Recapping my webinar w/Idera: Understanding SharePoint Server 2010 Managed Metadata

Wednesday, June 15, 2011 11:16 AM

I just finished a webinar with Idera on the subject of Understanding SharePoint Server 2010 Managed Metadata. The timing couldn’t have been better with a series on metadata I started on my blog this morning!

If you missed the webinar… shame on you? What else could have been that important… some OSHA training? Just kidding… they will have it up for viewing later on the site here (they’ve also got the slides).

We didn’t have time to address everyone’s question but I was able to snag the question log before we shut down. Figure this is as good as a place as ever to answer a few of those questions!

  • Mahmood Q: Is the MMS configuration information including term sets and content types cached on the consuming farm if the MMS is syndicated?

  • AC: No, that’s why I made a point about being careful with your architecture & topology.

  • Daniel Q: When would it be a good idea to associate multiple metadata service apps to a single web app… seems like a lot of admin to me…

  • AC: It is more administration, but maybe you have one MMS that is to be used only by employees and another is shared with customers in an extranet scenario. The Intranet should be allowed to use either so you would have two. Required? Nope… but there are no permissions blocking people from using part of a term set so this is one way to implement that.

  • Tim Q: Can you show how you would change the metadata order and re-publish it to show the change in the order

  • AC: I didn’t show it but when you select a term in the admin tool, there is a tab at the top of the detail pane labeled “custom sort” where you can change the sorting from automatic to manual.

  • Paul Q: Are keywords contained in the site collection and not allowed to other site collections in a web application?

  • AC: Keywords aren’t tied to a site collection. Adding a keyword adds it to the keyword “bucket” in the web app’s default associated MMS instance. All site collections in Web apps linked to that MMS instance can use those keywords.

  • Daniel Q: If a term set can be set for tagging why would you bother with keywords as these are likely contain duplicates when different individuals use a variety of phrases for the same data (in the doc library).

  • AC: If you have something set for tagging, when the user enters it, it will resolve to the term, not create a new keyword. If you have a dupe for some reason, you can promote the keyword to a term set and then merge the two terms.

  • Dave Q: Can tags be accessed by declarative workflows so we can set them via workflow rules?

  • AC: Sure… they are just data in a SharePoint list. Now, as far as I know, workflows built in SPD can’t read terms from a MMS instance. You could write that code in a VS2010 based workflow, but not a declarative one without a custom action.

  • Pheonia Q: Can you do that w/ Site Columns too?

  • AC: [This is from a demo I did on creating a list column of type Managed Metadata] - Yes, you can do this with site columns too.

  • Rob Q: Metadata navigation for a list - how is that implemented? Can I show that navigation only on specific list view pages?

  • AC: No… it’s a setting for the list and is added to the Quick Launch panel for all views in the list… not on a view by view basis.

  • Ketan Q: Tagging content from terms is it stored as part of user profile or part of the term store on per user basis, any reporting available?

  • AC: Both… it’s stored in the profile to make search indexing faster as well as linked to the actual term/keyword. If you update the term/keyword, a delayed process will update where it is being used.

  • Sangi Q: Hello, do we have a limitation of number of terms in the managed metadata?

  • AC: Refer to this TechNet article:

  • Steve Q: Can we import XSD Schema files from other ECM systems?

  • AC: Out of the box no, but you could write something that uses the SharePoint Taxonomy API.

  • Steve Q: Can we de-conflict between taxonomies and folksonomies? In other words, start with keywords, and then migrate over to term sets later.

  • AC: Yup… but you might want to instead start with an open term set and then lock it down so you don’t have to go through the process of promoting each keyword as a term. This way you get your users to not only help in creating the terms but also in organizing them.

  • Greg Q: I read there are limitations with using managed metadata with InfoPath 2010 forms. Do you know of any plans by Microsoft to address this for future releases?

  • AC: Yes, InfoPath 2010 can not work with managed metadata. At this time Microsoft has not discussed future plans for InfoPath.

  • David Q: Is there anything OOB to implement a dictionary and/or glossary view of MMS?

  • AC: OOTB, no… I haven’t seen anything but it wouldn’t be hard to write.

  • Joshy Q: How to bring metadata in a drop down list?

  • AC: OOTB you can’t do this, but you could write something that does it.

  • Rob Q: Can I manage where my folksonomy ‘Tag’ metadata fields are created (i.e ‘My Company Tags’ open term set)?

  • AC: Folksonomy = keywords and thus, they aren’t put in term sets.

  • Maureen Q: What did you say about a connection to the Term Store/MMS would be broken if you did a backup on a site collection? Can you go over that again? And what is the workaround for this?

  • AC: Look at this post for more info: /blog/SP2010-Managed-Metadata-Global-vs-Local-Term-Sets, towards the end there’s a link to another blog post that talks about the issue in detail.

  • Sue Q: Can an existing 2007 site column be changed to use managed metadata and if so then how is the data updated?

  • AC: Unfortunately not… you’d have to do this manually or programmatically.

  • George Q: What happens to native content types in that case, instead of custom content types?

  • AC: Assuming you’re asking about publishing of content types, nothing… you don’t publish everything, you publish specific ones.

  • Leslie Q: Could you please explain the difference between content type and metadata?

  • AC: Content types describe the attributes on content, metadata are the values within those attributes. For instance a content type could be “elected official” with attributes of “name, from, resides, office” and the metadata would be “Barak Obama, Chicago, White House, President of the United States”."

  • Adriana Q: Is it possible to publish a content type from a hub in a site collection if in that specified site collection already exist that content type?

  • AC: Nope… you’ll get an error and you’ll have to fix it up.

  • Greg Q: What business scenarios would content type syndication be appropriate to use instead of using normal content types?

  • AC: Consider my company, Critical Path Training. We have an intranet site, internet site and a few extranets. We have a content type “Course” which is global to our company and we want it to be available in all of them.

  • Karthik Q: Can I have a content type hub in one web application and use the same hub to push the content types down to all the web applications?

  • AC: Yup, that’s exactly how it works, provided all Web applications have links to the MMS where the hub is associated.

  • Mahmood Q: We’ve observed that content types have replicated between content type hubs when two or more MMS’s are linked to a single web app. Is that normal?

  • AC: AC: You cannot associate more than one content type hub with a Web application. You can associate multiple MMS instances with a Web application but only the default MMS' content type hub will be used.

  • Muhammad Q: So does the Managed Metadata comprise only of the Taxonomy and Folksonomy. Can you briefly tell about content types. Can we have some content types as metadata and use them across web apps or site collections?

  • AC: That’s what enterprise content types are… that was shown in the webinar.

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