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SharePoint 2013 Document Management with Content Types, Taxonomy and Search. Presented at SharePoint Fest Chicago, October 2013.
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DOCUMENT MANAGEMENT IN SHAREPOINT 2013 WITH CONTENT TYPES, TAXONOMY AND SEARCH
Patrick [email protected]
Bio
Patrick Tucker ShareSquared, Inc. (MS Gold Partner) Senior SharePoint Consultant MCT, MCTS, MCPD, MCITP, MCSD, MCAD,
MCDBA [email protected] Blog: www.tuckersnet.com Twitter: @TuckersNet
Today’s Conversation
How to use Content Types to apply consistent metadata columns across documents, items & pages
How to use the Taxonomy Term store to apply consistent values across documents, items & pages
How to use SharePoint Search to locate and aggregate content based on metadata by customizing search results and refiners
Our Goal
Put documents into SharePoint in an organized way so you can FIND THEM LATER!
Where did I put that?
How do I organize list and library data in my SharePoint environment?
Remember the goal: organizing but also locating content when you need it.
Document Libraries Folders
Document Sets
Document/Records Center
Reduce, Reuse and Recycle
First determine what kind of information to store along with your data.
Reduce business requirements and definitions into reusable types to be used in libraries, sites and the Enterprise
Content Types are the reusable building blocks for SharePoint data
Content can be recycled (or moved)
Content Types Organize SharePoint OTB and Custom Content Types
Created using site columns, which may be created on their own
Metadata and Content Types List level - columns associated with
list/library Site level – shared content definitions Enterprise Level – Content Type Hub Values may be driven by taxonomy
terms (think of choice fields on steroids)
Applied Metadata
Metadata is applied to list items and documents Column data is saved along with other data
Pages Too!
Your SharePoint pages are documents too and are built from content types
Metadata can be displayed on the page Turn “Publishing” features on for
additional content types and Page Layouts
Content Type
Page Layout Page
DEMO
Content Types in action!
Reusing Content Types
Reuse the definition by building on it through inheritance Document Specialized Document List Item Specialized List Item
Reuse content types across the enterprise with Content Type Syndication Enforces governance – consistent use of
content types across the enterprise One site creates and shares Content Types Other sites are subscribers to those types
Content Type Syndication
MMS Properties is the place to start
Create and publish content types in the “hub” site and consume in sites within the web application
2 Timer jobs control availability – “Content Type Hub” and “Content Type Subscriber”
Recycling Content
The Content Organizer feature lets you automatically route submitted content based on Content Type
Content Organizer Rules are created to route documents to a drop off library or other configured Send To location
Content Organizer Settings
Property based conditions route
content
Specify alternate names for taxonomy
differences
Submissions matched to a content type
Content is routed to a specific
location based on criteria
Taxonomy Term Store
Metadata is about consistency of data fields, taxonomy is about consistency of data values
Terms Sets contain terms which can easily be updated over time
Managed Metadata Columns
• THE DOCUMENT INFORMATION PANEL
• THE TAXONOMY PICKER CONTROL
• SEARCH
Where is Taxonomy Surfaced?
Demo
Content Type Reuse and Managed Metadata
Organizing Content
How do we group items together in SharePoint Lists and Libraries Folders Document Sets Document/Record Center Content Types, Taxonomy and Search
How Search Exposes Taxonomy Values
Taxonomy Fields Crawled
• Taxonomy fields in your content are crawled and generate a search property
Managed Propertie
s Mapped
• Search managed properties are manually created and mapped to crawled properties
Search Uses
Properties
• Search uses managed properties in refinement and querying
Search Schema
Managed properties allow refinement and search result sources to work with content type metadata
Are mapped to crawled properties
Automatic Managed Properties If site columns are used instead of list
columns, managed properties are automatically created
Automatic properties are named by removing spaces and adding an “OWS” prefix
Not supported with Lookup, Calculated, Task Outcome, Summary Links Data or Rich Media Data
Search Web Parts
Create a custom search page using a Search Box, Search Results and Refiners web parts
Search results can be configured to “pre-display” results by Content Type or managed property
Items Matching a Tag
Find documents that have been crawled by looking for a metadata tag that describes them
Content Search Web Part
1. Designed to return items in the search index that match a query defined in the web part properties…
Real World Solution
A school district with several locations, each with their own site collection.
Content not organized well but needs to be aggregated and displayed in one place
Conte
nt
TypeInformat
ion Center Category shared across sites
Taxo
nom
yCategories created as taxonomy terms & centrally managed
Searc
hPages with Search web parts display documents
