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MANAGED METADATAIN SHAREPOINT 2010 By Pallavi Sharma Principal Consultant , Neudesic
What is Metadata & Tagging?• In practical usage, it means data about data• For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)Tagging• Applying metadata to an item
Managed metadata featuresContent Type Syndication/Publishing – Publishingcontent types across multiple sites, sitecollections, web application and/or farms. Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint. Content Type Hub – A site collection which operates as a central source to share content types across the enterpriseTaxonomies The creation and management of centrally managed terms that can be used as attributes for items in SharePoint sites
Some definitions… Managed Enterprise Term Term Store Term Set Terms Keywords•Individual item •A database •The “second • Typically pre- • Single, non-within a term that houses level” of a defined and hierarchicalset taxonomies taxonomy. organized into term set•(a/k/a “tag”) Logical a hierarchical within the grouping of term set by a Term StoreAn element of related terms. Term Store Managementthe defined Administrator Tool calledtaxonomy the Keywords set
Term Set, Terms & GroupGroup : Logical groupings of Term SetTerm Sets (Security Boundaries) (A group of related terms) • Local • Global • Open • Close
Managed Metadata ColumnA new column typethat can be added tolists or libraries sothat site users orcontent owners canselect values from aspecific term set ofmanaged terms andapply them to content.
Enterprise Keywords• Enterprise Keywords column• The Enterprise Keywords column is a column that you can add to content types, lists, or libraries to enable users to tag items with words or phrases that they choose.
Social TaggingSocial tags. A social tag iscomposed of pointers to threetypes of information: • A user identity • An item URL • A term• Tags are aggregated to each user‟s profile page• Tags have profile pages• Tags can be “followed” just like people in SharePoint social nets
Import Taxonomy• Importing taxonomies into the MMS is supported by using a comma- delimited file format (.csv file). This file format has a specific structure that defines a term set and the hierarchy of contained terms.
Benefits• Consistent use of metadata• Improved content discoverability/Search Tags are automatically crawled properties All tags and terms are available as left hand “refinements• Flexibility
Design Considerations• Open vs. closed term sets• Tag security• Dynamic external tags• Content types & Site columns - practical guidance• Programmability & Customization
It‟s good to know!• There is also no capability to manage associative relationships in SharePoint – only hierarchal• No granular security on tag definitions or tags as applied• No meta-metadata • You can define products and group them hierarchically, but you can‟t add a list price and then navigate or refine to find content by price • Can‟t tag a tag, can‟t rate a tag, can‟t “like” a tag • Can‟t organize “personal” tags• Client application support limitations • SharePoint Workspace 2010 can read but not write MMS tags • InfoPath browser client can‟t read or write MMS tags • No Support in Office 2007/2003• Cannot Edit Managed Metadata values in Datasheet Mode• Limitations in Views: cannot use the „Begins With‟ or „Contains‟ operators for filters in views.• Extra care required in SharePoint Designer Workflows: you cannot simply plug in the name of the term that you want to use by need to use GUID of the term.• Cannot be used in calculated fields• Maximum of 250 terms selected per Managed Metadata Column• Cannot add a Managed Metadata Column through SharePoint Designer
Plan your Metadata : Options!If you want to let users help develop yourtaxonomy, then you can simply have usersadd keywords to items, and then organizethese into term sets as necessary. If your organization wants to use managed term sets to implement formal pre-defined taxonomies, then key stakeholders with a vested interest in the structure of the taxonomy need to collaborate to plan and develop the term sets and terms to be usedAfter the key stakeholders in theorganization agree upon the required termsets, you can use the Term StoreManagement Tool to import or create yourterm sets and to manage and maintain theterm sets as users begin working with themetadata
Drive adoption Start small. Do NOT put everything in a term set. Introduce keywords to users who understand the benefits Use default tags in context. External data. Use BCS if tag definitions are outside SharePoint Understand the security model and don‟t put “secret” terms in a term store. Extend administrative access for nontraditional administrators (e.g. corporate staff) Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted! Synonyms! Synonyms! Synonyms! Taxonomy does NOT belong to IT… Open folksonomies and closed taxonomies is a good practice…best? Watch trends in casual social tags and evaluate “promotion” to formal taxonomy