SHAREPOINT 2010MANAGED METADATA

SERVICE Mohamed Abdeen

2013

Mohamed AbdeenSenior Software Engineerwww.mohamedabdeen.com

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Metadata is known as attributes, properties, fields, columns , terms, tags and keywords

Metadata is a critical component of taxonomy and therefore of information architecture

a taxonomy is a way to group things

together

“information about the content that provides structure, context, and meaning”. The information provided in metadata makes the content findable and understandable to either a human or a computer

Managed Metadata definition from Microsoft TechNet: “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

metadata is simply using data to describe some other data or content These descriptors can be used to better categorize & classify the content for future search operations

Another Definitions

Managed Metadata Application Services 1. Taxonomies [term sets] 2. Folksonomies [keywords] 3. Syndicated content types [Enterprise content types]

Managed Metadata Service1. Taxonomies [Term sets]A taxonomy is a bunch of words or phrases that are organized in a hierarchical structure. [Term Sets].

Term Sets is set of terms.

Term is just word or phrase that can be associated with item (that can be used as attribute for content)

Term Set

Term

TermTerm

Term

Managed Metadata Service1. Taxonomies [Term sets]Term is stored in term set which organized in group managed meta data service can contain multiple term set managed metadata column can expose terms from only one term set .

Managed metadata service application has one term store, metadata service applications can't share term stores

Managed Metadata Service1. Taxonomies [Term sets]Term Set Types In SharePoint:

Global When you create a term set from the MMS management interface via Central Administration (CA) it is available to all site collections living in Web applications that are connected via a service application proxy to the MMS instance

Local scoped locally to a specific site collection and can only be used by that site collection, not by other site collections. Local term sets come in handy when site collection owners want to create their own term sets without having to work with librarians. These can be managed from a link in the site collection's Site Settings page or when you modify a column.

Managed Metadata Service2. Folksonomies [keywords]

• The difference is no hierarchy, just a bucket of terms• Similar to hashtags on Twitter: anyone can create them, you don't have to use an

existing one and anyone else can use what you create.• Send to tag content in libraries. • Keyword set contains keywords in non-hierarchical list

1. managed keyword 2. unmanaged --> users can tag content or people with whichever words and

phrases they want to apply

Terms .. vs .. Keywords

Terms Keywords

it is terms used to tag content it is terms used to tag content

highly managed --> terms are structured in term sets and term groups and can be reused across term sets and term groups

No hierarchy

typically closed open --> users can tag content with words that don not already exist in the keyword set

Can be created in SharePoint 2010 Can be created in SharePoint 2010

Managed Metadata ServiceTerm Store Management Tool

Managed Metadata ServiceTerm Store Management Tool

Term Store Management Tool — a centralized database that allows term sets to be shared across a farm. Taxonomy and folksononmy that are designed and managed to support the requirements of as business can allow information architecture to grow organically and change over time

Managed Metadata Service - DEMO

Values of Managed Metadata ServicesTagging

describe what it is, what it contains and

what it does

** content tagging ** Social tagging

** Expertise tagging

Tagging content make it easier to locate by

browsing or by searching

A Better Choice Field

Automatic Search Refiners

Metadata Navigation within Lists & Libraries Using Terms in Social Scenarios

you can support mutliple languages, after you have installed a language pack you can add installed languages as wokring languages for a term set, then you can

select a term and specify the default label and other labels for working language, unlike the default language you are not required too have label for every term in a

working language

Managed Metadata Service3. Syndicated content types [enterprise content types] replicates content types from one site collection to other site collections that subscribe to it When you create a MMS you can specify the URL of a site collection that acts as the hub for the content type publication service. All site collections in web applications connected to the MMS instance can subscribe to those published content types. When one is published it is created as a read only copy in the subscription site collection

content type Hub property that specifies the URL of the site collection from which to publish content types all other web applications that connect to the managed metadata service receive copies of the content type from the content type hub and updates made at the hub can be progagated