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Understanding SharePoint Information Architecture

Shailen Sukul@shailensukul | Readify.net

Real time tweets: #SharePointSat #SharePointSatMelb

Shailen is a SharePoint, Office 365 and Azure Consultant and Evangelist.

He has worked for large clients in the US and Australia and is also known as an architect, trainer, and evangelist. He currently works as a Senior Consultant for Readify.

He is a co-organizer of the SharePoint user group in Melbourne (MPSPUG), Australia and presents to local and international user groups and at technical conferences, such as SharePoint Saturday.

He also an MCT and trains on SharePoint/Office365/Azure and runs private and public training classes and workshops.

Follow him at @shailensukul, check out his blog at shailensukul.com and presentations at presentations.sukul.org

About Me

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SummaryTaxonomy is quite a common concept in our everyday lives. It helps us discover the correct product to buy in Supermarkets, pick that song we want to hear or find that book in the library.

Information Architecture is equally important in a well designed SharePoint site. In this session we will learn how to architect and implement information in SharePoint and leverage concepts such as managed navigation, taxonomy, content types and search to create a highly successful SharePoint site.

Attendees will be able to identify key concepts in defining a SharePoint Information Architecture plan and walk through implementations of defined concepts

A world without Taxonomy

A world with Taxonomy

Food taxonomy nirvana

http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289

What is Taxonomy?

Any why I should care?

What is Taxonomy

What is Taxonomy in SharePoint?Data about DataSo you can find and define workflows against that data

What is Taxonomy

So, what is metadata?

We’ve all seen how well this works out…

Moving this mess to SharePoint only makes it worse

• Within the Site Collection

• Outside the Site CollectionWhat comprises Taxonomy in SharePoint?

Taxonomy Components Mind Map

Taxonomy in SharePoint

Outside Site Collections

Within Site Collections

Web

Site Content Types

Site Columns

Libraries

Columns

Folders

Document Sets

Managed Metadata Service

Term StoreContent Type

Hub

Taxonomy

“Data about data”

History

File Shares

Folksonomy

Folders

Document Properties

Within the Site Collection

• Web (Site) Site Content Types Site Columns

• Libraries Document Sets (a Content Type) Folders Columns

Data Types Managed Metadata Document IDs

Site Navigation is also Taxonomy

go.company.com

Corporate Teams

HR

Finance

Sales

Projects

Project X

Project Y

Knowledge Base

Within the Farm (Outside the Collection)

• Managed Metadata Service Application Content Type Hub Term Store

• Web Applications and Managed Paths

Content Type HubEnterprise Content Types

• Centrally manage content types and publish them to subscribed site collections

• Consider a dedicated site collection for Enterprise CTH

CollectiveKnowledge Solutions, Inc.

Content Type Hub (On-Prem)

Content Type Hub (Office 365)

1. Create a site collection with the Publishing template OR enable the Publishing features

Content Type Hub – O365

Content Type Hub – Limitations

Lookup fields may not work as expected Workflows are not supported. However, once you have your content type

published to the target site collection, you can create and associate workflows to the subscribed content types in the target site

Custom fields and external data columns are not supported(you cannot create external data columns in the content type gallery)

Feature dependencies are not activated automatically in the target site collection, for ex. Subscribing to the Document Set Content Types will NOT automatically enable the Document Set feature

• Know the limitations before choosing

• Republish after all changes

• Govern the implementation, maintenance and use of content types derived from the hub

Content Type HubThings to Remember

The Term Store

Search

• Provide tailored search experienced by targeting custom search scopes around lists and content types

• Promote site columns to managed properties to allow refinement• Search scopes are NOT supported on Office 365

CatalogWhat is cross-site publishing?Cross-site publishing's a publishing method. It lets you create and maintain content in one or more authoring site collections, and publish this content across one or more publishing site collections, by using Search Web Parts.

Advantages of Doing All This IA Work?

• Reduce the question “where do I store and manage my content”• Product highly relevant aggregate content• Product highly relevant search results• Provide aggregate and search refinement (scopes)• Provide further refinement through faceted filtering

Demonstration

• Tippin Tots Daycare is a Daycare franchise which provides Daycare services for kids up til 5 years of age

• Franchisees are provided their own Site Collection in Office 365 which contains Lists, Content Types and Columns to capture information

Demonstration

Pick up

Drop off

Staff looks after kids

Demonstration

Content Types

Staff

Guardian

Child

Attendance

Roster

Potty

Lists

Staff (L)

Guardians (L)

Kids

Attendance

Roster

Potty

• Defining the Information Architecture

Kids Staff

Attendance Roster

Guardians

ToiletTrainin

g

Demonstration

Staff

FirstName

LastName

EmailAddress

ContactPhone

IsStaffRoomLeader

DateOfBirth

FullName (Calculated)

Guardian

FirstName

LastName

EmailAddress

ContactPhone

GuardianType (MM)

FullName (Calculated)

Child

FirstName

LastName

DateOfBirth

GenderOfChild

ChildsGuardian (Lookup)

FullName (Calculated)

Attendance

Room (MM)

Child (Lookup)

DroppedOffBy (Lookup)

AttendanceDateIn

PickedUpBy (Lookup)

AttendanceDateOut

Roster

Staff (Lookup)

Start DateTime

End DateTime

Room (MM)

Potty

Child (Lookup)

Room (MM)

DateOfEvent

PottyType (MM)

PottyInDiaper

• Defining the Site Columns & the Term Store

Demonstration

• Managed Navigation

Demonstration

Deployment Order of Solutions• Deploy Terms• Sukul.Demo.BaseColumns and Sukul.Demo.BaseContentTypes• Create Base Level Lists• 2nd Level Columns and 2nd Level Content Types• Create Second Level Lists• Final Columns and Final Content Types• Final Lists

Demonstration – Custom Search

• Catalogs and Search

Demonstration

• Try it yourself!Get code, instructions and slides at: http://presentations.sukul.org/#!SharePointInformationArchitecture

• https://github.com/shailensukul/Presentation.Taxonomy

Want More?

Question and Answer

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Thanks for listeningRemember to submit your feedback so you go in the draw to win prizes at the end of the day

Shailen Sukul @shailensukulReadify

Shailen@Sukul.org http://lnkd.in/bmCW-Pkhttp://presentations.sukul.orghttp://SharePointCloudDesign.com (Training)