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re: Taxonomy and SharePoint

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  • Gerard Cawthorne
    Hi Matt Well, I am only four weeks into figuring out how to build out multiple taxonomies in SharePoint and I would have to answer your question “what does
    Message 1 of 3 , Jul 29, 2009
    • 0 Attachment

      Hi Matt

       

      Well, I am only four weeks into figuring out how to build out multiple taxonomies in SharePoint and I would have to answer your question “what does it do well” with a resounding ‘nothing’ !

       

      Now I will qualify that statement.  It does nothing for taxonomy management out of the box. It metadata management facilities are weak, but I am more used to working with Documentum Content Server or OpenText LiveLink, although even these much more sophisticated platforms often require some coding (i.e. customization as opposed to configuration).  SharePoint OOB does not allow me to present the end user with a cascading menu of choices, e.g. if they pick Field1:Option A, then Field2 automatically presents Options  B, C and D, and if they chose D, then Field3 automatically presents options X, Y and Z.

       

      I am actually meeting with a what we call a ‘Technology Planning Specialist’ this morning to discuss how we go about investigating the two options that I can take to get SharePoint to do what I want it to do:

      1.       In house development work - effort required and cost?

      2.       Buy a third part add-on product – and there a quite a few of these, so what fits the bill?

       

      I suppose, just to be not completely negative, that what SharePoint does do is bring Document / Content management to the masses, what has been described as Basic Content Services by some of the analysts (although I thought a BCS was a Business Classification Schema......) and thus with its easy to build Content Types and the Document Information Panel in Word and Excel it does mean we can start to capture and manage metadata more easily, and gain from the benefits that brings (but not without some up front planning).

       

      Jed

    • marsha.glassner@gsa.gov
      When you were using Documentum, how did you manage your taxonomy? We are finding it a nightmare to manage changes to the object model such as document types,
      Message 2 of 3 , Oct 2, 2009
      When you were using Documentum, how did you manage your taxonomy? We are
      finding it a nightmare to manage changes to the object model such as
      document types, attributes or attribute values because it is so difficult
      to identify what is connected to what else. We haven't been able to
      identify an effective tool for this within Documentum. Did you? Did you
      use a 3rd party tool?




      Marsha Glassner
      EDMS Team Leader
      Document & Web Management Branch, 9PGI
      GSA Region 9 PBS, Organizational Resources
      450 Golden Gate Ave., 4 East
      San Francisco, CA 94102-3434
      415.581.1712







      Gerard Cawthorne
      <gpcawthorne@goog To
      lemail.com> TaxoCoP@yahoogroups.com
      Sent by: cc
      TaxoCoP@yahoogrou
      ps.com Subject
      [TaxoCoP] re: Taxonomy and
      SharePoint
      07/29/2009 05:56
      AM


      Please respond to
      TaxoCoP@yahoogrou
      ps.com












      Hi Matt





      Well, I am only four weeks into figuring out how to build out multiple taxonomies
      in SharePoint and I would have to answer your question “what does it do well” with
      a resounding ‘nothing’ !





      Now I will qualify that statement.  It does nothing for taxonomy management out of
      the box. It metadata management facilities are weak, but I am more used to working
      with Documentum Content Server or OpenText LiveLink, although even these much more
      sophisticated platforms often require some coding (i.e. customization as opposed
      to configuration).  SharePoint OOB does not allow me to present the end user with
      a cascading menu of choices, e.g. if they pick Field1:Option A, then Field2
      automatically presents Options  B, C and D, and if they chose D, then Field3
      automatically presents options X, Y and Z.





      I am actually meeting with a what we call a ‘Technology Planning Specialist’ this
      morning to discuss how we go about investigating the two options that I can take
      to get SharePoint to do what I want it to do:


      1.       In house development work - effort required and cost?


      2.       Buy a third part add-on product – and there a quite a few of these, so
      what fits the bill?





      I suppose, just to be not completely negative, that what SharePoint does do is
      bring Document / Content management to the masses, what has been described as
      Basic Content Services by some of the analysts (although I thought a BCS was a
      Business Classification Schema......) and thus with its easy to build Content
      Types and the Document Information Panel in Word and Excel it does mean we can
      start to capture and manage metadata more easily, and gain from the benefits that
      brings (but not without some up front planning).





      Jed
    • Bob Bater
      Marsha, We met with the same problem five years ago on a project using Open Text Livelink. Livelink’s metadata application features are good IMO, but once
      Message 3 of 3 , Oct 2, 2009
      • 0 Attachment

        Marsha,

         

        We met with the same problem five years ago on a project using Open Text Livelink. Livelink’s metadata application features are good IMO, but once we’d built the activity-based File Plan (taxonomy) within LL, created Categories (metadata profiles) and some classifications, there was no way to get an overall, integrated picture of all these structures. You could browse them one-by-one within LL sure, but we wanted a more ‘architectural’ approach, as well as being able to get easily the answers to such questions as  ‘where is this metadata attribute used?’ To do that, we’d have had to write a bunch of SQL-based reports, which was far from an ideal solution. And other metadata management tasks were just not practically possible, like ‘How do I update a range of valid values for an attribute across a million or two documents that use it without slowing the server down to a snail’s pace?’

         

        We therefore recommended building a ‘Semantic Reference Model’ outside LL which would give an architectural view which would allow one to drill down to the detail. We even got as far as having a software developer build and demonstrate a prototype, but as ever, the money ran out.

         

        I’m back working with the same EDRM system today, and nothing’s changed as far as metadata management is concerned. Mind you, your experience shows that other EDMS vendors are equally ignorant of customer needs in this respect. Of course, that’s exactly why what we wanted appeared a year or two after the project had finished,  in the form of SchemaLogic’s Enterprise Suite. It has a connector for Documentum, so you may want to check that out.

         

        Regards,

         

        Bob

         

        Bob Bater
        cid:230023118@30012008-36ed
        InfoPlex Associates, UK
        www.infoplex-uk.com


        This note confirms that this email message has been checked for the presence of computer viruses. However we would advise that in keeping with good IT practice, the recipient should ensure that the e-mail together with any attachments are virus free by running a virus scan themselves. InfoPlex Associates cannot accept responsibility for any damage or loss caused by software viruses.


         

         

         

        From: TaxoCoP@yahoogroups.com [mailto:TaxoCoP@yahoogroups.com] On Behalf Of marsha.glassner@...
        Sent: 02 October 2009 19:19
        To: TaxoCoP@yahoogroups.com
        Subject: Re: [TaxoCoP] re: Taxonomy and Documentum [2 Attachments]

         

         

        [Attachment(s) from marsha.glassner@... included below]


        When you were using Documentum, how did you manage your taxonomy? We are
        finding it a nightmare to manage changes to the object model such as
        document types, attributes or attribute values because it is so difficult
        to identify what is connected to what else. We haven't been able to
        identify an effective tool for this within Documentum. Did you? Did you
        use a 3rd party tool?




        Marsha Glassner
        EDMS Team Leader
        Document & Web Management Branch, 9PGI
        GSA Region 9 PBS, Organizational Resources
        450 Golden Gate Ave., 4 East
        San Francisco, CA 94102-3434
        415.581.1712







        Gerard Cawthorne
        <gpcawthorne@goog To
        lemail.com> TaxoCoP@yahoogroups.com
        Sent by: cc
        TaxoCoP@yahoogrou
        ps.com Subject
        [TaxoCoP] re: Taxonomy and
        SharePoint
        07/29/2009 05:56
        AM


        Please respond to
        TaxoCoP@yahoogrou
        ps.com












        Hi Matt





        Well, I am only four weeks into figuring out how to build out multiple taxonomies
        in SharePoint and I would have to answer your question “what does it do well” with
        a resounding ‘nothing’ !





        Now I will qualify that statement.  It does nothing for taxonomy management out of
        the box. It metadata management facilities are weak, but I am more used to working
        with Documentum Content Server or OpenText LiveLink, although even these much more
        sophisticated platforms often require some coding (i.e. customization as opposed
        to configuration).  SharePoint OOB does not allow me to present the end user with
        a cascading menu of choices, e.g. if they pick Field1:Option A, then Field2
        automatically presents Options  B, C and D, and if they chose D, then Field3
        automatically presents options X, Y and Z.





        I am actually meeting with a what we call a ‘Technology Planning Specialist’ this
        morning to discuss how we go about investigating the two options that I can take
        to get SharePoint to do what I want it to do:


        1.       In house development work - effort required and cost?


        2.       Buy a third part add-on product – and there a quite a few of these, so
        what fits the bill?





        I suppose, just to be not completely negative, that what SharePoint does do is
        bring Document / Content management to the masses, what has been described as
        Basic Content Services by some of the analysts (although I thought a BCS was a
        Business Classification Schema......) and thus with its easy to build Content
        Types and the Document Information Panel in Word and Excel it does mean we can
        start to capture and manage metadata more easily, and gain from the benefits that
        brings (but not without some up front planning).





        Jed

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