Managed Metadata - The Good, the Bad, and the Ugly

Managed MetadataThe Good, the Bad, and the UglyAdmin - 200

Welcome
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Open wireless access is available at SSID: SPSTC2011
Feel free to “tweet and blog” during the session
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About Me
Senior Consultant with CapTech Consulting
MCTS SharePoint 2010, MCP
Contact
Twitter: @ciphertxt
Email: shoag@captechconsulting.com
Blog: http://mylifeinaminute.com

Agenda
Definitions
The Ugly
How did things ever get to be this way?
The Bad
I’m not happy about it, but at least there is a workaround.
The Good
This makes life so much easier!

Definitions
Managed Metadata
“Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010”
Managed Metadata Service Application (MMS)
“A managed metadata service publishes a term store and, optionally, content types; a managed metadata connection consumes these”
Term
“A term is a word or phrase that can be associated with an item in SharePoint Server 2010”

Definitions (cont.)
Term Set
“A term set is a collection of related terms”
Global Term Set
Term sets available to all of the site collections in a web application associated with a given MMS proxy
Local Term Set
Term sets available to a single site collection

The Ugly - InfoPath
No InfoPath support
Applies to both Forms Services and List Forms
Bonus: This limitation exists for Ratings as well

The Ugly – SharePoint Workspace
No SharePoint Workspace support
If your users need to take their data offline, Managed Metadata may not be right for you!
If the list does not contain required taxonomy fields, the list is accessible
If the list contains required taxonomy fields, it will be inaccessible

The Ugly – SharePoint Workspace

The Ugly – Datasheet View
No support for Edit in Datasheet View
No bulk edit (like a choice field)
There are third-party products available to address this

The Bad – Synonym Search
No built-in support for searching/refining result sets based on synonyms

Limited support in views
Cannot use “Begins With” or “Contains” operators to filter
The Bad – View Limitations

The Bad – View Limitations
Limited support in views
Cannot be used in Calculated Columns

The Ugly – Fullwidth Ampersands
0xEF,0xBC,0x86 or uFF06?
Ampersands are stored as fullwidth ampersands within the MMS database. Working with terms in PowerShell and custom solutions (e.g. exporting terms to CSV) becomes a chore
CAML queries need special attention
Example (Output term to StreamWriter):
$sw.WriteLine($term.Name)
vs
[Byte[]] $amp = 0xEF,0xBC,0x86;
$sw.WriteLine($term.Name.Replace([System.Text.Encoding]::UTF8.GetString($amp, “&”));

The Bad – cmdlet Features
PowerShell cmdlets do not contain the same features available in the Taxonomy API
Get-SPTaxonomySessionalwaysretrieves a cached version of the term store
Microsoft.SharePoint.Taxonomy.TaxonomySession has a constructor which allows for the cache to be updated when the session is retrieved
PS C:> $session = Get-SPTaxonomySession –Site http://intranet
PS C:> [Reflection.Assembly]::LoadWithPartialName(“Microsoft.SharePoint.Taxonomy”)
PS C:> $site = Get-SPSitehttp://intranet
PS C:> $session = New-Object Microsoft.SharePoint.Taxonomy.TaxonomySession($site, $true)

The Bad - Recovery
Backup and Restore requires more planning
Local Term Stores become problematic
Terms are ultimately created and stored within the Service Application database (not the content database)
Export-SPMetadataWebServicePartitionData can be used to retrieve the local term store before a site collection restore and retain the local term identifiers
Site collections using local term stores can be found via PowerShell and the Taxonomy API

The Bad – Global vs. Local Terms
Credit:
AndewConnell - SharePoint 2010 Managed Metadata - Global vs. Local Term Sets
http://j.mp/pZtExI

The In-between – Office Clients
No support in legacy Office clients
Legacy clients (Office 2007/2003) need to edit metadata fields through the web interface
Office 2010 supports taxonomy fields natively (except SharePoint Workspace)

The In-between – Office Clients

The Good - Consistency
Managed Metadata promotes consistent terminology
Rigid enough to enforce corporate taxonomy
Hierarchical structure which allows for items to be available for browsing, but not tagging
Flexible enough to allow for a folksonomy
Common terms can be promoted to the corporate taxonomy
Content Type syndication
Content Types can be published from a single hub to all of the web applications to which the MMS proxy is connected

The Good – Content Type Hub
Central management of Content Types
Site columns
Information Management Policies
Site collection feature
One hub per MMS Application
Publish to all site collections/web applications associated with MMS proxy

The Good – Content Organizer
Metadata based routing and storage of files within a site
Web-scoped feature
Automatically activated in the Document Center and Records Center site templates
Supports folder partition via Rules
Rules are based on Content Type
All files submitted to the site can be forced to go through the Organizer
Allows for submissions from other sites/web applications
Supports priority based rules

The Good - Search
Higher quality search results
Refinements (faceted search) supported in Enterprise search
Refiners can be configured based on requirements (e.g. always show Product Categories)

The Good - Search

The Good – Metadata Navigation
Metadata Navigation and Key Filters
Metadata navigation allows users to filter list and library views instantly based on metadata terms while key filters allows for greater refinement
Enabling metadata navigation automatically indexes list columns by default
Unindexed queries are not supported on large lists or lists with more items than the defined List View Threshold
Performs recursive queries so all items are returned outside of folders

The Good - Management
Flexible Management
Manage terms in a central location (Central Administration)
Copy, Reuse, Merge, Deprecate, and Move terms
Multiple Service Applications in a farm

The Good - Portability
Portable
Import existing taxonomies into new term sets
Export taxonomies for further distribution
Export-SPMetadataWebServicePartitionData/Import-SPMetadataWebServicePartitionData
SolidQManaged Metadata Exporter for SharePoint 2010

The Good - Publishing
Publishable Service Application
Cross-farm consumption of common terms and corporate taxonomy
Supports content type syndication

The Good – Capacity Limitations
There are limits
Supported maximum limits in a term store
7 levels of hierarchical terms in a term set
1,000 term sets
30,000 terms (additional labels are not counted as terms)
1,000,000 total items per term store (additional labels are not counted as terms)
~250 terms in a single taxonomy field

Reference
Managed Metadata Overview (TechNet)
http://technet.microsoft.com/en-us/library/ee424402.aspx
Managed Metadata Service Application Overview
http://technet.microsoft.com/en-us/library/ee424403.aspx
Managed Metadata cmdlets
http://technet.microsoft.com/en-us/library/ff871452.aspx
Managed Metadata Column Limitations (Michael Pisarek - @MichalPisarek)
http://www.sharepointanalysthq.com/2011/06/managed-metadata-column-limitations
SharePoint 2010 Managed Metadata - About the series... (Andrew Connell - @AndrewConnell)
http://www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managed-metadata-about-the-series.aspx
SolidQ Managed Metadata Exporter for SharePoint 2010
http://metadataexportsps.codeplex.com

Survey
Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at:
http://app.fluidsurveys.com/s/spstc2011-Fri-S2B-102
or
http://j.mp/ocV0pC
Presenter: Scott Hoag
Session Name: Managed Metadata: The Good, The Bad, and the Ugly
Session No.: Fri-S2B-102

Questions or comments?
Please contact:
Scott Hoag
CapTech Ventures, Inc.
Twitter: @ciphertxt
Email: shoag@captechventures.com
Blog: http://mylifeinaminute.com

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Managed Metadata - The Good, the Bad, and the Ugly

by Scott Hoag on Aug 12, 2011

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Managed Metadata - The Good, the Bad, and the Ugly — Presentation Transcript