In the last posts we created a managed metadata service application and a term store with sample data. Our term store was assigned to a web application that contains one site collection. In this post we are going to see how to use the data in your sample term store in a managed metadata column added to a SharePoint document library.
Overview
SharePoint 2010 uses the managed metadata service application to provide organization wide values for following scenarios:
- Use enterprise keywords and tagging functionalities for your farm
- Define a taxonomy and use it within metadata columns in a SharePoint list and library
In this post we are showing the last of two scenarios. Find more information on how to enable the enterprise keywords on this post. Finally, find here a TechNet article that introduces the social tagging features if you are interested in the first scenario.
Prerequisites
Before we are going to enable a metadata column we have to follow these prerequisites:
- you are using at least SharePoint 2010 Standard
- you already created a managed metadata service application and assigned it to the web application you are going to use
If you need help in setting up a managed metadata service application and create a taxonomy, then follow my previous posts.
Creating a managed metadata column on a list/library
In this demonstration I already created a new document library. This document library is going to be extended with a managed metadata column that contains the different departments in our organization (check the sample term store in my previous post). The aim of this customization is to associate a single document with a department. The steps that I followed are:
- In the document library go to Library –> Create Column (you can access the columns also under Library –> Library Settings)
- the window Create Column pops up
- Define as column name Department (the name of the column can be freely defined)
- select as type Managed Metadata
- the Create column window refreshes and provides you the last settings below
- Select Use a managed term set and select the Departments term set (alternatively you can use the Customize your term set option. This option permits you to manage your term set only for a single site collection. It is not shared to other site collections and not used in the enterprise keywords.)
- Press OK and you added your managed metadata column
you can maintain the column afterwards by making your changes under Library –> Library Settings under library columns.
Finally, we only need to test our changes by uploading a test document. Press the upload button of the document library and choose a file. Afterwards, you should see the managed metadata column as document property displayed before finishing the upload.
The managed metadata column provides you a selection button on the right side of the text box (the two small labels). You can either insert directly the term in the text box or choose from the selection button. If you do latter, a new window will pop up with the definition of the departments of our managed metadata service application.
Summary
In this post you saw how to create a managed metadata custom column on a SharePoint document library. This metadata column uses the sample data of our managed metadata service application. This is the last post about the term set and managed metadata service applications. In the next and last post of this post series we are going to see the last feature of this service application… the content type hub.
Hope this helps,
Patrick
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