Content Management in SharePoint 2010

Eli RobillardSharePoint Server MVP

Microsoft SharePoint 2010

Connect and Empower People

Cut Costs with a Unified Infrastructure

Rapidly Respond to Business Needs

Communities

Search

Sites

Composites

ContentInsights

What’s New for Content

Managed Metadata Service Business Connectivity Services What’s New for Lists and Libraries New ways to tag content

Managed Metadata Service

A Term Store contains term sets and managed keywords.

Term Sets are hierarchical taxonomies.Keywords are non-hierarchical terms.

Content Types can be syndicated from a Hub.

Term Store

One term store per shared service app

Many groups per term store. Used as security boundary

Many term sets per group (max 1000 total per term store)

30K terms per term set (max. 1m total)

SynonymsDescriptionTranslationsCustom properties

Content Types

Metadata Shared Service

Term Store

Term Set(s)

Term(s)

Group(s)

ContentType Hub

Managed Metadata Service

Farm 1

Doc Lib 1b

Site Coll. 1b

Term Store 1a

Managed Metadata Services

Connect

ion P

roxy

Web App 2

Web App 1b

Web App 1a

Farm 2

Farm 3

Web App 3

Term Store 2

Term Store 3

Content Type SyndicationBig value adds

Up-to-date and consistent schemas across the EnterpriseSyndicated content types can have a single policy i.e,. from now on blogs posting must expire after 18 months

Publishing content typesContent Types are ‟published” from a ‟normal” Site Content Type

GalleryMaximum of 1 Hub per Metadata Shared Application ServiceIt is not a requirement that a Metadata Service syndicate content typesIt is not a requirement that a service connection consume content types from the serviceSetting a site collection to be the hub enables necessary components on hub

What gets published?Content Type with all the corresponding columnsIncluding Document Set Content TypePoliciesAnd workflow associations (not the workflows)

1

2

Content Type Syndication

Managing published content types

From the hubPublish UnpublishRepublishRoll-up errors from consuming site collections

On the consumer sideExtend a published content typeDerive from a published content typeView import errorsRefresh all content types consumed from the Hub

3

Business Connectivity Services

External Content Types

Business Data Connectivity (BDC)

SharePointDesign Tools

Office Applications

BCS Client

Business Data Connectivity

External Content Type Repository

External Lists

Dev Platform

Enterprise Search

Business Intelligence

Collaboration Social

Enterprise Content

Management

Web 2.0DBWCFWeb ServiceLOB

SharePointDesigner

Visual Studio

Business Connectivity Services

External Content Type (ECT)The building block

Superset of entity capabilities; describes:Structure of the external system (Fields, Methods, Connection)How this data behaves within SharePoint and Office

Manage and reuse from a central location

Added to the Business Data Connectivity service through:

SharePoint DesignerVisual Studio 2010Import into the Business Data Connectivity service as part of a model

External Content Type (ECT)The building block

BCS-enabled solutions rely on ECTs to integrate external data into SharePoint and the Office client applications

Can be reused in:External ListSearchOutlookSharePoint Workspace

WordInfoPathAccessOther Office applications via code

Outlook Forms andTask panesSharePoint External

lists

SharePoint Workspace with InfoPath Forms

Search resultsOffice Apps

The Building BlockExternal Content Type

Expose external data as a native SharePoint list

Full CRUD capability Familiar UI and navigationSort, Filter, GroupProgrammatic access via SPList OMProfile page available for each item in the list Form

Auto-generated OOBUpsize to InfoPath

Offline-able

Presentation

Connectivity

Tooling

PresentationExternal Lists in SharePoint

PresentationOffline External List

Connect to Outlook asContactsTasksCalendarsPosts

Presentation

Connectivity

Tooling

Download to SharePoint Workspace as

ListsWord doc libraries with external data columns

PresentationSurfacing External Data

External Data Columns Add data from external content types to standard SharePoint listsCan be made available as Content Controls in Word

Web PartsScenario: Use for Dashboard pages

External Data List External Data ItemExternal Data Item BuilderExternal Data Related ListExternal Data Connectivity FilterChart Web Part

External Data Search Integrate External Data into search results

Presentation

Connectivity

Tooling

Connectivity

.NET Assembly Connector

Useful approach if business logic can be exposed through static APIs that rarely change

Does not provide facility to over-ride default TypeReflector

Custom Connector

Useful approach when back end interfaces change frequently (dynamic)

Provides facility to over-ride default TypeReflector

Server & Client side pluggability for custom SSO provider

Presentation

Connectivity

Tooling

ConnectivityConnecting to External Data

Business Data Connectivity enhancementsRead/write capabilityClaims awareConnect via ADO/SQL, WCF/WS, .Net Assembly and Custom ConnectorsBatch and bulk operation support

BDC used for Search indexing connectorsAdded blob, incremental crawl and item level Security

Symmetrical server and client runtimesConnect from client or server directly to external data

Rich client cacheSQL CE database is used to cache external dataAllows for “cached mode” behavior on external data

Presentation

Connectivity

Tooling

ToolingEasily create and customize solutions

AssemblyNo-code solutions in SPDExternal Content Type definitionsForm layout and validationWorkflow integration

Build Pro-Dev Solutions in Visual StudioCreate reusable components (UI parts, ECTs, actions)Custom Office Integration (add-ins)Custom connectivity

.Net Assembly ConnectorCustom Connector

Code-based business logic

Presentation

Connectivity

Tooling

Presentation

ConnectivityTypes of Solutions

Intermediate AdvancedSimple

• Custom connectivity for data aggregation, transformation, security, etc.

• Use custom code to integrate data into any Office app

• Business logic in forms

• Create reusable components (UI parts, ECTs, actions)

• Out-of-box• Surface data in

External Lists• Connect those lists

to Outlook, SPW• External Data

Columns

SharePoint Designer

SharePoint SDK

DeveloperPower User

NO CODE*

Advanced Developer

VisualStudio

CODE

• Customize• InfoPath forms• Workflow• Web Part Pages• Outlook task pane

and ribbon

Tooling

Baked into the Platform…

Secure Store

Service

External Data

Search

Rich Client Extensions

External Data Web

Parts

BDC Client Runtime

Profile Pages

External ListExternal Data

Column

Business Data Connectivity Service

SharePoint Server 2010 Office 2010

SharePoint Foundation 2010

What’s New for Lists

Relationships with Cascade or BlockLocation-based metadataMulti-select operationsBetter scalability and performance

Auto-generated indexesList query throttling

Asset Libraries for Rich Media content

What’s New for Lists

External ListsDocument SetsDocument IDsMetadata-based Navigation

External Lists

Surface external data to usersSupports all CRUD operationsFamiliar UI (sort, filter, group, etc.)Auto-generated formsOption to upsize to InfoPath forms

Document Sets

A way to group related files

Inherits from FolderCan set location-based metadata

Documents Sets can have Document IDs

Document IDs

A unique identifier that follows a document wherever it goes.

Documents with IDs have permanent URLs (permalinks)

A Doc ID Redirector locates the document

Can use the out-of-box service to generate IDs or build your own

Metadata-based Navigation

Folder-like navigation

Auto-generated based on metadata

Ways to tag files with metadata

Web BrowserList items can be tagged by using the ‟Edit Properties” UIBy a business processBy virtue of the location in which we choose to store the item (location based metadata)Values from the parent Doc Set

Office ClientsDocument Information Panel allows for tagging in the authoring surface of the Office clientBackstage in the Office clients will allow full fidelity of the managed metadata controlsInfoPath forms

Custom Apps3rd party or custom applications using SharePoint Metadata OM

1

2

3

Metadata driven scenarios

Folksonomy

Managed Taxonomy

Open Hierarchies

Level of Control

Glo

ba

lLocal

Scop

e

Records Management

Standardized Contract Template

Team or Application Specific

Team or Project Doc Lib

Corp. Intranet

DAM

Corp.Tag Cloud

KnowledgeBase

MySite

By modifying out-of-the-box settings a single infrastructure can support a large range of business needs:

Managed Metadata Column Term SetShared Service Application

Metadata field & features

Synonyms

Closed Term Set

Open Term Set

Type-ahead

Disambiguation

MUI support

Description

Add new Term

Flexible & open

Controlled & managed

Tree Picker

Managed Metadata Column

Metadata field & features

Synonyms

Closed Term Set

Open Term Set

Validates all terms

Type-ahead

Disambiguation

MUI support

Description

Add new Term

Upload

Flexible & open

Controlled & managed

Tree Picker

Managed Keywords Column & Social Tagging Control

Keywords Set

Why do we tag?

Metadata drives discovery and decisions

Metadata is how we navigate

Metadata improves search

Types of data

Structured• Industry-standard

categories• Line-of-business data• Central lookup lists• Data warehouses

• Surveys• Access databases• SharePoint Lists

Unstructured• File shares• Narratives, blogs• Office documents

• Surveys• Access databases• SharePoint Lists

Types of metadata

StructuredTaxonomies

Centrally managed

Standardized

Mature languages

Simple, well-understood domains

UnstructuredFolksonomies

Anyone can define a term

Ad hoc

Emerging languages

Complicated or complex domains

Action Items

Think about the new scenarios SharePoint 2010 makes possible.Consider the planning you’ll want to do to prepare for RTM. Start using the beta!