Term Store Options and Configuration

A Managed Metadata Service application provides all the goodies that we need to do a couple of vital things within SharePoint 2010

1. Provide the ability to created an organised taxonomy that we can leverage within a Managed Metadata field
2. The ability to syndicate Content Type from a central location

But there are quite a few options so this article details the various options and limits around the Managed Metadata Service

Term Store

• Definition: The Database which will store the Managed Metadata
• Usage: Stores Term Groups, Language Settings
• Limits: One term store per Service Application
• Settings:
  • Term Store Administrators: The administrators of the term store
  • Default Language: The default language that the terms will map to.
  • Working Language: Any other languages that you will use to map terms to

Term Set Group

• Definition: A collection of Term Sets
• Usage: Logical grouping of Term Sets, used as a security boundary.
• Limits: Can have many groups, sorry don’t actually know the limits! Groups are used as security boundaries
• Settings:
  • Group Name: The name of the group
  • Group Description: A brief description
  • Group Managers: Can control each Term Set within the group in terms of assigning contributors and adding Terms and Term Sets
  • Contributors: Can add and edit Term Sets, cannot however add new users like the Group Managers can

Term Set

• Definition: A collection of Terms
• Usage: A collection of various terms (see below for limits)
• Limits: Maximum of 1000 Terms Sets per Term Store
• Settings:
  • Term Set Name: The name of the Term Set, this will usually correspond to a logical name of options such as ‘Products’ or ‘Territories’
  • Description: The description of the term set.
  • Owner: The primary owner, has control over the Term Set
  • Contact: In order to allow users to suggest Terms this must be filled in, if its not filled in then you wont see this when you enter terms which essentially opens up an email client to the address specified here. It does mean however than a user other than the owner can be the contact which can be useful

• • Stakeholders: If a user is a stakeholder then they will be emailed when the term set is altered in anyway, such as adding a new term.
  • Submission Policy: Hmm does anyone know?
  • Available for tagging: If this option is not available essentially the term set will become read only. No items can be tagged with Managed Metadata columns that pertain to the Term Set. Those Managed Metadata columns that already contain values from the Term Set are set to read only.

Terms

• Definition: A piece of metadata that can be associated with an item
• Usage: Used as options within a Site Column
• Limits: Maximum 30,000 terms per Term Set, 1,000,000 terms maximum in the entire Term Store
• Settings: I will discuss this in another post, there is a lot there!

Term Set Roles

Contributor

• Create, rename, copy, reuse, move, and delete term sets.
• Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the term set is available for tagging
• Create, rename, copy, reuse, merge, deprecate, move, and delete terms.
• Modify a term’s description, labels, default label, and whether the term is available for tagging

Group manager

• Perform all actions of the contributor role.
• Import a term set.
• Assign or remove users from the contributor role

Term store administrator

• Can perform all actions of the group manager role
• Create and delete Term Set Groups
• Assign or remove users from the group manager role
• Change the working languages for the term store

Farm administrator

• Can create a new Term Store or connect to an existing Term Store
• Assign or remove users from Term tore administrator role

Links

• Plan Terms and Term Sets: TechNet article describing the necessary planning for Managed Metadata
• Create SharePoint 2010 Managed Metadata with Excel 2010: Article from MVP Victor Wilén detailing how to create and import terms with Excel.
• Using Managed Metadata in SharePoint 2010: Great article with lots of screenshots about Managed Metadata.

Tags: ecm, featured, managed metadata, terms

Category: How To, Planning, Requirements and Analysis