Information Architecture and the Managed Metadata Service: A to Z (MIT13) – my notes

SharePoint Connections 2010, Den Haag, 29 September 2010

Session: Information Architecture and the Managed Metadata Service: A to Z (MIT13)

Speaker: DAN HOLME

• Term Store hierarchy
  • TERM Store -> TERM GROUP -> TERM Set -> TERM
• Other labels (synonyms): if other labels(synonyms) are input for a given term, when the user types one of theses synonyms in a list where he uses the managed metadata, what the system will keep in the list is the real term and not the synonym
• The number of available working languages of the TERM Store depends on the language packs installed on the server.
• Security:
  • Security at the TERM Store scope: you need the be declared as ‘TERM Store Administrator’ to be able to manage the TERM groups
  • Permission for who has the right to do what with the terms is situated at TERM GROUP level (Group Managers, Contributors) -> delegation to librarians for the management of the TERMS is now possible.
  • TERM Sets have a Contact and Stakeholders fields but these fields do not set any permission levels. If a contact is put in the Contact text box at the level of the term set, then a “send feedback” link appears for users when selecting terms from that term set using browse button in a SharePoint list using a Managed Metadata column.
• If you change a term, the change will be reflected to all items being tagged with that term – this can create a historical data consistency
• If you delete a term, it will be deleted in all items being tagged with that term
• Known Managed Metadata Service LIMITS:
  • 30 000 TERMS per TERM Set
  • 1 000 TERM Sets in a TERM Store
  • 1 000 000 TERMS in a TERM Store
• OBS: as it is, the management tool of this Managed Metadata Service is not great…dealing with thousands of TERM can be a pain.
• Metadata driven navigation on SharePoint lists – very useful to filter lists and find content
• Content Type Syndication
  • = Define the content type once and use it in multiple locations
  • How you do it: define a Publisher HUB = a site collection to which we publish the content types; Content Type HUB is a property on the Managed Metadata Service Application which indicates the site collection serving as publisher for the syndicated content types. (known bug: you have to type this property correctly as it can not be changed later)
  • Configure Service Application connection: Managed Metadata Service Connection (proxy) properties have to be checked as well to allow connections to the HUB:
    • Consumes content type from the define HUB
    • Accept updates of the published content types.
  • Two timer jobs to consider so that all works:
    • Content type hub job
    • Content type subscriber job
  • The published content type will be available in subscribers’ content type galleries
• Important takeaway: Create a site collection dedicated as a content type hub for enterprise wide content types
• MMS can be published across sites.

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