CONCEPTCLASSIFIER FOR SHAREPOINT

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1 CONCEPTCLASSIFIER FOR SHAREPOINT PRODUCT OVERVIEW The only SharePoint 2007 and 2010 solution that delivers automatic conceptual metadata generation, auto-classification and powerful taxonomy tools running natively in the SharePoint framework.

2 Overview Regardless of industry, end user search should just happen. Without the combination of semantic (the meaning of content) and syntactic (document type, date, author) metadata, utilizing metadata to drive business agility has remained a never ending challenge and still not a reality. Concept Searching has solved the problem with concept- Classifier for SharePoint that delivers automatic semantic metadata generation, automatic classification, and taxonomy management. Utilizing concept extraction and compound term processing the product automatically identifies the most significant patterns in any text and uses these compound terms to rank results based on an understanding of meaning rather than simply based on finding the required key words ( concepts in context ). This is significantly more adaptive and flexible than exact phrase or proximity searching. Queries can be expressed in natural language, without the need for complex query syntax associated with traditional Boolean techniques. Fully integrated with MOSS, SharePoint 2010, Windows Server 2008 R2 FCI, Microsoft Enterprise Search, FAST, and the Office client suite conceptclassifier for SharePoint is SOA compliant and delivered as Web Parts. The versatility of the technologies and full integration with SharePoint makes it extendable to any enterprise application that needs access to unstructured information such as Search, ECM, Document Management, Records Management, ediscovery, and Data Privacy and Security. Automatic Semantic Metadata Generation Automatic metadata generation enables an organization to extract compound terms, acronyms, and keywords from a document and/or corpus of documents that are highly correlated to a particular concept or meta tag. When these compound terms, acronyms, and keywords are prevalent within a particular document, that document is automatically meta-tagged eliminating the requirement for an individual to subjectively apply metadata to the properties of a document. The metadata automatically populates SharePoint properties and can then be used in the building out of taxonomies and in the automated classification process, ultimately resulting in an enhanced search experience or improving any application that requires the use of metadata. The screen shot illustrates the population in SharePoint properties of semantic metadata that has been generated for the document.

3 Automated Classification & Taxonomy Management Automated classification ensures content is classified to a corporate standard, ensures governance, assists with retention, compliance, enhances the search experience, increases findability and reduces risk. The automatic classification feature is also used to build and maintain the corporate taxonomies. Classification results are integrated into the standard SharePoint interface. Designed for Subject Matter Experts, the taxonomy management is intuitive and easy-to-use. Features include: Automatic classification: Any document can be classified against one or more taxonomies as an automated background process or with the user being given the option to review and change. Controlled Vocabularies: Controlled vocabularies can be developed or the taxonomy node names and related clues can be used as a controlled vocabulary. Supports Multiple Taxonomies Auto Clue Suggestion: Taxonomy node clues from compound terms found in the document corpus will be automatically generated decreasing taxonomy development and maintenance. This also eliminates the need for training sets or complex Boolean rules. Dynamic Screen Updating: The user interface is fully AJAX enabled so the business expert can immediately see the results of the classification changes. Document Movement Feedback: Automatic document movement feedback enables the user to see the cause and effect on the documents without re-indexing. The user can then search within the refined node and brings back documents from the whole corpus now classified against the node. Taxonomy Manager shows the automatic scoring of clues. Subject Matter Experts (SME s) can update and override any system scoring. Suggest clues for class will identify single words, multi-word terms, and acronyms from the document corpus that are about the new node to be included or excluded Automatic document movement feedback enables the user to see the cause and effect on the documents without re -indexing. The user can then search within the refined node and bring back documents from the whole corpus now classified against the node.

4 Content Type Support conceptclassifier for SharePoint fully supports the use of Content Types to structure content and identify the type of document regardless of its physical site or library storage location. The ability to assign taxonomies to specific Content Types is also provided. Documents that correspond to the selected Content Types will be classified and documents that do not correspond to a content type or do not include some metadata elements that a specific content type has specified will not be classified. This essential functionality allows different taxonomies to be assigned to different Content Types for example, assign the HR taxonomy to all Content Types of type HR, including any Content Types derived from HR and assign the Finance taxonomy to all Content Types of type Finance, including any Content Types derived from Finance. The configuration can be performed using a wizard that runs inside SharePoint. The taxonomies will be available for these documents regardless of their location. conceptclassifier s site columns and Event Handlers are associated to the Content Types. This delivers the ability to automatically add classification functionality to new sites when created. After determining what Content Types to use, selected Content Types are mapped to the available Taxonomies. The example here shows three taxonomies (IPSV, Regions, and Agriculture) that can be mapped to two different Content Types. Any subset of taxonomies can be mapped to different Content Types and the Event Handlers are also tied to Content Types, rather than sites and libraries. This approach automatically assigns the site columns and event handlers to new content, including new sites and libraries. Now all content in the SharePoint portal (including documents, lists and web pages) will be automatically classified if their Content Type matches one of the selected entries including any types derived from these entries. Authorized users have complete control over the metadata that is generated automatically, and can edit the metadata using the standard forms.

5 Content Type Updater conceptclassifier for SharePoint fully supports Content Types. An add-on feature includes the ability to update Content Types based on the identification of content during the classification process. This is particularly useful in records management and data privacy and security. This provides the ability to develop a series of actions that can occur when content contains specific metadata as defined by the organization. Classification & Updating Content Types On the screen on the left, a document has been automatically classified by conceptclassifier and two terms associated with the document have been identified but the document currently has a Content Type of Document. In this example, Social Security Numbers Identified and Personally Identifiable Information were added by conceptclassifier. Event Handler Based on a pre-defined Event Handler, the Content Type can be automatically changed when classified. Result Based on the Event Handler the Content Type has been changed to the PII Document Content Type.

6 Edit Templates In addition to delivering full support for Content Types, the ability for end users to manually define metadata values according to some portion of the taxonomies defined in conceptclassifier for SharePoint is also provided. This feature makes it easy to include Site Columns whose values are based on the taxonomy structures but will be used for manual classification. This feature compliments the existing automatic document classification facilities offered and enables an organization to centralize all of their taxonomy development and maintenance in a single tool. Site Columns to enable the end user to only select entries from the taxonomy structure does not have to be a root node in the structure, any location can be selected for the column data. Further customization is available to show all children and grandchildren, whereas a second column could only show the first level from the taxonomy. The manually classified Site Columns can co-reside alongside the conceptclassifier for SharePoint Site Columns that contain auto-classified data. The Microsoft Faceted Search web part can easily be configured to show separate clusters based on the manually and automatically classified data. Enhancing Search conceptclassifier for SharePoint is fully integrated with Microsoft Enterprise Search, SharePoint search, and FAST ESP and doesn t need a separate index. From the familiar SharePoint interface users can use taxonomy based navigation or faceted navigation. The taxonomy based navigation will present users with a hierarchical structure for browsing and searching relevant categories. Using the faceted navigation, the user will be presented automatically with clusters (or facets) that contain documents grouped according to the broad concept of the cluster or facet. For example, searching for the terms capital gains tax the user will see the relevant documents as well as other facets that contain not just the words but the broader concepts pertaining to capital gains tax such as the facets of Financial Planning, Legislation, and Employers. The technology can be further extended by associating metadata with individuals in the organization enabling expert identification when an end user is searching for information pertinent to a specific subject. Sample screen showing Taxonomy Browse, search as you type results based on concepts and Faceted Navigation using Microsoft s Faceted navigation tool.

7 On-the-Fly Classification of Internal & External Content Presenting a single integrated view of content within SharePoint is a challenge that translates into effort, time, and costs. For most organizations, content resides in diverse repositories and providing a single integrated view of content is a challenge. conceptclassifier for SharePoint has the ability to support web sources, files sources, and exchange public folders. Microsoft search is used to crawl the repository or website and conceptclassifier will automatically generate metadata and automatically classify the content on-the-fly in real time. Managing Content Sources From within the SharePoint Administration, multiple content sources can be used to set-up and manage the crawls. Faceted Search & Taxonomy Browse Using faceted search or taxonomy browse the end user is presented with content from a variety of sources including websites, MOSS, Network Shared Folders, and the Local Office Share- Point Server Sites. Search Results The search results will open the selected content for the end user. In this example it opens the link to the website with the relevant information.

8 FAST ESP Integration conceptclassifier for SharePoint can now be utilized by FAST to improve search results. Running natively as a FAST Pipeline Stage conceptclassifier performs the automatic metadata generation and automated classification and delivers the semantic metadata to the FAST search index to improve search results. End users can also search via multiple taxonomies within the classes displayed for further search refinement. Search term over fishing Search Results Concept Searching Taxonomies and Classes Also Delivers a Cross Taxonomy Navigation Filter Taxonomy Browse Within the FAST environment users can optionally use the Taxonomy Browse feature to assist in guiding them to the relevant content.

9 Text Preview Capability A challenge in SharePoint search is the inability to preview the search results without launching the originating application. This poses two problems, the end user must open the retrieved content from the application and then must review the content to find the search terms they are seeking. This impacts productivity and results in abandoned searches with the inability for the end user to find the relevant information. The ability to preview the search results from both faceted and taxonomy browse navigation within SharePoint enables end users to click on a button that will highlight the concepts found within documents, files and their attachments without having to open the originating application. This feature is particularly beneficial with message files as it also includes the ability to preview the information contained in any attachments. Text Preview of Attachments In this example, message files with attachments were returned during the search process. The end user can click on the Text feature to discover and evaluate the identified content. Highlighted Text Search Results The end user is now able to preview not only the search terms found in the message file, but also the search terms found in the attachments. In this example, the end user has selected Attachment 2 and the text is expanded with the highlighted terms.

10 Office Integration The product has been integrated with Microsoft Office enabling Subject Matter Experts and information workers to automatically classify documents and modify the results from within the traditional Microsoft Office interface. This feature is specifically useful in applying metadata standardization across an organization in that it forces governance to the desktop, yet reduces the manual tagging requirement of information workers that is rarely adhered to. The feature set can be used in conjunction with Microsoft Records Center to provide the ability to develop organizational, functional, geographic, and program related taxonomies from validated sources to facilitate the classification of an organization s electronic records, applying retention metadata and providing automatic upload, verification and ability to browse records from the original location and ensure lockdown by the Records Center. Ribbon bar that is displayed to users from with the Microsoft Office Suite. The classification process interrogates the document and identifies automatically which classifications based upon the corporate taxonomy the document should be classified to. A knowledge worker with appropriate permissions may choose to accept the recommendations or add or delete classes from the corporate taxonomy thus adding refinement to the process prior to submission to MOSS. The Show Related button enables the first 10 clues from the top classifications are taken and used as the search criteria to find other documents with a maximum of 30 clues. This enables the information worker to review other related documents that he or she may want to use as research for the task at hand. Upon clicking the submit button the document and the appended metadata is uploaded into MOSS either automatically or to a location that is defined by the organization. Finally the classification metadata is also written back into the document custom properties where it can be used by other applications such as InfoPath and workflow.

11 Protocol Handlers conceptclassifier for SharePoint Protocol Handlers utilize standard Microsoft Search set-up processes to tag content with metadata and perform auto-classification of content residing outside of SharePoint and enables Microsoft search to utilize the metadata and present the categorized content together with SharePoint content to the end user. Although Microsoft Enterprise Search is able to index out of the box with it s protocol handlers file shares, websites, and Exchange public folders, it can not classify. Easily deployed by the SharePoint Administrator the protocol handlers will automatically generate metadata, auto-classify the content and push the metadata into the Microsoft Enterprise Search or FAST index. The end user when navigating SharePoint either via faceted search or taxonomy browse will now have content presented in the same interface that resides within SharePoint or external to Share- Point. The optional Protocol Handlers available include: Web Site Protocol Handler; File Share Protocol Handler; and Exchange Public Folders Protocol Handler. Implementation conceptclassifier for SharePoint can be installed in approximately 20 minutes, requires no programmatic support, and all functionality can be turned on or off using standard Microsoft SharePoint controls. The technologies are fully SOA compliant and the API is based entirely on Web Services. The product is fully integrated with Microsoft Office SharePoint Server, Microsoft Search, FAST, Windows Server 2008 R2 FCI, and Microsoft Office and can be utilized in the Records Center and with Windows Rights Management. The taxonomy tools were developed for Subject Matter Experts and have been proven to reduce taxonomy development and maintenance by up to 80% as opposed to traditional approaches. Automated Taxonomy Load The Taxonomy Loader application can be used to add and delete taxonomies from an existing index. This ensures that the TaxonomyID, ClassID, and ClueID always remain unique. The Taxonomy Load application has a published taxonomy format enabling clients to import industry standard taxonomies and industry formats such as OWL and MeSH. Taxonomy Loader A simple to use interface is provided to delete an existing taxonomy or load a new taxonomy.

12 SharePoint 2010 Term Store Integration With the Term Store functionality in SharePoint 2010 organizations can develop a metadata model using out-of-thebox SharePoint capabilities. Running natively and fully integrated with the Term Store, conceptclassifier for SharePoint can consistently apply conceptual metadata to content and auto-classify to the Term Store metadata model solving the challenge of applying the metadata to thousands of documents and eliminating the need to depend on the end user community to correctly tag content. conceptclassifier for SharePoint s taxonomy manager component functions bi-directionally with the Term Store where changes can be made in the Term Store or in the taxonomy manager. This added functionality assists in expediting the development of the metadata models, offers sophisticated refinement capabilities, and significantly reduces on-going maintenance.

13 SharePoint 2010 Refinement Panel Integration In the SharePoint 2007 version of conceptclassifier for SharePoint, Microsoft s CodePlex faceted search solution was used to provide additional search capabilities. SharePoint 2010 has an out-of-the-box Refinement Panel that conceptclassifier can populate with rich conceptual metadata and integrate taxonomy views within the Refinement Panel. Fully integrated with SharePoint Search, FAST Search for Internet Business, and FAST Search for Share- Point conceptclassifier can augment the powerful features in all of the Microsoft enterprise search products. About Concept Searching Founded in 2002, Concept Searching s software products deliver automatic conceptual metadata generation, auto-classification, taxonomy management solutions from the desktop to the enterprise. Concept Searching is the only statistical metadata generation and classification software company in the world that uses concept extraction and compound term processing to significantly improve access to unstructured information. Headquartered in the U.K. with offices in the U.S. and South Africa, Concept Searching solves the problem of finding, organizing, and managing information capital. Locations Europe 9 Shephall Lane Stevenage Herts SG2 8DH, UK P: Americas 8300 Greensboro Drive Suite 800 McLean, Virginia USA P: (1) South Africa 15 Conifer Road Tokai, 7945 Cape Town, South Africa P: Australia P:

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