Managed Metadata 101: Taxonomies and Tagging in SharePoint 2010, SharePoint 2013, and SharePoint Online

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1 Managed Metadata 101: Taxonomies and Tagging in SharePoint 2010, SharePoint 2013, and SharePoint Online Questions from the Webinar This is a set of common questions from the audience during the March 19, 2014 webinar entitled Managed Metadata 101: Taxonomies and Tagging in SharePoint 2010, SharePoint 2013, and SharePoint Online presented by WAND, Inc. This webinar was recorded and can be viewed again at: Please contact us if you would like any details about a question below or if you have any other information needs. Mark Leher COO WAND, Inc. (303) x267

2 March 19, 2014 Webinar FAQ Q: Is it possible to add synonyms using the CSV format file? The SharePoint term store CSV import format does not allow you to import synonyms. A workaround for this can be to add synonyms next to the term name in the import file. Then, after you have imported the file, you can simply cut and paste the synonyms from the term name over to the Other Label field in SharePoint. While this is not ideal, it may be easier than manually typing in each synonym. Some third party add-ons have their own import format which do allow for import of synonyms into the term store. Q: What would be your recommendations for organizations that did not implement SP w/ a taxonomy? What do recommend for clean up? If you are implementing taxonomy for an existing SharePoint site, there are a few options to consider: 1) You may want to evaluate an automatic tagging solution as an add-on for standard SharePoint. An automatic tagging solution will tag all existing content with metadata from the taxonomy you create. There are a number of tagging solutions in the market, including a solution from WAND called Datafacet, which does automatic tagging using a rules-based approach. An automatic tagging tool will also tag new content that is checked in so your users don t have to worry about it. 2) Some companies will undertake a project to manually tag a selection of legacy content but to leave most of it untagged and only tag new content moving forward. This approach puts a stronger emphasis on newer content coming into SharePoint. 3) A final option would be to assign metadata based upon location. This would entail looking at existing library and folder structures and assign default metadata values that will inherit to all content in those locations. Q: Would you consider the keywords/hashtags a "folksonomy" What exactly is a "folksonomy"? Keywords and hashtags would definitely qualify as a folksonomy. The word folksonomy is a portmanteau of Taxonomy and Folks. So, it essentially is a vocabulary that is organically created by contributions from the folks. Allowing your users to add their own keywords while at the same time maintaining your own governed taxonomies can be a nice combination. Q: How would you treat a field that is Enterprise Keywords that is being treated like a folksonomy? How would you govern this field? There is no formal method for governing a folksonomy. Essentially, folksonomies are designed to be democratic and organic and thus no real governance is required. When combined with managed taxonomies, the keywords can be a valuable source for identifying new terms or synonyms which you may want to add to one of your taxonomies. You should also review the keywords for any profanity or other objectionable terms which you may want to remove from the list. Q: are Terms able to be cross referenced For example: in the webinar, the term Twin Cities is listed under the term set Sharepoint Saturday. If another term Twin Cities is also listed under some other term set, say called office locations, would searching or navigating by either of the Twin Cities show all the content tagged

3 with Twin Cities? Even if two terms have the same name, they are still separate terms in the SharePoint term store. So, a document tagged with Geography>Twin Cities will not be found if you filter by the term Office Locations>Twin Cities. The way that you can connect the two concept is to go to the original instance of Twin Cities and select the option to re-use the term and then place it in your desired second location. In this manner, both instances of Twin Cities are connected and searching or filtering to content using either location will show all content tagged with the term. Q: When using the copy term feature, how do you 'paste' it or place it where needed? After you copy a term, the copy of the term will be created. You can then place the term where you like it by clicking on the move term function and then navigating to the location in your taxonomy where you would like the copy to be placed. Q: Are Orphaned Terms deprecated terms also? Orphaned terms are not deprecated automatically. Orphaned terms either need to be assigned to a new term set so they have a home or can be manually deleted. Q: Please explain the People term group in the SharePoint 2013 term store. In SharePoint 2013, the people term group is in the term store by default. The People term group contains three term sets: Department, Job Title, and Location. These term sets may be populated automatically based upon actual user profiles in your organization via the User Profile Service Application. Q: Is it possible to export term sets from the term store in SharePoint 2013? Without any add-ons, it is not possible to export term sets from the term store in any version of SharePoint. Q: Is it possible to have columns fill with appropriate metadata as part of drop into library? You can set up default metadata values for libraries (or folders within libraries) by going to Library Settings and choosing the Column Default value Settings menu item. Q: How do you create Term Stores above the farm level (assume you have 4 farms? In SharePoint, the Managed Metadata Service is as service that can be shared across farms. It should be set up on a single farm, which acts as the publishing farm, and then published out to the consuming farms. A Microsoft Technet article describes this in detail at: Q: What is the best strategy on taxonomy for migrating content into SP from ex - shared drives? Some migration tools will have some automatic tagging capabilities built-in or you can look at a separate automatic tagging engine to add metadata to migrated content. You could also use column default value settings to set up default metadata values for the migrated content based upon the location of the migrated content in SharePoint.

4 Q: Is the refiner for taxonomy that you demoed free to use? The taxonomy refiner in SharePoint 2013 that was shown during the webinar is included in SharePoint 2013 search, but it does need to be configured. The specific webpart is called the Taxonomy Refinement Panel. A good primer from Microsoft Technet explaining how to set it up is at: Q: In the webinar, it was mentioned that any metadata that exists in shared drives when migrating will be in system group, is there a way to directly import them into relevant groups No, there is not a way to take existing metadata from shared drives and import them into a term set besides the Managed Keywords. Q: We are not looking to house documents in SP as we have a separate DMS; However, I was wondering if the same process/best practices/etc apply to Site/Pages of content/lists Although the webinar heavily refers to documents, any content inside of SharePoint can be tagged with managed metadata including lists, pages, blogs, wikis. Essentially, any content that can have a metadata column associated to it in SharePoint can be tagged. Q: What are the rules regarding what characters can be used - are they the same as SharePoint? The name of a term cannot contain any of the following characters: ; < > or Tab Q: Have you used any software tools to harvest terms from unstructured documents Tools that extract terms from unstructured documents can be helpful as a supplement to build out your taxonomies. However, they should not be viewed as a replacement for building a curated taxonomy. Q: Looking for best practice. We are a real estate firm with Industrial and Retail Business Units. Both units use very similar document types. Should the business units be a Level 1 Taxonomy? If the majority of your terms are common to both business units, than having a business unit taxonomy with values of Industrial and Retail would make sense. Q: Is the synonyms here same as the Thesaurus synonyms? Synonyms in SharePoint have the same meaning as synonyms in a thesaurus. Q: What level of SharePoint permissions do individuals need to have in order to be added as term store administrators or group managers (i.e., do they need to have access to Central Administration?) The term store can be accessed via central administration but it can also be accessed via site settings so a group manager does not necessarily need to have Central Administration access. Q: Is it best practice to use taxonomies (managed metadata) for all list or document columns or are there situations where using a taxonomy is not best practice?

5 In general, using taxonomies is a best practice for managing potential values for metadata columns. However, using a taxonomy would not be advisable in situations where: 1) The potential values for the column are infinite 2) The potential values for the column are yes or no There is an explanation on planning metadata and term set at Microsoft technet that covers this topic in greater depth at: Q: Is Taxonomy Term store available in standard SharePoint 2010 or is it an additional module? SharePoint 2010 Standard Edition includes the term store. SharePoint 2010 Foundation edition does not have the term store. Q: Do you offer auto-tagging and batch-tagging capabilities. If so, does it require that a base taxonomy already be established? WAND offers an automatic tagging solution called DataFacet which uses a rules-based automatic tagging approach. This means that each term in the taxonomy has a rule associated with it and if a piece of content matches that rule, then it will be tagged with the associated taxonomy term. Rules can be constructed with Boolean operators and regular expressions. DataFacet does not offer any entity identification or term extraction capability, so it does require a taxonomy. January 15, 2014 Webinar FAQ Q: What are the differences between the term stores in SharePoint 2010 vs SharePoint 2013? All of the capabilities for taxonomy and managed metadata in SharePoint 2010 are also in SharePoint 2013 along with some new features in SharePoint WAND outlines the new features of the SharePoint 2013 term store in a guest post on the Microsoft SharePoint team blog at: aspx Q: Are the terms in the term store available across all site collections? All terms managed in the global term store will be available for use across all site collections, either in the enterprise keywords column or in a specific column that you may set up at the library, site, or site collection level. If you wish to have taxonomy terms that are confined to a single site collection, you may create a local term set that will only appear in the term store when access via the site settings link from that site collection. Q: How are terms in the term store used to tune search results in SharePoint 2013? Terms in the term store affect search primarily as a source of refiners which end users can use to filter through an initial keyword search result set. You can also use the term store to set up query spelling inclusions and exclusions to power the Did you mean? capability of the SharePoint 2013 search. Beyond this, most search engine results

6 tuning will be done using Site Settings>Site Administration>Search Query Rules.

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