Summary of How to create Managed Metadata at a Site Level

Main Ideas and Concepts

• Managed Metadata at Site Level:

  The video explains how to utilize Managed Metadata stored in the Term Store at a site level in SharePoint, which allows users to categorize and organize files and list items without needing admin access.

• Term Store Overview:

  The Term Store typically requires admin setup for global values used across the organization, which can limit access for regular users.

• Creating Site-Level Metadata:

  Site owners can create their own terms of metadata that are unique to their site, which are accessible only from that site.

Methodology/Instructions

1. Access Site Settings:
   • Click on the gear icon (settings).
   • Select "Site information."
   • Click on "View all site settings."
2. Navigate to Term Store Management:
   • You can either:
     • Click on "Term Store management" directly, or
     • Click on "Site content types" and then select "Term Store."
3. Create Site-Level Terms:

   Once in the Term Store management, create your own terms (e.g., Document Types). For example, add terms like "agenda" and "Invoice."

4. Create a New Library:

   Navigate back to your home site and create a new library. Add a column for Managed Metadata:

   • Choose "Manage metadata" instead of a choice column.
   • Select the term set you created at the site level.
5. Tag Documents:

   When uploading documents to the library, you can tag them using the Site-Level Metadata you created.

Benefits of Site-Level Metadata

• Allows for the creation of hierarchies of labels, which is not possible with choice columns.
• Provides similar advantages to the global Term Store, such as setting up synonyms and additional hierarchies.

Speakers/Sources Featured

• Greg from SharePoint Maven

Notable Quotes

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Category

Educational

Video