Managed Metadata Column & Navigation in 10 Steps

Managed Metadata is centrally managed in the Term Store. In SharePoint 2010, you can create a Managed Metadata column for a content type, a list, a library or a site using a Term Set from the Managed Metadata Term Store. When the Term Set is updated in the Term Store, the terms used in the related column would be updated automatically. In addition, once you’ve added the Managed Metadata column, you can also change the library Metadata Navigation Settings to add new navigation options so that you can search documents more easily.

In our demo, we will show you how to add a Managed Metadata column in a library, how to add a document in the library and fill in the Managed Metadata column, and how to change the Metadata Navigation Settings to filter documents.

Step 1 Select the library in which you would like to add a column. For example, in the following demo: click EXECUTIVE then click KPI Excel Docs under libraries:

 

Step 2 Under Library Tools, click Library then Library Settings:

 

Step 3 Scroll down to Columns settings than click Create Column:

 

Step 4 Enter a Column Name and then select Managed Metadata:

Note that the warning message indicates that if you are using an Office version earlier than 2010, you might not be able to save documents to the library if the Managed Metadata column is not supported by the Office program

 

 

Step 5 Modify the additional column settings before saving the column. In our demo, we selected the following options circled by the red rectangles:

Choose a Term Set, in our case, we choose the term set Political Geography:


After you click Save, you’ll be able to see the new column being added to the column list:

 

Step 6 Return to the library, you’ll now be able to edit the properties of existing files to select values for the new column Political Geography. You can also add new documents by clicking Add document:

 

Step 7 You can drag files or folders directly to the upload window, and then click OK:


 

Step 8 For each document uploaded, you need to choose a value for Political Geography because it is set as a required field:

When you begin to type a value, it automatically displays all associated terms that start with the typed in value:

Now you can see all documents have values in this required column, notice the entire path is displayed because we chose this option when creating the column:

Step 9 To use Metadata to filter documents in the library, you need to manage the Metadata navigation settings. Click Site Actions, click Site Settings, under General Settings, and click Metadata navigation settings:


 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 10 Add the new Managed Metadata column Political Geography to the selected hierarchy fields: Click on an Available Hierarchy Field, click Add, and then click Save:

Notice you can also configure Key Filters on the Metadata Navigation Settings page. Once you’ve saved the settings, you can return to the library and the navigation, and filter pane would be displayed on the left hand side with the columns you’ve selected. You can click on the terms and apply key filters, the documents would be filtered and only ones that match the selected term(tag) would be displayed:

Fantastic! You just added a Managed Metadata column to a library, uploaded a document with the Managed Metadata column filled, changed the Metadata Navigation Settings of the library and used Managed Metadata to filter documents, in just 10 steps!

April 4, 2013
  • Ian

    Thank you. This is very helpful.