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© Concept Searching 2016

Why Use Add-ins with SharePoint and

SharePoint Online?

Steve Mann

Vice President of Sales

Concept Searching

[email protected]

www.conceptsearching.com

[email protected]

Twitter @conceptsearch

mailto:[email protected]

http://www.conceptsearching.com/



https://twitter.com/@conceptsearch


Steve Mann – Vice President of Sales at Concept Searching

has proven expertise in consulting, solutions delivery, sales, and

project management in business-to-business environments. He is

experienced in Microsoft technologies, including SharePoint, and

in providing guidance on best practices, technical advice, and

solutions to address a wide range of business challenges,

leveraging a combination of Microsoft and third party technology.


Agenda

• Welcome

• Who we are

• What we do

• Add-ins

• Types

• Trends

• Characteristics

• Process improvements

• Add-ins vs SharePoint applications

• Justification and benefits

• Questions


• Company founded in 2002

• Product launched in 2003

• Focus on management of structured and unstructured information

• Profitable, debt free

• Technology Platform

• Delivered as a web service

• Automatic concept identification, content tagging, auto-classification,

taxonomy management

• Only statistical vendor that can extract conceptual metadata

• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’

7 years KMWorld ‘Trend Setting Product’

• Authority to Operate enterprise wide US Air Force, NETCON US Army,

and Canadian SLSA

• Locations: US, UK, and South Africa

• Client base: Fortune 500/1000 organizations

• Microsoft Gold Certification in Application Development,

Microsoft Business-Critical SharePoint program partner

• Smart Content Framework™ for Information Governance comprising

• conceptClassifier for SharePoint and conceptClassifier for Office 365

• Concept Searching Technology Platform and conceptClassifier Platform

• Add on – conceptTaxonomyWorkflow and conceptClassifier for OneDrive for Business

The Global Leader in

Managed Metadata Solutions

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http://www.deloitte.com/view/en_US/us/index.htm

https://www.oppenheimerfunds.com/investors/index.jsp


Concept Searching’s technology platforms deliver semantic

metadata generation, auto-classification and

taxonomy management, and taxonomy workflow

What Do We Do?

The resulting classification metadata is used by clients to

deliver ‘intelligent metadata solutions’ in areas such as

enhanced search, migration, data privacy,

records management, policy enforcement, compliance,

text analytics, and business and social collaboration

The platform is based on an open architecture with all APIs

based on XML and Web Services. It integrates with content

repositories, search engines and file shares, enabling our

clients to add structure and manage their enterprise

content, regardless of environment


A manual metadata approach will fail 95%+ of the time

Issue Organizational Impact

Inconsistent

Less than 50% of content is correctly indexed, meta-tagged or

efficiently searchable rendering it unusable to the organization (IDC)

Subjective Highly trained information specialists will agree on meta tags between

33%-50% of the time (C. Cleverdon)

Cumbersome – expensive

Average cost of manually tagging one item runs from $4-$7 per

document and does not factor in the accuracy of the meta tags nor the

repercussions from mistagged content (Hoovers)

Malicious compliance End users select first value in list

(Perspectives on Metadata, Sarah Courier)

No perceived value for end user

What’s in it for me? End user creates document, does not see value

for organization nor risks associated with litigation and

non-conformance to policies

What you have seen Metadata will continue to be a problem due to inconsistent human

behavior

93% of Organizations use Manual Tagging. Does Yours?


I can’t make my Users add Accurate Metadata

You are not alone – most users can’t

find what they are looking for either

• 93% of organizations rely solely on

end user tagging

• Search is viewed as essential, but

little is being done by organizations

to improve results

• IT regards developing an enterprise

metadata repository as daunting

• Business process owners don’t know

the problem can be fixed

• Metadata, auto-classification, and

taxonomies are not household terms

• Information Governance is outside the

realm of the majority of organizations,

unless their metadata is high quality

and managed

• Office 365 and OneDrive for Business

has raised concerns about security,

compliance, and lifecycle management

• Organizations can no longer keep up

with the influx of unstructured data


Proliferation of unstructured and semi-structured content,

on-premises, in the cloud or in a hybrid environment

• Estimates cover a wide range – Merrill Lynch says

80-90% of content is potentially usable business

information

• IDC and EMC project that content will grow to

40 zettabytes by 2020

The cloud has opened a Pandora’s box of unforeseen and,

as yet, many unsolvable problems

• 93% of organizations perform manual tagging

• BYOD (Bring Your Own Device) and BYOA (Bring Your

Own Application) are running rampant

• Security gaps – most security breaches are caused

internally

• Employees use whatever tool they are comfortable with

• Difficult to enforce policy across heterogeneous

environments

• More complicated environments, staff, and higher costs

Why is this becoming a Critical Business Issue?

There is a common

misunderstanding that poor quality

metadata impacts search results

and organizations choose to live

with it – metadata and classification

are key components in records

management, security, migration,

eDiscovery, litigation support,

FOIA, text analytics, and more.

In most organizations, information

governance is not possible

because of poor metadata.


52% of large companies and 33% of

small/medium companies have concerns

about security in the cloud and lack of

compliance and audit capabilities

(Bitglass)

What is the Business Impact of Poor Metadata?

Corporations, specifically Financial

Officers, will be responsible for the

security, privacy, reliability, and

compliance of information assets

Less than 50% of content

is correctly indexed, meta

tagged, or efficiently

searchable

67% of data loss in

records management is

due to end user error

(Prism International)

70% of data breaches are

due to end user error at an

average cost of $3.5 million

(Ponemon Institute)

69% of corporate

information can, and

should, be deleted

100,000 international laws and

regulations that apply to Fortune

1000 cloud business processes

must be developed to address

compliance

(Ryley, Carlock, & Applewhite, PC)

In a Deloitte survey, 84% of

respondents felt somewhat

or not at all effective in their

ability to deal with the

challenges of eDiscovery

84% of all migration projects

fail (Bloor)

According to an AIIM survey, only 18%

of respondents have cross-repository

search capabilities, 38% have not tuned

or optimized search, and 8% have not

even turned it on

96% of executives cite lack of

collaboration or ineffective

communication as treasons for

workplace failures

(Salesforce Rypple)

Most organizations that attempt text

analytics fail (Altaplana)


Unique Approach – Compound Term Processing

• Remains unique in the industry

• Ability to identify and correctly weight

multi-word concepts in unstructured text

10

Concept Searching

provides Automatic

Concept Term Extraction

Triple

Baseball

Three

Heart

Organ

Center

Bypass

Highway

Avoid


Couple leading edge software with Microsoft technology enhancements

to SharePoint and it becomes a win-win for business and IT


SharePoint Add-ins are self-contained extensions of SharePoint websites that you create, and

run without custom code on the SharePoint server

• All SharePoint Add-ins are self-contained pieces of functionality

• Add-ins don't have custom code that runs on the SharePoint servers

• Business logic in a SharePoint Add-in can access SharePoint data

through one of the several client APIs included in SharePoint

• Almost all major types of SharePoint components can be part of a

SharePoint Add-in

• The SharePoint websites where SharePoint Add-ins are installed, and

from which users launch them, are called host webs

What is an Add-in?

• SharePoint Add-ins are self-contained extensions of SharePoint

websites that you create and run without custom code on the

SharePoint server

• All SharePoint Add-ins are self-contained pieces of functionality

• Add-ins don't have custom code that runs on the SharePoint server

• Business logic in a SharePoint Add-in can access SharePoint data

through one of the several client APIs included in SharePoint

• Almost all major types of SharePoint components can be part of a

SharePoint Add-in

• The SharePoint websites where SharePoint Add-ins are installed, and

from which users launch them, are called host webs


Add-ins and SharePoint Websites

• SharePoint Add-ins can fit into a SharePoint website in several ways

• As an immersive full-page experience

• As part of a webpage, using a special kind of control called an add-in part

• As UI commands that extend ribbons and menus

• All SharePoint Add-ins that users install get a tile on the Site Contents

page of the SharePoint website – clicking the tile runs the add-in

• A SharePoint Add-in is configured using an add-in manifest – an XML file

that declares the add-in’s basic properties

• You distribute SharePoint Add-ins in add-in packages that always include

at least the add-in manifest – add-in packages can also include Office

Add-ins


Why Consider Add-ins?

• Why should I care?

• SharePoint Online (Office 365) does not support farm models – if you are

planning to customize SharePoint you will need an add-in

• What does an add-in buy you?

• Greatly reduces the risk of impacting the performance of SharePoint

Server farms

• Improves the stability and reduces the operational cost of the SharePoint

Server farm

• Can scale out the application without scaling out the entire SharePoint

Server farm

• Does not require dedicated farms for customizations due to application

isolation

• Does not require downtime for SharePoint to deploy updates

• More flexible deployment patterns to improve agility and reduce time

to market for the business and end users


What are the Advantages of Add-ins?

• Allow customers/SIs to leverage standard web development skills over

much harder to obtain SharePoint development skills that have

traditionally been employed

• Will run in both SharePoint Server and SharePoint Online

• Give administrators the safest SharePoint extensions

• Maximize flexibility in developing future upgrades

• Integrate cloud-based resources in simplified and more flexible ways

• Enable your extension to have permissions that are distinct from the

permissions of the user who is running the add-in

• Enable you to use cross-platform standards, including HTML, REST,

OData, JavaScript, and OAuth


• conceptClassifier for SharePoint and conceptClassifier for Office 365

(SharePoint Online)

• conceptClassifier for SharePoint is configured as a SharePoint Provider

Hosted Add-In

• The tree view control (that implements term set browsing for SharePoint

2013/2016 search) is a SharePoint Hosted Add-In

• Support for these add-In technologies has been added by Microsoft to

SharePoint 2013/2016 – no need for customers to buy anything

• conceptClassifier Add-ins support

• SharePoint 2013 and SharePoint 2016 (when available)

• Not available in SharePoint 2010

What are Concept Searching’s Add-ins?


SharePoint Site Detection and Collection


Flow of Document Collection


Document Interactions – Items added/updated/deleted


conceptTaxonomyWorkflow Process


See How It Works


Benefits

• Speed of processing in the SharePoint on-premises environment and

SharePoint Online is significantly faster

• Requires no SharePoint resources, representing a major advantage,

specifically in the SharePoint Online environment

• Requires less configuration, as SharePoint sources

do not require user credentials to be defined

• Rapid implementation and ease of management

by Subject Matter Experts or IT teams

• Preserves the modified user name and date when

adding metadata to SharePoint content

• Supports diverse environments – not tied to SharePoint


Questions?


Thank You

Steve Mann

Vice President of Sales

Concept Searching

[email protected]

www.conceptsearching.com

[email protected]

Twitter @conceptsearch


http://www.conceptsearching.com/



https://twitter.com/@conceptsearch


Appendix: Case Studies


Situation:

• One of New Zealand’s largest Institutes of Technology/Polytechnics

• Helps drive the development of skilled workforces, not only in

New Zealand, but globally

Challenge:

• A longtime user of SharePoint, wanted to migrate content to the

cloud environment

• Needed to simplify access to information for a variety of

stakeholders, and make sure that information was as accessible

and as usable as possible

Solution:

• conceptClassifier for SharePoint Platform

• conceptClassifier for Office 365 Platform

• conceptTaxonomyWorkflow

Benefits:

• Accuracy of search

• Compliance and governance

• Cost savings

• Ease of access to information

• Improved collaboration

“As an education provider, collaboration

is key. In the past we depended on

siloed information systems and tasks.

But with the Office 365 cloud solution

from Concept Searching, we are able to

automate business-critical processes,

expand to other geographies, and

significantly reduce our annual

infrastructure and support costs.”

Brad Vines, Director of Information

Technology, Wintec

Read the Case Study

Case Study – Waikato Institute of Technology (Wintec)

http://www.conceptsearching.com/wp/wp-content/uploads/casestudies/CS_Wintec_Case_Study.pdf

http://www.conceptsearching.com/wp/wp-content/uploads/casestudies/CS_Wintec_Case_Study.pdf


Situation:

• UK’s 9th largest council

• 18,000 staff, including 6,500 PC users

• Significant number and diversity of information assets

that support the delivery of over 300 discrete services

Challenge:

• Good information management policies were in place,

but no consistent policy adoption

• Manual tagging was used – onerous, circumvented,

and inconsistent

• Reduction in staff numbers meant content owners were leaving

behind a legacy of unmanaged, unsearchable content

Solution:

• conceptSearch, conceptTaxonomyManager,

conceptClassifier for SharePoint, and conceptTaxonomyWorkflow

• eDiscovery solution

Benefits:

• Search accuracy and relevant results

• Better Information for decision making – can see the whole picture

• Retention rules and guidance

• Improved eDiscovery and legal compliance

Case Study – Nottinghamshire County Council

“Now we take the content the council

employees create and make it findable,

rather than relying on the users to make

it findable.”

Lesley Holmes, Information Manager,

Nottinghamshire County Council


Situation:

• Not-for-profit organization that contributes to the prevention and

cure of cancer

• More than 30,000 users

• Outpatient treatment programs that record more than 328,300

visits a year

Challenge:

• Portal to enable patients to access information relevant to their

specific health situations

• Accurate, medically sound, and secure information necessary

Solution:

• conceptClassifier, conceptTaxonomyManager,

Microsoft FAST Search

• Integrated self-serve portal solution with partner Aeturnum

Benefits:

• Accuracy of search

• Relevance of results

• Confidence in data

• Control and trust

“With more than 30,000 current users,

the MyMoffitt Patient Portal has seen

significant growth, and of the new

patients that come to Moffitt, 87%

register for a patient portal account. All

developments and enhancements are

about improving the patient experience.”

Jennifer Camps, Director of Portal

Technologies and Data Management,

Moffitt Cancer Center

Read the Case Study

Case Study – Moffitt Cancer Center

http://www.conceptsearching.com/wp/wp-content/uploads/casestudies/CS_Moffitt_Case_Study.pdf


Situation:

• Leading electronic publisher of underwriting and loan

product guidelines for the mortgage industry

• Offers hundreds of thousands of documents to

mortgage professionals

Challenge:

• Expansion of search functionality with in its mortgage

lending content library

• Time and resource constraints on content tagging

Solution:

• conceptClassifier for SharePoint

• Elimination of end user tagging and inconsistencies,

using compound term processing

Benefits:

• Ease of use

• Rapid deployment

• Increased search and findability accuracy

• Enhanced customer experience

Case Study – AllRegs by Ellie Mae

“The integration of conceptClassifier

with our AllRegs Online application will

enhance our customers’ user

experience as they conduct research for

their mortgage compliance, underwriting

and investor business needs.”

Jeffrey Hoerster, President and COO,

AllRegs by Ellie Mae


Situation:

• Program management firm with comprehensive

in-house planning capabilities

• Highly mobile workforce across several national

offices

Challenge:

• With 70,000 documents and 8,000 list items on its

intranet, and another 200,000 on its client portal,

intranet content needed to be significantly more

accessible to employees

Solution:


• Enhanced intranet portal and aligned information

governance policies

Benefits:

• Improved findability

• More effective management of knowledge assets

• Elimination of duplicate content

• Enterprise wide metadata repository

Case Study – Brailsford & Dunlavey

Brailsford & Dunlavey selected

conceptClassifier for SharePoint, based

on its ability to achieve great time

savings refining their disparate data

stores and streamlining their critical

path document processes.


Situation:

• Budget of $6.9 Billion

• Over 60,000 users

• Runs 75 hospitals and clinics providing care to more than 2.6 million

beneficiaries

Challenge:

• Data Privacy

• Intelligent Migration

• Before and after

• Records Management

• 72,000 Site Collections, 5,300 retention codes, classify 200,000

documents per hour with minimum resources (Proof of Concept)

Solution:

• conceptClassifier for SharePoint platform

Benefits:

• Automatic tagging based on organizational vocabulary and descriptors

• Automatic routing and the ability to change the SharePoint content type

• Eliminated manual tagging, removes from unauthorized access and

portability

• No security exposures or breaches in 5 years, since deployed

The US Air Force deployed the

technologies to implement data

privacy protection processes and

after five years has not had a data

breach

Read the Case Study

Case Study – Automatic Tagging, Policy, and Governance

http://www.conceptsearching.com/wp/wp-content/uploads/downloads/casestudies/CS_USAF_Medical_Service_Case_Study.pdf


Situation:

• UK County Council

• Serves approximately 1M citizens

Challenge:

• Management of digital records

• Reduction in paper records

• Reduce physical and digital storage

Solution:


• SharePoint Search

• SharePoint Records Management

• Managed Metadata Services

Benefits:

• Migration of thousands of documents from File Shares to SharePoint to deliver

and integrated view of all information based on pre-defined taxonomy

• Cleanse content existing in multiple repositories

• Real time identification and classification from all sources of ingestion

(fax, scanned, email, etc.) as well as from all semi-structured and unstructured

content

• Improved search to quickly identify value of document/record in ‘plain English’

Case Study – Records Management

“One way to manage records

whatever their medium”


Situation:

• Legal Department

Challenge:

• Reduce costs associated with litigation support

• Overabundance of content - much was not tagged

• Increase relevance in finding appropriate information

Solution:


Benefits:

• Vocabulary normalization

• Enables ‘concept based’ searching and eliminated the

construction of complex queries

• Removes the ambiguity in content

• Enables the identification of new information to be captured and

identified early in the discovery process and immediately made

available to the discovery team

• Eliminates manual tagging unless authorized

Case Study – eDiscovery, Litigation Support, FOIA

“The RMDA can now load terabytes of

records per day and automatically classify

these against multiple taxonomies

simultaneously, while having the ability to

easily expand the system configuration

through its modular and scalable

architecture.”

Juan Celaya, President

COMPU-DATA International, LLC

Read the Case Study

http://www.conceptsearching.com/wp/wp-content/uploads/casestudies/CS_rmda.pdf


Situation:

• 8,000 registered users

• 800 virtual workspaces and communities of practice

• Share and disseminate mission critical information and technical

excellence

• Collaboration

Challenge:

• Poor search results

• No collaboration capabilities

• Lack of security and control of content assets for each end user

• No robust knowledge management capabilities (wikis, blogs,

collaboration, poor search, etc.)

Solution:

• Partner Triune Group provided the knowledge management and

collaboration platform

• conceptSearch embedded into the solution

Benefits:

• Accuracy of search and relevant results

• Confidence in data

• Increase in quality of decision making

“With the integration of the Concept

Searching intelligent search capability,

Triune Group was able to provide us with

a robust and scalable collaboration tool

that delivers not only powerful advanced

searching capabilities, but also a

controlled and secure environment.”

Brian Follen

NASA Safety Center (NSC)

KnowledgeNow Program Manager

Client received KMWorld ‘Reality Award

Winner’ for successful deployment and

recognition for a superior Knowledge

Management Solution

Read the Case Study

Case Study – Social Tagging and Collaboration

http://www.conceptsearching.com/wp/wp-content/uploads/casestudies/CS_nasa.pdf


Situation:

• Multiple Clients

Challenge:

• Simply moving content to new location did not

provide any benefits

• Human error and time was too costly

• Quantity of content too great

Solution:


Benefits:

• Cleanses irrelevant and unnecessary documents

• Dramatically reduces the time for migration

• Eliminates manual intervention

• Improves the outcome enabling improvements in:

• Search

• Records management

• Data privacy

• eDiscovery and litigation support

• Text analytics

Case Study – Intelligent Migration

The goal was to improve search for

147,000 business users but needed to

migrate literally millions of documents.

conceptClassifier for SharePoint was

used for the pre and post migration and

for enabling concept based searching

with their existing search engine and

taxonomy based search after the

migration.

conceptClassifier for SharePoint

identified 66,000 duplicates out of a

total of 270,000 documents,

representing a 24% reduction in disk

space.

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