SharePoint Saturday New York City - July 26, 2014

1. 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

2. Jonathan Ralton
BlueMetal Architects
Must Love Term Sets:
The New and Improved Managed
Metadata Service in SharePoint 2013

3. Agenda
Setting the Stage
Content Management
Services Architecture
Information Architecture
Managed Metadata Service
Term Store
What’s New
Content Type Syndication
Wrapping Up
Questions

4. Setting the Stage
Must Love Term Sets

5. ME

6. Presenter
Jonathan Ralton
• Senior Information Architect
• SharePoint IT Pro since 2005
(WSS/SPS)
• No code!
• Document Management,
Content Management,
Knowledge Management…
@jonralton
jonathanr@bluemetal.com
blog.jonralton.net

7. YOU

8. Audience
What role are
you in?
What are you hoping
to learn?

9. Content Management
Must Love Term Sets

10. Content Management
SharePoint does
this thing called
Content Management

11. Content Management
Business
Process
Automation
Portals Social Co-Authoring
External
Collaboration
Workflow
Team
Collaboration
Incident
Management
Project
Management
Knowledge
Management
Enterprise
Content
Management
Application
Platform

12. Content Management
50%50%
FINDING CONTENT
Navigation Search

13. Content Management
• What is it?
• Is it useful to me?

14. Content Management
Information
Architecture
Findability Usability

15. Pleasantville
© 1998 New Line Cinema

16. Wild Wild West
© 2014 Universal Studios

17. Content Management
Farms
Web
Applications
Content
Databases
Site
Collections
Sites
Lists
Libraries
Folders
Document
Sets
Site Columns
Content Types
External
Content Types
Managed
Metadata
Crawled
Properties
Managed
Properties

18. Content Management
We set up…
• Content Types
• Site Columns
We put them together…
Content
Types
Site
Columns
Metadata

19. Services Architecture
Must Love Term Sets

20. 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

21. Shared Service
A component of the
Shared Services
Framework such as:
• Search
• User Profile
• Managed Metadata

22. 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)

23. 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

24. QUICK EXPLORATION

25. 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.
⃝
Business Data Connectivity Service Gives access to line-of-business data
systems.
⃝ ⃝ ⃝
Excel Services Application Lets users view and interact with Excel
files in a Web browser.
⃝
Managed Metadata Service Manages taxonomy hierarchies,
keywords and social tagging
infrastructure, and publish content types
across site collections.
⃝ ⃝
PerformancePoint Service Application Provides the capabilities of
PerformancePoint.
⃝
Search Service Crawls content, produces index
partitions, and serves search queries.
⃝ ⃝
Secure Store Service Provides single sign-on authentication to
access multiple applications or services.
⃝ ⃝
State Service Provides temporary storage of user
session data for SharePoint Server
components.
⃝ ⃝
Usage and Health Data Collection
Service
Collects farm wide usage and health
data, and provides the ability to view
various usage and health reports.
⃝ ⃝ ⃝
User Profile Service Adds support for My Sites, profile pages,
social tagging and other social computing
features.
⃝ ⃝
Visio Graphics Service Lets users view and refresh published
Visio diagrams in a Web browser.
⃝
Web Analytics Service Provides Web service interfaces. ⃝ ⃝
Word Automation Services Performs automated bulk document
conversions.
⃝ ⃝
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.
⃝ ⃝ ⃝
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx

26. 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

27. 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

28. Advancements ⓬ → ⓮⓯
Performance/Resources
• Only the services needed must
be deployed
Reuse
• Some service applications can
be consumed across farms

29. Logical Architecture
http://technet.microsoft.com/en-us/library/cc560988(v=office.14).aspx

30. 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

31. 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

32. Service Architecture
The Managed Metadata Service is a
Service Application

33. Information Architecture
Must Love Term Sets

34. Information Architecture
•Qualities
• Structured
• Organized
•Methods
• Grouping
• Classification
• Categorization
•Goals
• Make findable
• Make usable

35. TAXONOMY
def·i·ni·tion [dèffə nísh'n]

36. Taxonomy
“a classification into ordered categories”
– dictionary.com

37. Taxonomy
“a hierarchical classification of
words, labels, or terms
that are organized into groups
based on similarities”
– Microsoft

38. Taxonomy
A way to group things together

39. 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

40. FOLKSONOMY
def·i·ni·tion [dèffə nísh'n]

41. Folksonomy
“the classification that results when Web site users
collaboratively apply words, labels, or terms to
content on a site”
– Microsoft

42. 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

43. Approach
Taxonomies
• Formal
• Centrally managed
• Hierarchical
• Managed Terms
• Term Sets
Folksonomies
• Collaborative
• Tagging freely
• Enterprise Keywords
• Social Tagging

44. Managed Metadata Service
Must Love Term Sets

45. Overview
Term Store
Content
Type
Syndication
Managed
Metadata
Service

46. 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

47. Term Store
Must Love Term Sets

48. Anatomy
14 (SharePoint 2010) 15 (SharePoint 2013)

49. TERM
def·i·ni·tion [dèffə nísh'n]

50. Term
“a word or a phrase that can be associated
with an item”
– Microsoft

53. 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

54. 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

55. QUICK EXPLORATION

56. TERM SET
def·i·ni·tion [dèffə nísh'n]

57. Term Set
“a collection of related terms”
– Microsoft

62. Term Sets
• Has a unique ID (GUID)
• Can specify that a column must contain a term from a specific term
set

63. Term Sets
Closed
Users cannot add new terms to
them when they are entering a
value for a column that is
mapped to the term set
Open
Users can add new terms to the
term set when they are updating
the value for a column that is
mapped to the term set

64. Term Sets
Local Term Set
Created within the context of a
site collection
For 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 Set
Created outside the context of a
site collection
For 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

66. GROUP
def·i·ni·tion [dèffə nísh'n]

67. Group
“a set of term sets that all share
common security requirements”
– Microsoft

69. 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

70. 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

71. 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

72. QUICK EXPLORATION

73. MANAGED METADATA
def·i·ni·tion [dèffə nísh'n]

74. 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

75. 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

76. 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

77. TAGGING
def·i·ni·tion [dèffə nísh'n]

78. Tagging
“the act of applying metadata to an item”
– Microsoft

79. Tagging
Consistency
Discoverability
Flexibility

80. What’s New
Must Love Term Sets

81. Advancements ⓮ → ⓯
• User Interface
• Pinned Terms
• Custom Properties
• Multi-Lingual Support
• Managed Navigation
• Hashtags
• Tag Profiles
• Datasheet View Support
• Taxonomy API

82. User Interface
• Buttons have moved from persistent on every page to the ribbon

85. 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)

86. QUICK EXPLORATION

87. Custom Properties
• Can be instantiated on terms and term sets
• Not a replacement for projected fields
• Need to write custom code to leverage/expose

88. QUICK EXPLORATION

89. Multi-Lingual Support
• Debuted with the inception of Managed Metadata, but now can take
advantage of the Machine Translation Service

90. Managed Navigation
• Drive a site collection’s navigation from a term set
• Pass term to target page catalog item page
• fURLs
• Site Feature

94. QUICK EXPLORATION

95. Hashtags
• Aggregation similar to Twitter
• No Yammer Support

96. QUICK EXPLORATION

97. Tag Profiles
• Now use search

98. QUICK EXPLORATION

99. Datasheet View Support
• Finally can input/edit managed metadata columns in datasheet view

100. QUICK EXPLORATION

101. Taxonomy API
• Access via
• Client Side Object Model (CSOM)
• REST
• Power Shell

102. Content Type Syndication
Must Love Term Sets

103. 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

104. 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

105. Additional Considerations
Must Love Term Sets

106. 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

107. 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
count as separate terms. You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a
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

108. Site Columns – Considerations
Choice
Lookup
Managed
Metadata
When to use which type?

109. Site Columns –
Considerations
• Plain text
• Does not update
• No metadata about choicesChoice Column

110. 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

111. 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

112. Wrapping Up
Must Love Term Sets

113. Wrapping Up
Information
Architecture
Findability Usability

114. 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

115. 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

116. INFORMATION
ARCHITECTURE
1. WORK WITH YOUR
USERS
2. FOLLOW THE CULTURE
3. GAUGE EFFECTIVENESS
AND ADJUST AS NEEDED
© 1986 Paramount Pictures

117. They’ll all think
you’re a righteous
dude.
© 1986 Paramount Pictures

118. Blog Article
SharePoint Managed Metadata Import Files
bit.ly/SPMMImport

119. Questions
Must Love Term Sets

121. We Are Hiring
in NYC!
SharePoint Developer
Technical Designer / Front End Developer
UX Software Engineer
UX Software Architect
Java Architect
Software Operations Mgr (Norwalk, CT)
Learn more:
https://www.linkedin.com/company/bluemetal-architects/careers

122. THANK YOU EVENT
SPONSORS
• Please visit them and inquire about
their products & services
• To win prizes make sure to get your
bingo card stamped by ALL sponsors

123. Reference
Must Love Term Sets

124. Resources
SharePoint 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

125. 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

126. 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 Sites
250,000 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 Sites
2,500 Non-Personal Sites
Items Supported 60,000,000 60,000,000

127. 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

128. 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 Text
192 Multiple Lines of Text
276 Choice
72 Number
72 Currency
48 Date and Time
96 Lookup
96 Yes/No
96 Person or Group
138 Hyperlink or Picture
48 Calculated
94 Managed Metadata
276 Single Line of Text
192 Multiple Lines of Text
276 Choice
72 Number
72 Currency
48 Date and Time
96 Lookup
96 Yes/No
96 Person or Group
138 Hyperlink or Picture
48 Calculated
94 Managed Metadata

129. 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

130. 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

131. 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