SharePoint Quester

Video length: 6:29

Video description: This video walks through configuring managed metadata in SharePoint 2010. The steps demonstrated include: assigning a term store administrator, creating the group, term sets, and terms, adding the managed metadata to a list, creating items, and configring metadata navigation.

Documented Video Steps Below:

The managed metadata service offers features that are important for creating an enterprise information architecture including

• Centralized management of terms
• Delegation of term management to content owners
• Multilingual support
• Consistent use of terminology
• Dynamic on the fly term addition ability
• Better search and navigation

To configure managed metadata follow the following steps:

• Assign term store administrator
• Create a group, a term set, and terms
• Add a manage metadata column to a list
• Add items with managed metadata
• Configure metadata navigation

Assign term store administrator

• Launch SharePoint 2010 Central Administration
• Under Application Management, click Manage service applications
• Click the Managed Metadata Service link
• In the Term Store Administrators box, type in the administrator account

Create a group, a term set, and terms:

• Under Taxonomy Term Store, point at the Manage Metadata Service, click the drop-down arrow and then click New Group
• Type Group Name [Ex: Organization] and then press Enter
• Point at the group name and click the drop-down arrow and select New Term Set
• Type Term Set [Ex: Department] and then press Enter
• Point at the Term set and click the drop-down arrow and select Create Term
• Type Term [Ex: Finance] and then press Enter
• Repeat the last step and add terms Marketing, Sales, IT, etc.

Add a manage metadata column to a list:

• Browse to a SharePoint Set
• Create a custom list
• Create a column of type managed metadata, provide a name for the column (same name as the managed metadata term set you created earlier, Ex: Department.
• In the Term Set Settings section, expand Managed Metadata Service, Expand the Group (Ex: Organization) and then click the term set (Ex: Department) and then click OK
• Create another column, Name it anything you like (Ex: Ticket Type), in the list of column types, select Manage Metadata. In the Term Set Settings section, click on customize your term set and click on Edit Using Term Set Manager. Click ok on the message box and then confirm that Submission Policy is configured as open and close the Term Store Management Tool
• Create one or more other columns of regular column types (string, number, person, etc.)

Add items with managed metadata

• Click to add a new item to the list
• Provide a Title and then next to the Managed metadata column (i.e. term set, Ex: Department) start typing your value to see suggestions or select the browse button and choose your term.
• Type anything next to your other (customized) managed metadata column and then click on Browse (you will see your value presented in red, dashed underline which means it doesn’t exist) and select Add New Item, type in your value again and select OK and Save
• Repeat the steps above to create additional items

Configure metadata navigation

• Go to the list settings
• Under general settings, click on Metadata navigation settings
• In the Available Hierarch Fields list, click your Term Sets (Ex: Department, Ticket Type) and click Add
• Remove the Folders from the Selected Hierarchy Fields list and click OK
• Back on the list itself, observe the tree view below the Quick Launch. Now you can search by managed metadata.

Related Posts:

• Creating the Managed Metadata Service Application: http://wp.me/p2fV5q-3y
• Importing Term Sets from a .CSV file: http://wp.me/p2fV5q-3q