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Practical SharePoint Information Architecture - End-to-End
Information Architecture END-TO-END
MCITP, SharePoint 2010 Administration
MCTS, SharePoint 2010 Developer
What & Why of IA
IA in SharePoint
9 million sq km
410,000 sq km
DAYS OF PAID PARENTAL LEAVE
“CLASSIC” COUNTRY FOOD?
A Canada-Sweden Connection
About this talk
What I Won’t Cover
Did you know?
Amount of time an Information Worker spends each day looking for information?
McKinsey Report – May 2013
How SharePoint is being used…
AIIM Study - 58 percent cite User Adoption issue!
Use of SharePoint for ECM and DM rising
Information Architecture can help!
AIIM Study – August 2016
The Nuance of Good IA
Both Art and Science
Usability beats Visual Design EVERY time!
It’s Ugly but it works!
How you organize, label, search and navigate systems within websites and intranets.
Dr. Mike Crabb (Robert Gordon University)
What is Information Architecture?
Where should you start?
Intranet Information Architecture
Structure and Governance
SharePoint IA Building Blocks
SharePoint IA Features
Let’s Build a Budget Centre Demo
Submitted by department managers
Each budget type has its own template
Require budget approval by budget area
Once approved, can’t be changed
Show manager their approved budgets
Delete 7 years after Budget end date
Site Collections & Sites
Definition: Site Collections & Sites
Budget Centre Site Collections & Sites
Site Columns & Managed Metadata
Columns versus Site Columns
Defined independent of a list or library
Create once, use many times!!
Defined on a list or library
Create once, use once
If you want to show it in a search-related webpart, use site columns!
Centrally managed terms
Local or Global
** Only terms in the boxes can be selected.
Managed Metadata Navigation
Announced at Ignite…
SharePoint Server 2016
Feature Pack 1
SharePoint Server 2013
September 2016 CU
What site columns will we need for the budget centre?
Managed Metadata, Required
Lookup, Required, Default to ‘Submitted’
Date and Time, Date Only, Optional
Budget Centre Site Columns
Single line of text, Required for HR Budget only
Yes/No, Required for Training Budget only
Defines a “type” of content
Site Columns are grouped together to form a content type
Metadata, behaviours and features
Custom Content Type
Budget Centre Content Types
Content Type Inheritance
Benefits: Content Types & Site Columns
Multiples types of content in 1 place
Budget Document Library
Ok, can we add the content types now?
Not quite yet!!!!
Content Type Hub
Team Site Collection
Budget Centre Site Collection
Budget Centre Site
Facilities Budget Library
HR Budget Library
Training Budget Library
Content Type Hub Site Collection
Publishing Timer Job
Timer Jobs (1-N)
Content Type Hub in SharePoint Server
Site collection feature
Managed Metadata Service Application
Content Type Hub in SharePoint Online
Content Organizer Rules
Rules can be based on Content Type
Content Organizer Advantages
Unique filenamesTraining Budget.xlsx Training BudgetXYQG.xlsx
“Send To” connections
The Power of “Send To” Connections
Send To Connections/Content Organizer
Information Management Policies
“Include a barcode on every lease agreement.”
“Audit all deletes to customer contracts”
“Delete a corporate news item 6 months after published date.”
If a document is on hold, policies are not enforced.
Custom Information Management Policy
Delete a budget 7 years after its end unless its for the IT department in which case delete it 10 years after its end.
Compliance Policy Center (SPO)
Site Collection automatically provisioned in every O365 tenant
Document deletion policies for SPO and ODFB
Good for Unstructured site content
Compliance Policy Center (on-prem)
Site Collection template POLICYCTR#0
Document deletion policies for SP and ODFB
Timer jobs to enforce policies:
Site Collection Deletion Policy
Announced at Ignite
Set Policies based on…
“Show a different image for each type of budget”
“Show me all of my approved budgets.”
“I want to refine budgets by department”
User browses to a page
Customize query in Search Webpart
Users can ONLY search on managed properties
(ContentType:"Training Budget" OR
ContentType:"Human Resources Budget" OR
Search Display Templates
How you brand search results
Great resources for display templates:
Additional Search Filters
Show only approved budgets:
Show budgets for my department:
Plan, Plan, Plan
Dealing with Change
Don’t overdo it!
Thank you! Please fill out evaluation form.
- approx. 75% of our population lives within 100 miles (160KM) of the US border to the South
Relevant/applicable to all sizes of organization
The missing piece: lots of attention on underlying infrastructure for best performance, lots of attention paid to how the end product should look, the “magic glue” in the middle of it all is often times missing.
- You can use the Search APIs to build search webparts as well.
AIIM – global organization. Provides educational and product-neutral information management content to their members.
Reasons for low user adoption: inadequate training, lack of management support, difficulty of use
You don’t notice it if its done right.
Things are where they intuitively should be.
Search gives you relevant content.
Improves both finding and managing.
- It matters less what it looks like and more that it solves a problem.
- A good IA increases the chances of you finding what you’re looking for in a timely manner.
By sorting out things like: classification and hierarchy, labels and tagging, navigation and search you can connect people to the content they’re looking for.
Multi-disciplinary – you don’t have to be an expert at each one of these areas, however you do need to be aware of all of the components and pull in the appropriate resource at the key times.
Content Review: have a good handle on all of your content
Personas: even the naysayers as they represent a potentially large group of unhappy users. Make them your advocates.
Content Mapping: how is content used across your organization (cross-functional teams). Decide what SharePoint will and will NOT be used for. Think about how content is used, not necessarily how it is stored.
Site Mapping: how do you want your sites laid out?
Navigation: what are the top navigation items, how many levels deep?
- 2 pink highlighted boxes are more ECM features, however they work in tandem with IA setup
Site Collections: Container for site columns, content types, navigation, permissions, site templates.
Example: Business Units, Departments, External Sharing
Specific to this demo.
Configure both in list/library Advanced settings
Site Columns (Reusable in current site AND subsites)
Local: defined at a site collection level.
Global: defined outside the context of a site collection.
It is the “big brother” to lookup and choice.
Advantages: end-users can add terms, offload administration, consistency across farm (better search results)
Local: defined at a site collection level. Global: defined outside the context of a site collection.
Allows you to cross a site collection boundary for navigation
Implement a unified taxonomy across SharePoint Server 2016 and Office 365.
You can use included tools of the Hybrid Taxonomy feature to migrate existing on-prem taxonomy to Online and then manage it in Online
Changes made to the SPO taxonomy are replicated to BOTH SPO sites and SP On-Prem sites.
Replication done by Hybrid Taxonomy Feature
Office link: https://support.office.com/en-us/article/SharePoint-hybrid-taxonomy-Preview-71ae4d00-da98-407b-bee2-8d9972e1875c?ui=en-US&rs=en-CA&ad=CA
Check-in/Check-out, declare it a record
Can build your own
Includes your own custom metadata, behaviour, and features
Smartphone Contract: start date, end date, type of phone, additional features. Expired/Cancelled, Renewed.
Makes the Content Type Hub Content Types READ ONLY in subscribing site collections. (This is a setting you can update on the subscribing SC but I wouldn’t recommend it)
Automatically provisioned as a Team site with the site collection feature “Content Type Syndication Hub“ activated.
Once CTs are published from the Content Type Hub, the changes will be refreshed down on the subscribing SCs on the next timer job. You can manually initiate a ‘refresh’ from the subscribing site collections by selecting the ‘Refresh Content Types on the next publish’.
**Permissions: the user submitting the budget doesn’t need contribute access to the Budget Center sites at all and it will still show they as the author. This may be good or bad.
Why? Legal requirements, Government regulations, Internal business processes
- Part of the larger Security & Compliance Centre in O365 tenant.
- All tenants: some business versions and education platforms missing some DLP and eDiscovery Features
Define a deletion policy that contains a set of rules
Assign to a site collection template (i.e. all Team site collections)
Assign to an individual site collection
Site Classification – apply a custom label to a SharePoint site and its associated group. Property can be access programmatically.
Advanced Data Governance (Q1 2017) – can recommend Policies based on machine-assisted insights of your data, classifications, tenant, organization, industry or more.
Advanced Data Governance: Policy Recommendations and Intelligently Preserve based on machine-assisted insights of your data.
Search Webpart Queries
Content Search Webpart:
- Example: Show different image for each type of budget and metadata inline.
content they’re looking for.