SharePoint 2013 Document Management with Content Types, Taxonomy and Search. Presented at SharePoint Fest Chicago, October 2013.

1. DOCUMENT MANAGEMENT IN SHAREPOINT 2013
WITH CONTENT TYPES, TAXONOMY AND SEARCH
Patrick Tucker
patrick.tucker@sharesquared.com

2. Bio
 Patrick Tucker
 ShareSquared, Inc. (MS Gold Partner)
 Senior SharePoint Consultant
 MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA
 Patrick.Tucker@ShareSquared.com
 Blog: www.tuckersnet.com
 Twitter: @TuckersNet

3. 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

4. Our Goal
 Put documents into SharePoint in an organized way so
you can FIND THEM LATER!

5. 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.

6. 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)

7. Content Types Organize SharePoint
 OTB and Custom Content Types
 Created using site columns, which may be created on
their own

8. 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)

9. Applied Metadata
 Metadata is applied to list items and documents
 Column data is saved along with other data

10. 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

11. DEMO
 Content Types in action!

12. 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

13. 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”

14. 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

15. Content Organizer Settings

16. 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

17.  Managed Metadata Columns
• THE DOCUMENT INFORMATION PANEL
• THE TAXONOMY PICKER CONTROL
• SEARCH
Where is Taxonomy Surfaced?

18. Demo
 Content Type Reuse and Managed Metadata

19. Organizing Content
 How do we group items together in SharePoint
 Lists and Libraries
 Folders
 Document Sets
 Document/Record Center
 Content Types, Taxonomy and Search

20. How Search Exposes Taxonomy Values
Taxonomy
Fields
Crawled
• Taxonomy fields in your
content are crawled and
generate a search
property
Managed
Properties
Mapped
• Search managed
properties are manually
created and mapped to
crawled properties
Search Uses
Properties
• Search uses
managed properties
in refinement and
querying

21. Search Schema
 Managed properties allow refinement and search
result sources to work with content type metadata
 Are mapped to crawled properties

22. 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

23. 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

24. Items Matching a Tag
 Find documents that have been crawled by looking
for a metadata tag that describes them

25. Content Search Web Part
1. Designed to return items in the search index that
match a query defined in the web part
properties…

26. 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
ContentType
Information
Center
Category
shared
across sites
Taxonomy
Categories
created as
taxonomy
terms &
centrally
managed Search
Pages with
Search
web parts
display
documents

27. Questions
 Patrick Tucker
 Patrick.Tucker@ShareSquared.com
 @TuckersNet
 www.ShareSquared.com