new Content Management Capabilities in sharePoint 2010 WhAt’S IN thIS chAPtER?. Using metadata for Enterprise Content Management ➤ ➤ Creating and confi guring document sets ➤ ➤ Using the
Trang 1new Content Management
Capabilities in sharePoint 2010
WhAt’S IN thIS chAPtER?
Using metadata for Enterprise Content Management
➤
➤
Creating and confi guring document sets
➤
➤
Using the Document ID service for persistent links
➤
➤
Automatic routing with the Content Organizer
➤
➤
This chapter covers the new document management capabilities in SharePoint 2010
Specifi cally, these new capabilities include the following:
Managed metadata
➤
➤ — This is the capability to centrally defi ne taxonomies that can
be leveraged within and across the SharePoint farm to categorize, navigate, and locate content quickly This topic was covered in-depth in Chapter 16; this chapter focuses on how to establish the right metadata for the organization
Document sets
➤
➤ — Documents can now be grouped together and treated as one asset Document sets share the same metadata, and you can version the entire docu-ment set as a whole or version each docudocu-ment individually
Document IDs
➤
➤ — Documents can be assigned a unique ID, which can be used to locate the document regardless of its physical location within the farm This ID remains the same even when the document is moved manually or moved by an automated process
If a copy is made, the copy is assigned a new ID
Content Organizer and automatic routing
➤
capability to automatically route content to a desired location based on its metadata and content type When users submit content, it is routed to the proper library and/or folder based on a set of rules established by the site owner or administrator
21
Trang 2618 ❘ chAPtER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010
As in previous chapters, the focus here is to provide administrators with the necessary knowledge to understand, configure, and utilize the details of each of these new capabilities
mANAgEd mEtAdAtA
MOSS 2007 introduced the concept of content types to the SharePoint platform A content type
describes specific details about content, such as the properties or metadata that will be associated with the content For example, a Word document could have been associated with the Change Request content type and therefore, by definition, have a predefined set of metadata called date, originator, approver, and so on The metadata would remain with the document and surface as the names of the columns in the document library for this specific type of content This provided
a mechanism for associating metadata with content and for storing different types of content in a single document library Because this was the first introduction of this capability to SharePoint, it did not have all the functionality necessary for enterprise adoption Specifically, this capability was lacking as follows:
It didn’t enable a standardized set of corporate approved content types and metadata to be
➤
➤
deployed easily
It didn’t provide the capability to utilize hierarchies of metadata
➤
➤
It lacked an easy mechanism for navigating and filtering content based on content type or
➤
➤
metadata
It didn’t provide an easy way to manage content types and metadata across the farm
➤
➤
It was difficult for end users to enter data
➤
➤
It did not provide an easy extensibility mechanism
➤
➤
It lacked the ability to use the terms as enterprise search filters
➤
➤
Managing and utilizing metadata is essential to establishing enterprise taxonomy and the tagging
of content SharePoint 2010 addresses each of these gaps by introducing the Metadata Service and Enterprise Content Types
SharePoint 2010 metadata Service and Enterprise content types
The Metadata Service and Enterprise Content Types are central to providing the Enterprise Content Management (ECM) capability across the enterprise ECM refers to capabilities and features that are utilized across numerous web sites or across all web sites in the company, as opposed to just a few sites The creation and configuration of the Metadata Service and its use was covered extensively in Chapter 16 Enterprise Content Types (ECTs), which solve the problem of having to keep content types synchronized across site collections, refer to the same content type being used across site col-lections Content type publishing, also covered in Chapter 16, provides the capability to reuse content types across the enterprise Keep in mind that in the past you had to create a content type in one site collection and then duplicate the content type in another site collection (or use the feature framework
to deploy) Then, you were responsible for updating all the instances when changes were made The power of ECTs is that they enable you to define one site collection as the hub and then the Metadata Service periodically updates all other site collections with any changes
Trang 3You are encouraged to review Chapter 16 for a refresher because of its
tremen-dous application to ECM.
Because several metadata-related words are used throughout this chapter, they are summarized in Table 21-1 for reference
Term A word or phrase that is associated with content A term can be a managed
term or a managed keyword Terms are also referred to as facets Term set A collection of related terms that can be hierarchical Terms and term sets
are referred to as taxonomy Managed term A term that is controlled and can only be created by those with appropriate
permission Keywords Words defi ned by users to “tag” content This is referred to by some as
cre-ating a folksonomy Managed keywords Keywords kept in a non-hierarchical list
A managed keyword can also be a managed term, which enables SharePoint
2010 to blend both taxonomy and folksonomy.
Establishing the “Right” metadata
Now that you have the capability to utilize enterprise metadata, you must defi ne the specifi c vocabu-lary you wish to use across the corporation Even though many organizations appreciate the value of metadata, there is no general consensus about how it should be created, stored, and applied across the enterprise Therefore, there is no one-size-fi ts-all approach to establishing and managing relevant metadata, but we can provide a few suggestions based on experience with numerous companies and their successful or not so successful use of metadata The defi nition of metadata terms is not a technical exercise; you should have representation from several key business areas throughout your enterprise SharePoint 2010 merely facilitates the technical implementation of a business defi nition of terms The benefi ts of establishing the right metadata can be summarized as follows:
Uniformity and consistency of metadata and taxonomy across the organization improves the
➤
➤
information’s value and makes the system more useful
Defi ning the business value for metadata use establishes the need for adoption
➤
➤
Trang 4620 ❘ chAPtER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010
Documenting and understanding metadata use identifies gaps so that information can be
➤
➤
located and utilized much more efficiently
Establishing metadata taxonomy provides an agreed upon approach to how content should
➤
➤
be communicated and discussed
Clearly, there is value in planning your metadata deployment, just as you would plan any other deployment The intent here is to educate administrators about a few key concepts, as these are the people who will be involved in implementing and managing any enterprise system They will defi-nitely not have to design the system themselves, but rather work with a multi-functional team The following steps should get them started:
Perform a metadata audit
➤
➤ — The first step is to define what you already have and are using, if anything Along with the audit, you should document not only the terms being used, but also how they are being used, where they are being used, and the purpose of each This includes defining which terms and content types should be standardized across the enterprise Because metadata will be added, deleted, and changed, it is important to know where the metadata is being used and the applications that rely on it so that the effects of any change will be under-stood You should also define who, if anyone, owns the metadata and how often it changes
Define how metadata is used
➤
➤ — Once you establish an inventory of the metadata, the next step is to understand how metadata is being assigned This includes how the people in the organization, the business processes, and the information systems assign metadata Typically, numerous business processes are involved, and it is important not to get bogged down try-ing to specify everythtry-ing; focus on the key processes Your assessment should include who or what is applying metadata to the content, how it is being applied, and where in the process it occurs
Define where the metadata is stored
➤
➤ — It’s likely that every system and application associated with content creation and possibly storage is storing some type of metadata Metadata can
be associated with the content or found within the content itself As you can see, multiple systems, varying formats, and different storage mechanisms can result in a very complex metadata picture It is essential that you understand where your existing metadata is located, but don’t get bogged down in the complexity and attempt to unify these systems to a single location Your purpose here is to identify where it is, how it is applied, and its potential uses
At this point, you should have a much better idea of where you are with regard to metadata use and you can begin to plan your way forward Just as any SharePoint implementation is more apt to succeed with an executive sponsor, your implementation of managed metadata will have a greater chance of succeeding if you have an owner from the business overseeing and owning the definition
of metadata terms The more relevant the data is, the more value your users will find in using it Remember, SharePoint 2010 merely facilitates the implementation of a business definition As you proceed, here are a few questions that you will need to answer:
What are the business needs that drive the use of the metadata system?
➤
➤
Who are the key decision makers that need to agree to the metadata system?
➤
➤
Trang 5What industry standards can and should be used to simplify metadata creation and
➤
➤
management?
Who should take responsibility and ownership for the enterprise metadata system?
➤
➤
How will the system be maintained and updated?
➤
➤
Table 21-2 provides key online references for establishing and implementing your enterprise meta-data system
Planning Managed Metadata http://technet.microsoft.com/en-us/library/
ee530389(office.14).aspx
Managed Metadata Roles http://technet.microsoft.com/en-us/library/
ee424398(office.14).aspx
Planning Terms and Term Sets http://technet.microsoft.com/en-us/library/
ee519604(office.14).aspx
Planning to Import Managed Metadata http://technet.microsoft.com/en-us/library/
ee424393(office.14).aspx
Planning to Share Terminology and
Content Types
http://technet.microsoft.com/en-us/library/ ee519603(office.14).aspx
dOcumENt SEtS
SharePoint 2010 provides the capability to group documents together in sets that can be treated
as one logical unit A document set is a content type Specifically, it’s a folder content type, which
means that other items can attach to the document set, as you’ll see in the “Configuring Document Sets” section of this chapter Just like other content types, the documents in the set can share meta-data, workflows, and policies
New to SharePoint 2010 is the welcome page The welcome page of a document set is a
customiz-able page that encustomiz-ables users to discover the content in the set, view and synchronize metadata
between items in the set, and manage the set Key functionality includes the following:
Document sets utilize SharePoint 2010 content types, and they are enabled at the site
collec-➤
➤
tion level by feature activation Similar to how content types were used in SharePoint 2007, they can be can be used as is, they can be customized and used as a standard template for enterprise-wide use, and they can be customized after they are added to a document library Document sets can share the same metadata
➤
➤
Trang 6622 ❘ chAPtER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010
Document sets can be versioned This mechanism is independent of individual document
ver-➤
➤
sioning, and it does not replace versioning of individual documents in the set Both versioning features can both be used simultaneously
Workflows can be associated with the group
➤
➤
Permissions can be defined for the group
➤
➤
New pages are provisioned for the document set The welcome page is essentially a landing
➤
➤
page that displays the contents of the set and its properties This Web Part page can be used directly or it can be customized as needed
Clearly, this type of capability has immediate use for things like sales proposals or Request for Proposal (RFP) documents, which are composites of multiple documents Both of these examples typically require the creation of multiple documents, and document sets automate this process The customiz-able landing page, or welcome page, provides users with guidance on how to use the document set and what is contained in the set The capability to update metadata for all content within the set at one time is a huge advantage
configuring and creating document Sets
Before attempting to configure a document set, ensure that the Document Sets feature has been acti-vated Navigate to the Site Settings page for your site collection as shown in Figure 21-1 and click the link for Site Collection features beneath the Site Collection Administration heading
FIguRE 21-1