Metadata term store management - Part-2

If you have not gone through part-1 of this series, I would recommend you reading it first and then continue reading from here.

When you are on term store management page, you should be viewing something like this.

The system folder that you see on the left side is the default folder that comes up with management store. All the keywords are defined by the users accessing the site. These keywords have come from tagging feature across the site. They belong to open submission policy. If a tag is not defined in these keywords list and if any user tags any content with some other phrase or word, then that word or phrase gets added to keywords store and becomes available for users to tag.

If you see on right side, you get to see options like importing a csv file to create a terms or terms set rather than creating it manually. Sometimes you may have many terms to enter, hence this option comes handy. We will look into this option in next part of this series.

You can define the term store administrator. Terms store administrators are the one who handles the overall piece of cake here. They are the main authorities to handle the overall term store management. The best part is they can create a term set group and can assign a group manager who maintains the terms that are part of that group.

Language selection is also an option. If you have multiple languages installed, then you get to choose different options as well. For me it’s only English and I am keeping it very simple.

When you click on the keyword, you get to see little different options on right.

You can here also define the owner of the keywords, contact person whom suggestion will go. If mentioned, then suggestion options become visible for users to send feedbacks for tags to this user.

You can also define stack holders to be notified when any major changes happen to a term set. Because when we talk about term set, it belongs to a group and group has some defined tags which need to be used by users across the group function. So this feature comes handy when any changes happen to the term sets.

You can have the entire keywords available for tagging or disable for tagging. When checkbox is checked, all users can view these options for tagging and when checkbox is not selected , that means user will not be able to tag any item by using these tags.

Here is the difference between these two; when selected and when not selected.

You can also hide individual term not be enabling for tagging.

If available for tagging then users gets this option otherwise they do not see this tag.

You can also delete or move a keyword to a term set. We will see move option very soon.

Now let’s go ahead and create a group term set. Term set is grouping of related terms.

Click on managed metadata service. Click on create group. Give a name technological.

 Now we need to add Term set, here we can either import or we can create. Right now we will create the Term Set. Give a name Technical.

Now we need to add terms inside it. So go ahead and add the Terms. Go ahead and add terms.

I’ve added terms and terms inside .Net term. We are creating hierarchy representation for .Net categories terms.

Now let’s go ahead and add tag some of the items to see how we get the term set appearing for tagging.

I am typing Silverlight, and it gets me a term suggestion coming from term store that we’ve defined.

When we start typing .Net, we get suggestion.

This way we can create hierarchy of terms that suits the requirement and accordingly can guide people to tag the item. This can definitely improve the search and saves the time for searching the content.

In next post, we will see how we can import Terms from CSV file because there are chances where you have many terms to define and manually defining terms can be a tedious task.

Read Part-3 for further reading.