SharePoint: How to automatically assign managed metadata?

13.11.2014 1
HowTo AutomaticallyAssignManagedMetadataIn SharePoint
Frank Daske
Business Development Manager
Layer2
Layer2 – Successful for more than 20 years in the fields of SharePoint, .NET-programming and IT-Infrastructure

Agenda
What is managed metadata in SharePoint?
What is the benefit of using managed metadata?
How to manually assign managed metadata?
Why automatically assign managed metadata?
How does automatic content classification work?
Howtodefinecontentclassificationrules?
Howtoverifycontentclassificationrules?
HowtoenableSharePoint listsandlibrariesforautomaticmetadataassignment?
Howtoconfigurelist-basedautotagging?
Howtoassignmanagedmetadatatoexternal datawithSharePoint?
HowtomakeuseofSharePoint Web Parts forbetterfindability?
13.11.2014 Layer2 – The SharePoint Experts from Hamburg, Germany – www.layer2solutions.com 2

What Is Managed Metadata In SharePoint?
Metadata can be any kind of information -a location, a date, or e.g. a product catalog item number.
With SharePoint you can centrally manage metadata in the Term Store.
You can organize the metadata in a way that makes sense in your business, e.g. as term sets for product groups and products, by services, or by any organizational structure. That’s called a taxonomy. Mostly it’s tree-style.
You can assign managed metadata to items and documents using a specific managed metadata column to make it easier to find what you want in SharePoint.
Important: Terms arerequiredin theTerm Store fornextsteps. PleasecreatemanuallyorimportfromExcel orSKOS.

What’s the Benefit of Using Managed Metadata
You can highly increase content discoverability in SharePoint using managed metadata.
Managed metadata can drive navigation, discovery and search, content relation, and re-usability of content.
Managed Metadata provides a common vocabulary for corporate language and can connect people to social networks.
Use managed metadata to filter data lists and document libraries.
Use managed metadata to refine search results with drill-downs.
Search exactlyforcontentthathasspecificmetadataassigned.
Usetermsetsforcontentnavigation.
Many3rd partyappsusingmanagedmetadatatoincreaseSharePoint benefits.
Most important: Usingviewsin SharePoint islimited to5.000 items. Ifyouhavemoreitemsin a listorlibrary, managedmetadataoftenistheonlywaytofilterandnavigatecontent.

How To Manually Assign Managed Metadata?
You have to assign managed metadata manually while uploading documents to SharePoint or modifying data by default in SharePoint out-of-the-box.
A search-as-you-type feature helps to find certain terms.
Youcanalso open thetaxonomyandselectcertaintermsfromtheassignedtermset.
Assigningmetadatamanuallyrequiresknowledgeaboutthetaxonomyandthecontent. It shouldbe donebysubjectmatter experts.
It‘sdifficulttomakesurethatvalid metadataisassigned. A requiredfieldattributeorworkflows/ notificationscanhelp– but do not solvetheissue.
Important: Manual contentclassificationisnot an optionafter migrationoflarge datasets, e.g. fileshares, toSharePoint.

Why Automatically Assign Managed Metadata?
Automatic metadata assignment makes sure that assigned metadata is valid. It gives absolutely reproducible results.
Noadditional workloadforend users. Nosubjectmatter knowledgerequired.
Automaticmetadataassignmentcanbe donein real-time duringuploadordatachange. It takesapproximatelyonesecondtoexecute(dependingon taxonomy).
Youcanalso bulk-tag existinglibrariesafter migrationortaxomomychanges.
Important: Automaticcontentclassificationhighlyincreasesuseracceptance.

How Does Automatic Content Classification Work In SharePoint?
Synonyms and content classification rules can be added to terms in the SharePoint Term Store.
Content classificationrulesarefiredagainsttheitem attributesanddocumenttextcontenton eachcontentchangeorbulktag.
Managedmetadatatermsareassignedifcontentclassificationrulesfit.
Documenttextcontentcanbe readusinginstalledIFilters, e.g. forWord, PDF etc. (similartoSharepoint search).
Only termsbelowthepre-selectedrootnodeareprocessed.
Youcanmakeuseofsystemupdate modetoavoidnewitem versions, tolose userinformation/ modifieddateorstartworkflowson datachange.
Youcandisableoverwritemodetokeepalreadyassignedmetadata.
Youcanincludeandexcludecolumninto/ fromauto-tagging

HowTo DefineContent ClassificationRules In The Layer2 TaxonomyManager ForSharePoint?
The Layer2 Taxonomy Manager is a user interface and feature extensions to better manage taxonomy metadata and enterprise keywords within the SharePoint term store.
Advanced taxonomy import (SKOS). Various options for update.
Taxonomy export (SKOS), e.g. for backup.
Deployment and migration, e.g. from QA to production system without losing assigned terms.
Integration ofexternal systemsvia SKOS.
Management of categorization rules, logical expressions of terms or synonyms. RegExcan be used, if required.
Important: The TaxonomyManager providescontentclassificationrules, ruleauto-generation andrulevalidation. But youcansimplystartwithsynonyms(norulesrequired).

HowTo VerifyContent ClassificationRules WithThe Layer2 Tag SuggesterForSharePoint?
The Layer2 Tag Suggesterprovides increased end-user productivity and precision while classifying SharePoint items and documents manually based on given taxonomies of managed metadata.
An additional suggest list is displayed with appropriate tags or terms (keywords) based on assigned taxonomies.
Taxonomy entry point (root node) is automatically chosen with respect to the current metadata column settings.
List items are processed as well as documents.
Properties are considered for tagging.
The context (e.g. URL, list name) is considered for tagging.
The document or file textual contents are considered, if IFiltersare installed.
High performance Microsoft .NET Framework based content classification rule enginewith RegExsupport.
Fully integrated in default SharePoint tagging dialog. Out-of-the- box features (e.g. auto-complete) are kept working.
Important: The Tag Suggestercanbe usedtoverifyandimprovecategorizationrules.

HowtoenableSharePoint Lists AndLibraries ForAutomaticMetadataAssignment?
The Layer2 Auto Tagger provides increased productivity and precision while assigning managed metadata to items and documents automatically
It is helpful for initial tagging, e.g. after content migration from any system to SharePoint, as well as for daily background operation.
Real-time taggingduringdocumentuploadorchange.
Bulk-taggingper libraryafter migrationortaxonomychanges.
Taxonomy entry point is automatically chosen with respect to the current column settings. List items are processed as well as documents. Properties and context of list items and documents are considered for tagging. The document or file textual contents are considered, if IFiltersare available.
High performance Microsoft .NET Framework based content classification engine.
Fully integrated in default SharePoint tagging. Manually assigned tags can be kept untouched.
Flexible background operation settings: Real-Time / Full / Incremental crawl.
Think about:
Auto-classifyyournewcontentafter migrationtoSharePoint

HowTo ConfigureList-basedAuto Tagging?
GotoList / Library Settings. Enter “Automatically Assign Metadata”
Select your options as described here.
Activate Configuration.
Upload a document–Metadatawill be assignedautomatically.
Pleasealso notetheBulk-TaggingoptionandtheAuto TaggerTimerJob (Full/ IncrementalCrawl).

HowTo AssignManagedMetadataTo External Data WithSharePoint?
You can use the Layer2 Business Data List Connector for SharePoint or the Layer2 Cloud Connector to connect and synchronize external data with SharePoint lists and libraries.
You will have all native list features available, including managed metadata columns.
Note thatit‘snot aboutbulkimport. Changesaresynchronizedonly.
Managedmetadatacanbe assignedmanually, automaticallyin real-time, usingbulk-taggingortimerjobs.
Example1: Add salesvolumefromCRM/ERP/SQL etc. tocustomerorprojectdatamanagedin SharePoint andassignmanagedmetadataautomaticallytokeeptherelationshiptoprojectorcustomer.
Example2: Add filesfroma filesharetoprojectdataautomatically, keepitsyncedandaddmetadataautomaticallytokeeptherelationship.

HowTo Make UseOfSharePoint Web Parts ForBetterFindability?
The Layer2 Tag Directory Web Part provides an additional alphabetical A-Z index-style metadata navigation, that makes it very easy to find information for users, that don't know, where the information is originally located in menu or storage structure.
Alphabetically sorted directories are very common and well-known, e.g. from books.
Display terms or tags, all or used only.
The index is rendered automatically using managed metadata. Starting nodes could be given from existing taxonomies.
Flexible design and linking: The web part comes with template- based output (XSLT).
Additional information, such as description or number of tagged items can be displayed.
The tag or term can be linked to the tag profile as well as to the classified content.
Important: Therearea lotmoreweb partsincludedin theLayer2 KM Suite.

Layer2 SharePoint Apps –Selected Customer References

WhatAre YouWaiting For? Start Evaluation Today!
You can download an evaluation version of the Knowledge Management Suite for SharePoint 2010 and 2013 today at: http://www.layer2solutions.com/EN/PRODUCTS/Pages/Knowledge-Management-Suite- SharePoint-2010.aspx
See FAQs or contact sales@layer2.defor more information. Please note, that there are more SharePoint apps and web parts available on www.layer2solutions.com.
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13.11.2014 16
Kontakt
Layer2 GmbH / Frank Daske
Eiffestraße664B
D-20537 Hamburg
sales@layer2.de
www.layer2solutions.com
+49 (0) 40 –28 41 12 30
Layer2 – The SharePoint Experts from Hamburg, Germany – www.layer2solutions.com

SharePoint: How to automatically assign managed metadata?

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