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SharePoint 2010 Search : Relevancy and Reporting - Managed Metadata Service

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8/11/2011 3:34:52 PM
The Managed Metadata service is a service in SharePoint 2010 that allows administrators to manage terms in an organized manner for use in the columns of lists and libraries. These terms can then be purposefully applied to list items and documents, and the types of values that users can associate with items and documents can be easily managed from a central location.

The Managed Metadata service is especially useful for search because it allows administrators to manage terms that represent concepts and themes that are essential to an organization. This makes it possible to expose important concepts and direct users to use better terms to describe documents and content inside the organization.

The Managed Metadata service creates a Term Store, which is basically a database of associated terms called term sets. It can also manage content types. Content types are collections of properties or settings that can act as a container for categorizing documents. Content types can hold metadata, policies, templates, document conversion settings, or even custom features. The documents or list items applied to these content types will then conform to the attributes of their associated content type. Managing these content types in a centralized manner becomes important when dealing with large numbers of lists and libraries in SharePoint. The content type can be defined, used, and re-used across the SharePoint deployment.

Aligning and controlling content types and metadata in SharePoint help search by applying structure to information and extending associated terms applied to that information. Misalignments between existing terms and the terms users expect or use can be remedied by making sure terms and their synonyms are applied to the documents. Administering this in a controlled and structured way with the Managed Metadata service gives the administrator power over such terms.

The Managed Metadata service can produce term sets at a global or local level. Users at a local level can utilize global term sets and their own local term sets but may not use Term Stores local to another site collection or site level.

Follow these steps to accessand set up the Managed Metadata service:

  1. Choose the "Manage service applications" menu item on the Central Administrations main page in the Application Management menu. See Figure 1.

    Figure 1. The Application Management menu in SharePoint Central Administration
  2. Navigate to the Managed Metadata service application. See Figure 2.

    Figure 2. The Managed Metadata service application
  3. Assign administrators for the service, and save the page. These users will be able to create new term set groups and assign group managers to those term sets. See Figure 3.

    Figure 3. Assigning Term Store administrators
  4. Create new groups for term sets, and assign group administrators by choosing the drop-down menu on the Managed Metadata service menu item. See Figure 4.

    Figure 4. A new term set group for the HR department
  5. Create term sets for that group by using the drop-down menu on the new group that was just created. See Figure 5.

    Figure 5. Creating terms in the term set
  6. Add additional tiers of terms and sub-terms to that term set.

NOTE

Term sets can be deleted, but they must be empty of terms to be deleted. Try to plan out term sets well in advance.

1. Tagging

Now that the term sets have been defined and terms applied, users can have an autosuggest-like functionality when applying social tags and notes to documents. Users should be made aware of the possibility of applying tags to documents. If social tags are applied to documents, a query can be used to find documents of a matching social tag by using the socialtag: search parameter in the query box (e.g., resume socialtag:rejected). All other property fields can now also be matched with managed metadata.

There is also an easy way to enable Enterprise Keywords features in lists and libraries that, when enabled, can allow a managed metadata field to automatically appear on the Properties page of documents and list items. When enterprise keywords are enabled on the Enterprise Data and Keywords Settings page under the library or list settings page, users will be able to add metadata from Enterprise Keywords fields (Figure 6). Additionally, and perhaps more importantly, new columns can be created as a managed metadata type and restricted to the values from a chosen term set in the Managed Metadata service.

Figure 6. A list where tags and notes can be applied to add managed metadata

As users add their own keywords to document properties in the Enterprise Keywords field, the values are added to the Term Store under the System term set (Figure 7). These can then be moved into the appropriate section in the Managed Metadata service. See Figure 8. Terms can also be copied, re-used, merged, deprecated, or deleted.

Figure 7. Populating the Enterprise Keywords field from the document properties page in a document library

Figure 8. Moving a user-defined keyword

On the Properties page of each term, the term can be given a description and a default label as well as other labels. The other labels act as synonyms for this term, allowing terms with like meaning to be managed together. A single term or a phrase can be a synonym, but each term or phrase must be entered on its own line. See Figure 9.

Figure 9. Adding synonyms to the term

Do not expect synonyms mapped to a specific term in a term set to change the results in the search results page. These synonyms are simply a helping hand for users and term managers to find the accepted terms even if they do not know what those terms are. In Figure 9, entering "trashed" in the keywords field will give the suggestion for the term "rejected".

NOTE

Term sets can get very large, so SharePoint has a search function built in for querying them to find an exact node in the hierarchy. This can be useful when additional terms need to be added.

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