spsnyc14 - must love term sets: the new and improved managed metadata service in sharepoint 2013
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SharePoint Saturday New York City 2014#SPSNYC
Fotopedia.com
Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
Jonathan Ralton
Jonathan RaltonBlueMetal Architects
Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
AgendaSetting the StageContent ManagementServices ArchitectureInformation ArchitectureManaged Metadata Service
Term StoreWhat’s NewContent Type SyndicationWrapping UpQuestions
Setting the StageMust Love Term Sets
ME
Presenter
Jonathan Ralton• Senior Information Architect• SharePoint IT Pro since 2005
(WSS/SPS)• No code!• Document Management,
Content Management, Knowledge Management…
@jonraltonjonathanr@bluemetal.com
blog.jonralton.net
YOU
Audience
What role are you in?
What are you hoping to learn?
Content ManagementMust Love Term Sets
Content Management
SharePoint does this thing called
Content Management
Content ManagementBusiness Process
AutomationPortals Social
Co-Authoring
External Collaboration Workflow
Team Collaboration
Incident Management
Project Management
Content Management
50%50%
Finding ContentNavigation Search
Content Management• What is it?• Is it useful to me?
Content Management
Information
Architecture
FindabilityUsability
Pleasantville
© 1998 New Line Cinema
Wild Wild West
© 2014 Universal Studios
Content Management
Farms
Web Applications
Content Databases
Site Collections
Sites
Lists
Libraries
FoldersDocument Sets
Site Columns
Content Types
External Content Types
Managed Metadata
Crawled Properties
Managed Properties
Content Management
We set up…
• Content Types• Site Columns
We put them together…Content Types
Site
Columns
Metadata
Services ArchitectureMust Love Term Sets
Shared Service Provider (SSP)
A web application that provides all of the services for SharePoint such as:• Search• User Profile• Excel Services• InfoPath Forms Services
Shared Service
A component of the Shared Services Framework such as:• Search• User Profile•Managed Metadata
Service Application• In order to use a Shared Service, a Service Application must be
provisioned• Automatically using the Configuration Wizard• Manually via Central Administration or Power Shell
• It consists of some or all of the following:• An administrative interface• An application pool• One or more databases• A physical instance (a running web service)
Service Application Proxy• All Service Applications have a corresponding Service Application
Proxy• An object that a service consumer (i.e.: web part, object model,
code) uses to connect to a Service Application
QUICK EXPLORATION
Service Application Description SharePoint Foundation SharePoint Server Standard SharePoint Server Enterprise Access Services Lets users view, edit, and interact with
Access databases in a Web browser. ⃝C
Business Data Connectivity Service Gives access to line-of-business data systems. ⃝C ⃝C ⃝C
Excel Services Application Lets users view and interact with Excel files in a Web browser. ⃝C
Managed Metadata Service Manages taxonomy hierarchies, keywords and social tagging infrastructure, and publish content types across site collections.
⃝C ⃝C
PerformancePoint Service Application Provides the capabilities of PerformancePoint. ⃝C
Search Service Crawls content, produces index partitions, and serves search queries. ⃝C ⃝C
Secure Store Service Provides single sign-on authentication to access multiple applications or services. ⃝C ⃝C
State Service Provides temporary storage of user session data for SharePoint Server components.
⃝C ⃝C
Usage and Health Data Collection Service
Collects farm wide usage and health data, and provides the ability to view various usage and health reports.
⃝C ⃝C ⃝C
User Profile Service Adds support for My Sites, profile pages, social tagging and other social computing features.
⃝C ⃝C
Visio Graphics Service Lets users view and refresh published Visio diagrams in a Web browser. ⃝C
Web Analytics Service Provides Web service interfaces. ⃝C ⃝CWord Automation Services Performs automated bulk document
conversions. ⃝C ⃝C
Microsoft SharePoint Foundation Subscription Settings Service
Provides multi-tenant functionality for service applications. Tracks subscription IDs and settings for services that are deployed in partitioned mode. Deployed through Windows PowerShell only.
⃝C ⃝C ⃝C
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
Advancements ⓬ → ⓮⓯
Redundancy• Multiple application servers can
have a physical instance (a running web service) of the same service application
Isolation• No longer a single point of
failure as with SSP• A web application does not have
to consume all the available service applications
Advancements ⓬ → ⓮⓯
Delegation• Can give users access to manage
only certain service applications
Flexibility• A single web application can
consume multiple instances of the same type of service application
Advancements ⓬ → ⓮⓯
Performance/Resources• Only the services needed must
be deployed
Reuse• Some service applications can
be consumed across farms
Logical Architecture
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
Logical Architecture
1. You can deploy only the service applications that are needed to a farm.
2. Web applications can be configured to use only the service applications that are needed, instead of all the services that have been deployed.
3. You can deploy multiple instances of the same service in a farm and assign unique names to the resulting service applications.
4. You can share service applications across multiple Web applications within the same farm.
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx
Logical Architecture• Enterprise Services Farms• Specialized Service Farms• Cross-Organization Farms• SharePoint 2013 Service
Applications consumed by SharePoint 2010 farms or SharePoint 2010 sites on SharePoint 2013
http://technet.microsoft.com/en-us/library/ee424403(v=office.15).aspx
Service Architecture
The Managed Metadata Service is a Service Application
Information ArchitectureMust Love Term Sets
Information Architecture
•Qualities• Structured• Organized
•Methods• Grouping• Classification• Categorization
•Goals•Make findable•Make usable
TAXONOMY
def·i·ni·tion [dèffə nísh'n]
Taxonomy
“a classification into ordered categories”
– dictionary.com
Taxonomy
“a hierarchical classification of words, labels, or terms
that are organized into groups based on similarities”
– Microsoft
Taxonomy
A way to group things together
Taxonomies• May be defined and centrally managed by one or more individuals• Useful because they provide a logical, hierarchical structure of
metadata that can be used to classify information consistently
FOLKSONOMY
def·i·ni·tion [dèffə nísh'n]
Folksonomy
“the classification that results when Web site users collaboratively apply words, labels, or terms to
content on a site”
– Microsoft
Folksonomies• Can be useful because it taps the knowledge and expertise of site
users and content creators• Enables content classification to evolve with the users’ changing
business needs and interests
Approach
Taxonomies• Formal• Centrally managed• Hierarchical
• Managed Terms• Term Sets
Folksonomies• Collaborative• Tagging freely
• Enterprise Keywords• Social Tagging
Managed Metadata ServiceMust Love Term Sets
Overview
Term Store
Content Type
Syndication
Managed Metadata
Service
Overview
Term Store• We can centrally
manage/govern taxonomy and folksonomy
Content Type Syndication• Via the Content Type Hub, we
can centrally manage/govern definitions of types of content and various properties about those types such as workflow, retention policies, and metadata
Term StoreMust Love Term Sets
Anatomy
14 (SharePoint 2010) 15 (SharePoint 2013)
TERM
def·i·ni·tion [dèffə nísh'n]
Term
“a word or a phrase that can be associated with an item”
– Microsoft
Terms• Has a unique ID (GUID)• Can have many different text labels (synonyms)• On a multi-lingual site, it can have labels in different languages
Terms
1. Managed Terms• Usually pre-defined• Can only be created by users who have the appropriate permissions• Often organized into a hierarchy
2. Enterprise Keywords• Words or phrases that were added to SharePoint items• Part of a single, non-hierarchical term set that is named the keyword set
3. Hashtags• Words or phrases that were added to Office documents• Part of a single, non-hierarchical term set that is named the hashtag set
QUICK EXPLORATION
TERM SET
def·i·ni·tion [dèffə nísh'n]
Term Set
“a collection of related terms”
– Microsoft
Term Sets• Has a unique ID (GUID)• Can specify that a column must contain a term from a specific term
set
Term Sets
ClosedUsers cannot add new terms to them when they are entering a value for a column that is mapped to the term set
OpenUsers can add new terms to the term set when they are updating the value for a column that is mapped to the term set
Term Sets
Local Term SetCreated within the context of a site collectionFor example, if you add a column to a document library, and create a new term set to bind the column to, the new term set is local to the site collection that contains the document library
Global Term SetCreated outside the context of a site collectionFor example, the term store administrator could create a term set group that is named Human Resources and designate a person to manage the term set group. The group manager would create term sets that relate to Human Resources, such as job titles and pay grades in the Human Resources term set group
GROUP
def·i·ni·tion [dèffə nísh'n]
Group
“a set of term sets that all share common security requirements”
– Microsoft
Groups• Has a unique ID (GUID)• Only users who are designated as contributors to a specific group can
manage term sets that belong to the group or create new term sets within it• Organizations should create unique groups for term sets that will
have different access/security needs
Term Store
Centralize Management• We can set up a centrally
managed/unified structure for metadata for multiple farms
Delegate Management• We can isolate different
structures for metadata and give certain users the ability to manage their own areas of expertise/interest
Term Store
Make your life easier• We can use tags and term sets
across SDLC levels• Requires being strict• Introduce DEV elements carefully
Make your life complicated• We can isolate the tags and
term sets at each SDLC level• May be desired• Requires migration
QUICK EXPLORATION
MANAGED METADATA
def·i·ni·tion [dèffə nísh'n]
Managed Metadata
“a way to refer to the fact that terms and term sets can be created and managed independently from the
columns themselves”
– Microsoft
Managed Metadata
A service application group can include multiple Managed Metadata service
applications
• The sites within the Web applications display taxonomy, social tagging, and other features from both Managed Metadata service applications• Unlike other cross-farm services,
Web parts by default include data from multiple Managed Metadata service applications
Managed Metadata
Managed Metadata is one of the service applications that is
typically deployed for dedicated use by a
specific team or department
• To allow a team or department to manage their own taxonomy, hierarchies, keywords...• SharePoint combines the results
of multiple Managed Metadata service applications, so taxonomies, content types, and other elements can be shared across an organization
TAGGING
def·i·ni·tion [dèffə nísh'n]
Tagging
“the act of applying metadata to an item”
– Microsoft
Tagging
Consistency
Discoverability
Flexibility
What’s NewMust Love Term Sets
Advancements ⓮ → ⓯• User Interface• Pinned Terms• Custom Properties• Multi-Lingual Support• Managed Navigation• Hashtags• Tag Profiles• Datasheet View Support• Taxonomy API
User Interface• Buttons have moved from persistent on every page to the ribbon
Pinned Terms
Reused Term• Leverage same term in more
than one location• Source can be changed• Allows for editing of the term’s
label and other properties in the reused location(s)
Pinned Term• Leverage same term in more
than one location• Must pin with children (if any)• Source can be changed• Cannot edit term’s label and
other properties in the pinned location(s)
QUICK EXPLORATION
Custom Properties• Can be instantiated on terms and term sets• Not a replacement for projected fields• Need to write custom code to leverage/expose
QUICK EXPLORATION
Multi-Lingual Support• Debuted with the inception of Managed Metadata, but now can take
advantage of the Machine Translation Service
It’s a Service
Application!
Managed Navigation• Drive a site collection’s navigation from a term set• Pass term to target page catalog item page• fURLs• Site Feature
QUICK EXPLORATION
Hashtags• Aggregation similar to Twitter• No Yammer Support
QUICK EXPLORATION
Tag Profiles• Now use search
QUICK EXPLORATION
Datasheet View Support• Finally can input/edit managed metadata columns in datasheet view
QUICK EXPLORATION
Taxonomy API• Access via
• Client Side Object Model (CSOM)• REST• Power Shell
Content Type SyndicationMust Love Term Sets
Content Type Publishing
Advantages• Manage ‘Enterprise Content
Types’ across site collections, web applications, and farms• High governance/control• Higher reuse
Disadvantages• Inheritance/Publishing• Workflows• Lookup Columns• Backup/Restore/Disaster
Recovery
Site Based Retention Policies• Compliance features of SharePoint have been extended to sites• We can create and manage retention policies, and they will apply to
SharePoint sites and any Exchange Server 2013 team mailboxes that are associated with the sites
Additional ConsiderationsMust Love Term Sets
Term Set Import• Great way to get started
• Can specify hierarchies
• Possible but limited• Can’t specify synonyms• Can’t specify custom properties• Can’t set custom sort order• Can’t leverage reused terms, pinned terms• Can’t influence GUID assignment
• No export without third party tool
Term Store Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Maximum number of levels of nested terms in a term store
Supported 7 7
Maximum number of term sets in a term store
Supported 1,000 1,000
Maximum number of terms in a term set
Supported 30,000 30,000
Note: Additional labels for the same term, such as synonyms and translations, do not count as separate terms.
Total number of items in a term store
Supported 1,000,000 1,000,000
Note: An item is either a term or a term set. Additional labels for the same term, such as synonyms and translations, do not count as separate terms. You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store.
Maximum number of variation labels in a term store
Supported n/a 209
Maximum number of terms in managed navigation term set
Supported n/a 2,000
Site Columns – Considerations
Choice
Lookup
Managed
Metadata
When to use which type?
Site Columns – Considerations
• Plain text• Does not update• No metadata about choicesChoice Column
Site Columns – Considerations
• ID;#Value• Does update•Metadata about choices• Projected Fields• Expand scope of List, but not
across Site Collections• Possibility for cascading lookups
Lookup Column
Site Columns – Considerations
• Hierarchy of terms• Scope across site collections, web
applications, farms• No metadata about choices in 2010• Custom Properties in 2013
• Can assist with navigation• No InfoPath support• No Datasheet View support in 2010• Microsoft Office 2007 and earlier
Document Information Panel• Folksonomy possibilities
Managed Metadata Column
Wrapping UpMust Love Term Sets
Wrapping Up
Information
Architecture
FindabilityUsability
Wrapping Up
The Managed Metadata Service can be used to advance your content management and social
goals via taxonomies and folksonomies as well as content type syndication
Content accumulates pretty fast. If you don’t stop to think about this stuff and talk with your users, you could end up with a mess.
© 1986 Paramount Pictures
INFORMATION ARCHITECTURE
1. WORK WITH YOUR USERS
2. FOLLOW THE CULTURE
3. GAUGE EFFECTIVENESS AND ADJUST AS NEEDED
© 1986 Paramount Pictures
They’ll all think you’re a righteous dude.
© 1986 Paramount Pictures
Blog Article
SharePoint Managed Metadata Import Filesbit.ly/SPMMImport
QuestionsMust Love Term Sets
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ReferenceMust Love Term Sets
ResourcesSharePoint 2010 SharePoint 2013
Introduction to Managed Metadata Introduction to Managed Metadata
Managed Metadata Overview Managed Metadata Overview
Managed Metadata Planning Managed Metadata Planning
Managed Metadata Service Application Overview Managed Metadata Service Application Overview
Managed Navigation Overview
Introduction to Content Type Publishing
Manage Content Type Publishing
Configure Enterprise Metadata and Keyword Settings for a List or Library
Key SharePoint Limits• Boundary: Static limits that cannot be exceeded by design• Threshold: Configurable limits that can be exceeded to accommodate
specific requirements• Supported: Configurable limits that have been set by default to a
tested value
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Farm
Content Databases Supported Not Specified 500
Site Collections Supported Not Specified 500,000 Personal Sites250,000 Non-Personal Sites
Web Application
Content Databases Supported 300 Not Specified
Site Collections Supported 250,000 Not Specified
Content Database
Size Supported 200 GB – 4 TB 200 GB – 4 TB
Site Collections Supported 5,000 10,000 Total Sites2,500 Non-Personal Sites
Items Supported 60,000,000 60,000,000
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Site Collection
Sites Supported 250,000 250,000
SharePoint Groups Supported 10,000 10,000
Users Supported 2,000,000 2,000,000
Site
Subsites Threshold 2,000 2,000
Lists or Libraries 5,000 Not Specified
Blog Posts Supported 5,000 5,000
Blog Comments Supported 1,000 1,000
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
List or Library
Items Supported 30,000,000 30,000,000
Items in a Folder 5,000 Not Specified
Items in a View Threshold 5,000 5,000
Joins in a View Threshold 8 8
Unique Security Scopes Threshold 50,000 50,000
Columns Threshold 276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
276 Single Line of Text192 Multiple Lines of Text276 Choice72 Number72 Currency48 Date and Time96 Lookup96 Yes/No96 Person or Group138 Hyperlink or Picture48 Calculated94 Managed Metadata
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Document
Size Boundary 2 GB 2 GB
Major Versions Supported 400,000 400,000
Minor Versions Boundary 511 511
Coauthoring Concurrent Editors
Threshold 10 10
Page
Web Parts Threshold 25 25
Security
SharePoint Groups per User Supported 5,000 5,000
Active Directory Groups or Users per SharePoint Group
Supported 5,000 5,000
Links
SharePoint 2010 SharePoint 2013 SharePoint Online
Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources
Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service
Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits
SharePoint Maturity Model www.sharepointmaturity.com
Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw
Discontinued Features and Functionality bit.ly/1bhrLKr
Links
My Knowledge Management (KM) Resources Click Here
My Enterprise Content Management (ECM) Resources Click Here
My Web Content Management (WCM) Resources Click Here
My SharePoint Resources Click Here
My Records Management Resources (RM) Click Here
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