© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy in SharePoint: The how and why Contact: Joshua Jackson 0

1 Welcome to SharePoint Saturday Houston Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Special thanks to our Diamond Sponsor, HSPUG Thank you for being a part of the 7 th Annual SharePoint Saturday for the greater Houston area!

2 Thanks to all our Sponsors!

3 Information Speaker presentation slides should be available from the SPSHOU website within a week or so The Houston SharePoint User Group will be having its next meeting Wednesday April 20 th. Please join us at – Protiviti’s own Antonio Maio presenting!

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Agenda Introduction What is Taxonomy? Building blocks of Taxonomy Taking more advanced steps into SharePoint Taxonomy Content Mapping for Taxonomy Development - DIY 4

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. About Me California “ex-pat” Proud “father” of a 3.5 year old Australian Shepherd MS in Industrial Organizational Psychology –Background in understanding how people work with information SP Consultant since 2010 –Not a developer! Passionate about the people side of SP –Change Management (how and why should we use this?) Cool projects: –Regulatory compliance for SDG&E –Jack in the Box portals –Global Management System for offshore drilling company 5

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Bonus dog pic 6

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Workflow Forms Content Migration Search On-site Virtual Public Custom Licensed Curriculum 24/7 Support Portal Tier 1 – Tier 4 100% SharePoint Certified Phone or Onsite Support Intranet/Extranets Public Sites Business Intelligence Design Web Strategy Mobile Protiviti provides a full lifecycle of SharePoint services; leading full consulting engagements, providing on demand support, delivering client specific training, and integrating powerful third party applications to accelerate delivery. SharePoint Add-onsTraining Support Consulting ECM Solutions

© 2016 Protiviti Inc. CONFIDENTIAL: An Equal Opportunity Employer M/F/D/V. This document is for your company's internal use only and may not be copied nor distributed to another third party. PROTIVITI ON DEMAND: SHAREPOINT Customization & Enhancement Performance Troubleshooting System Health Check Workflows (including Nintex) User Experience & Design Business Intelligence Architecture & Technical Design Database Administration Consulting & Roadmaps On-Demand SharePoint Support FREE One-Hour Introductory Consultation! Schedule today by ing us at More Info: ECM.Protiviti.com

© 2016 Protiviti Inc. CONFIDENTIAL: An Equal Opportunity Employer M/F/D/V. This document is for your company's internal use only and may not be copied nor distributed to another third party. WHAT IS TAXONOMY???

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: How do you describe a black bear? 10

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: How do you describe a black bear? –Ursus americanus? 11

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: 12

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: Grocery Store 13

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: Grocery Store Nobody wants a shopping experience like this: 14

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: Grocery Store How are grocery stores organized? 15

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. How is a grocery store organized? 16

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. How is a grocery store organized? Organization makes it easy to find what you’re looking for 17

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. How is a grocery store organized? 18 Start big…

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. How is a grocery store organized? 19 … and narrow it down to specific

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: –Science! –Grocery Store –Online Retail Shopping 20

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: –Science! –Grocery Store –Online Retail Shopping Ever noticed how easy or difficult it is to find something on a website? 21

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview Examples of Taxonomy: –Science! –Grocery Store –Online Retail Shopping Ever noticed how easy or difficult it is to find something on a website? Do you search or browse? 22

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping Examples of Taxonomy: –Online Retail Shopping Question: How do you find a Hex Screwdriver set at Home Depot? 23

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Overview 24 Question: How do you find a Hex Screwdriver set at Home Depot?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 25 Question: How do you find a Hex Screwdriver set at Home Depot? –Search? – or browse? –O r both…

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 26 Question: How do you find a Hex Screwdriver set at Home Depot?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 27 Question: How do you find a Hex Screwdriver set at Home Depot?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 28 Question: How do you find a Hex Screwdriver set at Home Depot?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 29 Question: How do you find a Hex Screwdriver set at Home Depot?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 30 Question: How do you find a Hex Screwdriver set at Home Depot? Found it!

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 31 Question: How do you find a Hex Screwdriver set at Home Depot? Found it! What’s missing from the name of the item?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 32 Where does it say hex?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 33 What happens if you search?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 34 What happens if you search?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 35 What happens if you search? Vs. Browse?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Online Retail Shopping 36 What the Hex is going on?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Building Blocks of Taxonomy in SharePoint 37

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks 38 Site columns are the most basic aspect of taxonomy.

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks 39 How many pieces of metadata do you see?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks 40 How many pieces of metadata do you see? 17

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks In SharePoint 41 Columns = Metadata fields

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks In SharePoint 42 Term Store and Managed Metadata –Provide consistency across sites –Facilitate search refinement –Formal structure of data

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. How do you decide what data is important? 43 Categorize data. Figure out all of the useful ways to describe something. –Doesn’t need to be every descriptor, finding the right amount is key. Too much data = white noise. Look for similarities and differences. Consider use cases of roles working with data.

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks In SharePoint 44 Content Types –Basic ones are in place already –Site columns are assigned to CTs –ALWAYS create new ones based off the standard CTs. ALWAYS!!! –Workflows –Data Retention Policies

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. Taxonomy Building Blocks In SharePoint 45 Document Sets –“Super folders” to the rescue! – Content Type built from Content Types – Documents can inherit metadata from the DS Or not…

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. So how do I formalize a Taxonomy? 46

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. DIY Taxonomy: Formalizing Taxonomy 47 “Unstructured” data is everywhere –Folder Structures provide insights into how users categorize data for themselves. Use tools and visualizations to help users understand what you are working towards. –Term Store Import spreadsheet is actually useful for this, if you use it right… –Taking an hour to set up a POC based off initial review can provide talking points and clarity.

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. DIY Taxonomy: Formalizing Taxonomy 48 Folder structure mapping example. Take the existing file structure into account. How do they use folders in Outlook? What does each folder level “represent”? How are folders limiting them?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. 49 Questions?

© 2014 Protiviti. An Equal Opportunity Employer. CONFIDENTIAL: This document is for your company's internal use only and may not be copied nor distributed to another third party. 50 4/20 – HSPUG “What’s new with SharePoint 2016?” – With Antonio Maio 5/25 – SharePoint Roundtable – Overcoming Security Threats & Vulnerabilities Contact me at: Upcoming Events

51 Please Leave Feedback During Q&A