Module 4 Configuring Content Management

1. Module 4 Configuring Content Management

2. Module Overview • Optimizing Content Storage and Access • Managing Site Content Types and Site Columns • Configuring the Managed Metadata Service

3. Lesson 1: Optimizing Content Storage and Access • Lists and Libraries • What Is New in Lists and Libraries? • Large Lists • Remote BLOB Storage • Configure RBS for SharePoint 2010 • How Remote BLOB Storage Works

4. Lists and Libraries • Content Hierarchy • Create a List or Library • Determine an easy, user-friendly URL • When creating the list or library, configure Name as URL • After creating the list or library, change the Title • Configure list and library settings • Manage Navigation to Lists and Libraries • Internet Explorer • Deploy Favorites using Group Policy Preferences • Windows Explorer • Create and deploy network locations

5. What Is New in Lists and Libraries? • Large lists: 50 million items • Multicolumn indexes • List relationships • Referential integrity: Cascade delete & prevent delete • Projected fields: Fields from parent list are shown in child list • Data validation: Column validation and unique columns • Document sets • Content organizer (document routing) • Digital asset management • Document IDs • Location-based metadata defaults • Metadata navigation and filtering

6. Large Lists • SharePoint 2010 can handle millions of items in a list or library • Operations involving large numbers of items can reduce performance, limit access to data, and cause timeouts • Query with no item limit • Query with a filter or sort on a column that is not indexed • Deleting large lists or sites with large lists • Adding a column to a large list • List throttling settings • Central Administration  Application Management  Manage Web Applications  General Settings  Resource Throttling • Per Web application (per list through the object model) • Settings specified: UI vs. object model; user vs. super user

7. Remote BLOB Storage • Binary large objects (BLOBs) and BLOB storage • Remote BLOB Storage and SharePoint 2010 • Guidance: Should I use RBS?

8. Configure RBS for SharePoint 2010 • Enable FILESTREAM • SQL Server Configuration Manager • Server  Properties  FILESTREAM tab • Configure FILESTREAM Access Level to Full • SQL Server Management Studio • Server  Properties  Advanced  Filestream Access Level or • Query: EXEC sp_configure filestream_access_level, 2 RECONFIGURE • Do not precreate the BLOB store folder—RBS does it • Provision a BLOB Store • SQL Server Management Studio • Queries for each content database • Install RBS on All SharePoint Servers

9. How Remote BLOB Storage Works • How BLOBs are stored in the FILESTREAM provider • BLOB objects stored with GUID names • Provides unique link from the RBS tables • Content is not encrypted • Transparent Data Encryption (TDE) not for FILESTREAM • NTFS Encrypting File System (EFS) can be used • Back up and restore • Use SharePoint tools and RBS is included • You can restore backup to a computer running SQL Server without RBS • SQL Server backup does not back up BLOBs in RBS • Backup: Back up database, then back up file store • Restore: Restore file store, then restore database

10. Lab A: Configuring List Throttling and Remote BLOB Storage • Exercise 1: Configuring List Throttling • Exercise 2: Enabling FILESTREAM and Provisioning the RBS Data Store • Exercise 3: Installing RBS on All SharePoint Web and Application Servers • Exercise 4: Configuring the BLOB Size Threshold for RBS Logon information Estimated time: 30 minutes

11. Scenario You have just installed a new SharePoint 2010 Server farm for evaluation. Your previous SharePoint 2007 environment had some very large lists, and end users would frequently cause latency issues on the SharePoint farm. IT has implemented a new policy that specifies that large lists are not allowed in SharePoint unless proper throttling settings have been applied.

12. Lesson 2: Managing Site Content Types and Site Columns • Content Types • Create a Site Content Type • Using Content Types in a List or Library • Content Type Properties • Columns • Site Columns • Content Type and Column Inheritance

13. Content Types • Definitions of types of content that can be stored in lists and libraries • A “schema for record types” • Gallery: Site Actions  Site Settings  Site Content Types • Scoped to site and subsite • Recommendation: Create at top-level site of site collection • Deploy across multiple site collections using solutions (WSP) • SharePoint 2010: Managed metadata service application • Publishes content types and columns from one site collection across site collections, Web apps, and farms • Two steps to making use of content types: • Create a site content type • Use a content type in a list or library

14. Create a Site Content Type • Site Actions  Site Settings  Site Content Types  Create • Name and Description • Parent content type: Document Content Types \ Document • Put site content type into a group • Helps you organize content types • No technical impact of your choice • Document template: Use the UPLOAD option

15. Using Content Types in a List or Library • Enable the management of content types • List or Library Settings  Advanced Settings • Add site content types • List or Library Settings  Add from existing site content types • Change the New button order • #1 is the default if you click the New button instead of the menu • You can remove default Document (or item) content type • Documents started from a library template will save to the library by default

16. Content Type Properties • Content type properties • Workflows • Document Information Panel (DIP) • InfoPath form for interacting with properties from client applications (Microsoft Office 2007 or later) • Information management policy settings • Columns

17. Columns • Columns synonyms • Fields, attributes, properties, metadata • Why columns • Organize and manage content: Views, reports, alerts • Describe and locate content: Search • Scoped to site and subsite • Recommendation: Create at top-level site of site collection • Deploy across multiple site collections using solutions (WSP) • SharePoint 2010: Managed metadata service application • Exposes content types and columns across site collections, Web apps, and farms

18. Site Columns • Create a Site Column • Site Actions  Site Settings  Site Columns  Create • Name: Must be unique at the site level • Description: For columns that are not self-explanatory • Put site column into a group • Helps you organize columns • No technical impact of your choice • Add Site Columns to a Content Type • Site Actions  Site Settings  Site Content Types • Click the content type  Add from existing site column • Add Site Columns to a List or Library

19. Content Type and Column Inheritance • Content type hierarchy • Parent site content type  child site content type • Site content type  list content type • Column hierarchy • Site column  list column • When you modify a parent content typeor column • Default behavior: Child is updated • Can disable per column: Select No in Update Lists section of the Change Site Column page • You can modify child or list content types and columns • Changes override the inherited properties • Modifications overwritten if change is propagated Site Content Type / Column List/Library Content Type / Column

20. Lesson 3: Configuring the Managed Metadata Service • Managed Metadata Service • Create and Use Terms: The Big Picture • Manage Terms • Manage Term Sets • Manage Term Groups • Manage the Term Store • Term Store Design • Content Type Syndication • Manage Managed Metadata Service Applications • Roles, Capabilities, and Permissions

21. Managed Metadata Service • Information architecture (IA) • Enterprise metadata management • Management of terms (terms, keywords, taxonomy, folksonomy) • Content type syndication • Share content types across site collections and Web applications Content Type Syndication Term StoreManagement TERMSTORE

22. Create and Use Terms: The Big Picture • Term Store Management Tool • Click the link of the service app or connection • Term store hierarchy • Create a term set and terms • Use managed metadata • Add a Managed Metadata column • Pick terms • Managed metadata control

23. Term Store Hierarchy

24. Manage Terms • Term properties • Sort order • Available for tagging • Language • Description • Default Label • Other Labels • Member Of • Source • Enterprise keywords • Available for tagging • Term tasks • Create • Choose from term set or term • Delete • Copy • Delete • Deprecate • Merge • Move • Reuse • Choose from term set or term • Enterprise keyword tasks • New, Delete • Move into a term set

25. Manage Term Sets • Term Set Properties • Name, Description • Available for tagging • Contact e-mail creates Submit Feedback link in the term picker • Submission policy: Open or closed • Owner, Contact, Stakeholders: Informational only, no permissions • Term Set Tasks • Create • Choose from term group • Copy: New term set with reused terms from source • Move • Delete

26. Manage Term Groups • Term group properties • Group Name • Description • Contributors • Group Managers • Term group tasks • Create • Choose from the term store • Delete • Import term set

27. Manage the Term Store • Term store properties • Term store administrators • Languages: Default and Working Languages • Term store tasks • Create: One per managed metadata service application

28. Term Store Design • Term store • Security isolation • Scalability • Term group • Security container • Term set • Related terms • The scope of a managed metadata column • Global or Local • 1,000 term sets per term store • Term • Term • 30,000 terms per term set • 1,000,000 terms per term store • Keyword set • Keyword • Local term sets

29. Term Store Design

30. Managed Metadata • Terms • Taxonomy and folksonomy • Applying terms (tagging) • Using terms • Managing terms with Term Store Management Tool • Covered in previous topics • Benefits of the Managed Metadata Service • Extensibility

31. Content Type Syndication • Share content types across site collections, Web apps, farms • Configure service application • Publish content types from content type hub • Log import errors to the export (hub) site: Best practice • Always logged to the import site collection • Configure application connection • Consume content types • Publish content type • Manage publishing • Run timer jobs • Content Type Hub job: Finds new content types • Content Type Subscriber [per Web app]: Imports content types • Content type available in subscribers’ content type galleries

32. Manage Managed Metadata Service Applications • Create and Configure a Managed Metadata Service Application • Configure a Managed Metadata Service Application Connection • Multiple Managed Metadata Service Applications Managed Metadata ServiceService Application Managed Metadata ServiceApplication Connection Web sites Content Type Syndication Term StoreManagement Content type term TERMSTORE Content type term

33. Roles, Capabilities, and Permissions • Modify the Term Store from Central Administration • Central Administration • Term Store • Modify the Term Store from a Site • Managed metadata and keyword controls • Add column • Informational Roles • Use Terms • Connection Permissions

34. Lab B: Configuring Managed Metadata • Exercise 1: Configuring and Implementing Managed Metadata Logon information Estimated time: 30 minutes

35. Scenario You have just installed a new SharePoint 2010 Server farm for evaluation. Your previous SharePoint 2007 environment had some very large lists, and some end users would cause serious latency issues on the SharePoint farm. Users are complaining that they can’t easily find things in the lists. You have been tasked with setting up metadata navigation.

36. Module Review and Takeaways • Review Questions