Sharepoint 2010 Metadata and Taxonomy

According to
Taxonomy: The classification of organisms in an ordered system that indicates natural relationships; The science, laws, or principles of classification; systematics. Division into ordered groups or categories

Managed metadata facilitates more consistent use of terms, and more consistent use of the enterprise keywords
that are added to SharePoint Server 2010 items. You can predefine terms, and you can allow only authorized users to add new terms.

Managed MetaData

Managed metadata
is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.

A term is a word or a phrase that can be associated with an item in SharePoint Server 2010. A term set is a collection of related terms. You can specify that a SharePoint Server 2010 column must contain a term from a specific term set. Managed metadata is a way of referring to the fact that terms and term sets can be created and managed independently from columns.

Local term sets are created within the context of a site collection. Users can see only global term sets and term sets that are local to the user’s site collection.

Terms can be divided into two types: (both stored in DB called Term Store)

  • Managed terms, which are usually predefined, can be created only by users with the appropriate permissions, and are often organized into a hierarchy.
  • Enterprise keywords, which are simply words or phrases that have been added to SharePoint Server 2010 items. All enterprise keywords are part of a single, non-hierarchical term set called the keyword set.

SharePoint Server 2010 includes the Term Store Management Tool, which you use to create and manage term sets.

The Tool is avaiable here – Central Admin à Manage Service Applications à Manage Metadata Service.

SharePoint Server 2010 introduces a new column type named managed metadata. When you create a managed metadata column, you specify the term set from which the column’s values must come. When you want users to provide information for list items (including documents), and the valid values for the information are contained in a term set, use a managed metadata column. Create a new content type or modify an existing content type, and then add the managed metadata column to the content type.

When a user creates or uploads a new SharePoint Server 2010 item of a type that has columns that require a value, the user must provide a value. If the column is a managed metadata column, the managed metadata control is displayed, and the user interacts with this control to enter the value.

The managed metadata control enables the user to type a value or to select a value by hierarchically navigating the term set that is associated with the column. If the user begins typing a value, the control displays all terms in the associated term set that begin with the characters the user has typed. (similar to Intellisense ot Google Search) The name of the term set and the term’s position in the hierarchy are indicated along with the term itself.

To create a new group, click :

Under new group, define new Term Set.

Under the Term Set, add new Term


You could have used the “Choice” drop down bu then if you have more than one places that use this choice, you have to manage all of them.

Enterprise KeyWords

SharePoint Server 2010 includes a predefined column named Enterprise Keywords. (Just a column name) allows multiple values by default.

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