SharePoint 2013 Course 20331 Chapter 2 - Designing an Information Architecture
A Term Group
A collection of term sets that provides a set of access permissions.
Taxonomy
A hierarchical classification of words, labels, or terms that are organized into groups based on similar attributes. Can also be described as the logical organization of content in an Enterprise Content Management (ECM) system
A Term Set
A list of related terms
Folksonomy
A tagging system that results when multiple site users collaboratively apply words, labels, or terms to content on a sit
List Content Type or a Library Content Type
All content types that you create must have a parent content type. The parent content type governs whether the content type that you create is a ____ or ______ content type.
Yes
Can you attach a workflow to a content type?
Yes
Can you have more than one instance of the managed metadata service?
IA defines the structures by which an organization stores and catalogs information.
Describe Information Architecture
A hierarchical classification of words, labels, or terms that are organized into groups based on similar attributes.
Describe Taxonomy
Each instance of the Managed Metadata Service supports up to 1,000 term sets and 30,000 terms for each term set, although maximizing both values in one instance is not supported.
Each instance of the Managed Metadata Service supports a maximum of how many terms per term set?
Up to 1000
Each instance of the Managed Metadata Service supports how many Term Sets?
You can implement auditing through an information management policy in the content type
How could you implement auditing in a content type?
Just one
How many term stores are there for each instance of the Managed Metadata Service?
You can enable audit settings to track access to items in a list or library. The actions that you can audit include: Opening, viewing, or downloading items. Editing items. Performing a check-out or check-in. Moving or copying items. Deleting or restoring items.
In regards to AUDITING as an Information Management Policy, describe the available actions that can be performed in association with it.
Retention settings control how long the list or library holds an item and what happens after the item exceeds the retention period. You can specify the retention period in days, months, or years. The actions that you can specify include: Deleting to the Recycle Bin or permanently Starting a workflow Moving to another location Deleting previous drafts or versions In addition, you can add stages to the retention settings so that you can configure more complex management policies.
In regards to RETENTION as an Information Management Policy, describe the available actions that can be performed in association with it.
Terms, term sets, term groups
SharePoint 2013 provides Managed Metadata in the form of ________.
Term Store
SharePoint 2013 stores terms, term sets, and term groups in the __________.
True
T/F Each instance of the Managed Metadata Service supports up to 1,000 term sets and 30,000 terms for each term set, although maximizing both values in one instance is not supported.
False. Subsites inherit site columns and content types.
T/F Subsites inherit site columns but not content types.
True
T/F You can also consume or publish metadata among different farms.
True
T/F. You can apply content types to lists in addition to libraries however, you cannot apply library- type content types to lists, nor can you apply list-type content types to libraries.
A Term
The individual value or entry that you want to provide to users for use as metadata.
The Term Set Owner
The user that is listed as a contact for query or reference purposes.
Content types
These are a powerful method for creating content of a certain type and associating columns, metadata, document templates, information management policies, or workflows with that type of item
A Site Collection
This SharePoint component is a logical boundary for security and the point at which quotas are set
A SharePoint web application
This SharePoint component typically has a one-to-one mapping with an Internet Information Services (IIS) website
Term Group Manager
This individual can make changes to the term set, such as adding new terms, deprecating terms, or changing permissions for other users on the term set
Tags, Notes and Ratings
Unmanaged term sets enable users to add more personal comments as metadata and can include these these three things.
Managed Metadata Service. • Site columns. • Content types. • Term sets.
What are the SharePoint features related to information architecture.
Auto-suggest. Hover tooltip Preferred terms Description Synonyms
What are the five basic functionalities provided by Term Sets
The book mentions Retention, Auditing, Barcodes and Labels But both Labels and Barcodes are no longer available in SharePoint 2013.
What are the four SharePoint 2013 information management policy settings?
It stores enterprise keywords and term groups and it publishes content types.
What are the two major functions of the Managed Metadata Service?
A contributor is able to make changes to terms and term sets within a term group, but cannot change permissions on the term group.
What can the role of Contributor do in relation to Term Sets?
Deprecating a term takes that term out of service, but it does not remove it from any items where that term is already applied.
What happens to a term that has been deprecated?
A SharePoint 2013 library is a specialized form of a SharePoint 2013 list that stores document-type data rather than metadata-based items.
What is the difference between a SharePoint List and a SharePoint Library?
You can create columns in a specific list or library, but these columns are only available to items in that list or library, and you cannot use them with other lists or libraries. Site columns, can be associated with any list or library at or below that site within the same site collection.
What is the difference between creating a column in a list and creating a site column?
A term group manager can make changes to the term set, such as adding new terms, deprecating terms, or changing permissions for other users on the term set
What is the role of the Term Group Manager?
The Farm. It contains Site Collections
What is the top level container in SharePoint?
A term set owner does not have any specific permission on a term set, but the user is listed as a contact for query or reference purposes.
What specific permissions are given to a Term Set Owner?
The published content types will become available after the Content Type Hub and Content Type Subscriber timer jobs run.
When you publish the content types at the content type hub when will the published content types become available?
You can configure information management policies on an individual list or library, or you can configure information management policies to apply to a content type.
Where can Information Management Policies be applied?
Since site columns, can be associated with any list or library at or below that site within the same site collection, creating the site column at the root of the site collection means that the column can be used anywhere within the site collection.
Where would you create a site column so that the column can be used anywhere within the site collection?
Navigation does not always work across site collections, because SharePoint groups are defined within a site collection and do not work across boundaries.
Why does normal navigation not always work across site boundaries?
Content Type Hub (sometimes referred to as a CTHub)
You can publish content types from a _______ through the Managed Metadata Service. Each instance of the Managed Metadata Service supports one of these, which is in itself a site collection.
A Site
_____ is a logical unit of containment that contains lists, libraries, and configuration settings. Each one can have customized security and navigation and inherit from a site collection to minimize administrative overhead.
A list (or library)
________ is a logical container that holds a collection of similar items such as contacts, appointments, documents, and pages.