In a first
post, the process of setup a managed metadata store has been explained, and it
is now time to use the enterprise term store in the different list and document libraries.
This post will review the following steps :
-
Site Column creation
-
Site Content Type creation
-
Document Library creation
-
Metadata navigation setup
As a best practice, every time a custom column is needed, a new content type should
be created, and this has not changed since WSS 3.0 and MOSS 2007. To create a content
type with a managed keyword column, you first start by creating a site column.
In your site, go into the Site Actions menu and select Site Settings.
Under the Galleries section, select Site Columns to display all
the existing columns that have been defined (see below).
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for a larger view)
Click the Create button leads you to the Create Column screen (see
below).
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for a larger view)
At the end of the column type list, a new Managed Metadata type can be selected
enabling you to select the needed term set to this column. The other settings are
the same as in MOSS 2007, except the last one that proposes the selection of the term
set. It is even possible to select a sub-set of the term set, by going deeper in the
tree. Just above the term set selection box, it is also possible to look for a specific
term. Finally, as for the other kinds of column types, you can select a default value
from the term set tree that will be assigned to the column (see below).
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for a larger view)
Now, the column is ready to be used in a content type. Again, in the Site Actions menu,
select Site Settings and then Site content types under the Galleries section
(see below).
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for a larger view)
Click on the Create button sends you to the New Site Content Type screen
(see below).
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for a larger view)
Just enter a name for the content type, a parent one and a group under which the content
type should appear in the list. This screen has not changed since WSS 3.0 After the
confirmation, click on the newly created content type in order to edit it (see below).
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for a larger view)
Under the Columns section, click the Add from existing site columns link.
Remember the group in which the created column has been stored and select it in the Available
columns and click the Add button. Once the column is in the Columns
to add list, click OK to save the content type (see below).
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for a larger view)
The content type is now available for any document library or list.
Clicking on the Libraries link, all the document libraries for the site will
be listed. To create a new one, click on the Create button, select Document
Library under the Library group, enter a name and click the Create button
(see below).
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for a larger view)
You will be redirected to the library. What you need to do now is to add the content
type to the library. In the Ribbon, select the Library tab and click
the Library Settings. In the Advanced Settings, you have to Allow management
of content types and confirm the new setting to enable the addition of content
types to the library (see below).
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for a larger view)
The Content Type to add to the library is the one you created few minutes ago. In
the Library Settings, under the Content Types section, click Add
from existing site content types. From the Available Site Content Types,
click on the one you created and click the Add button (or directly double-click
on the content type), then click the OK button (see below)
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for a larger view)
The new content type will be displayed under the Content Types section.
Now, if you want to restrict the available content types, it is possible to remove
the unwanted ones from the list using the same configuration screen.
To be able to use the metadata for the navigation and the filtering in the different
lists and libraries, the Metadata Navigation and Filtering site feature has
to be activated. This can be done by going in the Site Actions menu, Site
Settings then Manage Site Features under the Site Actions section
(see below).
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for a larger view)
When you come back to your Library Settings, a new option named Metadata
navigation settings will appear (see below).
Click on the link and for both Configure Navigation Hierarchies and Configure
Key Filters, select the column that will store the metadata (see below).
It is time now to upload a new document. Once the document is selected, the next screen
will prompt for a file name and to associate a metadata (see below).
Clicking on the button on the right of the field allows to select the value directly
from the taxonomy picker (see below).
Do this for several documents.
On the left of the document library, a panel where some filtering can be done based
on the metadata or keywords is displayed, but it is also possible to select in the
tree the items we are interested in. On the fly, the list of documents or items is
filtered offering a nice way to find the material we are interested (see below).
In this post we saw how to apply the metadata to a content type then to a document
library to enable us to filter the data more easily (see below).
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for a larger view)
The Managed Metadata Service is not only responsible of the management of the enterprise
taxonomy, but it also provides the content type syndication, which is something that
will be covered in another post, so, stay tuned....
Side note : This is the first time I used docs.com to
edit and prepare a post with the combination of skydrive for
the images. It was quite interesting, really amazing and useful. No need to store
any file on a local drive, everything was online. Really great ! This post is then
also available on docs.com : http://docs.com/15K0
