SharePoint 2010 Managed Metadata – Creating and Managing Term Set Group in 10 Steps

What is Managed Metadata?

Managed Metadata is a hierarchical collection of centrally managed terms that you can define and use to label and categorize content on SharePoint sites. It helps you classify information consistently across site collections and makes content search easier and faster.

SharePoint 2010 Managed Metadata Terminology:

  1. Taxonomy A hierarchical classification of words, labels, or terms that are organized into groups based on similar attributes.
  2. Term An individual item within a set of similar items. In SharePoint 2010, it could either be a managed term or an enterprise keyword.
  3. Term Set A group of related terms. There are two types of term set based on their availability across all sites. The term set that is created locally at a site collection that can’t be shared among other sites is call local term set.
  4. Term Set Group A group of term sets that share common security requirements.
  5. Folksonomy A tagging system that results when multiple site users collaboratively apply words, labels, or terms to content on a sit

Managing Metadata in SharePoint 2010 is not rocket science. It is also an essential skill for end users (especially site champions), since they are the ones who actually use the terms in the business processes on a daily basis. Instead of sending millions of requests to IT department to add or change a term, site champions and other end users can manage metadata if granted permission. We will show you in 10 steps some essential skills in managing metadata on a SharePoint site, including how to add a Term Set Group, import a Term Set, add Terms, and edit the properties of these items:

Step1: Click Site Actions, from the drop-down menu, click Site Settings


 

Step2: Under Site Administration, click Term store management


Step 3: In the Taxonomy Term Store, we already have Managed Metadata Service set up, right click Managed Metadata Service, we can create a new Term Set Group by clicking New Group


 

Step 4: Edit the Term Set Group properties

  • Name
  • Description
  • Group manager: user can manage contributors and edit terms
  • Contributor: user can edit term and term hierarchies

     



Step 5: Right click New Group Demo, which is the new Term Set Group we just created. We can choose now to delete this group, create a new Term Set in the group or Import Term Set. Click Import Term Set, we will show you how to import term set in the demo:



Step 6: (Optional) This step is to show you where to find a sample Term Set import file which is a CSV file that can be edited in Excel. Click on the Managed Metadata Service, under properties, click on the hyperlink to open the sample import file:


Here’s how the sample term set file looks, there could be up to 7 levels. In this example, each term is unique, but in real life, there could be multiple states in the same country:


Here’s how a real life term set hierarchy look like:


 

Step 7: Browse to the term set CSV file you want to import, click OK:


The new Term Set Political Geography is now imported to the Term Set Group:



Step 8: You can expand the Term Sets by click on it to view the individual terms and hierarchies. Right click any term, you can choose any of the actions from the drop-down list to Create New Term, Copy Term, Delete Term, and etc.:


 

Step 9: Right click a term under which you need to create terms, and then click Create Term. For example, right click Political Entity 1, then click Create Term, you will be able to add country terms in Political Entity 1. Press Enter to add another country term:


 

Step10: Click on any of the items on the Taxonomy Term Store pane on the left hand side to edit the item properties. Here’s a list of Term Set properties you can edit:

  • Term Set Name
  • Description
  • Owner
  • Contact: Enter an email address for receiving suggestions and feedback; suggestion feature would be disabled if left blank
  • Stakeholders: users and users groups to be notified when the term set went through major changes
  • Submission Policy:users can add terms from a tagging application if this is left open
    • Note: If you intend to keep a standardized taxonomy, leave this option closed so that end users cannot add Terms to the Term Set
  • Available for tagging: the term set will not be available to be used by end users if unchecked


You’ve just created a new Term Set Group, imported a Term Set to the Term Set Group, added Terms to the Term Set and edited the properties of these items!


March 21, 2013
  • Hi Azure,

    This article is very helpful.

    Is it possible to import Term Sets at site collection level?

    Regards,
    George

  • RoccoNH1

    good job on this article. very helpful. metadata, here I come

  • GrayMatters

    Nicely done, Azure. But, I don’t find any information on the ‘net about maintaining metadata term stores from SQL. I appreciate the initial import feature, but for rapidly changing term sets, this is insufficient. Are you familiar with a resource for editing term stores/sets other than manually?