Taxonomy, Content Types & Metadata: Oh My!
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PLEASE DOWNLOAD TO SEE SPEAKER'S NOTES AND ANIMATIONS. How to understand (and explain to your end users) the concepts of metadata and content types and then, how to build a SharePoint taxonomy. (Let me know if you find this useful in your work.)
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Taxonomy, Content Types & Metadata: Oh My!
- 1. Produced by: Premier Partner: Platinum Partner: Gold Partner: Supported by:
- 2. Taxonomy, Content Types & Metadata. Oh my! Ruven Gotz ā Navantis (Cananda)
- 3. Itās all about meā¦ @ruveng spinsiders.com/ruveng Toronto ruveng@navantis.com Ruven Gotz
- 4. This is a Meta-Presentation ā¢ Two Goals and a Meta Goal: ā¢ Understand metadata ā¢ How it applies to taxonomy ā¢ How it applies to content types ā¢ Understand why it matters in SharePoint ā¢ Meta Goal ā¢ Educate you ā¢ Give you tools to educate YOUR stakeholders
- 5. The BIG question What is Metadata?
- 7. Questions
- 8. The BIG question What is Metadata? I think I get it What is I think Oh! Now I see I get it Metadata? (Mostly)
- 9. To understand what are
- 10. Weāll use a
- 11. What does a cow say?
- 12. What does a chicken say?
- 13. What does a duck say?
- 15. What is the ācontentā? What are some attributes? ā¢ Artist: Prince ā¢ Genre: Pop/Rock ā¢ Year: 1984 Example from Yoav Lurie
- 17. Another metaphor Adapted from the āpea soupā story by Serge Tremblay
- 18. Labels can help
- 19. Food taxonomy nirvana http://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
- 20. So, what is metadata?
- 21. What is taxonomy? or thisā¦ Not this!
- 22. Itās thisā¦
- 24. Taxonomy Animal Kingdom Kingdom Superclass Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Class Predators Primates Whales Rodents Order Squirrels Mice Porcupines Guinea Pigs Suborder Mice & Rats Hamsters and Voles Family
- 25. Animal Kingdom The bottom of this tree Invertebrates Vertebrates Mammals Fish Amphibians Reptiles Birds Predators Primates Whales Rodents Squirrels Mice Porcupines Guinea Pigs Hamsters and Mice & Rats Voles Real Hamsters Voles Gerbils Short-tailed Long-tailed dwarf hamsters dwarf hamsters Djungarian Roborovski dwarf Hamster hampsters
- 26. X: Taxonomy Shared drive zoo Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
- 27. X: Taxonomy Sales & Production Marketing Marketing Sales Web Design Newsletter Social Commercial Industrial Government Healthcare Labs Hospitals Clinics Mobile Private Public Large Medium Small Urban Rural Not University Associated
- 28. Weāve all seen how well this works outā¦
- 29. X: Taxonomy Shared drive zoo Sales & Production Marketing Marketing Sales Web Design Newsletter Social Major Commercial Industrial Government Healthcare Hospitals Labs Hospitals Clinics Mobile Colleges Private Public Big Small Large Medium Small Urban Rural Not University Associated
- 30. Moving this mess to SharePoint only makes it worse
- 31. SharePoint Sux! SharePoint is confusing! Why?
- 32. What is our base metaphor for files?
- 33. Folders on the Mac
- 34. What if we saw this?
- 35. Betterā¦
- 36. Solve it with folders!
- 37. Now, you hire an intern to add documents
- 39. Findability
- 40. Putability
- 41. The #1 rule of SharePoint Except when it makes sense to do so Never use ever folders
- 42. When it makes senseā¦ Permissions assigned per folder
- 44. SharePoint Taxonomy (Metadata) Customer Type Sector Size Location University ā¢ Lab ā¢ Private ā¢ Large ā¢ Urban ā¢ Yes ā¢ Hospital ā¢ Public ā¢ Medium ā¢ Rural ā¢ No ā¢ Clinic ā¢ Small ā¢ Mobile
- 45. Adding metadata (when uploading)
- 50. What are content types?
- 51. Drug Vacation Request Reimbursement Name _________ Name _________ Emp. # _________ Emp. # _________ Date _________ Date _________ Dates Requested: Drug Used: From __________ Name __________ To: __________ Cost: $ _________ Manager ____ Manager ____ Approved Y/N Approved Y/N
- 52. Both content types in one list
- 53. Content types for: Workflow, Policy, Security
- 56. Key Points to Take Home ā¢ Metadata takes a while to understand ā¢ Use of metaphors can help ā¢ Use of visual tools can help a LOT ā¢ Much more than technology, itās governance that makes the difference ā¢ Folders are bad, except when theyāre not
- 57. Did I meet my goals for youā¦ ā¢ Do you have a better understanding of Metadata? ā¢ Do you understand why it matters in SharePoint? ā¢ Do you think youāll be able to explain these concepts more easily to your stakeholders?
- 58. Questions SHARE The SharePoint Conference for Business Users
- 59. http://sdrv.ms/share2012sa <-- The goods! Ruven Gotz ā Navantis (Canada) ruveng@navantis.com @ruveng (twitter) www.spinsiders.com/ruveng May 2012
Editor's Notes
- Everyone knows the answer to thisā¦
- Itās āData about Dataā as Einstein proved all those years ago
- Thanks for coming, weāre done nowā¦This answer helps absolutely no-one ā well, maybe Einstein
- Iām not telling yet, butā¦Itās an iterative process ā you wonāt understand it right away, but you will circle in to understanding over time.
- The sounds that these animals make are attributes that distinguish them from each other. The sound is NOT the animal, and does not replace the animal, but if I asked even a 3 year old, which one goes āquackā they could point it out to me.So now, a more serious exampleā¦
- How do you sort your CDās?Artist? Title? Genre? Date? Cover Colour?You have to decide up front ā and stick to it, because the objects are physical
- What if the store was full of unlabeled tin cans? How could you tell which can had the corn?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
- Now we donāt need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.(Also, the fact that you may not know the language that the label was printed in could pose a problem)
- Items are grouped by type (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to itAND: Can cause duplication: Canned chilliās may be in the veggie isle, but also in the ethnic food aislehttp://caseyxrobertson.deviantart.com/art/Grocery-Store-2-191196289
- Data about dataYes, but not enough infoĀ Seth Maislin of Earley & Assoc. says it's the "Is-ness" of something:This 'is' a contract. That 'is' a pop album.For us it enables findability, policy and processFindability for locating the right documentsPolicy ā records managementProcess ā Status of a business process (e.g. Not started, In process, Complete, Approved, Archived)
- Not really this, but letās use these creatures to understand.
- SwedishĀ botanist,Ā physician, andĀ zoologist, who laid the foundations for the modern scheme ofĀ binomial nomenclature. He is known as the father of modernĀ taxonomy
- Review the animal kingdom taxonomy
- Did you catch the subtle change here.The taxonomy is now of your āXā drive.Which is your shared drive zoo!Let me zoom in
- Here is where your file lives
- Problem here is lack of governance ā anyone can add any folder anywhere anytimeThis boils down to the āputabilityā problem ā Iāll search for a long time to find a doc, but not for long to see where to put it.
- This uses the base metaphor that we live with every day.The concept of a āfileā and a āfile folderā as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but itās not: It was invented in 1983 by Apple (wikipedia) [But they really stole it from Xerox]
- All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
- A bit of a better situationThe naming convention lets you find the file you need (but thereās no way to sort by year)Rely on users to follow the naming convention (religiously)
- Now weāre in great shape!This is nicely structured and labeled, just like the supermarketBUTā¦
- What a mess! Now, when you have to search for a document, you have to look in the ātreeā and also in all the other spots where the files could be.Another issueā¦ If your boss needs you to find all ATT consumer files across all years, you have not alternative other than clicking all the parent folders open and drilling down to the documents that you need, one at a time.
- There is a balancing act around finding and saving. The investment you make on one side, pays off (or costs you) on the other side.
- On the findability side (searching or browsing) [Not a ārealā English word]If you really need that needle, youāll look through a lot of haystacks
- There is an essential asymmetry to putability [Also not a real English word]: (Except that I learned them from Bill English)You can give up fairly quickly on deciding where to save something ā there is always a fast and easy way outā¦.Itās called: Iāll just put it here ā Iāll remember later where I left it. THIS IS A BIG LIE
- Iām not Carl, but letās talk about why this works.After all, itās the same as a directory treeThe difference is governance
- Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
- Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.Thereās no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like āDateā to today and āYearā to current year.We can leverage content types as well
- Explain metadata and then use this worksheet for āhomeworkā
- Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.
- All columns (metadata) exist in the same list, even though the user is only prompted to fill-in the ones for the content type that they are using.
- Content types cannot be used for security
- What is this a picture of?With a lot of experience, training or imagination, you may figure something out ā but the concept is ABSTRACT
- This is something that people understand and agree on.It is concrete (no, not made of concrete ā itās marble)Visual tools can help make the abstract into the concrete
- MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
- Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager ā and I like and highly recommend it.There are other tools that are less expensive such as X-Mind and freemind.
- Did you get value out of this presentation?