The Managed Metadata Service is a long awaited feature that provides another tool that expands the SharePoint 2010 arsenal for addressing ECM/document and records management requirements. It enables you to assign keywords and heirarchical taxonomies to documents via metadata tagging.
This example will show you how to create your own instance of the metadata service and then use it to apply tagging to a document.
The SharePoint 2010 architecture has moved away from the Shared Service Provider (SSP) model to individual Service Applications that are independent and can be assigned to Web Applications as required. It is possible to create new Service Application instances based on existing base applications and it is also possible to create your own.
Part 1. The first step in this is to create our own instance of the Managed Medata Service Application. You do not have to do this and can modify the existing Metadata Service but this shows how you can have multiple instances of the same service running on your farm.
- Open Central Administration and click on Manage Service Applications.
- In the Ribbon click on New – Managed Metadata Service.
- A ‘Create New Managed Metadata Service’ form will appear, enter values as follows:
Name: Enter a name e.g. “Parties Term Store”, this is the name of the Metadata Service
Database Name: Enter a name e.g. “Parties_Term_Store”
Application Pool: Select Use existing application pool and choose SharePoint Web Services Default from the drop down, or any other appropriate value.
Part 2. This part shows you how to manage the service that you have just created and enter a simple heirarchical metadata term structure that can then be applied to documents.
- Within SharePoint Central Administration, click on Application Management in the Quick Launch list.
- In the Service Applications section, click on Manage Service Applications.
- In the list of Service Applications click on (and highlight) the row that contains the Metadata Service Application that you created in Part 1. Note that you should click on the first line as there will be two lines for the service.
- In the Ribbon click on Manage and the Metedata management form appears
- In the left hand panel, click on the Enterprise Term Store dropdown list and select New Group.
- Enter a name for the Group such as “Parties” and press Enter. We will now create two top level Term Sets underneath the Parties Group. What we are doing here is creating a simple heirarchy of Terms.
- Click on the Parties group and a dropdown list will appear, click on New Term Set.
- Enter a name for the first new Term Set e.g. “Internal”
- Click on Parties and click on New Term Set again.
- Enter a name for the second Term Set e.g. “External”
- We will now have two Term Sets under the Parties group. The next step will be to add individual Terms under each of the Term Sets. Note that this heirarchy could extend to many levels if required but for this example we will just have one level of Terms underneath the Term Set.
- Click on the first Term Set ‘Internal’ and from the drop down select Create Term.
- Type in a value such as “HR” and press Enter. Note that it assumes that you want to create another Term and creates a new one for you to type into.
- Type “Accounts” and press Enter.
- Type “Legal” and press Enter.
- Click on the second Term Set ‘External’ and from the drop down select Create Term.
- Type “XYZ Accountants” and press Enter.
- Type “ABC Bank” and press Enter.
- Type “LLB Lawyers” and press Enter.
Your Metadata Service has now been configured and is ready to use. In my next post I will show how to use this.