SharePoint Users Group Content Classification Step by Step SharePoint 2007 and 2010

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SharePoint 2007 Windows SharePoint Platform Content Management Search Business Processes Portal Business Intelligence Collaboration

Agenda  Overview  Taxonomy  Car vs. Drive vs. Blue  Hands on lab  SharePoint 2007 classification infrastructure  Build it!  Break  SharePoint 2010 classification infrastructure  Managed metadata service  Content types and content type hub  Managed metadata

Content Classification All stored information is based upon some content classification system All stored information is based upon some content classification system  Shared folder archives  Web site hierarchies  Databases  inboxes  More… Each system provides a solution to a particular need – it is designed Each system provides a solution to a particular need – it is designed

Why classify content? Enhance Navigation Enhance Navigation Increase find-ability Increase find-ability Make the content more relevant Make the content more relevant Differentiate classes of content Differentiate classes of content Security Security Business process Business process Manage content life cycle Manage content life cycle

How to Classify Content Taxonomy Taxonomy  System to classify items  Created through analysis of information usage  Structure – hierarchy of defined terms  Presentation/Application – means for assisting users to find, use, and manage content Taxonomy process is ongoing and iterative Taxonomy process is ongoing and iterative

Car vs. Drive vs. Blue Classification is about something: car, book, document, rating system, policy Classification is about something: car, book, document, rating system, policy A classification system creates a descriptive hierarchy that provides detail about an item A classification system creates a descriptive hierarchy that provides detail about an item  An item can be described in multiple hierarchies Items can have processes associated with them Items can have processes associated with them

Hands On Lab Taxonomy Taxonomy Create categories for each Create categories for each Create associated attribute information Create associated attribute information Da Kine Food, Inc. ( We taste your food for fun and profit ) Da Kine Food, Inc. ( We taste your food for fun and profit )  Food review procedures  Food review categories

How to Classify Content in SharePoint 2007 Sites in the Site Architecture Sites in the Site Architecture Lists and libraries Lists and libraries Columns - Metadata Columns - Metadata Site collection columns Site collection columns Site columns Site columns List or library columns List or library columns Content types Content types

Demo Da Kine Food, Inc. Da Kine Food, Inc. Use tools to create content categorization scheme based up hands on lab. May use Use tools to create content categorization scheme based up hands on lab. May use  Sites  Site Columns  Content types  Libraries

Evaluation and Discussion Process – building a taxonomy Process – building a taxonomy Technology Technology  Lists and libraries  Site columns  Content types  Sites

Intermission

SharePoint 2010 Managed Metadata Service Basic characteristics Basic characteristics  Includes both content types and managed metadata  Has its own security infrastructure  Supports delegation of management  Cross site collection, web application, and farm support

Content Types Live in a site collection Live in a site collection Can be published across site collections Can be published across site collections Content type hub functionality Content type hub functionality  Site collection hub identified in the Managed Metadata Service  Content Type Hub Syndication feature at the site collection scope Caveats…. Caveats….

Managed Metadata Overview Information resides in the term store Information resides in the term store  Managed terms  Managed keywords Management is at the farm level, and is delegated to site level Management is at the farm level, and is delegated to site level  Term management  Term contribution

Managed Metadata Definitions Term Group – Security boundary for delegation of management Term Group – Security boundary for delegation of management Term Set – Groups of terms that are managed in a hierarchy Term Set – Groups of terms that are managed in a hierarchy  Open or closed  Available for tagging Term – Individual vocabulary items Term – Individual vocabulary items  May have synonyms

Keywords Freestyle tagging of content by contributors Freestyle tagging of content by contributors Assists with the creation of folksonomy Assists with the creation of folksonomy Good means for collecting common terms used in a business or organization Good means for collecting common terms used in a business or organization Can be promoted into a managed term set Can be promoted into a managed term set

Tagging or Applying Metadata Managed metadata Managed metadata Applied using the managed metadata column type Applied using the managed metadata column type Keywords Keywords Applied using a keywords column Applied using a keywords column Social tagging Social tagging Applied to items and pages Applied to items and pages

Using Metadata for Navigation Metadata Navigation and Filtering feature Metadata Navigation and Filtering feature  Enables lists and libraries to expose tree view hierarchy and filter controls Search Search  Refinement panel is managed metadata aware

Questions and Discussion