In my previous article, I introduced you to the Managed Metadata Service in SharePoint 2010 and discussed some of the key concepts, before delving into the setup and configuration of the Managed Metadata Service Application. Today we continue our journey and venture into creating Groups, Term Sets and Terms utilising the Term Store Management Tool. I will then demonstrate how we can utilise our managed metadata within our SharePoint sites in the next and final article in this series.
Let’s begin by venturing back into the Term Store Management Tool which we first introduced in Part 1.
Navigate to Central Administration / Application Management / Manage Service Applications. Highlight the Managed Metadata Service and click on Manage.
This launches the Term Store Management Tool which we briefly introduced in Part 1 of this series.
Let’s begin by creating a new group. You can do so by clicking on the Management Metadata Service node (or whatever you called it) and selecting New Group.
In my example I will create a group labeled “Office Locations”. I have entered a description to help others identify the purpose of this group and added the Group Managers and Contributors, so what’s the difference between the two levels of permissions?
Group Managers have the privilege to add items to the group and also have the ability to add users to the Contributors group.
Contributors have the privilege to only add and edit terms and set term hierarchies within the group.
After adding the above details, click on Save.
Our new Group will now be listed as per the below.
I will now create 2 Term Sets which will sit under “Office Locations”. They will be, “State” and “City”.
You can do so by clicking on the Group Name and selecting New Term Set.
I will label my first Term Set as “State”.
Here I will identify the owner of this Term set, optionally specify an email address for “term suggestion” and list the Stakeholders who are notified before major changes are made to the term set.
We can also set the Submission Policy which dictates whether we allow users to contribute to the Term Set (commonly referred to folksonomy) or restrict it to only metadata managers (Taxonomy).
Our last option determines whether we will allow our end users to utilise the term set for tagging.
Once you have specified your options, click Save. I will now proceed to create a second Term Set labeled City as per the above instructions. Once finalised, our Term Sets will be listed under our Group as per the below screen capture.
I will now proceed to create our Terms below our Term Sets. I’ll begin by selecting the first Term Set “State” and then selecting Create Term.
I will create my first Term, “NSW” which is an Australian State. You will then be greeted with the below screen;
Here we can specify whether the Term is available for Tagging, add a Description to assist users and add “Other Labels” in which we can enter synonyms and abbreviations relating to the Term. This might come in handy when adding Terms and in my example, I have added “New South Wales” as an additional Label to the abbreviated “NSW” Term.
Click Save once you have completed the modifications. I will proceed to create a Term for each State and City following the above steps and you should have something similar to the below once you have finished.
Note, we can expedite the creation of Term Sets by using the Import method
As an example, I have utilised the sample Import File provided by Microsoft and imported the contents within our Managed Metadata Service.
Now that we have a thorough understanding of the creation of Groups, Term Sets and Terms we will continue our journey in the next and final part of this series where we will utilise our Metadata within our SharePoint Sites.
Articles in this Series