Taxonomy isn’t just for frogs anymore. What taxonomy means in document management.

 

taxonomyfrogTaxonomy can be a nebulous term. It has existed for years, having probably its most common roots in the sciences, but has blossomed to apply its practices to a plethora of other fields.  The wide application of taxonomy shows how useful and effective it is, yet its meaning can be unclear due to its diversity.  We identify with taxonomy in library sciences with the Dewey Decimal System and we identify with taxonomy in the scientific use when we talk about animals (Kingdom: Animalia; Phylum: Chordata; Class: Amphibia; Clade: Salientia; Order: Anura (frog)).  These are familiar uses to us.  We learned of them early on in school.  We’ve seen them around for years—even if we didn’t identify them as taxonomies.  But what is taxonomy when we talk about subjects, like documents and data, that aren’t so tangible?  As a Business Solutions Architect at Fishbowl Solutions, I encounter this question quite a bit when working on Oracle WebCenter Content document management projects with customers.

The historical Greek term taxonomy means “arrangement law.”  Taxonomy is the practice in which things, in this case documents, are arranged and classified to provide order for users.  When it comes to documents, we give this order by identifying field names, field values, and business rules and requirements for tagging documents with these fields.  These fields then describe the document so that we can order the document, know more about it, and do more with it.

Here’s an example:lilypadtax

  • Document Type: Policy
  • Document Status: Active
  • Document Owner: Administrator
  • Lifecycle: Approved
  • Folder: HR
  • Sub-Folder: Employee Policies
  • And so on…

Defining taxonomy for documents provides a host of business and user benefits for document management, such as:

  • A classification and context for documents. It tells users how a document is classified and where it “fits in” with other documents. It gives the document a name and a place. When a document is named and placed, it enables easier searching and browsing for users to find documents, as well as an understanding of the relationship of one document to another. Users know where it will be and how to get it.
  • A simplified experience. When we have order, we reduce clutter and chaos. No more abandoned or lost documents. Everything has a place. This simplifies and improves the user experience and can reduce frustration as well. Another bonus: document management and cleanup is a simple effort. Documents out of order are easy to identify and can be put in place. Documents that are ordered can be easily retrieved, for instance for an archiving process, and managed.frogelement
  • An arrangement that makes sense for the business. Using taxonomy in a document management system like Oracle’s WebCenter Content allows a company to define its own arrangement for storing and managing documents that resonates with users. Implementing a taxonomy that is familiar to users will make the document management system exponentially more usable and easier to adopt. No more guessing or interpreting arrangement or terminology—users know what to expect, terms are common, they are in their element!
  • A scalable framework. Utilizing a defined and maintained taxonomy will allow users to adopt the common taxonomy as they use the document management system, but will also allow for business growth as new scope (documents, processes, capabilities, etc.) is added. Adding in a new department with new documents? Got it. Your scalable taxonomy can be reused or built upon. Using a comprehensive taxonomy that is scalable allows for an enterprise approach to document management where customizations and one-offs are minimized, allowing for a common experience for users across the business.
  • A fully-enabled document management system. Lastly, defining a taxonomy will allow for full utilization of your OracleWebCenter Content, or other, document management system.   Defining a taxonomy and integrating it with your document management system will enable building out:
    • logical folder structures,
    • effective browse and search capabilities,
    • detailed profiles and filters,
    • advanced security,
    • sophisticated user interfaces and more.

Clearly, a taxonomy is the solution to providing necessary order and classification to documents. It creates a common arrangement and vocabulary to empower your users, and your document management system, to work the best for you.  Now hop to it!

This blog is the first in a series discussing taxonomy topics.  Watch for the next blog entitled “Taxonomy is a Sleeper. The reasons from A to ZZZs that taxonomy hasn’t been a part of your most important projects—but should be!”

Carrie McCollor is a Business Solutions Architect at Fishbowl Solutions. Fishbowl Solutions was founded in 1999. Their areas of expertise include Oracle WebCenter, PTC’s Product Development System (PDS), and enterprise search solutions using the Google Search Appliance. Check out our site to learn more about what we do.

What did you miss at Oracle OpenWorld regarding WebCenter, The Cloud, and Front-End Website and Portal Development? Find out in this webinar.

fbweb_003072Fishbowl Solutions has been attending and sponsoring Oracle OpenWorld for many years, and every year we get questions from customers asking why they should attend, how is Oracle OpenWorld different from Collaborate, and if they do attend what sessions should they go to? Although there is no single answer to these questions, our general response is OpenWorld provides so many continuous learning, networking, and fun events that going isn’t hard to justify. However, as the old saying goes “you get out of it what you put into it” definitely applies to OpenWorld. The event is so big (60,000+ attendees), so busy (1,000+ sessions), and so much fun (Elton John concert), that first-time attendees and even alumni need to build out their schedules before the event. This can help ensure they are going to the sessions that will teach them something new that they can apply within their work, or they learn about the road map for the product areas they manage so that they can understand and plan for upgrades, new technology, or integrations.

Even with this proactive planning, attending OpenWorld just isn’t an option for all WebCenter customers, so my colleagues and I at Fishbowl will be hosting a webinar on December 10th that will give you a recap of what you missed as it applies to Oracle WebCenter 12c; The Cloud – Sites Cloud Service, Documents Cloud Service, Mobility Cloud Service, and Process Cloud Service; and new front-end development technologies that can be used for WebCenter-based websites and portals. The webinar will include a Q & A session, so even if we don’t cover a topic that you are interested in or have a question about, our WebCenter and Cloud experts will be available to fill you in. The webinar details are included below, and we hope you will be able to join us.

Date: December 10, 2015
Time: 1:00 – 2:00 PM EST, 12 – 1:00 PM CST

Register here.

 

 

Google Search Appliance (GSA) Version 7.4 Released

Wanted to drop a quick note here that Google released the latest version of the Google Search Appliance software last week. That brings the most current version up to 7.4.0.G.72 and officially end of life’s the 7.0 version of the appliance software.

New features from the support site posting:

  • Seamless Integration with Microsoft: we’re releasing our SharePoint and Active Directory 4.0 connectors out of beta. These connectors provide improved scalability, easier configuration and tighter integration with SharePoint. Additionally, the GSA now supports ADFS which improves our ability to integrate with Windows security.
  • Strengthening GSA as a Platform: GSA 7.4 improves the overall quality of the GSA as a search platform. Examples of this include better monitoring through exposing new SNMP metrics, better administration of the internal group resolution repository (GroupDB) and more support for security standards through a generic SAML Identity Provider (eg: OpenSAML).
  • Improved Performance: this new GSA version provides better performance in 3 areas: crawling, serving and authorizing search results.
  • Enhanced Connector Platform: we have released new features to our 4.0 connector platform like a new beta Database connector and support for SharePoint 2013 multi tenant. We’ll continue to release new Connector functionality regularly.

I am particularly excited about the ability to see into the onboard GroupDB and manage it through the admin console.

Link to 7.4 documentation: https://support.google.com/gsa/answer/6187273?hl=en&ref_topic=2709671

Collaborate 2015: WebCenter Discussions and Networking in Sunny Las Vegas

In less than a week, Fishbowl’s WebCenter experts will be heading to sunny Las Vegas for Collaborate 2015! We have a wide range of activities planned, and are looking forward to meeting and learning from other WebCenter users. If you’d like to view a full list of what Fishbowl will be participating in at Collaborate, download our Focus on Fishbowl guide. IOUG also has detailed information about Collaborate on their website.

Collaborate Image 1  Collaborate Image 2

Exhibit Information | Booth #948

Stop by Fishbowl’s booth for demos and discussions of Google Search for WebCenter, next-generation portals and intranets, image-enabled accounts payable solutions, and our newest product, ControlCenter, which provides an intuitive user interface along with workflow and review automation for controlled document management. We’ll be holding a special giveaway related to ControlCenter; stop by the booth for more details and to also register for an iPad drawing!

Presentation Information | Room Banyan F

Fishbowl will be holding three presentations at Collaborate, all in room Banyan F at Mandalay Bay. Be sure to attend to hear firsthand how our WebCenter team is working with customers to solve business problems.

Tuesday, April 14, 3:15-4:15 PM: Engaging Employees Through an Enterprise Portal: HealthPartners Case Study
Presented by Neamul Haque of HealthPartners and Tim Gruidl and Jerry Aber of Fishbowl Solutions

  • Issues HealthPartners had with previous portal sites
  • Benefits of deploying a content-centric, portal-focused framework
  • Improvement in end-user experience HealthPartners has seen with the new portal

Wednesday, April 15, 2:45-3:45 PM: The Doctors Company Creates Mobile-Ready Website Using Responsive and Adaptive Design
Presented by Paul Manno of The Doctors Company and Jimmy Haugen of Fishbowl Solutions

  • Importance of The Doctors’ website for educating customers and prospects
  • How responsive and adaptive design transformed user experience
  • Technologies leveraged to create a mobile-optimized site

Thursday, April 16, 8:30-9:30 AM: Using Oracle WebCenter Content for Document Compliancy in Food and Manufacturing
Presented by Kim Negaard and George Sokol of Fishbowl Solutions

  • Techniques for using revision control and automatic conversion
  • How to provide additional security and auditability around document approvals
  • How to increase efficiency and control over changes in documents

If you’d like to schedule a meeting with anyone on the Fishbowl team during Collaborate, feel free to contact us at cmsales@fishbowlsolutions.com. See you in Las Vegas!

Hackathon Provides Opportunity for Collaboration and Innovation

Fishbowl team members competed in our third annual Hackathon over the weekend. Our consultants split up into four groups to create an innovative solution, and were given just over 24 hours to complete the task. The goal was to create usable software that could be used in the future when working with clients; some of our most creative products and services originally derived from Hackathon events.

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Here’s a summary of what the teams came up with this year:

Team 1: Integrated Fishbowl’s Control Center with Oracle WebCenter Portal

Team 2: Integrated the Google Search Appliance with Oracle’s Document Cloud Service

Team 3: Worked to connect WebCenter Portal with Oracle’s new Document Cloud Service

Team 4: Got Fishbowl’s ControlCenter to run in the cloud with Google Compute Engine

At the end of the Hackathon, all participants voted on the best solution. The winning team was #2 (GSA-Doc Cloud Service integration), made up of Kim Negaard, Andy Weaver, and Mike Hill. Although there could only be one winner, overall consensus was that each team came up with something extremely useful that could help solve common problems we’ve run into while working with WebCenter and the GSA. If you’re interested in learning more about any of the team’s programs, feel free to contact us at info@fishbowlsolutions.com.