SharePoint Saturday Connecticut - October 10, 2015

1. SharePoint Saturday Connecticut 2015
#SPSCT
photolandscapeviewjohnc.blogspot.com
Must Love Term Sets: The New and Improved Managed Metadata Service in SharePoint 2013
Jonathan Ralton
All trademarks and registered trademarks are
the property of their respective owners.

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

3. Agenda
Setting the Stage
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. YOU

6. Audience
What roles are
you in?
What SharePoint phase
are you in?
What are you hoping
to learn?

7. ME

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

9. Services Architecture
Must Love Term Sets

10. 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

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

12. 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)

13. 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

14. QUICK EXPLORATION

15. 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

16. 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

17. 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

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

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

20. 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

21. 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

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

23. Information Architecture
Must Love Term Sets

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

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

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

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

28. Taxonomy
A way to group things together

29. 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

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

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

32. 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

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

34. Managed Metadata Service
Must Love Term Sets

35. Overview
Term Store
Content
Type
Syndication
Managed
Metadata
Service

36. 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

37. Term Store
Must Love Term Sets

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

39. TERM
def·i·ni·tion [dèffə nísh'n]

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

41. 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

42. 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 Office documents
• Part of a single, non-hierarchical term set that is named the keyword set
3. Hashtags
• Words or phrases that were added to SharePoint items
• Part of a single, non-hierarchical term set that is named the hashtag set

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

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

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

49. 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

50. 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

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

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

53. 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

54. 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

55. Term Store
Make your life easier
• We can use tags and term sets
across farm tiers
• Requires being strict
• Introduce DEV elements into PRD
carefully
Make your life complicated
• We can isolate the tags and
term sets at each farm tier
• May be desired
• Requires migration

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

57. 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

58. 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

59. Managed Metadata
Managed Metadata is
one of the few 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

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

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

62. Tagging
Consistency
Discoverability
Flexibility

63. What’s New
Must Love Term Sets

64. Advancements ⓮ → ⓯
User Interface
Pinned Terms
Custom
Properties
Multi-Lingual
Support
Managed
Navigation
Hashtags
Tag Profiles
w/Search
Datasheet
View/Quick
Edit Support
Taxonomy API

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

69. Reusing and Pinning
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 Set
• Leverage same term set in more
than one location
• Must pin with children (if any)
• Source can be changed
• Cannot edit term labels and
other properties in the pinned
location(s)

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

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

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

78. QUICK EXPLORATION

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

82. Tag Profiles w/Search
/_layouts/15/HashTagProfile.aspx
?TermID=e5811cd0-bb1e-46e6-
86d1-91264a91cf77

83. Datasheet View/Quick Edit Support
• Finally can input/edit managed metadata columns in table view

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

86. Content Type Syndication
Must Love Term Sets

87. 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

88. 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

89. Additional Considerations
Must Love Term Sets

90. 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

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

92. 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

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

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

95. 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
• Can’t ‘re-point’ later
Lookup Column

96. Site Columns –
Considerations
• Does update
• 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
• Can ‘re-point’ later
Managed
Metadata Column

97. DEEPER EXPLORATION

98. Wrapping Up
Must Love Term Sets

99. 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

100. Wrapping Up
Information
Architecture
Findability Usability

101. 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

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

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

104. Questions?
© 1986 Paramount Pictures

105. Connecticut

106. EVENT
SPONSORS
• Diamond, Platinum & Gold
sponsors have tables
• Please visit them and inquire
about their products & services
• Also they have lots of awesome
schwag that you can’t live
without! 

107. CONNECTICUT SHAREPOINT USERS GROUP
• Different SharePoint discussions each
month on various topics.
• Meets 3rd Thursday of every month
• Microsoft Office (Hartford)
• 280 Trumbull St, Hartford CT 06103
• http://www.meetup.com/ctspug

108. SPECIAL OCTOBER SESSION!
• Michelle Caldwell (MVP) will be
making a stop at the CTSPUG
• Microsoft Store in West Farms Mall
• Wednesday – October 14th
• Register today!
• http://www.meetup.com/ctspug

109. Reference
Must Love Term Sets

110. 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

111. Tools
Metalogix (MetaVis) Term Store Manager
PremierPoint Solutions Term Sync
ServiceAware Term Store Sync for SharePoint
SharePoint 2010 CSV Bulk Taxonomy TermSet Importer/Exporter
SolidQ Managed Metadata Exporter for SharePoint 2010

112. 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

113. 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

114. 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

115. 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

116. 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

117. 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

118. 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