SharePoint 2013 Term Store Usage and Benefits

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What we will cover

Agenda 1

Overview of Managed Metadata and ensuring Findability

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Introduction to the Term Store

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How it can Help End Users

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Demo Examples

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Where to Learn More

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About Cardinal

OFFICE 365

CRAIG PILKENTON Business Productivity Managing Consultant Focus areas: • SharePoint • Office 365 • Client-Side Development • Server-side Development

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OVERVIEW

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Overview

What is Managed Metadata? Metadata is information about other information or objects. Metadata can be many kinds of information, such as a physical location, a date, an owner of something, or even a catalog item number.

Documents and List Items we put into SharePoint automatically have some metadata attached to them when created / uploaded, SharePoint sets the Modified By and Modified Date fields for us.

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Overview

How does this help Findability? SharePoint will only work as efficiently as we set it up. Allowing users to throw documents into Library’s without organizing them, like using folders as a hierarchy or file names as metadata, won’t make content easy to find later on. Using Managed metadata can significantly enhance SharePoint’s inherent search capabilities so that the most relevant results are shown when a user is searching for a specific item, as well as showing document’s they may not know existed. By identifying and setting up enterprise-defined terms or keywords, it can provide greater consistency and accuracy in search results.

Overview

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Findability cont.… Within the Term Store, there are 2 types of information classification available for users. •

Taxonomy – a formal classification system where we group the words, labels, and terms that describe something, arranging the groups into a hierarchy (think Organization Charts)

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Folksonomy – an informal classification system that evolves gradually as our users collaborate on words, labels, and terms on a site (think Tag Clouds)

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Overview

So what is the Term Store? The toolset is reachable through the Site Collection Site Settings and allows us to create top-level Term Groups, Term Sets that live within groups, and Terms that are part of sets. Using the tool actions we can manage Terms in hierarchy’s that reflect an order of objects. We can then setup Columns for our Lists/Library’s that are as specific as we need their metadata to be. Using the Term Store allows us to have a ‘single source-oftruth’ for keywords and reuse them wherever needed.

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TERM STORE INTRODUCTION

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Term Store

Metadata Components There are several major components of the Term Store: A. Term Group - A set of Term Sets B. Term Set - A group of related Terms C. Term - A specific word or phrase D. Reused Term - Term referenced from another Term Set E. Managers - Users that can control the entire Term Group F. Contributors - Users that can edit Terms and change the hierarchy

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Term Store

Term Store Actions Each component has different actions that are available to it: A. Term Group i. ii.

B.

Term Set i. ii. iii. iv.

C.

Import Term Set Export Term Set Create Term Copy Term Set Reuse Terms Move / Delete Term Set

Term i. ii. iii. iv.

Create Term Copy Term, and With Children Deprecate Term Move / Delete Term

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Term Store

Features and Gotcha’s Components features: • Term Sets can be imported from an Excel file • Term Sets and individual Terms can be reused / copied / moved to other sections • Term Sets & Terms can be turned off (deprecated) to keep data but not allow new selections • Terms can have Alternate Labels that show in the typeahead • Security can be delegated to multiple users, as well as notify Stakeholders • Term Sets can be open or closed for submission requests • Term Sets can be used for Site / Faceted Navigation • Term Sets & Terms can have custom sort orders and/or Properties

Things to watch out for: • There is no Recycle Bin – once a Group / Set / Term is deleted it is gone forever • The interface is a little clunky at times (e.g. only 10 Terms show at a time, the action menu can be hard to click on/find, etc.) • If using SharePoint Online, Timer Jobs in the Tenant may take a bit for updates to show

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HOW IT CAN HELP END USERS

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Helping End Users

Uses for the Term Store Metadata Columns on Lists/Library’s Navigatio n

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Helping End Users

Uses cont…. Search Refiners

Enhanced Search Display Templates

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Helping End Users

Uses cont…. Dynamic Dropdowns

Typeahead in custom forms

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DEMO

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WHERE TO LEARN MORE

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Where to learn more?


Cardinal Blog! http://www.cardinalsolutions.com/blog
My email – [email protected]
Office Blogs - https://blogs.office.com
Office 365 training - http://bit.ly/1U6JBar

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QUESTIONS

Contact Info Craig Pilkenton Business Productivity Managing Consultant

http://www.cardinalsolutions.com/