The Layer2 Auto Tagger for Microsoft SharePoint automatically categorizes SharePoint content like items and documents in background using taxonomy-based enterprise metadata and categorization rules managed in the SharePoint Term Store. See below for installation and setup instructions.

Layer2 Auto Tagger for SharePoint - Installation & Setup

​Please enter the product folder in the distribution zip-file, run the installer (*.exe) and install or upgrade the product following the steps. Use the "Run as Admin" option of the context menu (right click).

After sucessfull installation please activate the timer job that runs the Auto Tagger in Central Administration > Manage Farm Features as a Farm Administrator. Please re-schedule if required:

Activate Timer Job for Auto Tagger  
Fig.: The Auto Tagger Timer Job runs as a Farm Feature.

Please also activate the Auto Tagger feature on site collection level as a site collection administrator.

How to activate auto-tagging for SharePoint 2010?  
Fig.: How to activate auto-tagging in Microsoft SharePoint 2010 for taxonomy-based background content categorization.

The "Auto Tagger" feature generally activates background content categorization for the current site collection and creates the following lists (if not exists):
  • "Auto Tagger Configuration List" to define configuration items (jobs) to run at a specific time
  • "Auto Tagger Scope List" to define scopes for certain configuration items (jobs), e.g. to include or exclude specific web sites, lists / libraries, columns or content types with tagging.
Please use these lists to setup more advanced options manually. By default no items or documents are in any scope of the Auto Tagger to avoid unwanted data modification.
  
 
Fig.: Sample Auto Tagger Configuration List item to re-tag the scope every 24 hours. Please note, that the TargetUid column is no longer available starting with version 1.7.
  • Title
    You can use any title you want to describe your configuration item.
  • TargetUid
    No longer used. The target is defined in the scopes list since version 1.7
  • Interval
    Set the run interval in hours here. By default this is set to 24h. Please make sure that the Auto Tagger Timer Job setting is shorter compared to your interval settings. The timer job takes a look at this list to execute certain entries, if required.
  • Overwrite
    Setting the overwrite flag to true (enabled) causes a complete new tagging for each item or document of the target area, which overwrite all previously given tags. By default the overwrite flag is set to false (disabled). In this way manually given tags are kept by default. The auto tagger by default only adds new and additional tags to the item or document.
  • Last Run
    This entry is automatically written by the timer service to report the last run date and time.
  • Next Run
    This entry is automatically written by the timer service to set the next run date and time. You can overwrite this, to enforce executing.
  • Duration
    This entry is automatically written by the timer service to report the duration of the last execution of this entry (in seconds). Please make sure, that the duration is significantly shorter than your given interval.
  • Tag Count
    This entry is automatically written by the timer service to report the number of tags given to items and documents with the last execution.
  • Item Count
    This entry is automatically written by the timer service to report the number of Items and documents tagged with the last execution.
  • Warning Count
    This entry is automatically written by the timer service to report the number of warnings in the last execution. See SharePoint Log for more detailed information.
  • Error Count
    This entry is automatically written by the timer service to report the number of errors in the last execution. See SharePoint Log for more detailed information.
  • Last Error Message
    This entry is automatically written by the timer service to report the last error message. This entry should be blank, if no errors occurred. See SharePoint Log for more detailed information in case of errors.
  • Use System Update
    By default "System Update" is used to modify the item or document entry with tags by the auto tagger. That means, the "Last Modified" date/time and user is not changed by auto tagger. No workflows, offline replications etc. are started on item or document change by auto tagger. If disabling this entry, normal update is used. The "Last Modified" information is changed and e.g. workflows and offline replications are started on item / document change (if defined).
  • Notes
    Please describe your configuration item here.
  • Version
    The program version installed is listed here for debug and support.
  • Attachments
    log.txt contains all log information of the last run. It is replaced with the next run.
The scopes are defined in the "Knowledge Managament Suite AutoTagger Scopes List":
 
 
Fig.: Sample scope antry that excludes a specific column from auto tagging.
  • Title
    Use the item title to describe your scope.
  • Scope
    Reference a configuration item here with lookup.
  • Website, List, Column, Content Type
    You can include or exclude any Web Site, List, Column or Content Type here.
    For example you can create one entity that includes all (using *) and another entry that excludes some elements. Alternatively you can include some specific elements only. In case of using Content Types you can include / exclude inherited content types of e.g. myContentType using myContentType*.
  • Include
    If enabled, the elements are included in tagging, otherwise excluded.
  • Notes
    Please describe the scope for others to understand your entry.

Layer2 Auto Tagger for SharePoint - Background Information

​The simplicity and popularity of collaborative tagging as an information organization approach comes at the expense of several limitations.
 
Manual content categorization / tagging

Traditionally, content has been categorized by subject experts, who manually reviewed documents and matched them to categories within a taxonomy. Despite the costs involved in manual categorization, it is perceived to have one key advantage: 100% accuracy. This is not necessarily true:
  • Firstly, people choose tags based on their personal opinions, their knowledge background and their preferences. Subject experts may not have the bigger picture. An expert categorizing documents in his field does not necessarily possess expertise in other subjects - other parts of the taxonomy. An article about a businessman purchasing a baseball team may be reviewed by a sports expert, and categorized in the "Basketball" category, but not in one of the more specific subcategories of the "Mergers and Acquisitions" category.
  • Furthermore, users may be describing the same object based on different granularity. This creates a noisy tag space and thus makes it harder to find material tagged by other users.
  • Secondly, people may use polysemous words (a word that has many related senses) in order to tag the web resources. The lack of semantic distinction in tags can lead to inappropriate connections between items.
  • Another problem is that different tags, which are either synonymous or have closely related meaning increase data redundancy, leading to reduced recall of information.
  • Last, but not least, people tend to assign a very small number of tags to an object.
In addition, manual categorization it completely impractical for very large repositories of data that grow at a fast pace - exactly the case for most modern organizations.
All these limitations have led researchers to develop methods that assist users in the tagging process, by automatically suggesting an appropriate rich set of tags, in order to avoid the aforementioned obstacles.

Automatic rule-based content categorizing / tagging

Using this approach, information experts attempt to define the discriminating properties of categories using a set of rules. These rules may be simple (e.g. "does the word 'snow' appear in the document"), or use more complex operators (e.g. "does the word 'snow' appear together with the word 'skate'"). In order to find precise rules that distinguish similar categories (for example, "Financial Planning" and "Investment Banking") one needs substancial expertise in the subject being covered. This approach's reliance on human-comprehensible rules is an advantage, because it allows an organization to leverage existing knowledge and expertise. It needs time, effort and expertise to create the rules - but the results are absolutely predictable and can be improved step by step.

More Information

See here for more information about how to (auto-) generate, edit and use content classification rules with the KMS.
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A company that employs 1,000 information workers can expect more than US$ 5 million in annual salary costs to go down the drain because of the time wasted looking for information and not finding it, IDC research found last year.

 

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The Auto Tagger is also available with the Knowledge Management Suite.

For more information about licensing please check FAQs or contact sales@layer2.de directly.

KMS was rated by Forrester Research:

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