SharePoint 2010 Metadata Management & the Term Store

for Administrators

Craig PilkentonSharePoint Engineer

Intro and BackgroundCraig PilkentonFinancial Partners, Inc.craig.pilkenton@financialpartners.comhttp://www.linkedin.com/in/craigpilkenton

•SharePoint Engineer•Senior SharePoint Consultant at EMC Consulting•SharePoint Engineer at MassMutual•Working with SharePoint since it was a beta product in 2000 (Tahoe)

•Microsoft Certified Technology Specialist – (SharePoint 2010/2007)

What is Managed Metadata and why do we care?

• A hierarchical collection of centrally-managed terms we can define for users

• Truly a ‘one version of the truth’ as context for data

Goals for our Users?

• Support a real ‘single source of the truth’

• Consistency • Centrally-managed, but extensible• Adaptable as needed• Allow crowdsourcing of new terms (if

allowed)

Why do we care?

• Because its our job to help users avoid this…through Views, Filters, Group By, Tags (and Tag Cloud), and Search

Data context scarcity Data context overload

How do we solve?

• By creating centrally-managed ‘term sets’• Creating Metadata Columns to utilize them

So what do we do?

• Create Term Set’s through the GUI• Import a self-created .csv template

Demonstration

• Central Admin management• Working with the Term Store

Management Tool• Utilizing a Managed Metadata column

in a List

Screens

Screens…cont.

Screens…cont.

Screens…cont.

Rules to Remember

• Terms can be nested up to seven levels

• If entrusting permissions to manage, only delegate the minimum hierarchy-level needed (least-privilege)

• Don’t create more Term Sets/hierarchy than your users need/will accept

Resources

• Office.Microsoft.com:– Introduction to managed metadata

• EndUserSharePoint 2010:– Metadata and Taxonomy Management

Overview

• Microsoft TechNet:– Managed metadata overview

Craig Pilkenton, Financial Partners, Inc.craig.pilkenton@financialpartners.comhttp://www.linkedin.com/in/craigpilkenton