SharePoint Users Group

Content ClassificationStep by Step

SharePoint 2007 and 2010

Chris Welch

Synergy Corporate Technologies - in the business of making your business better.

email cwelch@synergyonline.comcell +1 808 255 9431 fax +1 203 222 5299 www.synergyonline.com

Synergy is a Microsoft Gold Certified PartnerUSA | South Africa | United Kingdom | Asia Pacific

SharePoint 2007

Windows SharePoint

Platform

Content Management

Search

BusinessProcesses Portal

BusinessIntelligence 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

Shared folder archives Web site hierarchies Databases E-mail inboxes More…

• Each system provides a solution to a particular need – it is designed

Why classify content?

• Enhance Navigation• Increase find-ability• Make the content more relevant• Differentiate classes of content• Security• Business process

• Manage content life cycle

How to Classify Content• 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

Car vs. Drive vs. Blue• Classification is about something: car,

book, document, rating system, policy• 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

Hands On Lab• Taxonomy• Create categories for each • Create associated attribute

information• 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• Lists and libraries• Columns - Metadata• Site collection columns• Site columns• List or library columns

• Content types

Demo• Da Kine Food, Inc.• 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• Technology

Lists and libraries Site columns Content types Sites

Intermission

SharePoint 2010 Managed Metadata Service

• 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• Can be published across site

collections• Content type hub functionality

Site collection hub identified in the Managed Metadata Service

Content Type Hub Syndication feature at the site collection scope

• Caveats….

Managed Metadata Overview• Information resides in the term

store Managed terms Managed keywords

• 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 Set – Groups of terms that

are managed in a hierarchy Open or closed Available for tagging

• Term – Individual vocabulary items May have synonyms

Keywords• Freestyle tagging of content by

contributors• Assists with the creation of

folksonomy• Good means for collecting

common terms used in a business or organization

• Can be promoted into a managed term set

Tagging or Applying Metadata• Managed metadata• Applied using the managed

metadata column type• Keywords• Applied using a keywords

column• Social tagging• Applied to items and pages

Using Metadata for Navigation• Metadata Navigation and Filtering

feature Enables lists and libraries to expose

tree view hierarchy and filter controls• Search

Refinement panel is managed metadata aware

Questions and Discussion