Nonprofit Public Benefit Corporation

Case Study

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Managing the SharePoint Term Store – Reducing Time, Money, and Manpower

“Running natively and fully integrated with the Term Store, the technology can consistently apply conceptual metadata to content and auto-classify to the Term Store metadata model. This addresses the challenge of applying metadata to thousands of documents, and eliminates the dependency on the end user community to correctly tag content and then create term sets.”

Concept Searching
Customer Location:
United States
Industry:
Energy and Utilities
Issue:

The organization wanted to leverage the SharePoint term store through automation, reducing the manpower and costs required for its maintenance.

Products:

“A key driver in the decision to move forward with SharePoint and Concept Searching was the real-time, native, and bi-directional integration of conceptClassifier for SharePoint with the SharePoint Term Store.”

The organization wanted to leverage the SharePoint Term Store through automation and a reduction in manpower required for maintenance, resulting in improved search results on its portal and external facing website.

Benefits

  • Reduces the manpower required to create and maintain term sets
  • Minimizes the possibility of human error
  • Leverages SharePoint investment
  • Reduces the quantity of irrelevant search results and improves accuracy

This nonprofit public benefit corporation is the only independent grid operator in the Western United States. It manages the flow of electricity across the high-voltage, long-distance power lines to deliver power to homes and communities.

The organization relied heavily on its external website, which changed daily, to address the requirements of a diverse audience and stakeholders. Keyword search was used both internally and externally, and this was no longer acceptable, due to the nature of the company’s business.

Requirements included

  • Integrate SharePoint term sets into the business model, to improve search
  • Reduce the time, effort, and resources needed to maintain and manage term sets
  • Reduce the complexity of managing multiple applications
  • Leverage SharePoint investment

Concept Searching’s solutions have been developed to run natively in SharePoint and are fully integrated with all versions of SharePoint, Office 365, and OneDrive for Business. conceptTaxonomyManager is included in the award-winning core product, as well as automatic semantic generation and an auto-classification engine. The versatility and integration of the technologies enabled the company to identify all content, and make it available to any application that needs access to unstructured information.

Term Store functionality in SharePoint on-premises and SharePoint Online enables the development of a metadata model, using out-of-the-box SharePoint capabilities. Running natively and fully integrated with the Term Store, the technology can consistently apply conceptual metadata to content and auto-classify to the Term Store metadata model. This addresses the challenge of applying metadata to thousands of documents, and eliminates the dependency on the end user community to correctly tag content and then create term sets.

conceptTaxonomyManager functions bi-directionally, in real time, with the Term Store, where changes can be made in the Term Store or in the taxonomy manager and are immediately reflected in both. This added functionality helped the company to expedite the development of metadata models, offering sophisticated refinement capabilities, and significantly reducing the time spent on daily maintenance.

The component is easy to use by both business and IT professionals, and provides interactive features, such as a rule-based engine that eliminates the need for reiterative training sets and highly specialized human resources, automatic taxonomy node clue suggestion, dynamic screen updating to see the impact of changes, and document movement feedback to review cause and effect of changes without re-indexing.

 

  • Significantly reduced manpower required to create and maintain term sets, resulting in reduced costs
  • Provided a consistent enterprise metadata repository, through metadata generation and auto-classification, minimizing human error
  • Content is classified when created or ingested, enabling the external website to be always up to date, improving customer satisfaction
  • Reduced the quantity of irrelevant search results, improving their accuracy and relevance, to support a wide range of stakeholders
  • Easy to use, so requires little training and reduces costs associated with term set management
  • Leverages SharePoint investment

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