Chapter 16 – Managed Metadata Service Applications

Wrox Professional Sharepoint 2010 Administration (P. 445)

Managed Metadata service – also called texonomy service.

Advantage of Managed Metadate service —
Provide a collection of metadata and content types to all sites within the Farm. Managed at a farm level :
1) A global framework – sites can cunsume the services and then extend them as needed
2) Consistency in data entry – by configure preferred values you can provide alternative selections to users when they enter values. For example, when user enters “car” or “vehicle”, SP will suggest “automobile”.
3) type ahead, prefreered values, and recently used values.

Features of Managed Metadata —

Column Types: Two new types of site column can be configured at a global level –

* Managed Metadata – a choice field that is configured to pull from levels within a global term store.
Within Central Admin, you can create term store that are used to populate various column types within SP. Term stores are collections o flike values. Can be populated manually or through a .CSV import file. The terms, or keywords are managed at a global level and consumed by sites and webs.

* Managed Keywords –very similar to managed metata, with the key difference that end user can enter new terms into the store.

Content types —

Managed Metadata Service —

[Managed Metadata Service]
is provided to different sites through the creation of a service application.

To prepare a new instance of the Managed Metadata service for use within the environment:
(1) Central Admin Application Mnagement Manage Service Applications
(2) To create a new Managed Metadata service application, select New
Managed Metadata Service option from Ribbon.

If this is checked, then the new service application will be associated with a web application when the web application is created.

Once the new instance is created:

Click and you can see the [Term store Management Tool], which allows you to configure options.

When a new web appl is created, it can either be automatically associated with the default service applications or can be configured using a custom set of service applications. Can change the association via: Central Admin Application Management Configure Service Application Associations.

Structured Metadata – collection of terms that are tightly controlled and only modified through a strict set of reviews.
Un-structures Metadata – collection of temrs that can be updated by users at will.

Terms are values selected by users in the system.

For each Metadata group, there are two configurable permissions:
(1) Group Managers – may add any items to the metadata group and also assign Contributors
(2) Contributors – Only add terms and configure group hierarchies.

Term set properties —
(ownership) Owner, Contact and Stakeholder. (Usability) Submission policy (closed or open), Available for tagging.

Term properties —
For each term, you can enter the synonym for the term.

If a user types “Form #2”, then “Form 2” will be saved/stored.

Using Managed Metadata fro your SP Sites —

On a list/doc library page, click [create column] to create a new column.

Select [managed metadata] as the column type

Search, locate and highlight the term set you want to use for this new column.

Or, you can use a custom new Term set created on site:
(note: this term set is only available to other sites in the site collection, and will not appear in the farm matadata term sets.)

This is called Column-Specific Term Set

When you add a new list item, in the New form, you will be prompted with available values as you type.

The metadata column can be configured/changed like any other columns; go to the page, List tab à List settings à select a column to edit property.

Features of Managed Metadata —
Type ahead – similar to Google Suggest
Browsing for valid options – user can browse and select an available value.

Office UI: From within the Office applications, the Sharepoint document properties can be accessed two wasy (1) Document Information Panel and (2) Advanced Properties.

Metadata Navigation —

Create dynamic filters based on metadata. à Configured from the [List Settings] page.
Under General Settings:

If you configure the Navigation Hierachies
(add item from left à right)

Then on the side menu you will see hierachy filters. Click on the value and the list will be refreshed and filtered.

If you Configure Key Filters…

You will see this in the side menu (similar to a search box but is used to filter the list once you click [Apply])

By defaukt, each column has a filter in a drop down menu

But if the column is configured as a Key Filter, then the filter option will not be available!!!

Content types —

Content Type hub – responsible for managing content types that can be published to all site collections that are consuming services provided in the managed metadata service.

The Content Type Hub is configured once for each managed metadata service.

 In Manage Service Application, select a managed metadata serivce application (such as HR Only Metadata), and click [Property] in the ribbon. Scroll down:
Enter a site collection URL as “Content Type Hub”.

Once you set the content type hub, there is no way to change it back.

Content type publishing is contreolled y two timer jobs (1) Content Type Hub and (2) Content Type Subscriber.

Click the connection name (the one under the metadata name), and click property button. Check the “Consumes….”

To create and publish content type:
Go to your site collection, and create a new content type. (Site Actions à Site Settings à Site Content Type à Create)
Once create a new site content type (and optionally group) and add columns to it, then in the new content type’s management screen, you will see this link:

Then you can publish it. After that you can follow the same process to re-publish or un-publish.

The go to Central Admin à Timer Jobs, and run the [Content Type Hub] and [Content Type Subscriber]

The various published content types can be viewed using the Content Type Publishing option.

The receiving/subscribing Site collection can configured the subscribed content ype by click on it. It can use this subscribing content type as a parent content type in its site collection.

Unpublish a content type:For any subscribing sites that have implemented the content type, a local copy will be created; the local content type can then be updated; however, any documented created with the content ype will be read-only, and will not be updated if the associated content type is updated.

(1) workflow and (2) Lookup column might not be able to publish because it depends on whether they work on the subscribing site collection.

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