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SharePointInformation Architecture That Really Works,[object Object],Facilitated By:      Richard Harbridge and Virgil Carroll,[object Object],Tweet Us:    #SPSTCDC   @RHarbridge   @VCMonkey,[object Object]
Please turn off all electronic devices or set them to vibrate.,[object Object],If you must take a phone call, please do so in the hall so as not to disturb others.,[object Object],Open wireless access is available at SSID:  SPSTCDC2011,[object Object],Feel free to “tweet and blog” during the session,[object Object],Thanks to our Diamond and Platinum Sponsors:,[object Object]
Who am I?,[object Object],I,[object Object]
From the great State of Alaska,[object Object],Masters in Instructional Design ,[object Object],Working with SharePoint since v.1,[object Object],User Experience Advocate,[object Object],Certified Athletic Trainer,[object Object],Blog: http://monkeyblog.highmonkey.com,[object Object],Twitter: @vcmonkey,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Information Architecture is a Practice not a Strategy,[object Object]
In IA, there is no single “right answer”.,[object Object]
Proven Success,[object Object]
Take Away: Confidence,[object Object]
Take Away: Improved Communication,[object Object]
Take Away: Knowledge YouCan Use,[object Object]
 Our Goal Today…,[object Object],From Here                                                           To Here,[object Object]
What We Will Cover Today:,[object Object],Why SharePoint InformationSystems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizingand Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]
What We Won’t Cover (In Depth) Today:,[object Object],Records Management (and Information Policies),[object Object],Search Architecture and Considerations,[object Object],Planning For Multiple Languages,[object Object],Column Decisions (Choice Column vs Managed Metadata Column vs Lookup Column etc…),[object Object],Technical Considerations for Permissions Management,[object Object],Audience Targeting,[object Object]
Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]
Why SharePointIA Fails,[object Object]
#1,[object Object],NO PLAN,[object Object],(or it was small),[object Object]
It started out simple,[object Object]
Then it grew,[object Object]
Then it got TOTALLY out of control!!,[object Object]
SharePoint is not a Silver Bullet…,[object Object],SharePoint is not a Silver Bullet at NothingButSharePoint.com,[object Object]
SharePoint will be…,[object Object],[object Object]
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…SharePoint will not be…,[object Object],[object Object]
Our primary document management platform.
Our contact management platform.
…,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Opportunistic Driven Learning,[object Object],Image from Paul Culmsee,[object Object]
#3,[object Object],WE THOUGHT,[object Object],ORG CHART = SITE MAP,[object Object]
#4,[object Object],WE BELIEVED MICROSOFT KNEW DESIGN,[object Object],(instead learning from users),[object Object]
#5,[object Object],WE THOUGHT IT WAS ABOUT STORING INFORMATION, ,[object Object],NOT USING IT,[object Object]
#6,[object Object],NO REVIEWS,[object Object],(or analysis of usage),[object Object]
The Outcome,[object Object],There are many reasons SharePoint IA can fail and many of us have experienced variations of them firsthand.,[object Object]
What to watch out for…,[object Object],Sometimes failing is necessary to highlight how important effective IA planning and commitment can be.,[object Object]
What We Will Cover Today:,[object Object],Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]
What MakesAn IA StrategyREALLYwork,[object Object]
With a good IA… ,[object Object]
You can take this…,[object Object]
…and make it into this,[object Object]
This…,[object Object]
…into this,[object Object]
What is information architecture?,[object Object],The structural design of shared information environments.,[object Object],The combination of organization, labeling, search, and navigation systems within web sites and intranets. ,[object Object],The art and science of shaping information products and experiences to support usability and findability.,[object Object]
What is information architecture?,[object Object],4 basic IA concepts…,[object Object],Information…,[object Object],Undergoes… Structuring, organizing, and labeling,[object Object],To improve… Finding and managing,[object Object],Through…Art and science,[object Object]
Why IA matters,[object Object],The cost of finding information,[object Object],The cost of not finding information,[object Object],The cost of construction,[object Object],The cost of maintenance,[object Object],The cost of training,[object Object],You can’t understand it something if you don’t organize it!,[object Object]
How is IA broken down?,[object Object],Business goals, funding, politics, culture, technology, resources and constraints,[object Object],Audience, tasks, needs, information seeking behavior, experience,[object Object],Document / data types, content objects, volume, existing structure,[object Object]
Context,[object Object],Context,[object Object],All web sites and intranets exist within a particular business or organizational context.,[object Object],Each organization has a mission, goals, strategy, staff, processes and procedures, physical and technology infrastructure, budget, and culture.,[object Object],The key to success is understanding and alignment.,[object Object],Content,[object Object],Users,[object Object]
Content,[object Object],Context,[object Object],Includes documents, applications, services, schema, and metadata that people need to use or find onyour site.,[object Object],[object Object]
What are the formats your content is in?
Who owns your content?Content,[object Object],Users,[object Object]
Users,[object Object],Context,[object Object],Every user has different experiences and abilities to draw from.,[object Object],Every user has different needs and wants.,[object Object],Do you know how your users use your site now?,[object Object],Users,[object Object],Content,[object Object]
What does IA support?,[object Object]
What does IA support?,[object Object],Information architecture starts with the user and why one come to a site in the first place: ,[object Object],they have an information need,[object Object],Information needs can vary and each need can cause users to exhibit specific information-seeking behaviors,[object Object]
A good IA… ,[object Object],increases our chances of finding the right stuff,[object Object]
How users look for information,[object Object],The too-easy information seeking model,[object Object]
Why doesn’t this model work?,[object Object],[object Object]
Most users don’t know how to search
Most users don’t have the patience for complicated systems,[object Object]
Sometimes you’re just looking for one answer (known-item),[object Object]
Sometimes you want to investigate(exploratory),[object Object]
Sometimes you want to find everything(Don’t know what you need),[object Object]
Sometimes you need to find it again    (Re-finding),[object Object]
Berry Picking Model,[object Object],Search,[object Object],View results,[object Object],Use results to enhance search,[object Object],Repeat until end result is found,[object Object]
Don’t Forget Put-ability,[object Object],Search isn’t a silver bullet.,[object Object]
A good IA…,[object Object],helps us work effectively,[object Object]
Lets look back,[object Object]
A good IA…,[object Object],supports user experience,[object Object]
Supporting user experience,[object Object],If people say your SharePoint ‘sucks’,[object Object],Do you know why and how to fix it?,[object Object],If not, review and test it!,[object Object]
Incorporate Feedback Planning,[object Object],Couldn’t Find What You Were Looking For? Let Us Know (On Search Pages),[object Object],Intranet Design or Improvement Contests,[object Object],Do You Like The New Homepage Design? Click I Like It or Leave A Note!,[object Object],(Simple front end code/webparts means users don’t even have to go to the ribbon.),[object Object],Provide Feedback Button & Custom List,[object Object],Want More? Give Users a Bookmark Feature and Analyze User Bookmarks,[object Object],Blog New Features/Changes and Encourage Comments,[object Object]
Plan IA Review Processes,[object Object]
The Outcome,[object Object],A good IA continually improves content find-ability and put-ability while retaining context and usability.,[object Object]
What to watch out for…,[object Object],When defining IA there are always trade-offs. These trade-offs become areas of negotiation and sometimes of conflict.,[object Object]
What We Will Cover Today:,[object Object],Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and CommunicatingIA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]
Visualizing and CommunicatingIA Concepts,[object Object]
Taxonomy and Metadata,[object Object]
Taxonomy and Metadata,[object Object]
What is Taxonomy?,[object Object],or this…,[object Object],Not this!,[object Object]
Taxonomyis….,[object Object],The science of categorization, or classification, of things based on a predetermined system. ,[object Object],In reference to web sites and portals, a site’s taxonomy is the way it organizes its data into categories and subcategories.,[object Object]
How do you figure it out,[object Object],Seek and ye shall find,[object Object],Research,[object Object],Ask an expert,[object Object]
Linnaeus vs Buffon,[object Object],Everything can be organized based on a standard!,[object Object],Nay! Each person can organize things based on their own context!,[object Object],Arrangement is key! Arrangement and categorization provides universal context!,[object Object],Context is key! Everything can be organized by multiple facets!,[object Object]
Arrangement and Context,[object Object],Taskonomy?,[object Object],Department Store,[object Object],Wholesale Warehouse,[object Object]
Arrangement Challenges,[object Object],Perfect!,[object Object],Superclass,[object Object],Class,[object Object],What if I want to find an animal by if it lives in water? Or by whether it flies?,[object Object],Order,[object Object]
X Drive Challenges,[object Object],Perfect!,[object Object],Could this be solved by using metadata so that the document could be found by both region and industry?,[object Object],What if I want to find a marketing document by region and not industry? ,[object Object]
What is Metadata?,[object Object],The BIG Question,[object Object]
What is Metadata?,[object Object],The BIG Question,[object Object],What is Metadata?,[object Object],I think I get it,[object Object],I think I get it,[object Object],Oh! Now I see(Mostly),[object Object]
Adapted from the “pea soup” story by Serge Tremblay,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
What is our Base Metaphorfor files?,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
What if we saw this?,[object Object]
Better…,[object Object]
Solve with folders,[object Object]
Hire an intern,[object Object]
This is metadata!,[object Object]
As we’ve already seen: This always works out great,[object Object],This is a common result…,[object Object]
Shared Drive Zoo,[object Object]
Moving this mess to SharePoint ,[object Object],makes it worse,[object Object]
SharePoint Sux,[object Object]
The #1 rule of SharePoint?,[object Object],Except when it makes sense,[object Object],Never use folders,[object Object],ever,[object Object]
A SharePoint Taxonomy,[object Object],If only there was a way content could be organized so content could be found/viewed in multiple ways…,[object Object],I like it!,[object Object]
Metadata,[object Object],I like it!,[object Object]
Adding Metadata (when uploading),[object Object]
A SharePoint Simulation,[object Object]
What are content types?,[object Object]
Vacation Request,[object Object],Drug Reimbursement,[object Object],Name   _________,[object Object],Emp. # _________,[object Object],Date     _________,[object Object],Dates Requested:,[object Object],From __________,[object Object],To:     __________,[object Object],Manager ________,[object Object],Approved Y/N,[object Object],Name   _________,[object Object],Emp. # _________,[object Object],Date     _________,[object Object],Drug Used:,[object Object],Name __________,[object Object],Cost:  $ _________,[object Object],Manager ________,[object Object],Approved Y/N,[object Object]
Both Content Types in One Library,[object Object]
Content Types for: ,[object Object],Security,[object Object],Workflow,,[object Object],Policy,,[object Object]
CREATE LABELING SUPPORT,[object Object],(metadata),[object Object]
What is labeling?,[object Object],Labeling is a form of representation. Just as we use spoken words to represent concepts and thoughts, we use labels to represent larger chunks of information in our SharePoint structure.,[object Object]
Creating your labels,[object Object],Start small, grow organically,[object Object],Don’t be afraid of natural language,[object Object],Always label,[object Object],Train your users…right now!,[object Object],Its not a relational database,[object Object],Use Content Type Syndication,[object Object]
Types of labels,[object Object],Contextual links,[object Object],Headings,[object Object],Navigation system choices,[object Object],Index terms,[object Object],Iconic labels,[object Object]
Making your own labels,[object Object],General guidelines,[object Object],Narrow scope whenever possible,[object Object],Develop consistent labeling systems, not labels,[object Object],Ways to find labels,[object Object],Content analysis,[object Object],Card sorting,[object Object],Search log analysis,[object Object]
2010 takes labeling serious!,[object Object]
The Outcome,[object Object],Shared Understanding Of How Metadata And Taxonomy Can Be Leveraged To Improve ‘Findability’.,[object Object]
What to watch out for…,[object Object],People Must Understand The Value Of Metadata Or They Will Reject The Idea.,[object Object]
Tools For The Information Architect,[object Object]
Same Page,[object Object]
Abstract,[object Object]
Concrete,[object Object]
Mind Mapping Demonstration,[object Object]
Navigation,[object Object], workshops,[object Object]
Navigational Map,[object Object]
Navigation Systems,[object Object],Global navigation,[object Object],Local navigation,[object Object],Breadcrumbs/Up One Level Control,[object Object],Contextual navigation,[object Object],Supplemental navigation,[object Object],Sitemap,[object Object],A-Z Index,[object Object],Guides,[object Object]
Navigation Systems,[object Object]
Navigation Systems,[object Object]
Navigation Systems,[object Object]
What is Card Sorting?,[object Object],Card sorting is a technique that many information architects (and related professionals) use as an input to the structure of a site or product. ,[object Object]
“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”,[object Object],   -Donna Spencer,[object Object],http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0,[object Object],http://www.BoxesAndArrows.com,[object Object]
Why use Card Sorting?,[object Object],Card sorting can help you identify trends,[object Object],Do the users want to see the information grouped by subject, process, business group, or information type? ,[object Object],How similar are the needs of the different user groups? ,[object Object],How many potential main categories are there?,[object Object],What should those groups be called?,[object Object]
Types of Card Sorting,[object Object],Open Card Sorting,[object Object],Participants are given cards showing site content with no pre-established groupings. ,[object Object],Closed Card Sorting,[object Object],Participants are given cards showing site content with an established initial set of primary groups.,[object Object]
What are the types of card sort?,[object Object],Open,[object Object],&           Closed,[object Object]
Open card sorting process,[object Object],Snake,[object Object],Ferrari,[object Object],Cat,[object Object],Ford,[object Object],Dog,[object Object],Gerbil,[object Object],Honda,[object Object],Rolls Royce,[object Object],Mouse,[object Object]
Results,[object Object],Pets,[object Object],Cars,[object Object],Cat,[object Object],Ferrari,[object Object],Dog,[object Object],Honda,[object Object],Mouse,[object Object],Rolls Royce,[object Object],Gerbil,[object Object],Ford,[object Object],Snake,[object Object]
But not always what you expect,[object Object],Cute,[object Object],European,[object Object],Scary,[object Object],Domestic,[object Object],Ford,[object Object],Cat,[object Object],Ferrari,[object Object],Mouse,[object Object],Rolls Royce,[object Object],Dog,[object Object],Snake,[object Object],Gerbil,[object Object],Japanese,[object Object],Honda,[object Object]
But not always what you expect,[object Object],Animals,[object Object],Luxury,[object Object],Regular,[object Object],Ferrari,[object Object],Cat,[object Object],Ford,[object Object],Rolls Royce,[object Object],Honda,[object Object],Dog,[object Object],Gerbil,[object Object],Mouse,[object Object],Snake,[object Object]
BIG MONKEY,[object Object],Card Sort,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Card Sort Results,[object Object]
Advantages of Card Sorting,[object Object],Simple,[object Object],Cheap,[object Object],Quick to execute,[object Object],Established,[object Object],Involves users,[object Object],Provides a good foundation,[object Object]
Disadvantages of Sorting,[object Object],Does not consider users’ tasks,[object Object],Results may vary ,[object Object],Analysis can be time consuming,[object Object],May capture “surface” characteristics only,[object Object]
Wireframing Workshops,[object Object]
Balsamiq,[object Object]
CommonIntranet Components,[object Object]
Balsamiq DEMO,[object Object]
Wireframing Tip!,[object Object]
Don’t Forget Consistency,[object Object],Consistency Across User Environments,[object Object],Modify Provisioned Site (or Templates) Based on Need,[object Object],Each Page Design Should Be Consistent,[object Object]
What is usability,[object Object],Usabilityis aquality attributethat assesses how easy user interfaces are to use.,[object Object],(Jakob Nielsen, 2003),[object Object]
Usability’s 5 quality components,[object Object],Learnability - how easy can the user accomplish basic tasks?,[object Object],Efficiency– How quickly can tasks be performed?,[object Object],Memorability– After a period of non-use, how easily can a user reestablish proficiency?,[object Object],Errors– How many errors does the user / system make? How severe? Can the user recover?,[object Object],Satisfaction– How pleasant is it to use the design?,[object Object]
Why do we need it?,[object Object]
Why do we need it,[object Object],When an interface doesn’t make sense,[object Object],PEOPLE DON’T USE THEM,[object Object]
Usability Testing,[object Object]
Setting up your Usability Plan,[object Object],Determine what you are trying to find out,[object Object],Establish your purpose,[object Object],[object Object]
what worries you with your system?What do you really need to test?,[object Object]
Setting up your Usability Plan,[object Object],Design your Test,[object Object],Identify the users you’ll test,[object Object],[object Object]
set-up use cases
get permission to use data
get users from different levels of competency,[object Object]
Setting up your Usability Plan,[object Object],Heuristic Evaluation,[object Object],Having a small set of evaluators examine an interface and judge it against recognized usability principles,[object Object]
Setting up your Usability Plan,[object Object],10 Usability Heuristics,[object Object],Visibility of system status,[object Object],Match between system and real world,[object Object],User control and freedom,[object Object],Consistency and standards,[object Object],Error prevention,[object Object],Recognition rather than recall,[object Object],Flexibility and efficiency of use,[object Object],Aesthetic and minimalist design,[object Object],Help users recognize, diagnose, and recover from errors,[object Object],Help and documentation,[object Object]
Setting up your Usability Plan,[object Object],Design your Test,[object Object],Develop a list of tasks you want the user to perform,[object Object],[object Object]
Complete a process
Find a specific piece of content
Create something,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Setting up your Usability Plan,[object Object],Run your Test,[object Object],Re-assure your User,[object Object],[object Object]
make sure the user understands the INTERFACE is being tested, not THEM
Tester should not be a stakeholder,[object Object]
Setting up your Usability Plan,[object Object],Run your Test,[object Object],Debrief user,[object Object],ask about overall experience,[object Object],ask for suggestions,[object Object],THANK THEM,[object Object]
Setting up your Usability Plan,[object Object],Analyze / Report,[object Object],Identify the biggest problems 1st,[object Object],grade by severity,[object Object],Frequency,[object Object],Impact,[object Object],Persistence,[object Object]
Setting up your Usability Plan,[object Object],Analyze / Report,[object Object],Summarize data,[object Object],summarize in human terms,[object Object],identify most common user issues,[object Object]
FIGURE OUT YOUR CONTENT,[object Object]
Document Inventory Workshops,[object Object]
Identify content stakeholders,[object Object],Questions to ask:,[object Object],Who in your organization creates content?,[object Object],What type of content do they create?,[object Object],Who reviews content?,[object Object],Who edits content?,[object Object],Who uses content?,[object Object],Who approves the publication of content?,[object Object],Who designs the sites that host the content?,[object Object],Who sets the policies for managing content?,[object Object],Who monitors the content in your organization?,[object Object]
An Inventory Worksheet,[object Object]
Build Mind Map (based on an inventory worksheet),[object Object]
Analyze content usage,[object Object],What type of content is it?,[object Object],What is the purpose of the content?,[object Object],Who is the author of the content?,[object Object],What format is the content in?,[object Object],Who uses the content?,[object Object],Where is the content currently located?,[object Object]
Plan the flow of content,[object Object],Content is often dynamic, moving from one place to another or from one person to another.  Managing this process can be an important success step in content management,[object Object]
Plan the flow of content,[object Object],Scenarios,[object Object],Document is authored by a team in one location and published to another upon completion,[object Object],Web pages can be created in a development site and published to a public site,[object Object],Content that needs to be retained or archived can be moved once its usefulness has been fulfilled.,[object Object],Users can move content from a network share or folder to a document library,[object Object]
ORGANIZE WHAT YOU FIND,[object Object]
Types of Organizing Schemes,[object Object],Objective organizational schemes ,[object Object],Alphabetical,[object Object],Chronological,[object Object],Geographical,[object Object],Subjective organizational schemes,[object Object],Topic,[object Object],Task,[object Object],Audience,[object Object],Metaphor,[object Object],Hybrids,[object Object]
Challenges of Organizing Info,[object Object],Ambiguity,[object Object],What kind of language is being used,[object Object],i.e. BSE vs Bovine Spongiform Encephalopathy,[object Object],Heterogeneity / Homogeneous,[object Object],i.e. storing all project documents vs. storing project plans,[object Object],Differences in perspectives,[object Object],i.e. Looking for invoice by client vs. by project,[object Object],Internal politics,[object Object],Mine, mine, mine!!!,[object Object]
No Single “Approach”,[object Object],Projects,[object Object],Communities,[object Object],Tasks,[object Object],Practices,[object Object]
Business Process Workshops,[object Object]
Visio 2010 Demo,[object Object]
Common Intranet Processes,[object Object],[object Object]
Expense Reimbursement
Equipment and Room Reservation and Management
Meeting Planning and Management
Policy Review and Approval
Booking Travel
Interview Management and Hiring Processes
Training Sign Up and Management
Event Planning
Change Request Management
Timecard/Time Tracking
Product Planning
Help Desk Ticket Management
Compliance Support
Contacts Management
Inventory Tracking
Lending Tracking
Sales Lead Pipeline,[object Object]
The Outcome,[object Object],Using visual tools provides shared understanding, which is a crucial driver of shared commitment to a goal.,[object Object]
What to watch out for…,[object Object],Workshops become much more interactive; more people are actively involved which leads to greater shared commitment and understanding.,[object Object]
What We Will Cover Today:,[object Object],Why SharePoint Information Systems Fail,[object Object],What Makes an IA Strategy Really Work,[object Object],Visualizing and Communicating IA Concepts,[object Object],Making Information Architecture Decisions,[object Object],Case Study Approach (Implementing SharePoint IA),[object Object],Information Architecture Tips and Tricks,[object Object]
Making,[object Object],Information Architecture Decisions,[object Object]
The Importance of Making Good Information Architecture Decisions,[object Object]
What is the ultimate IA structure?,[object Object],There isn’t one!,[object Object]
You need to ,[object Object],Un-enterprise your architecture,[object Object]
Why Enterprise IA doesn’t work,[object Object],One IA doesn’t rule them all,[object Object],What happens when it all gets out of control (and it will),[object Object],Assumes all processes are created equal (and they are not),[object Object],Global doesn’t necessarily mean better (how many people really need to search everything),[object Object],Do not fret, there are models that do work….,[object Object]
Information Architecture and Governance Areas,[object Object],Permanent central portal,[object Object],- Few authors/Many readers,[object Object],Communication Portal,[object Object],[object Object]
Central taxonomy
Divisional stakeholders
Enterprise searchCentralPortal,[object Object],Departmental sites,[object Object],[object Object]
Resources
Business Processes- Few authors/Many readers,[object Object],Increasing Strictness of Governance,[object Object],Collaboration,[object Object],[object Object]
Local searchSemi Structured ,[object Object],Team sites,[object Object],- Multiple authors,[object Object],Blogs, bios, ,[object Object],Social,[object Object],Personal,[object Object],Above The Line versus Below The Line,[object Object]
Recommended Approach,[object Object],Bob Mixon on SharePoint 2007 Site Collections ,[object Object]
Enterprise Publishing,[object Object],Many consumer, few contributors,[object Object],Examples: Company communications, employee relations, sales & marketing, human resources,[object Object],IA rules,[object Object],Content tends to be highly controlled & published via established processes,[object Object],Content is published via a ‘push’ method,[object Object],Ability to interact is ‘locked down’,[object Object],Information is well defined and frequently accessed,[object Object],Access to SharePoint publishing support feature set,[object Object]
Enterprise Publishing,[object Object]
Enterprise Collaboration,[object Object],Many contributors, mature processes,[object Object],Examples: Help desk, Job request, Process tracking, Document Management system,[object Object],IA rules,[object Object],Processes have been refined and well documented,[object Object],User interaction is well defined and tested,[object Object],Contributors are well trained,[object Object],Access to the full SharePoint feature set,[object Object]
And for the rest of us?,[object Object]
Teams & Other Junk,[object Object],Many contributors, no control,[object Object],Examples: Team sites, Temporary projects, Departmental sharing,[object Object],IA rules,[object Object],Tightly governed and ‘locked down’,[object Object],Contributor can do what they want, but have limited abilities,[object Object],Support is minimal,[object Object],Does not participate in Enterprise processes (i.e. global search, managed metadata practices, retention policies),[object Object],Access to limited SharePoint feature set,[object Object]
How can SharePoint help?,[object Object]
SharePoint Containment Hierarchy,[object Object],What we care about from an information architecture perspective.,[object Object]
SharePoint Containment Hierarchy,[object Object]
Site Collection or Site (Subsite)?,[object Object],OR,[object Object]
Site Collection,[object Object]
Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object]
When To Use A Site Collection,[object Object],Site Collection 1,[object Object],Site Collection 2,[object Object],       	Webparts &	Aggregation,[object Object],       	Webparts &	Aggregation,[object Object],Masterpages &	Page Layouts,[object Object],Masterpages &	Page Layouts,[object Object],        Navigation,[object Object],        Navigation,[object Object],       Search Across Site Collection Boundaries,[object Object]
When To Use A Site Collection,[object Object],Site Collection 1,[object Object],Site Collection 2,[object Object],       Group Y,[object Object],       Group A,[object Object],       Group Z,[object Object],       Group B,[object Object],       Collection Admin Y,[object Object],       Group C,[object Object],       Collection Admin A,[object Object],       Collection Admin Z,[object Object],       Collection Admin B,[object Object]
SharePoint Permissions,[object Object]
Purpose of a List?,[object Object],[object Object]
To Track Complex Input From Multiple People
To Centralize Storage and Retrieval of Content
To Provide Validation, Easy To Use Online Forms
To Reduce Duplication of Effort,[object Object]
When To Use a Single List,[object Object],[object Object]
You want to search for items in the same location.(When dispersed across many lists it requires additional effort to configure search scopes).
You want to easily apply consistent versioning, approval, metadata or form settings.
You want to receive consolidated updates on the collection of items (alerts or RSS).,[object Object]
You need to apply different versioning, approval, metadata, or form settings.
You want to distribute management of versioning, metadata, workflows or form settings.
You do not need to receive consolidated updates (alerts or RSS).,[object Object]
One Library or Multiple Libraries?,[object Object],OR,[object Object]
When To Use a Single Library,[object Object],[object Object]
You want to search for documents in the same location.(When dispersed across many libraries it requires additional effort to configure search scopes).
You want to easily apply consistent versioning, approval, metadata or form settings.
You want to receive consolidated updates on the collection of documents (alerts or RSS).,[object Object]
You need to apply different versioning, approval, metadata, or form settings.
You want to distribute management of versioning, metadata, workflows or form settings.
You do not need to receive consolidated updates (alerts or RSS).,[object Object]
Default Content Types and Metadata Values,[object Object]
Navigating with MetadataTip!,[object Object]
Navigating with Metadata, not Folders,[object Object]
Set up with Library Settings,[object Object]
Configure Setttings,[object Object]
Filters the list,[object Object]
Document Routing Tip!,[object Object]
Content Organizer and Routing,[object Object]
Configure the router,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Configure settings,[object Object]
Create Rules,[object Object]
Create/Modify Rules,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Use the Drop-off Library,[object Object]
Add a document,[object Object]
Enter Metadata,[object Object]
Detour: 2010 Metadata,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
Back to Drop-off library,[object Object]
Your document was moved,[object Object]
Rules don’t apply…,[object Object]
… it doesn’t get moved,[object Object]
Folder or Metadata?,[object Object],OR,[object Object]
The #1 rule of SharePoint?,[object Object],Except when it makes sense,[object Object],Never use folders,[object Object],ever,[object Object]
What’s wrong with folders?,[object Object],Deep structures hard to navigate,[object Object],Finding stuff is hard,[object Object],Figuring out where to put stuff is even harder,[object Object],Stuck with a rigid structure,[object Object],Search is not the silver bullet,[object Object]
What’s the alternative?,[object Object],metadata,[object Object]
What’s the alternative?,[object Object]
Metadata = No more folders,[object Object],Filtering,[object Object],Views,[object Object]
Really? No more folders? Ever?,[object Object],What situations would you use folders?,[object Object],Subdivide large libraries/lists,[object Object],Security/Permissions,[object Object],Ease of use for users,[object Object],Really? No more folders?,[object Object],Really? ,[object Object]
Downsides of Metadata,[object Object],No free lunch (there is pain here),[object Object],Awful architectural choices to make,[object Object],Multiple site collections,[object Object],Good Practice,[object Object],Bad for Metadata,[object Object],Maintenance headache,[object Object],Can be mitigated ,[object Object],Define at top level if possible,[object Object]
Folders for easy permissions,[object Object],Create folder,[object Object],Set permissions,[object Object],Create view without folders,[object Object],Easy for users (they only see what they are supposed to),[object Object]
Folders and Default Values,[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
The Sales document library,[object Object]
Drill down into Military folder,[object Object]
Drill down into Air-to-Ground,[object Object]
Add a new document here,[object Object]
Note: Some metadata prefilled,[object Object]
How did we do that?,[object Object],Library tab,[object Object],Library settings,[object Object]
Column default value settings,[object Object]
Select a folder and set defaults,[object Object],Note folder inheritance,[object Object]
Set the default value,[object Object]
in SharePoint 2010,[object Object],Managed Metadata Service,[object Object],Share Metadata across site collections,[object Object],Multilingual Metadata (big gotcha ),[object Object],Hierarchical Metadata,[object Object],Navigate via Metadata (already discussed),[object Object],Keywords/Folksonomy (Out of scope today),[object Object],Folders can assign default metadata (already discussed),[object Object],metadata,[object Object]
Working With Managed Metadata,[object Object]
Term Store Management,[object Object]
Adding Terms,[object Object]
Turn off “Available for Tagging”,[object Object],Add sub elements: Proposal, Quote, Invoice,[object Object],Leave “Available for Tagging checked”,[object Object]
Term Store Manager,[object Object],Painful & Slow,[object Object],Needs a better way,[object Object],I created a ‘toy’ to try out some ideas,[object Object],http://bit.ly/ruveng-mmts,[object Object],Article links to other solutions (Excel),[object Object]
SharePoint Information Architecture & Usability - SharePoint Saturday The Conference
CSV file for Import to Term Store,[object Object]
To Sum Up…,[object Object],SharePoint 2007,[object Object],Folders BAAAAD!,[object Object],Never use them,[object Object],Except when the situation warrants,[object Object],SharePoint 2010,[object Object],Folders GOOOOD!,[object Object],Never use them,[object Object],Except when the situation warrants,[object Object]
Folder or Document Set?,[object Object],OR,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders and Default Values,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders vs. Document Sets,[object Object],Document Sets vs Folders,[object Object]
Folders vs. Document Sets,[object Object],Document,[object Object],Document,[object Object],Document,[object Object],Folder,[object Object],Document Library,[object Object],Folder,[object Object],Folder,[object Object],Document,[object Object],Folder,[object Object],Document,[object Object],Document Set,[object Object],Folder,[object Object],Document,[object Object],Document Set,[object Object],Document,[object Object]
Great Resource!,[object Object],Scott Jamison and Susan Hanley Wrote…,[object Object],!LINK TO WHITEPAPER!,[object Object]
The Outcome,[object Object],You need to understand all of the SharePoint objects, their limitations, and their benefits to make effective decisions.,[object Object]

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SharePoint Information Architecture & Usability - SharePoint Saturday The Conference

Hinweis der Redaktion

  1. But everything we’ll show you has worked for us and helped us to deliver successful projects in the past.
  2. My goal for you: Ability to move forward confidently, knowing that you have increased your chances of delivering a solution that really works for your customers.
  3. The techniques and tools we show you will help you communicate with your stakeholders in ways that keep you and them committed to the same goals and on the same page = prerequisites for success
  4. Practical, proven advice that will guide you in your project
  5. The requirements are gathered, documented and approved.The solution is developed and shared with the stakeholders.This isn’t what we meant!
  6. It’s not this… (visual joke)[ANIMATED]
  7. Carl LinnaeusGeorge Louis Leclerc Comte de Buffon
  8. Let’s try and explain that argument in a more concrete way - Let’s talk about why your logically arranged taxonomy is not enough – you also need ‘targeted’ content based on context – think of the wholesale warehouse as your overall corporate taxonomy, but the department store (and it’s sections) as ‘target’ page structures which surface important data based on the audience, or role based interests.The Wholesale Warehouse follows logical taxonomy structures. Items are grouped by like kind, everything can be found once you understand the system. Where the department store does some grouping by like kind, but also much of it’s grouping around target content – example you go looking for fishing rods and you find fishing lines, lures, books about fishing, hats and clothing, and a number of other ‘fishing’ items. Instead of grouping by arrangement – we are grouping by context in the department store.Do you think that when a blacksmith finished for the day they would put their hammers neatly on the shelves together? No, when blacksmiths clean up for the night the hammer goes on the ground next to the anvil, and next to the tongs. All the tools are organized so they are ready for use – similar to how carpenters keep nails near their hammers. This ‘taskonomy’ (1982
  9. Did you catch the subtle change here.The taxonomy is now of your ‘X’ drive.
  10. Everyone knows…
  11. I won’t tell you yet but…It is an iterative process – you won’t understand it right away, but you will circle in towards understanding over time[ANIMATED]
  12. What if the store was full of unlabeled tin cans?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
  13. Now we don’t 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.
  14. Items are grouped by area (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 it
  15. This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” 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 it’s not: It was invented in 1983 by Apple (wikipedia)
  16. 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
  17. You have a bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
  18. A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
  19. ... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their ownFindability is challengingPutability is the real problemThis is Bill English’s word for knowing where to save a documentWhat if we could make putability easier while also improving findability?This is the promise of metadata
  20. So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findabilityBy the way: One way to start to figure out an organization’s metadata is to look at the folder names.You will probably not want to simply copy this, but it can be a good guide/starting point
  21. And this is a common result
  22. Problem here is lack of governance – anyone can add any folder anywhere anytimeThis boils down to the ‘putability’ problem – I’ll search for a long time to find a doc, but not for long to see where to put it.[ANIMATED]
  23. Once you’ve migrated your x drive to SharePoint, and all the promised benefits fail to emerge, The reaction is: (next slide)
  24. Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  25. I’m not Carl, but let’s talk about why this works.After all, it’s the same as a directory treeThe difference is governance
  26. Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
  27. 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.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
  28. 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.[ANIMATED]
  29. [ANIMATED]
  30. To achieve success, you need shared commitmentTo get that, you need to get to shared understandingSing from the same song-book: Get onto the same page
  31. What is this a picture of?With a lot of experience, training or imagination, you may figure something out – but the concept is ABSTRACT
  32. This is something that people understand and agree on.It is concreteVisual tools can help make the abstract into the concrete
  33. MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
  34. Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
  35. What is wireframing?Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
  36. This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
  37. First, I do a presentation about what metadata is to a collection of groupsGive them homeworkThen, bring them back to build taxonomy: This needs to be done with just one group at a time
  38. Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive.
  39. Even without building an automated workflow, it’s essential to understand the business process of your customers.Use BizAgi (which is free to download) or Visio 2010 to map these processes.
  40. If you are lucky, you can take the results of these workshops and activities and create a roadmap for a phased, rational approach to SharePoint deployment. Push HARD to do this step.Summarize workshop resultsBuild Gap AnalysisIdentify dependenciesLay out a timeline (not a project plan at this point)
  41. This is to set the conceptual sceneYou will see this diagram a lot.
  42. The Controlled IntranetIf your goals are to create an environment that nurtures the sharing of knowledge and intellectual property (IP), there are two critical success factors that must be adhered to.We must make the addition of knowledge in the solution as simple as possible. This is accomplished by:Thoroughly understanding how our Information Workers perform their daily job duties.Craft a solution that simplifies these duties by automating operational business processes.Implement your Intranet in such a manner as to ease where this knowledge is stored.Provide a solution that makes locating information quick and simple so our Information Workers can make better, informed business decisions. We accomplish this by:Providing topical, functional and task-based site structures that aggregate knowledge in a manner making it easy to locate based on a need.Architect knowledge in such a manner as to provide “very” relevant search results.The only way for you to successfully deliver a solution that adheres to these two critical success factors is to architect your corporate knowledge (information) in a manner that lends itself to aggregation and search. And, the only way to do that is through a detailed and carefully thought-out taxonomy. Simply tossing information into lists and libraries will only result in yet another repository that is similar to a file share. For an organization to successfully implement a controlled environment that improves operational efficiencies requires governance. The term governance itself implies rules, policies and best practices for the flow of information through an organization.Collab areas:It is also in the collaboration environments that you will find the greatest number of sites. Make sure you set the appropriate expectations (communicate, communicate, and communicate):Information in these sites is less structured; which means you will typically see less relevant search results.This area can quickly grow to thousands of sites. Don’t let 5,000, 10,000 or even 30,000 sites scare you; simply make sure you have the appropriate infrastructure to support it.Govern the amount of information that can be stored on each site; configure quotas.Govern the length of time a site may remain inactive. Provide a means of archival.Do Collaboration Sites Ever Become Controlled?Absolutely! You may find that a team creates a secure collaboration environment to start a community of practice. Over time, information may become key to driving success in the organization. In such a situation, the team may ask to convert the site to a more structured environment so its content is available to everyone in the organization.There are many ways of accomplishing this task. The easiest is to leave the site intact, and move it through your internal architecture/design processes. These processes will force some level of structure, including taxonomy; which will make the information available for aggregation and search (even constrained search). You can then update your search configuration to include its content in a manner that best suits your organizational information needs. Another approach would be to provide a controlled means of moving the site and content to the Controlled Intranet Site Collection.
  43. To Impose Specific Storage QuotasWith SharePoint Site Collections you can define specific storage quotas and email warnings to notify users when they are approaching a defined threshold on their site collection storage.To Impose Specific Sandbox QuotasWith a SharePoint Site Collection you can define the maximum number of points sandbox solutions can use per day. Additionally you can also configure an email warning when storage exceeds a certain number of points.
  44. For Search SeparationFor Workflow Separation
  45. So Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)
  46. For Search SeparationFor Workflow SeparationSo Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)To Have a Separate Help Library to Store Custom Help
  47. Disadvantages of Using Site CollectionsAll out-of-the-box Web Parts understand and work well within the boundaries of a Site Collection. None of them, including the significantly used Content Query Web Part, will cross Site Collection boundaries. Thus, the aggregation of information across Site Collection boundaries is not possible using out-of-the-box Web Parts.You need to consider this when determining how you will split your information across Site Collections. Any situation that requires you to aggregate and display information across Site Collection boundaries will require a custom development effort or the purchase of a 3rd party Web Part.Your branding and content publishing customization efforts will also have to be duplicated. Currently, all master pages, page layouts, and CSS files, common publishing images and reusable content is bound to a Site Collection.
  48. For Security Management Benefits:Every site collection creates a security boundary between one collection of sites and another collection of sites. Each site collection has its own collection of SharePoint groups and ACL references.You cannot see a complete list of Users who have permissions to the site or ObjectUsers are members of more than one AD GroupWork backwards to figure out permissions2010 – 1000 objects in an ACL, 5000 Objects per SharePoint GroupThe more ACLs you have, the more ACLs you have to manageKnow the Software Boundaries and Capacity limits http://technet.microsoft.com/en-us/library/cc262787.aspxFor Privacy or Management Benefits and Different Site Collection AdministratorsEach site collection has a role of “Site Collection Administrator” and a person or more assigned to that role. There are times when either for privacy/confidentiality reasons you cannot have a specific site collection administrator with the rights to see that sites content, or where you have different people that should be assigned to manage that collection of sites. The second is an extremely common scenario in large enterprise organizations where there is a need to distribute the technical ownership of site collection administration.
  49. more than 1000 security scopes (broken inheritance) leads to performance degradation. 50k scopes per list/doc lib is a limit or - more than 50k unique permissions per list is a hard limit.The Practical Limit? 2000 users/groups given access5k users/ad groups per sharepoint groupWhen you add a user or group to a unique ‘scope’ (broken permissions) it actually adds that user or group with ‘limited access’ to each scope in the hierarchy above the item…Best practice: Rely on group membership instead of indivudal user membership in the scopes. For example, if a single group can be used in place of 1,000 users, the scope will be 999 membership entries smaller for the scope and any of its parent scopes which will be updated with Limited Access rights for that single group instead of all 1,000 individual users with Limited Access rights. This additionally helps increase the speed of Limited Access rights push and ACL recalculation at the parent scope objects.Deep hierarchies also impact performance considerably. So try and avoid very deep hierarchies with unique permissions.
  50. Your group needs to see summary information about the list items or different views of the same set of items. For example, a manager may want to see the progress on all technical issues for an organization or see all the issues that were filed within the same time period. People want to browse or search for the issues in the same location on a site. You want to apply the same settings to the list items, such as tracking versions or requiring approval. The groups working on the list share similar characteristics, such as the same levels of permission. Unique permission can be applied to specific list items, but if the levels of permission vary greatly, consider multiple lists. You want to analyze information about the list or receive consolidated updates for the list. You can receive alerts when the list items are changed or see the changes to a list by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of information that has changed.
  51. You don't expect people to need summaries of the items together. The groups of people working with the information are distinct and have different permission levels. You need to apply different settings, such as versioning or approval, to multiple sets of items. You do not need to analyze the items together or receive consolidated updates about the list.
  52. Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  53. The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
  54. You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  55. Use if you have clear organizing requirementsDeploy a good Search Architecture  Search Based NavigationDon’t forget to turn on the Content Organizer Feature – on the Target Site too!Don’t forget to implement Content Types in the Target LibrariesTeach the users!
  56. Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
  57. Ease of use for users: File Open/Save – reduce metadata load
  58. Managed Metadata ServicesTerm StoreHierarchical collection of termsMultilingualSynonymsLimitMaximumvalueLimittypeNotesMaximum number of levels of nested terms in a term store7SupportedTerms in a term set can be represented hierarchically.  A term set can have up to seven levels of terms (a parent term, and six levels of nesting below it.)Maximum number of term sets in a term store1000SupportedYou can have up to 1000 term sets in a term store.Maximum number of terms in a term set30,000Supported30,000 is the maximum number of terms in a term set.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 store1,000,000SupportedAn item is either a term or a term set. The sum of the number of terms and term sets cannot exceed 1,000,000. Additional labels for the same term, such as synonyms and translations, do not count as separate terms.Note:You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store.
  59. Webpage (instead of just a folder name and possible metadata)
  60. Synchronization of metadata The ability to synchronize metadata allows users to change metadata on multiple items at once within a collection of content. Frequently users will want to do a bulk change of metadata stored within a folder. The most common way to achieve this using Folders is by utilizing the Datasheet View for document libraries, which allows users to bulk change properties quickly. However, this can be error prone and has limitations, such as the inability to change Managed Metadata fields. In contrast, Document Sets allow the ability to configure a column as a Shared Column. Shared Columns then share metadata across the entire Document Set. By changing the column value at the document set, all content contained within the Document Set will be updated with the new value without the user manually having to change each individual document. Another advantage is that all columns types are supported, so users can also easily change Managed Metadata columns for all content as well.
  61. Running workflows on multiple items with SharePoint Designer Running workflows on multiple items is another commonly asked for requirement in many organizations. The ability to send multiple items through an approval process is something that commonly appears on a list of requirements when organizations are implementing SharePoint. With folders there is really no other option than to manually start an Approval process on each item. Unfortunately even though you can now select multiple items to perform actions on within Lists and Libraries, you cannot do this with workflows. If you have ten documents that you need to send through an Approval process, then it's a rather laborious process. Of course you can create custom workflows in .NET code to solve this issue and it's a good example of where the new Site Workflow type may be used. However, if we are limiting ourselves to out-of-the-box or SharePoint Designer declarative workflows then we are out of luck. With Document Sets we have new Workflow Actions available in SharePoint Designer 2010. This means that we can indeed send an entire Document Set through an Approval Process. Since a Document Set includes multiple documents, we are in effect sending multiple items through an approval process
  62. Provisioning of default content The ability to create a template and have this reused when a user is creating a document is commonly used in SharePoint. The power of Content Types within the platform can be harnessed very effectively to create these templates and deploy them across multiple sites. However, often we don't require just a single document to be created, but rather a collection of documents to be provisioned. For example consider a project submission pack or a RFP Response that consists of multiple documents. In an ideal world, a user would be able to create collections of documents quickly and easily. If using the folder approach, you can only create single documents, one at a time. So if a user wanted to create a project submission pack then they would create the folder that would house these documents, and then create each individual Content Type one at a time. This is obviously a cumbersome approach. In contrast Document Sets allow us to provision default content when the Document Set is created. So if we create a RFP Response Document Set we can choose to have default content created when a user creates the Document Set:
  63. Folders can have folders under them etc. Doc sets cant.
  64. First, I do a presentation about what metadata is to a collection of groupsGive them homeworkThen, bring them back to build taxonomy: This needs to be done with just one group at a time
  65. Even without building an automated workflow, it’s essential to understand the business process of your customers.Use BizAgi (which is free to download) or Visio 2010 to map these processes.
  66. What is wireframing?Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
  67. This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
  68. This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
  69. Note: We do not recommend that you use SharePoint groups to assign permissions to sites, because when a SharePoint group is used to assign permissions, a full crawl of the index occurs. Instead, we recommend Domain groups to be used.
  70. We recommend that you use FGP for only those business cases for which it is required. FGP can be expensive in terms of both operational oversight and performance. If you must use fine-grained permissions, consider the following recommended practices: Ensure that you do not have too many items at the same level of hierarchy in the document libraries, because the time necessary to process items in the views increases.
  71. You can avoid the use of FGP by doing the following: Break permission inheritance as infrequently as possible. Use groups based on directory membership to assign permissions.Assign permissions at the highest possible level. As part of this strategy, consider the following techniques:Use different document publish levels to control access. Before a document is published, the advanced permissions and versioning settings can be set for users who can only approve items in the document library. For non-document libraries (lists), use the ReadSecurity and WriteSecurity permission levels. When a list is created, the owners can set the Item-level permissions to either Read access or Create and Edit access.
  72. Basically manage permissions by each SharePoint site uniquely (instead of at a fine grained level). So use the 3 built in groups or AD groups etc and set permissions at the web level. From another point of view, if you have a large list where you want to uniquely set permissions try having ‘more than one list’ in multiple webs to get around some of the performance impact involved (2k unique permissions per web as an example). It avoids a lot of the hierarchy performance hits we discussed.Of course even better is using multiple site collections, but for now we will keep it simple and say at a minimum an effective way would be doing it at the web level (or even list/library level before getting to the item level).
  73. Use event handlers to control edit permission. You can have an event handler that registers an event using the SPEventReceiverType.ItemUpdating and SPEventReceiverType.ItemUpdated methods, and then use code to control whether the update should be allowed. This is extremely powerful, because you can make security decision based on any metadata of a list or item, without affecting the view rendering performance.Use AddToCurrentScopeOnly method to assign Limited Access membership within a SharePoint group. The key element in this principle is to redesign the architecture so that scope membership does not cause ACL recalculation at the parent document library and Web.This is mainly applicable if the cause of the excessive number of unique scopes was through an automated process such as an event handler or workflow that dynamically modified object permissions. The recommendation in this case is to make a code change to whatever process was creating the unique security scopes.
  74. A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening