Rehmani Consulting, Inc. offers a video tutorial set on the Term Store, Metadata Tagging and Taxonomy for SharePoint 2010. In a separate video titled Use Managed Metadata for navigating Documents we demonstrate some of the management techniques of this feature at the site collection level.
The intended audience for this video are either site administrators or site collection administrators.
Asif Rehmani, SharePoint MVP and MCT opens this tutorial with an observation: “Managed metadata can be defined as your taxonomy at the site collection level.” Once metadata tags have been applied to documents, lists, and other assets in SharePoint 2010, the metadata navigation settings for a site collection can be applied to provide users with a method of filtering assets, as they require.
The first example presented in this tutorial applies to shared document libraries. As Asif Rehmani explains, his objective is to filter the list of documents in the shared document library according to the metadata settings for the site collection depicted in this example.
The task of managing the metadata navigation settings for a site collection administrator starts with a click on the “Site Settings” tab under “Site Actions”. From “Site Settings” click on the “Top Level Site Settings”, and then “Term store management.” The “Term Store Administrators” list should include your name, else you will not be able to manage this service. An exception can be made for site collection administrators for the top level site, who will have the option of adding themselves into the list. All other site collection administrators will require the approval of higher level administrators before proceeding on working with this feature.
Once you have established the required permissions to work with the Term store service, return to Site Settings to enable the managed metadata navigation feature. A click on “Manage site features” should serve up the required screen where you can activate the “Metadata Navigation and Filtering” feature.
Return to the shared documents library once the feature has been activated. In order to tag the documents with the new metadata, a new column must be created, which should be named with the name of the term set (from the Term store) corresponding to the information you want to add to the documents. In the tutorial example, Asif Rehmani titles the column “Location”, sets the type to “Managed Metadata” and sets the “Term Set Settings” to point to the “Locations” term set included in the Term Store for the site collection.
We add a second column in this example, which corresponds to the “Products” term set already added to the Term store. From there the task amounts to opening each document in the “Edit Properties” window (the task cannot be completed when the shared documents are viewed in Datasheet View).
The “Edit Properties” window, in this example is now populated with a “Location” and a “Product” form box. Both of these settings are browsable, based on the tags in the respective term sets in the Term store. The auto complete feature hastens the process of adding information to each document.
The last step in the example is to add filters for “Location” and “Product” to the navigation bar. Add these filters from >> “Library Settings” >> “Metadata Navigation Setting” and then add the filters required. Once you enable these settings, an option will be added to the navigation bar for each of the terms from the term set you’ve specified. The second term set, if you’ve added one, will appear as a “key filter” option.
© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved