Manage SharePoint Taxonomies with MetaVis Migrator

One of the most powerful features in SharePoint 2010 is Managed Metadata Columns. These columns allow users to pick values for a custom field from large list of values using easy and efficient GUI with hierarchical selections, filtering and type-ahead capabilities right at the tip of the mouse. For the best utilization of the managed metadata columns power they should rely on the hierarchical lists of values called taxonomies. Taxonomies could be created by administrators or power users, librarians or taxonomists. Taxonomies could be also created by the content authors tagging content with new metadata. In this later case managed metadata columns may be configured to accept new values from the users. These values will be inserted into taxonomies at the time the content gets tagged.

Taxonomies are defined in a Term Stores. Term Store is one of the objects managed by SharePoint 2010 new Managed Metadata Service. Term stores as well as terms inside them are shared between multiple site collections on the same server farm. This feature allows managed metadata columns from different site collections refer to the same terms. Term stores contain taxonomy groups. Groups allow administrators to set up term set security governing permissions for managers and contributors for all terms in the group. Each group may contain several Term Sets. Each Term Set may define certain topic and contain a hierarchy of terms. A term is a basic building block of SharePoint 2010 taxonomies. A term defines a value that could be selected by a user with managed metadata column. Terms may also contain hierarchies of other terms.

SharePoint 2010 provides pretty good administration for taxonomies in Central Administration site. Taxonomy management screen is also accessible from the site properties panel. Taxonomy management in SharePoint 2010 even includes Approval workflow for terms with delayed publishing or certain term hierarchies at the given time. However there is no easy way to re-organize different branches of the taxonomy hierarchy, merge several branches in one or copy term trees between term sets. The need to do this often arises when taxonomies got collected by the power users using editable managed metadata columns and then need to be re-organized by administrators to present best selection hierarchies for the regular authors or content taggers to use. The other need that often arises when managing taxonomies is to copy term sets or parts of the term set tree to completely different SharePoint server farm.

After realizing that these basic copy operations with terms will be useful for SharePoint 2010 community we added term store manager in MetaVis Migrator for SharePoint . Below is the picture of MetaVis view of SharePoint 2010 Term Store. You can see there a Term Store with Term Groups underneath, Term Sets like Cameras or Countries with term hierarchies. MetaVis allows to copy any of these objects from the term group and down the hierarchy and paste it to any other object inside the same hierarchy, to the other server or in the middle of the taxonomy tree of the other server farm.

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5 Responses to “Manage SharePoint Taxonomies with MetaVis Migrator”

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  2. Merge SharePoint 2010 Term Sets with MetaVis Migrator « MetaVis Architect for Sharepoint Says:

    […] Sets with MetaVis Migrator By sparchitect Sometimes it becomes important to copy SharePoint term sets between different SharePoint server farms. The first idea is to delete the term set or part of its […]

  3. One Year in MetaVis Development « MetaVis Architect for Sharepoint Says:

    […] 2010 including many SharePoint 2010 specific features like copy and map managed metadata fields, copy and merge term sets, copy document […]

  4. MetaVis Blog» Blog Archive » One Year in MetaVis Development Says:

    […] 2010 including many SharePoint 2010 specific features like copy and map managed metadata fields, copy and merge term sets, copy document […]

  5. MetaVis Blog» Blog Archive » Merge SharePoint 2010 Term Sets using MetaVis Migrator Says:

    […] it becomes important to copy SharePoint term sets between different SharePoint server farms. The first idea is to delete the term set or part of its […]

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