Chapter 16 – Managing Metadata with Sharepoint 2010

Wrox Real World Sharepoint 2010 (P. 577) 02/02/2011. 10:01PM

Metadata is a set of standards that people agree upon for describing certain types of information.

Metadata is about controlled vocabulary. For example, you want a list of movie categories to describe movies; purpose is to prevent authors from defining meaningless metadata values.

“Taxonomy is a collection of controlled vocabulary terms organized into one or more parent child relationships to other terms in the taxonomy”.

Sharepoint 2010 supports the following —
1. Simple List: simple look up list
2. Synonyms: it is possible to define synonyms, abbreviations, and preferred terms using the new managed metadata infrastructure in Sharepoint 2010.
3. Taxonomy:
4. Thesaurus and ontology: Thesaurus is an extension of taxonomy.

Taxonomy VS Folksnomy
folksonomy is a term used to describe the result of adding metadata in the form of open-ended labels called tags by a large groups of people. It’s a taxonomy build by end users.

Managed Terms – pre-defined by a small group of people. Organized into a hierarchy. Supports synonyms and abbreviations, and multilingual user interface (MUI).

Enterprise keywords – a super text field – but you will get auto-completion and preferred keywords. You can promote a specific keyword to a managed term.

Working with the Term Store Management Tool —

Central Admin Manage service Applications Manage Metadata Service Term Store Management Tool

MMS is term store – has administrator(s)

Multilingual scenarios —
1. Install Sharepoint language pack
2. Select language and translate each term.

Limit: (p.587) 11:43PM
1 term store = 1 million terms
term group = 1,000 term sets
term set = 30,000 terms

Using the Service Application —
Managed metadata service controls two distinct features – (1) Term Store and (2) Content Type Syndication.

Content type syndication – Content type hub is designated as source and can share content types to every web applications using the Managed Metadata Service….

Understanding Location-Based Metadata —
Location-based metadata manages the default values of metadata fields based on locations so they’re available when user edits a document. Set metadata automatically depending on where you upload the documents.

Say you have a document library and inside you have folder structure such as this one. And you want to set a default value to one of the fields (such as Department) depending on which folder a user uploads the file to.

You go to the document library’s Library settings page, under General Setting, click, click Column Default Value Settings

Click on each folder on the left, and click a field column name to set the default value for that column:

Provide a default value. Done.

Navigation Hierarchies and Key Filters —
Both appear in the lower left corner of the screen.
First, must activate the site feature

Navigation Hierachies – provides a hierachial tree view that allows users to filter items in a document library or list by selecting the Nodes. (not working for External List)
Go to List Settings page and select MetaData Navigation settings:

In the next screen, select and add the fields that you want the navigation/filtering to base on. When you return to browse the list you wills ee this navigation: clickon a performance to filter

Key Filters – filtering capability with google suggest feature.
Use this key filer to filter:

Document Sets and Metadata Behavior —
Document sets are a new type of object in Sharepoint where multiple work products (files) are managed as a whole. Features:
1. Group docs together
2. Provide with a welcome page
3. Link a number of allowed content types to the document set.
4. Enable to add default documents to the document set
5. Provide the capability to create a version snapshot of the document set. Requires that versioning is enabled.
6. Enable work flow at the document set level.

Document set is enabled as a Content Type. So simply add the Document Set
content type to the library (need to allow managemen of content type first)

Content Organizers – it’s all about routing documents
the content organizer routes documents not only based on content types, but also based on other metadata attributes. It will even build a folder structure based on the metadata attributes values. Use Rules to define the routing logic.

Must activate Content Organizer
feature at the site level –a new library Drop-Off Library will be created; also on the Site Administration section, two links are created – Settings and Rules.

Rules: If the document is <Content Type> and/or <property such as file name> <condition such as equals to> <some value> then send the document to <Library URL>.
Settings: Force user to use Content Organizer to upload files? Create folder based on attribute? Who can manage rules? Submission point (Content Organizer URL for other sites to route their docs to)

Content Type Syndication – Central management of Content Types
Allows for central amanagement of content types, while providing the capability to publish 9syndicate) these content types.

A content type that is syndicated through a content type hub is called Enterprise Content Type. How to configure —
1. Go to your MMS, and click property.

2. Scroll down to the bottom and specify the URL of the site collection that will be the HUB

3. Click the MMS Service Connection and click Property, make sure the Consume content types….. is checked.

Now this MMS and HUB is ready to publish content types.

On the HUB’s Content type setting page (for each content type), there will be a link that says Manage Publishing for this Content Type:

Click on that link and you can Publish/Unpublish/Republish
the content type.

There is a timer job that does this – every 15 minutes.

Lookup columns will not be syndicated. Workflow association will be syndicated, but not workflow definition. IMP policies are linked to the content type are pushed;
You can see the Hub/syndication status form the page:

Social tagging and Metadata —
Before we looked at authorative tagging. Now scocial tagging. Allows users to add keywords to
. These keywords are in addition to the metadata provided by content authors.

In Sharepoint 2010 – both authorative tagging and social tagging
use the same backend – TERM STORE.

Social tag is not stored with the item; but rather in social data database. Social Tagging Feature is linked to User Profile service.

Using Taxonony API:
1. To instantiate a TaxonomySession, which can commit changes to TermStore object,

Remote Access to the Term Store —
Taxonomy API is not available in Client Object Model.

Tweo ways to sccess MMS remotely:
(1) TaxonomyClientService.asmx (web service) – Use this for your application

(2) MetadataWebService.svc (WCF) – Only For WFE to communcate with Application server.

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