Philadelphia Area SharePoint User Group September 29, 2010 Chris Mann RJB Technical Consulting ...

Philadelphia Area SharePoint User Group

www.PhillySharePoint.org

September 29, 2010

Chris MannRJB Technical [email protected]


Philadelphia AreaSharePoint User Group



Improved Find-ability in SharePoint 2010

Agenda

• Common Information Architecture Challenges

• Offering Suggested Content in SharePoint• Demo• Tagging Options



Improved Find-ability in SharePoint 2010

How do users look for content?

• Browsing

• Searching

Most users are familiar with looking for content using a hierarchical structured file-share (browsing)



How do users look for content?

• Folder Structures tend to have a native taxonomy built in

• People are used to finding data by drilling down hierarchical structures

• Easy to implement



File Share to SharePoint Site



File Share to SharePoint Site

One possible design

• Client Team Sites

• Multiple Project Sites under a Client Team Site

• Document Libraries for each project phase

• Assign a content types to each library



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



A Matrix Organization

North South

WestEast

Document Management

Custom Development

Business Intelligence

Managed Services

Document Management

Custom Development


Managed Services

Document Management

Custom Development


Managed Services

Document Management

Custom Development


Managed Services



A Matrix Organization

NorthDocument Management Custom Development

Business Intelligence Managed Services

US Government Legal

US Government US Government

US Government Legal


US Government Legal


US Government Legal


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?



Challenges

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?



Challenges

As you browse content, many websites offer the capability to view related content – sometimes in the form of advertising

• Amazon• WebMD• Google• Facebook



Suggested / Content

Related Content

How to accomplish this in SharePoint and overcome Site Collection boundaries?

• Enterprise Keywords• Managed Property• Extended

CoreResultsWebPart



Suggested / Related Content

Related content in a separate site collection.



How to offer related content in SharePoint?

Demo

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.




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.



Related Content

Taking it to the next level?

• Incorporate user interests and previous use into the suggested content query

• FAST offers the capability to incorporate user context

• Incorporate data from other systems (ie. Line of business, other content management systems, etc…)




Improving findability of enterprise content

1. Promotes content reuse

2. Increases user effectiveness and productivity

3. Aids in records management and e-discovery compliance




Enterprise Keywords: • Enabled at the content type or list/library level• Can only be used by users with edit rights on the

list item. • Values are stored in the content database• Crawled by the indexer




Social Tagging: • Social tagging / ratings are enabled at the farm

level.• Users without edit permissions can still tag a

document / list item.• Not crawled by the indexer. Instead stored in the

User Profile Social Database.• Can be used as refiners in advanced search.




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




Questions?

Chris MannECM Practice LeadRJB Technical Consultingwww.rjbtech.comhttp://www.sharepointspecialists.com/[email protected]



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Philadelphia Area SharePoint User Group September 29, 2010 Chris Mann RJB Technical Consulting ...

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