1. Philadelphia Area SharePoint User Group www.PhillySharePoint.org September 29, 2010 Chris Mann RJB Technical Consulting www.rjbtech.com chris.mann@rjbtech.com www.PhillySharePoint.org Philadelphia Area SharePoint User Group

2. Philadelphia Area SharePoint User Group www.PhillySharePoint.org Improved Find-ability in SharePoint 2010

3. Agenda Common Information Architecture Challenges Offering Suggested Content in SharePoint Demo Tagging Options Philadelphia Area SharePoint User Group www.PhillySharePoint.org Improved Find-ability in SharePoint 2010

4. How do users look for content? BrowsingBrowsing SearchingSearching Most users are familiar with looking for content using a hierarchical structured file-share (browsing) Philadelphia Area SharePoint User Group www.PhillySharePoint.org How do users look for content?

5. Folder Structures tend to have a native taxonomy built inFolder Structures tend to have a native taxonomy built in People are used to finding data by drilling down hierarchical structuresPeople are used to finding data by drilling down hierarchical structures Easy to implementEasy to implement Philadelphia Area SharePoint User Group www.PhillySharePoint.org File Share to SharePoint Site

6. Philadelphia Area SharePoint User Group www.PhillySharePoint.org File Share to SharePoint Site One possible design Client Team SitesClient Team Sites Multiple Project Sites under a Client Team SiteMultiple Project Sites under a Client Team Site Document Libraries for each project phaseDocument Libraries for each project phase Assign a content types to each libraryAssign a content types to each library

7. Philadelphia Area SharePoint User Group www.PhillySharePoint.org Common Approaches to Site Topology 1.By Organizational Structure Usually tucked underneath http://intranet/sites/ A Site Collection per Department Sub-sites per team in a department 2.By Initiative / Project Collaboration occurs across departments (cross-functional) Temporary in nature 3.By Business Process Possibly an enterprise-wide audience Collaboration may occur across departments (cross-functional) Permanent in nature

8. Philadelphia Area SharePoint User Group www.PhillySharePoint.org A Matrix Organization Document Management Custom Development Business Intelligence Managed Services Document Management Custom Development Business Intelligence Managed Services Document Management Custom Development Business Intelligence Managed Services Document Management Custom Development Business Intelligence Managed Services

9. Philadelphia Area SharePoint User Group www.PhillySharePoint.org A Matrix Organization Document ManagementCustom Development Business IntelligenceManaged Services US Government Legal US Government Legal US Government Legal US Government Legal US Government

10. Where do you put content that is multi-faceted and has no clear repository? If I’m looking for a document related to Business Intelligence for US Government, where do I look? If I’m looking for a document related to Business Intelligence and Custom Development for US Government, where do I look? Philadelphia Area SharePoint User Group www.PhillySharePoint.org Challenges

11. How can we… …combine browsing and searching to get the best of both worlds? and …get around the challenge of a situation where two users having two different ideas about where a document belongs? Philadelphia Area SharePoint User Group www.PhillySharePoint.org Challenges

12. As you browse content, many websites offer the capability to view related content – sometimes in the form of advertising AmazonAmazon WebMDWebMD GoogleGoogle FacebookFacebook Philadelphia Area SharePoint User Group www.PhillySharePoint.org Suggested / Content Related Content

13. How to accomplish this in SharePoint and overcome Site Collection boundaries? Enterprise KeywordsEnterprise Keywords Managed PropertyManaged Property Extended CoreResultsWebPartExtended CoreResultsWebPart Philadelphia Area SharePoint User Group www.PhillySharePoint.org Suggested / Related Content Related content in a separate site collection.

14. Philadelphia Area SharePoint User Group www.PhillySharePoint.org How to offer related content in SharePoint? Demo

15. An issue with the approach When the indexer crawls the pages, it’s includes the related content search results as part of the content, so this may skew search results in the search center. Philadelphia Area SharePoint User Group www.PhillySharePoint.org Suggested / Related Content

16. Was this possible in MOSS 2007? Maybe – but… 1.CoreResultsWebPart has been un-sealed, which means developers can now enhance it. 2.Enterprise Keywords would have required a lot more effort to implement 3.The use of Publishing pages was a lot more limited. In 2010, publishing pages and wiki pages are more prevalent, and therefore, it’s easier to “tag” pages in sites like team sites. Philadelphia Area SharePoint User Group www.PhillySharePoint.org Related Content

17. Taking it to the next level? Incorporate user interests and previous use into the suggested content queryIncorporate user interests and previous use into the suggested content query FAST offers the capability to incorporate user contextFAST offers the capability to incorporate user context Incorporate data from other systems (ie. Line of business, other content management systems, etc…)Incorporate data from other systems (ie. Line of business, other content management systems, etc…) Philadelphia Area SharePoint User Group www.PhillySharePoint.org Suggested / Related Content

18. Improving findability of enterprise content 1.Promotes content reuse 2.Increases user effectiveness and productivity 3.Aids in records management and e-discovery compliance Philadelphia Area SharePoint User Group www.PhillySharePoint.org Suggested / Related Content

19. Enterprise Keywords: Enabled at the content type or list/library levelEnabled at the content type or list/library level Can only be used by users with edit rights on the list item.Can only be used by users with edit rights on the list item. Values are stored in the content databaseValues are stored in the content database Crawled by the indexerCrawled by the indexer Philadelphia Area SharePoint User Group www.PhillySharePoint.org How to offer related content in SharePoint?

20. Social Tagging: Social tagging / ratings are enabled at the farm level.Social tagging / ratings are enabled at the farm level. Users without edit permissions can still tag a document / list item.Users without edit permissions can still tag a document / list item. Not crawled by the indexer. Instead stored in the User Profile Social Database.Not crawled by the indexer. Instead stored in the User Profile Social Database. Can be used as refiners in advanced search.Can be used as refiners in advanced search. Philadelphia Area SharePoint User Group www.PhillySharePoint.org How to offer related content in SharePoint?

21. Social Tagging Due to the fact that Social Tags are not indexed, SharePoint does not fully implement Folksonomy OOTB. Folksonomy: A system of classification derived from the practice and method of collaboratively creating and managing tags to annotate and categorize content - Wikipedia Philadelphia Area SharePoint User Group www.PhillySharePoint.org How to offer related content in SharePoint?

22. Questions? Chris Mann ECM Practice Lead RJB Technical Consulting www.rjbtech.com http://www.sharepointspecialists.com/ chris.mann@rjbtech.com Philadelphia Area SharePoint User Group www.PhillySharePoint.org