was
used for the pre and post migration and
for enabling concept based searching
with their existing search engine and
taxonomy based search after the
migration.
conceptClassifier for SharePoint
identified 66,000 duplicates out of a
total of 270,000 documents,
representing a 24% reduction in disk
space.

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