Tag: ManagedMetadata

This category contains my posts for a few different, extremely closely tied topics (that’s why I decided to sum it all into one tag). These topics include at least the following ones:

  • SharePoint Managed Metadata Service
  • SharePoint Term Store (or “termstore”)
  • SharePoint Taxonomy
  • Managed Metadata Madness (okay, that one I kind of made up!)

These topics revolve around the same thing: using Managed Metadata Service to provide Metadata, in the form of Terms or Tags, to be used in SharePoint, to enrich, describe and annotate different items or elements on your SharePoint sites. This data is usually hierarchical, and surfaces in SharePoint as either taxonomy or folksonomy. It plays a pivotal role in implementing a successful ECM (Enterprise Content Management) strategy – or like it’s now described, Content Services strategy.

The Managed Metadata implies, that you manage the metadata available for your users – and that is accurate. Using SharePoint Term Store, you can create and edit available terms for tagging – see a screenshot below:

[caption id="attachment_4129" align="aligncenter" width="300"]Term Store Admin page at SharePoint Tenant Administration Term Store Admin page at SharePoint Tenant Administration[/caption]

These terms can be used for different fields in SharePoint. Below, is an example of what that looks like in Modern SharePoint:

[caption id="attachment_4130" align="aligncenter" width="262"]Selecting Managed Metadata values in Modern SharePoint - the TaxonomyPicker has been modernized as well! Selecting Managed Metadata values in Modern SharePoint – the TaxonomyPicker has been modernized as well![/caption]

Additionally, it’s possible to set a column to be a “folksonomy” type, when it does contain terms, but they’re not managed – rather, the termset will be open. This way, anyone may add new terms, but the data isn’t necessarily very structured or even hierarchical.

Managed Metadata makes it straightforward to offer your users a reasonably convenient way for tagging their content with correct, or at least descriptive metadata. This, coupled with search configuration and proper information architecture and some black-box-artificial-intelligence in SharePoint Online (with On-prem, you’re stuck without black boxes, but otherwise you have the same options!), will help your content being surfaced to the right users at the right time, and your users to discover the content whenever they want to consume it. This applies to pages, documents and custom lists.

 

Microsoft Flow that's used in this demo - it uses an Azure Function to extract text from a doc, which is then sent to Text Analysis, and finally written back to SharePoint. In the end, it sends notifications of the status of the run.

How to Resolve Managed Metadata Madness in SharePoint?

Using Azure Functions and Cognitive Services Text API to enrich a Flow that fills Metadata for new items in a Modern SharePoint Team Site. That’s, in a nutshell, the solution I submitted to a recent online hackathon. Quite a mouthful, isn’t it? The whole solution (and a public vote, if you’re interested!) is available here: https://devpost.com/software/resolving-managed-metadata-madness-in-sharepoint – this blog post will describe the solution and the reasoning behind it. Preface Some time ago my manager asked me to take a few weeks off, since I had accrued […]

SharePoint is not broken - it just does't work

How to fix “The SPListItem being updated was not retrieved with all taxonomy fields” error

Are you getting an error like “The SPListItem being updated was not retrieved with all taxonomy fields” when you try adding or modifying values in a TaxonomyField of a list item in SharePoint, either using the GUI, or with PowerShell or even programmatically? Then read ahead, I’ve got a quick and dirty solution! Reason After quick googling and some frustration, I figured the probable reason for the issue. SharePoint went and broke the link between the internal Note-field and the actual TaxonomyField you’re supposed to […]

SharePoint List View With enterprisekeywords searchable

Tweaking the SharePoint list view search box to filter on managed metadata fields

This post contains minor but nifty tweak to search box in SharePoint list views. Applies to 2013, and Office 365 (for now). Pretty basic stuff, but had to figure this out for a customer so can just as well document it here :) Okay – so a customer needed to be able to filter view items in a SharePoint list by values in a ke yword-field (managed metadata, with values added by editor users), and wanted to use the SharePoint’s searchbox. The problem was, out of […]