Power Point Slides Metadata Planning SOCIAL BUSINESS SHAREPOINT

Power. Point, Slides, Metadata, Planning SOCIAL BUSINESS & SHAREPOINT CONFERENCE April 29 - May 1 Greenwich, CT MANAGED METADATA A TO Z Plan, Implement, Make it a Success!

Speakers, authors, women Who is Stacy Deere-Strole

My Site My Newsfeed My Content My Profile Find People Stacy Deere-Strole Speaking about Managed Metadata…WOOT Stacy Deere-Strole Owner Focal Point Solutions Share. Point Solutions Architect Information Technology Twitter: @sldeere Email: sdeere@focalpointsolutions. co About Me Consultant with 17+ years of IT experience MCITP Share. Point Solutions Architect, Sales Share. Point 2007, 2010 & 2013 Administration Lotus DominoNotes Admin for 12 yrs. 3 Current projects include upgrades & deployments Works with 3 rd party partners to deliver end to end solutions to clients. Blog: http: //spmindmelt. focalpointsolutions. co/ Enjoys speaking at user groups and events!!

Overview, about Agenda • • 4 What is Metadata? What’s missing in Share. Point 2007? What does that mean? …. Definition Review Planning Implementation Making it a Success Tips & Tricks SummaryWrap-Up

Quote YOU’RE WORKING FOR YOUR DATA. SHOULDN’T YOUR DATA BE WORKING FOR YOU? (THE ANSWER IS YES) ONE OF THE KEYS S METADATA 5

definition What is Metadata? In Share. Point, it means data that describes or classifies other data (lists) or documents (libraries). 6

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. • 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 7

Definition, content Content Types • Term used for describing a collection of metadata • Ability to help organize content in a centralized and meaningful manner. • Collection of setting that can be applied to content 8

Definition, content Content Type Hub • Content Type Hub – A site collection which operates as a central source to share content types across the enterprise. 9

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Share. Point 2007, Moss, OOTB What Was Missing in MOSS 2007? • Local content only (OOTB) • Global distribution was painful 11

Share. Point 2010, functionality What’s in Share. Point 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 Share. Point 2010 deployments 12

Share. Point 2013, navigation What about Share. Point 2013? • Not *that* much different • Metadata Driven Navigation, catalog, etc. 13

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 14

findability, usability, relevance Why Do You Use Metadata? • • • 15 Fast Retrieval Process Automation Alerts File Management Records Management Search

Planning, discovery, process Where to Begin… • Identify your “Site Champions” • Meeting with your “Site Champions” • Explain the importance and how it can help them • Locate your Metadata • Plan out your Term Sets • Use the Planning Worksheets • Start answering the Burning Questions!!! 16

Questions, discovery The Burning Questions? • • How much content do you have? How much belongs in Share. Point 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? 17

Locate, discovery, organization Where to look for Metadata in your Environment: • • • 18 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. )

Permission, administration, levels Plan Your Roles 19

Planning, discovery Planning Worksheets • Term sets planning worksheet (http: //go. microsoft. com/fwlink/? Link. Id=163486) • Detailed term set planning worksheet (http: //go. microsoft. com/fwlink/? Link. Id=163487) • Managed metadata services planning worksheet (http: //go. microsoft. com/fwlink/? Link. Id=164578) Worksheets can also be found on our blog at http: //spmindmelt. focalpointsolutions. co 20

Profile, users, default, attributes Plan Your User Attributes Template can also be found on our blog at http: //spmindmelt. focalpointsolutions. co 21

Reason’s not to use Folders • Increased URL Length • In most cases no better than a file share – Losing files if no metadata attached (Findability) • Navigating through a folder hierarchy can only be efficient to the people that know the entire folder hierarchy. • Moving files from one place to another in folders requires a little more thought. 22

When Folders might make Sense • Ease of Use – Automatically assign metadata to a document based on the folder its saved to. • Large Amounts of Data – Share. Point does have performance issues if try to return 5, 000 or more items in one view. • Security – Even though you can apply permissions to documents and items within lists and folders it is not suggested. However, it is very easy and manageable from the folder level. 23

However, I would suggest using Document Sets… A whole other topic but a very powerful addition to Share. Point 2010! • Solves all the problems discussed in the previous slide on folders…plus! • Specify content types per document set. • Specify any default documents that you want to be automatically created each time a new instance of the Document Set is created. • Customize a Welcome Page for a Document Set that displays in each instance of a work product created from a Document Set content type. • Configure the workflows that you want to make available for the Document Set. 24

Instruction, implement, term store Implementation DEMO 25

Managed Metadata Service Application • Group, Terms Sets, Terms • Permissions • Keywords 26

Content Type Example 27

Search 28

Metadata Navigation 29

Configure, customize, sync, attributes Managed Metadata & User Profile Properties 30

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Hybrid, MMS 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 32

Success, overview, winning!! Making it a Success! • • • 33 Plan it Out! Meet with the right people…Business Users (Not IT!) User Acceptance Testing Listen to your Users!!! Train your site champions and users…Otherwise You’re the default! Delegate Administration of MMS Garbage in garbage out! Test! K. I. S. S

Tips, tricks, Info. Path, workflow Tips & Tricks • Metadata cannot be used in Info. Path • 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 34

Speaker, Author, Tweeter, Blogger, Consultant, Architect @sldeere Stacy Deere-Strole sdeere@focalpointsolutions. co @stephkdonahue sdonahue@focalpointsolutions. co BLOG: http: //spmindmelt. focalpointsolutions. co COMPANY: http: //focalpointsolutions. co 35

PLEASE FILL OUT SESSION EVALUATIONS AND THANK YOU FOR ATTENDING! 36