Prepared by

Sriram BalaSharePoint Practice

Microsoft SharePoint 2013 -

ConfiguringMetadata ManagementVerified Against Build #15.0.4128.1014

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Table of ContentsConfiguring Metadata Management......................................................................................3What is managed Meta data service?...................................................................................3

Taxonomy, terms, and term sets Taxonomy.....................................................................3Term types and the term store..........................................................................................4

Creating an MMS application................................................................................................4Configuring Metadata Management......................................................................................7Manage permissions and roles for term sets......................................................................18

Managed metadata roles.................................................................................................18Add Term Store Administrators.......................................................................................20Add Group Managers.......................................................................................................21Add Contributors.............................................................................................................21

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Configuring Metadata Management

What is managed Meta data service?Managed metadata service allows to use managed metadata and share content types on Site collections and Web application level. Managed Meta data service application publishes term store, content types in site collection/Web application level and a managed metadata connection in share point. 

By enabling managed Meta data service application, managed Meta data service will be automatically created. Service will identifies the database to be served as term store and connection provides access to the service. All enterprise managed terms will be stored in the DB that specified by managed metadata service. Whenever administrator creating connection to the service and publishing the managed metadata service, they need to know the URL of the service. We can also use managed Meta data service to share content types.

To use managed Meta data, a web application need to have connection to the managed metadata service. When managed Meta data service is created, a connection will be created to the web application.

Taxonomy, terms, and term sets Taxonomy

SharePoint taxonomy is a collection of bits of information that are built in to a hierarchal structure known as a taxonomy scheme. By using such a scheme, enterprises can define how information is managed, searched, cataloged, and defined. Ultimately, such a scheme yields a consistent set of catalogs, terms, term sets, and enterprise keywords which users who are familiar with the enterprise lexicon can easily understand.

The most basic piece of metadata in a taxonomy structure is a term. Terms at their basic core are pieces of descriptive information, or metadata, which are in the form of a word or phrase, that describe a SharePoint object such as a file. When you group these terms into related sets, they are called term sets. When these term sets are merged into larger sets of term groups, they are called managed metadata.

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There are two types of terms which are defined by how they are used:-

● Global term sets are those that are created independent of any one particular site collection so that they’re available to site collections in web applications that are associated to that particular MMS service application.

● Local term sets are those that only exist in that particular site collection and cannot be used outside of that site collection.

Term types and the term storeNow that we have defined the exact nature of the individual terms, we can provide examples of how you can use them within the SharePoint farm. We will look at the roles the terms can fulfill and how they are brought together inside a greater unit called a term store.

Creating an MMS applicationWhen building and using an MMS application, you should delineate service active directory accounts with specific roles. Regardless of which method you choose to build the MMS, you must first start the underlying service instance. By default, when you first build the farm, this is not started to save system resources.

Starting the MMS application instance:-

1. Open Central Administration.2. On the Quick Launch bar, click Application Management3. On the Application Management page, in the Service Applications section, click Manage Services on Server.4. Click the Start link across from the Managed Metadata Web Service.

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Now that the underlying service is started, you can proceed to creating the MMS application, which will give you control over the service application. We have outlined the two different methods that are available.Creating an MMS via Central Administration1. Open Central Administration.2. On the Quick Launch bar, click Application Management.3. On the Application Management page, in the Service Applications section, click Manage Service Applications.4. On the Manage Service Applications page, on the ribbon, click New and then, on the menu that appears, click Managed Metadata Service.5. In the Create New Managed Metadata Service window, provide the needed information in the various boxes.

Name Type the name that you want for the MMS. Because there might be multiple MMS applications, for functionality or security reasons, ensure that each one is named uniquely and appropriately.

Database Server Type the name of the SQL server on which the MMS application database is to reside. The default SQL server where the SharePoint configuration database is the default value. This might or might not be on the same SQL database as the configuration or content databases.

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Database Name By default, the database name is MMS_Service_DB_<GUID>. A 32-digit globally unique identifier (GUID) is added by default, assigned to ensure that there is no possibility of duplicate names in MMS databases. We recommend naming the MMS database appropriately for its intended purpose. This way it is easy to identify and harder to confuse.

Database Authentication It is strongly recommend to use Windows authentication. The actual process of building the MMS and associated database are built by using the farm system account that was used to run the Central Administration.

Failover Database Server When configuring the MMS application, you can add a failover database server when using either SQL mirroring or SQL 2012 Always On availability.

Application Pool As with other service applications, MMS uses an Internet Information Services (IIS) application pool to execute its processes. You have the option to use an existing application pool if other SharePoint service applications have already been configured. This might be a preferable option for system efficiency, but it shares a service account. Optionally, you can also create a new application pool. When creating a new application pool, you can additionally specify which service account it should use. Alternatively, you can also select a previously configured service account or create a new managed account. You can register a new managed account for use in the new application pool by using the Register New Managed Account link. When using the Register New Managed Account link, you must have a previously created domain account. You can also use the option to turn on automatic password changes functionality.

Content Type Hub Enter the URL of the Content Type hub that the MMS application will use content types.

Report Syndication Import Errors from Site Collection Using This Service Application When turned on, logging of the importing and exporting syndication errors from this service application can take place.

Add This Service Application to the Farm’s Default List This option automatically adds the service application to the default proxy group.

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After the MMS application is complete the new service application will be built along with the appropriate MMS Application Proxy. By default the MMS Application Proxy will be associated with the default Service Application Associations.

Configuring Metadata Management

Configure the managed Meta data service in central administration. 

Central Administration--> Application management-->Manage service applications 

In Manage service applications, add new managed Meta data service as shown in the image below.

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Add Name, Database name, Application pool name details in the popup as shown images below.Name: Name of the service.Database name: Name of the data base for the service.Application Pool: Application pool to run the service.

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Managed meta data service will be created in the service applications. 

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Check managed metadata web service is running in the services (Application management--> manage services)

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After creating managed Meta data service, we need to check the following properties (Managed Meta data service--> Properties (top ribbon))

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Default Keyword location: To store new enterprise keywords in the keyword set associated term store in the managed Meta data or not.

Default term set location: To store term sets, while creating managed meta data site columns in managed meta data term store.

Use Content Types: This option will available only if the service has hub defined to share content types. This option need to select when to make content types that associated managed meta data service available to users of sites in the web application.

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Push-down Content Type Publishing updates from the Content Type Gallery to sub-sites and lists using the content type: This option need to select when update the existing instances of the changed content types in sub-sites and libraries.

Check the permissions for managed meta data service (Select the service--> click on Administrators (top ribbon)), assign administrator to the service as shown the images below.

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By clicking on the managed Meta data service, it will redirect to Managed Meta data screen as shown in the image below. There we can create new groups, term sets and terms.

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Manage permissions and roles for term setsManage permissions and roles include tasks as,

Managed metadata roles Add Term Store Administrators Add Group Managers Add Contributors

Managed metadata roles

If you want to create or manage the terms or term sets by using the Term Store Management Tool, then you need to be assigned explicit permissions to work with managed terms. The scope of the tasks you can perform in the Term Store Management Tool is determined by the specific role that you are assigned. Term Store Administrators have the broadest permissions, while Contributors (not to be confused with individuals who have the Contribute permission level for a site) have the most restricted permissions, and are limited to term set-level actions.

The Term Store Management Tool has the following roles:ROLE TASKS THIS ROLE CAN PERFORMFarm Administrator

Create a new term store. Connect to an existing term store. Add or remove Term Store Administrators.

Term Store Administrator

Create or delete term set groups. Add or remove Group Managers or Contributors. Modify the working languages for the term store. Import term sets. Create, rename, copy, reuse, move, and delete term sets. Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the te r term set is available for tagging. Create, rename, copy, reuse, merge, deprecate, move, and delete terms. Modify a term’s description, labels, default label, and whether the term is available for tagging.

Group Add or remove Contributors.

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Manager Import term sets. Create, rename, copy, reuse, move, and delete term sets. Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the t term set is available for tagging. Create, rename, copy, reuse, merge, deprecate, move, and delete terms. Modify a term’s description, labels, default label, and whether the term is available for tagging.

Contributor Create, rename, copy, reuse, move, and delete term sets. Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the te term set is available for tagging. Create, rename, copy, reuse, merge, deprecate, move, and delete terms. Modify a term’s description, labels, default label, and whether the term is available for tagging.

 NOTE    When you configure a term set, you can also designate a group or an individual as an Owner, Contact, or Stakeholders for the term set. These three labels do not grant the groups or individuals you assign to these labels any specific permission to work with the term set. These properties simply provide a useful way to track the business owners or stakeholders for a term set.Depending upon how the connection to the Managed Metadata Service application has been configured, general users of a site, who have at least Contribute permissions for content on the site, may be able to work with managed metadata in the following ways:

Site users who have permissions to modify lists, libraries, or content types (for example, members of the Site Owners group) can create new Managed Metadata columns for lists, libraries, or content types. When they create these columns, they can create new term sets that are local to the Site Collection, and they will be able to manage the terms within these term sets.Again, what users can do depends on how the connection to the Managed Metadata Service application has been configured and what permissions the service grants to the application pool account for the Web application. For more information see Grant permission to access the managed metadata service.

Add Term Store AdministratorsYou must be a Farm administrator or a Term Store Administrator to designate Term Store Administrators. After individuals have been designated as Term Store Administrators, they will then have the ability to designate other Term Store Administrators. For information about how to add or

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remove Term Store Administrators from within Central Administration, see Add and remove term store administrators.

On the Site Actions menu, click Site Settings. Under Site Administration, click Term store management. In the Properties pane, select the Managed Metadata Service Application for which you

want to designate a Term Store Administrator. In the tree view pane on the left, select the Managed Metadata Service application, if it is

not already selected. In the Properties pane, in the Term Store Administrators box, type the names of the

people you want to add. You can also click the Browse button to find and add users. When you have finished adding the people you want to be Term Store Administrators,

click Save.

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Add Group ManagersYou must be a Term Store Administrator to add new Group Managers.

Go to the site where you want to add a Group Manager for the Term Store Management Tool (if you are updating a local group).

On the Site Actions menu, click Site Settings. Under Site Administration, click Term store management. In the Properties pane, select the Managed Metadata Service Application for which you

want to designate a Group Manager. In the tree view pane on the left, select the Group for which you want to add a Group

Manager. In the Properties pane, in the Group Managers box, type the names of the people you

want to add. You can also click the Browse button to find and add users. When you have finished adding the people you want to be Group Managers, click Save.

Add ContributorsYou must be either a Term Store Administrator or a Group Manager of a specific group to add Contributors to that group.

Go to the site where you want to add a Contributor (if you’re updating a local group). On the Site Actions menu, click Site Settings. Under Site Administration, click Term store management. In the Properties pane, select the Managed Metadata Service Application for which you

want to designate a Contributor for a group. In the tree view pane on the left, select the Group to which you want to add Contributors. In the Properties pane, in the Contributors box, type the names of the people you want to

add. You can also click the Browse button to find and add users. When you have finished adding the people you want to be Contributors, click Save.