SharePoint Server 2013 and 2016: Overview of Managed Metadata
In this article, let us see the systematic procedure to create and configure Managed Metadata Service Application in SharePoint 2013 and 2016.
Summary
Firstly we need to know that why Managed Metadata comes into existence.
As all of you knows about Lookup column in SharePoint, that fetch the data and text from another list inside same site. When user wants to use of lookup column to another site / collection then it creates problem as lookup column works in same site context.
To overcome this problem, Microsoft has introduced a type of column i.e. Manage Metadata a.k.a. Taxonomy column (with release of SharePoint 2010), this column works as lookup column works but it has a wide area of scope in your farm / tenant. Taxonomy column will be defined in Central admin / tenant admin (In SP 2013 and onwards site collection level also) level so its scope is to entire farm / tenant. If any site / collection want to use / reuse the same data as in another site then it is good to create Taxonomy column.
Today we will learn about SharePoint managed metadata including terms, term sets, taxonomy, Groups, Term store Administrators, Group Manager, Contribute permission.
This will apply to SharePoint 2010 (As Manage metadata introduce with this version), 2013 and 2016. So, let us start with what is Managed Metadata Service:
Managed metadata is a hierarchical or can say classified collection of centrally managed terms that we can define, and then use as elements for items in SharePoint Server. It is allow using metadata and sharing the content types on-site collection, web application and farm level.
Before stating we have some keywords with Managed metadata, would like clear that first: Taxonomy, Folksonomy, Terms and term sets
Starting from short description and can say definition for each above keywords.
Taxonomy
A taxonomy is a frequently referral about saying this information architecture of your site collections or sub sites, Also it is a hierarchical classification of words, labels or terms that are organized into groups based on similarities.
Folksonomy
Users collaboratively apply words, labels or terms to content on a site in a Classification. Used to enable content classification to evolve with user to change accordingly.
Terms
A term is an individual items or a phrase that can be associated with an item, which comes under terms set in SharePoint Server. A term has a unique ID, and it can have many different text labels. If we will little bit advanced with terms, there are two types of terms called: Managed terms & Enterprise keyword. We will see definition and use of it later of this article.
Term set
A term set is a collection or group of related terms. It is depending on where a term set is created, its scope can be local or global.
Group
A group is a set of term sets that all share common security requirements. This is shown and configured for user who have access. In simple word, we can say, "Groups define security boundaries".
We cleared about terminology used for Managed Metadata service, let us start creating Managed Metadata service on SharePoint server and we will demo for each points with screen shots:
To Create Managed Metadata Service on SharePoint Server,
- Open Central Admin site, user should have admin rights to create services on server
- Below screen shot will on the screen once we have opened Central Admin:
- Here click on manage service application under the Application management. Which is highlighted on above screen shot.
- From the Manage Service Application click on a new drop-down button from Service Application, tab. Here click Managed Metadata Service from New object drop down, shown below screen shot:
- Immediate to clicking on the same it will redirect us to new page called Create New Managed Metadata service. Down the page we will getting many of required box which should be enter to create new Managed Metadata service, followings are the same:
Service Name
Name, which will show under created application page, it may be any name should be identical.
Database server: Name of database server name
Database Name
Database name for this service
Database authentication
Select as per your farm Application Pool: it is used to run the service; we can either use the existing app pool / create a new one by selecting the option available.
Configurable
User name of this service, we can register new user name as well.
Content Type Hub: type service application name for content type
Below are the screen shot for more details:
https://lh5.googleusercontent.com/BUxHgh3ohfJb0BxJiLE3osHYNraD558DUUkZrBXVnTab3dZL8RHyJbh3L7qSm6DTDAjhwdS3HBrtqaxvnwDb39Z4ZesCldvD-zmsbD3KVIk2z5WM4aodwQtrUJsPq7d8KenKD00BakUDd9znkg https://lh5.googleusercontent.com/3NAmDSlTmNxlYDvDD_r97PjqaXsr0nDaY_PRFMfYTCgQ6YxYvypQ8C9bk684y5HsQePJOys4jUzt_j3Xi3_86Bd5BGjd2yyfX51itFr9ky1599dqv1-nxpDzI1t2ly5Yfb2vrJBDzgxpc8L7Dw
- If you want to register new managed account, click on the register new managed account and enter user name and password:
- Once all done, click on OK option and wait for some time, now the Managed Metadata service is configured.
- We can check for Managed Metadata service application, go to central admin page, and select Manage services on server from Application Management quick launch.
- If Managed metadata service will be Stopped stage, we need to start the Managed Metadata service. If you start this service, Managed Metadata creates the service applications.
- Go back to central admin page, select managed Service application and can see managed metadata service is created and status is showing started. See below screen shot:
- We can verify from SQL Management studio, database is created.
- Click on Managed Metadata service, the setting page will get open
- Once the Managed Metadata service is created, we can create new Managed metadata as well, right click on taxonomy term store option shown below and create new group and assigned the name, here we can change term store administrator, contributor as well.
- control on the top ribbon page under the tab called service application, it will pop up a page, here we need to add user name and click on ok, if you wish to remove any user we can remove from here itself, select user and click on remove.
Adding New administrator for Managed Metadata from Application server page, click on administrator With this, we are done with overview of Managed Metadata and Creating the Managed Metadata Service Application