Only one Term Store shows up after creating multiple Managed Metadata Service Applications

After creating multiple Managed Metadata service applications (3) and even recreating them, while opening them, i only got to see one Term Store (the first one created).

And then i saw this post.... (thanks!)

http://life.smartlogic.com/2013/08/lessons-learned-the-hard-way-managing-multiple-managed-metadata-services/

I was working on a farm which would host both an Extranet and Intranet application. Each would have different taxonomies and require separate Managed Metadata Services (MMS).

Since the second MMS was only going to be used by a specific Web application, I did not place it in the default Service Application Association group when I created it.

Much to my surprise, it did not appear in Central Administration after I created it. After locating and deleting it with PowerShell, I created it again the same way with the same results.  Then the research and learning began:

• A MMS must be in the default group to be able to manage it from Central Administration.
• It must also be in the default group if you are going to create another service application that connects to it (like Semaphore) or the creation process cannot connect to it.
• The MMS to be used only by specific Web application(s) should not be set to be default in the default group.
• For the unique Web applications, create a custom Service Application Association group containing the MMS and whatever other services the Web application will consume. Set the MMS as default in the custom group but DO NOT REMOVE IT FROM THE DEFAULT GROUP.

If a MMS is not in the default group, then you can only manage it with PowerShell or by manually entering the URL at the Web application associated with the MMS. Use PowerShell to retrieve the GUID. Example:

http://public.s7gear.com/_layouts/15/termstoremanager.aspx?tsid=753af693-cd17-49fb-acc3-88e12253548e

(How is typing the GUID working out for you?)

Also, if you remove a MMS from the default group, other services cannot connect to it even though they have been configured to do so when it was in the default group.

To summarize:

When creating a second Managed Metadata Service and Semaphore Service Application, both must remain in the default Service Application Association group but should only be set as default in the Service Application Association group where they will be used by Web applications. If a Managed Metadata Service is not in the default group, it will not be visible or selectable when creating the Semaphore Service Application or other service applications which need to connect to it. It cannot be managed from Central Administration. For the Web applications which will be using these services, create a custom Service Application Association group containing these and other services consumed by the Web application and set them as default in the custom group.

Set up a new term set in SharePoint 2013

IMPORTANT    To add a term set in the Term Store management tool, you must be a Group Manager or a Term Store Administrator

To set up a new term set, you must access the Term Store management tool, and then use the tool to specify the term set properties.

Open the Term Store management tool

To open the Term Store management tool, select the SharePoint environment that you want, and then follow the steps listed.

• In SharePoint Online

1. Go to the SharePoint Online Administration Center.
2. Click Term Store.

• In SharePoint Server

1. From the site collection Home page, click Site Contents.
2. On the Site Contents page, click Settings.
3. On the Site Settings page, in the Site Administration group, click Term store management.

After you open the Term Store management tool, you can begin to set up the term set.

To set up a new term set, follow these steps.

1. Open the Term Store management tool.
2. In the tree-view navigation pane, expand the groups to find the group to which you want to add a term set.
3. 
4. Point to the term set where you want to add a term, click the arrow that appears, and then click New Term Set.
5. Type the name that you want to use as the default label for your term in the newly created term in the tree view.
6. In the Properties pane of the Term Store Management tool, select the General tab and then specify the following information about the new term set:

1. Term Set Name   Type a name for your term set. This field should already be populated with the name of the column, but you can update it or change it.
2. Description   Type a description that will help users understand how they should use these terms.
3. Owner   If you want the owner of the term set to be someone other than you, you can change the Owner to another person or group. You can enter only one item.
4. Contact   Type an e-mail address if you want site users to be able to provide feedback on the term set.
5. Stakeholders   Add the names of users or groups that should be notified before major changes are made to the term set.
6. Submission Policy   Specify whether you want the term set to be Closed or Open.
7. Available for Tagging   Select the check box to make the terms in the term set available for tagging. If you clear the check box, then this term set won't be visible to most users. If the term set is still in development, or is not otherwise ready for use, you might want to clear the check box.

6. Select the Intended Use tab, and then specify the following settings:

1. Available for Tagging   Check this box to make this term set available for users to choose for tagging
2. Use this Term Set for Site Navigation   Check this box to enable this term set to be used for managed navigation.

7. Select the Custom Sort tab, and then select the sort order that you prefer.
8. Select the tab to specify any additional data about the term set.
9. Click Save to save your property updates.

Tags van Technorati: Term Store,Term Set,SharePoint 2013,managed Metadata

Enable Metadata Navigation and Filtering in SharePoint 2013

The Metadata Navigation and Filtering feature is enabled by default on most sites. If it is not enabled for your site, you can enable it on the Site Features pages for your site.

You must be a Site Owner or a Site Collection Administrator to enable Metadata Navigation and Filtering.

1. On the Site Actions menu, click Site Settings.
2. Under Site Actions, click Manage site features.
3. In the Features list, find Metadata Navigation and Filtering, and then click Activate.

Tags van Technorati: Site Features,Metadata Navigation,SharePoint 2013

Disable or enable Metadata Publishing in SharePoint 2013

 

To disable or enable Metadata Publishing, follow these steps:

1. Go to the list or library for which you want to configure Metadata Publishing.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings.
3. Under Permissions and Management, click Enterprise Metadata and Keywords Settings.
4. In the Metadata Publishing section, under Save metadata on this list as social tags do one of the following:

• To publish values in Managed Metadata and enterprise keywords fields to social tagging and My Site profiles, select the check box.
• To prevent values in Managed Metadata and enterprise keywords fields from being exposed to social tagging and My Site profiles, clear the check box.

5. Click OK.

 

You can control whether the terms or keywords that are added to the Managed Metadata or enterprise keywords columns in a list or library become available as keywords for social tagging. For example, if your list contains sensitive information, you might not want the keyword values to be visible. To restrict access to keywords, you might want to disable Metadata Publishing.

NOTE    By default, terms from a local term set that was created in the context of a specific site collection are excluded from Metadata Publishing. Local term sets are not available for use in social tagging or as Enterprise Keywords.

Tags van Technorati: Social Tagging,Enterprise Keywords,Managed Metadata,Metadata Publishing,SharePoint 2013

Add an enterprise keywords column to a list or library in SharePoint 2013

 

Add an enterprise keywords column to a list or library

1. Click Library Settings or List Settings on the ribbon for the library or list.
2. In the Permissions and Management column, click Enterprise Metadata and Keyword Settings.
3. On the settings page, in the Add Enterprise Keywords section, select the check box for Add an Enterprise Keywords column to this list and enable Keyword Synchronization.

 

Users add enterprise keywords to items on a SharePoint site so that they can use the keywords for tagging and to develop a folksonomy. Enterprise keywords are a good way to capture some of the knowledge of the people who use the content. To make it easy for users to add keywords, you can add a special enterprise keywords column to a list or library. Then, to add a keyword to an item, users just select the item and enter the word or phrase they want in the item properties.

Tags van Technorati: Enterprise Keywords,managed metadata,columns,SharePoint 2013

Set up metadata navigation for a list or library in SharePoint 2013

You must have a least the Manage Lists permission level to set up metadata navigation for a list or library.

1. Go to the list or library for which you want to configure metadata navigation.
2. Click the List or Library tab of the ribbon, and then click List Settings or Library Settings.
3. Under General Settings, click Metadata navigation settings.

In the Configure Navigation Hierarchies section, select the field or fields that you want to display in the navigation hierarchy and then click Add.

4. By default, the navigation tree displays folders. If you do not want folders to display, select Folders, and then click Remove.
5. In the Configure Key Filters section, select the fields that you want to add as Key Filters, and then click Add.
6. In the Configure automatic column indexing for this list, specify whether you want to create indexes automatically on this list. This improves the performance of the queries that users perform when they use the navigation tree and Key Filter columns that you specified. It is recommended that you select the option Automatically manage column indices on this list.
7. Click OK.

 

Why use Metadata Navigation?

To make it easier for users to find content in large lists and libraries, you can set up metadata navigation. Metadata navigation enables users to filter and find content in lists and libraries by using a navigation tree. They can also apply Key Filters, which work in combination with the navigation tree to refine the list of items that display.

When you set up metadata navigation, you can determine which columns from the library appear in the tree, and you can specify Key Filters. The following illustration shows a simple navigation tree that is based on content type.

 

Tags van Technorati: Metadata Navigation,Key Filters,managed metadata,SharePoint 2013,Lists,Libraries

Create a managed metadata column in SharePoint 2013

IMPORTANT    You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. By default, site owners have Manage Lists permission.

1. You can create column for managed metadata column for lists and libraries, or you can create a site column. Create the column by choosing one of the following procedures:

• Create a site column.

To create a site column for managed metadata, follow these steps:

1. On the Home page, select Site Contents.
2. On the Site Contents page, click Settings.
3. Under Web Designer Galleries, click Site columns.
4. On the Site Column page, click Create.
5. On the New Site Column page, in the Name and Type section, type the name of the column

• Create list or library column.

To create a managed metadata column for a list or library, follow these steps:

1. Go to the list or library where you want to create the column.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings, as appropriate.
3. In the Columns section, click Create Column.
4. On the Create Column page, in the Name and Type section, type the name of the column.

2. In The type of information in this column is section, choose managed metadata.
3. In the Group section, select a group for the column or create a group for it.
4. In the Additional Column Settings section, type a description and specify whether the value is required. You can also specify whether you want to enforce unique values for the column.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column.

   IMPORTANT    If you allow multiple values in the column, users won’t be able to sort on this column.

6. In the Display format section, specify whether to display only the term label, or to display the term and its full path in the term set hierarchy.
7. In the Term Set Settings section, do one of the following:

• To use an existing term set, select Use a managed term set, and then search or browse for the name of the term set. After you select the term set name, you can specify whether to allow users to fill-in values, and set a default value for the column.
• To create a term set for this column, select Customize your term set, and type a description for the term set. Then, click Edit Using Term Set Manager.

Click OK.

 

A managed metadata column lets you control the information that people can enter into a column. Users select the terms or phrases that they enter in the column from a pre-defined set of managed terms.

The following illustration shows how this works. The document library in the illustration has a managed metadata column called “Discover ECM”. To enter values in the column, a user edits the properties for an item in the library (in this case, the item is a spreadsheet). The name of the managed metadata column, Discover ECM, is the label for a field on the properties page. To see a list of terms, users just click the tags icon.

When you set up a managed metadata column, you can use an existing term set, or you can add a term set specifically for this purpose.

 

Tags van Technorati: Managed Metadata,SharePoint 2013,Term Set

Create a Managed Metadata column in SharePoint 2010

 

Create a managed metadata column that maps to an existing term set or term

You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. Site owners have this permission by default.

1. On the New Site Column or Create Column page (depending on which type of column you’re creating) in the Name and Type section, type the name you want the column to have.
2. Under The type of information in this column is, click Managed Metadata.
3. In the Group section, select or create the group in which you want to organize the column.
4. In the Additional Column Settings section, type a description and specify whether or not you want to require users to provide a value for this column. You can also specify whether you want to enforce unique values for the column.
5. If you are adding a column to a list or library, then you may be able to specify whether you want to add this new Managed Metadata column to all content types for the list or library (if multiple content types are enabled for the library). You can also specify whether you want to add this column to the default view for the list or library.
6. In the Multiple Value field section, specify whether you want to allow multiple values in the column. If you allow multiple values, users will not be able to sort on this column in list views.
7. In the Display format section, specify whether you want the column to display only the term label, or the term and its full path in the hierarchy of the term set.
   It can be helpful to display the full hierarchical path in situations where the context for the term itself might be unclear.
8. In the Term Set Settings section, select Use a managed term set, and then do one of the following:

• To search for a term set that contains the terms you want to use, type the name of a term and click the Find button. You can select the term set or term that you want from the results that display in the box. If you want to search again, click the Reset button.

• To browse for the term set or term that you want to map to this column, click the arrow to the left of the Managed Metadata Service application that displays in the box to expand it and browse for the term set you want. Continue to expand nodes until you find the term set or term you want. Click it to select the term set or term.

9. In the Allow Fill-in section, specify whether you want to be able to allow users to add new values to the term set. If the term set you select is closed, you will not be able to allow Fill-in.

9. In the Default Value section, you can optionally specify the term you want to use as the default value for the column. You can type the term, or you can click the Tags icon to browse for the term using the term picker.
10. Click OK.

Create a new Managed Metadata column with a new term set

If there is not an existing term set that you want to use, you can also create a new term set for a new Managed Metadata column. The term set that you create will be a “local” term set that can be used only within the site collection where you create it. Any terms that you add to a local term set will not be offered as suggestions in Enterprise Keywords columns (unlike terms in global term sets).

You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. Site owners have this permission by default.

1. On the New Site Column or Create Column page (depending on which type of column you’re creating) in the Name and Type section, type the name you want the column to have.
2. Under The type of information in this column is, click Managed Metadata .
3. In the Additional Column Settings section, type a description for the column, and specify whether you want to require users to enter a value for the column. You can also specify whether you want to enforce unique values for the column.
4. If you are adding a column to a list or library, then you may also be able to specify whether you want to add this new Managed Metadata column to all content types for the list or library (if multiple content types are enabled for the library). You can also specify whether you want to add this column to the default view for the list or library.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column. If you allow multiple values, users will not be able to sort on this column in list views.
6. In the Display format section, specify whether you want the column to display only the term label, or the term and its full path in the hierarchy of the term set.
   It can be helpful to display the full hierarchical path in situations where the context for the term itself might be unclear.
7. In the Term Set Settings section, select Customize your term set, and then type a description for the term set.

1. Click Edit Using Term Set Manager, and then click OK when you are prompted to save your changes.
2. Follow the steps in the section Create and configure a new term set to set up the term set.

Create and configure a new term set

2. Click Save to save your property updates.
3. To add terms to the term set, point to the term set in the tree control on the left, click the arrow that appears, and then click Create Term, and then type the name you want for your term.
4. In the Properties pane, specify the following information about your new term:

5. Click Save
6. Repeat steps 3 -5 to add new terms.
7. To create sub-terms underneath terms, point to an individual term underneath which you want to nest another term, click the arrow that appears, and then click Create Term, and type the name you want for your term.
8. Repeat steps 4 and 5 to specify properties for your sub-terms (select the term you want to update first).
9. By default, terms within term sets are displayed in the default sort order for the language. If you want to specify a custom sort order so that terms appear in a consistent order, regardless of the language or changes to term labels, you can do that by selecting the term set in the tree control, and then clicking the Custom Sort tab on the right. Click Use custom sort order, and then use the lists boxes to arrange terms in the desired numerical order.

Benefits of using a Managed Metadata column

Managed Metadata columns promote the consistent use of metadata across sites because they provide users with a list of terms that they can apply to their content. These terms come from a term set that is managed centrally in the Term Store Management Tool by a Term Store Administrator or other individuals with permissions to manage terms.

Because this term set is updated and managed separately from the column itself, there is no need to update the column (or any content types, lists, or libraries associated with it) to make updated terms available to users. Whenever the term set that a specific Managed Metadata column is bound to is updated, the updated terms will automatically become available to users wherever that Managed Metadata column is available. This makes a Managed Metadata column very different from a Choice column, which would have to be updated every time you wanted to change the list of choice values a user could select.

Managed Metadata columns also have several unique features and characteristics that help users select and apply terms to content, such as support for “type-ahead,” as well as support for disambiguation of terms, descriptions, synonyms, and multi-lingual values.

Type-ahead, Disambiguation, Descriptions, Synonyms

When a the user begins typing a value into a Managed Metadata field, it displays all terms in the associated term set that begin with the characters the user has typed. The name of the term set and the term's position in the hierarchy can be indicated along with the term itself, which can help users select the appropriate term.

Users can move their pointer over suggested terms to see descriptive text to help them make appropriate decisions.

If synonyms have been specified for a term, users can enter those, and the correct term will be assigned.

Tree Picker

When users update a Managed Metadata column, they can type the value they want, or they can click the tags icon that displays next to the Managed Metadata field to launch the term picker dialog box, which they can use to select a value from within the hierarchy of the term set. This is useful to users who may not be familiar with the terms that are available. If the term set has been configured to be open, and the Managed Metadata column for it allows fill-in values, users may have the option to add a new term to the term set. Or they may simply have the option to send feedback to the designated contact for the term set.

Tags van Technorati: Managed metadata,Columns,SharePoint 2010

Import Metadata into a Term Store

 

1: Create the Import File

2: Import the Term Set

3: Apply Imported Terms to a List Item

 

1: Create the Import File

1. Click Start > Run.

2. Enter notepad and click OK.

3. Enter the following text on the first line:

"Term Set Name","Term Set Description","LCID","Available for Tagging","TermDescription","Level 1 Term","Level 2

Term","Level 3 Term","Level 4 Term","Level 5 Term","Level 6 Term","Level 7 Term"

4. Enter the following text on the second line:

"Sites","Locations where the organization has offices",,TRUE,,,,,,,,

5. Enter the following text on lines 3–8:

,,1033,TRUE,,"North America",,,,,,

,,1033,TRUE,,"North America","Washington",,,,,

,,1033,TRUE,,"North America","Washington","Redmond",,,,

,,1033,TRUE,,"North America","Washington","Seattle",,,,

,,1033,TRUE,,"North America","Washington","Tacoma",,,,

,,1033,TRUE,,"North America","Massachusetts","Cambridge",,,,

6. Save the file as TermSet.csv.

 

2: Import the Term Set

1. In Central Administration, under Application Management, select Manage service applications.

2. Click your Managed Metadata Service Application name (Managed Metadata Service 1).

3. Locate the Managed Metadata Service 1 term store, click the drop-down list, and select New Group.

4. Enter Imported Terms as the group name.

5. Select the Imported Terms group and click Import Term Set.

6. Browse and select the TermSet.csv file.

7. Click OK.

8. Expand the Sites node and ensure that the terms have been imported into the term store.

 

3: Apply Imported Terms to a List Item

1. Open your intranet site in Internet Explorer.

2. From the Site Actions menu, select More Options.

3. Click Contacts and enter Company Contacts in the Name field.

4. Click Create.

5. Select the List tab and click the List Settings option in the Ribbon.

6. Click Create Column.

7. Enter Employee Location in the Column name field and select Managed Metadata as the column type.

8. In the Term Set Settings section, expand the Managed Metadata Services 1 node, expand Imported Terms, and select Sites.

9. Click OK.

10. Return to the Company Contacts list default view, select the Items tab, and click New Item.

11. Enter a name in the Title field and click the tag icon next to the Employee Location field.

12. Expand the terms, click Redmond, and click Select.

13. Click Save.

14. The contact item is created using the imported term.

Tags van Technorati: Managed Metadata,Term Set,Term Store,Terms,ECM,Enterprise Content Management

Creating a Term Store, Term Set and Specify Terms and labels

 

1: Create a Term Store

2: Create a Term Set and Specify Terms

 

1: Create a Term Store

1. In Central Administration, under Application Management, select Manage service applications.

2. Select the Service Applications tab.

3. On the Ribbon, click New, and then click Managed Metadata Service.

4. On the Create New Managed Metadata Service page, in the Name box, enter Metadata Service 1

5. In the Database Server box, enter the name of your SQL Server (database server).

6. In the Database Name box, enter a name for your database like MetadataService

7. Select Windows authentication to use Windows authentication to access the database.

8. In the Application Pool section, select Create new application pool, and then select the [Service Account Name] account from the drop-down list.

9. Select Report syndication import errors from Site Collections using this service application.

10. Select Add this service application to the farm’s default list.

11. Click OK.

12. Click System Settings in the left navigation menu, and then click Manage Services on Server under the Servers group.

13. If the Managed Metadata Web Service is stopped, click Start, and then perform an IISRESET.

 

2: Create a Term Set and Specify Terms

1. In Central Administration, under Application Management, select Manage service applications.

2. Click Managed Metadata Service 1.

3. Locate the Managed Metadata Service 1 term store, click the drop-down list, and select New Group.

4. Enter Corporate as the group name.

5. Enter your user ID in the Group Managers field.

6. Click Save.

7. Click the Corporate node and select New Term Set.

8. Enter Departments as the Term Set name.

9. Click the Departments node and select Create Term.

10. Enter Human Resources as the first term, Information Technology, and Sales and Marketing.

11. Select the Human Resources node, and then select Create Term.

12. Enter Benefits as the child term.

13. Select the Human Resources node, and then click in the Other Labels field.

14. Enter HR as the new label.

15. Click Save.

Tags van Technorati: Term Store,Term Set,Term,Label,Managed Metadata,Taxonomy

Multilingual term sets (SharePoint Server 2010)

 

Microsoft SharePoint Server 2010 lets you define and use managed metadata in multiple languages. This is done by distinguishing the term itself from the words that represent the term.

A label is a word or a phrase that represents a term. A term can have multiple labels. For example, a term set that represents the days of the week would contain seven terms. One term might have the labels “Sunday”, “dimanche”, and “domingo”. Regardless of which label a person uses when applying the term to an item, SharePoint Server recognizes it as the same term. You can configure SharePoint Server to use the label that is appropriate for the language in which a user views the site when it displays terms.

 

Defining Terms

Before you can define term sets in multiple languages, you must perform the following actions:

1. Install the SharePoint Server language pack for each language that you want to support.

The language packs can be downloaded from here. The language of your choice can be selected before downloading the pack. Once the installer is over, it would automatically open the SharePoint configuration wizard again. The config wizard should run in its default settings.

2. From the Term Store Management Tool, add each language to the list of working languages for the term store.
3. Select one language to be the default language for the term store.

In each language, you can associate multiple labels with a term. One label in each language is the default label for the language. Use the other labels for synonyms or abbreviations.

Within the Term Store Management Tool you can display the hierarchy of term sets and terms in any of the working languages. If a term does not have a label in the display language, the label in the default language of the term store is displayed. Term sets can also have a name in each language. If there is no name for the term set in the display language, the name in the default language is displayed.

By default, the terms in a term set are sorted according to the default sort order for the language. In many languages, this is alphabetical order. Using the default sort order often makes it easier for the user to find the correct term. However, in some cases there is a more appropriate order for the term set that is independent of language. A term set that represents clothingsizes is an example of a case in which using the default sort order for the language would not necessarily be natural. In these cases, you can specify a custom sort order for the term set. The custom sort order is used for all languages.

 

Using Terms (Tagging)

If SharePoint Server language packs are installed on the server, a farm administrator must specify a default language when creating a site collection. The site collection owner can then specify additional languages that the site collection will support. If a site collection supports multiple languages, users can change the display language when they browse to any page in the site collection. When a user changes the display language of a page, the new display language becomes the user's preferred language for the whole site collection.

Note:

Because the preferred language is stored in a cookie, the preferred language is associated with the user's computer. If a user views a site collection from multiple computers, the user may have a different preferred language on each computer.

When a user enters a term (for example, to provide a value for a managed metadata column that is bound to a term set), the user is presented with a list of options. These options are the labels in the user's preferred language for the terms in the term set. When a user types an enterprise keyword (for example, to add a social tag to a Web page), the suggestions that are displayed are the terms whose labels in the user's preferred language match what the user has typed. When a user enters a term or an enterprise keyword, if no label exists in the user's preferred language, the label in the default language for the term store is used.

When a user selects a term, instead of recording the label, SharePoint Server records an identifier that represents the term, and the language in which the term was selected. Because SharePoint Server does not simply record the label that a user selected, it can identify terms regardless of the language in which the terms were entered.

 

How the Terms are displayed

For each site collection, SharePoint Server maintains a cache of all of the terms that can be used within the site collection. Each entry in the cache contains:

· The identifier of the term.

· The text to display for the term in each language that is supported by the term store. For each language, the text is either:

· The default label of the term in the language, if such a label exists, or

· The default label of the term in the term store's default language, if a label does not exist in the language.

When displaying a term, SharePoint Server uses the term's identifier and the user's preferred language to obtain the text to display from the cache.

Note:

When a user enters a term, SharePoint Server uses the term store to display suggested terms and to validate the user's entry. SharePoint Server uses the cache only to display the terms that have been added to items.

Because SharePoint Server uses an identifier for a term, instead of a label, it can support the following multilingual scenarios:

· SharePoint Server displays terms in the user's preferred language, regardless of the language in which the term was entered.

· Tag clouds reflect the use of a term, regardless of the language in which the term was entered.

Changes made to the term store are propagated to each site collection's cache under the control of a timer job. There might be a delay between updating a term's label and the new label being displayed on the pages of a site collection.

 

Recommendations

As you plan how your SharePoint Server solution will use managed metadata in multiple languages, consider the following suggestions:

· If your SharePoint Server solution requires managed metadata in multiple languages, use the functionality described in this article. It is usually simpler to have a single term set that represents a concept, and then define labels for the terms in the term set in multiple languages, than to create a separate term set for each language.

· If you add a new working language to a term store, do so during a period when your SharePoint Server solution is not heavily used, such as at night. When you add a new working language, the next time that the timer job runs, SharePoint Server updates each site collection's cache and adds the text to display in the new language to every term in the cache. This may affect performance temporarily.

· Although you can import term sets, you can only import one label for each term. If you do not want to define labels in each language by using the Term Store Management Tool, consider using another program such as Microsoft Excel to create a file that contains the terms and term sets, and writing a custom program to import the data into the term store. For more information about how to write a custom program that manipulates managed metadata, see the SharePoint 2010 SDK (http://go.microsoft.com/fwlink/p/?LinkId=190760&clcid=0x409).

· If your solution includes more than one term store, consider making each term store support the same set of working languages.

 

For more detailed information, check:

 

Nothing but SharePoint

1. Install Language Pack

Ask your IT Pro to install the language packs on your farm. The language packs can be downloadedfrom here. The language of your choice can be selected before downloading the pack. Once the installer is over, it would automatically open the SharePoint configuration wizard again. The config wizard should run in its default settings.

For demo purposes I am using the Dutch language pack on Server 2008 OS. Unlike Server 2008, on Windows 7 you need to individually download the OS language files (Grr…? Check Google on how to download these for win 7. Otherwise I strongly suggest using Server OS, see my article for this.)

2. Create Managed Metadata Service

In Central Admin > Application Management> Manage Service Applications

o Create a new managed metadata service instance if it is not already created. Name it Metadata Service.

Note that while creating this service instance, you can configure a centralized location where all the content types will be syndicated. Go ahead and mention the full path of that site collection where you would like to store all the content types of your organization. For ease of demo I suggest using the same path as in the image above.

o Once the service is created a new entry will be added to the Service Application page. Click on the empty space before the text ‘Managed Metadata Service connection’ (don’t click on the service name, it would open the entry). This will select the particular row. Once selected click on ‘Properties’ in the ribbon above. A new modal box will open. Go ahead and make sure the box‘Consume Content Types from …’ is selected.

o Once done, go to the service application page and click on the service instance link. It will take you to the screen below…

In the Working languages box select Dutch. This will enable us to specify different language texts for every metadata terms ( i.e. Dutch names for Monday, Tuesday…etc)

o Start creating the Term Store, Term Group and Term… (FYI, each Term Store can have, at the max, 1 million terms. Every Term Group can hold 1000 Term sets and there can be 1000 terms per Term set.)

For Term group you can specify the Group Managers as well as the contributors for terms in this group. This is called Taxonomy. Only selected people can contribute to the terms in the group. The cousin of Taxonomy is Folksonomy wherein every user can contribute ( i.e. something like ‘Like’ and ‘Dislike’ on YouTube). Folksonomy can be enabled by selecting ‘Submission Policy’ to open while creating the term set as shown in the figure below.

o Next comes the Terms, the actual values which shall be used while tagging the contents. While creating the Terms you can also specify the Synonymous. Therefore, in case a user falsely types in ‘Mon’ or ‘Mond’, SharePoint will automatically set it to correct to 'Monday'.

o Configure the terms in Dutch

Ok now comes the interesting part. To satisfy the manger’s requirement for being able to create a Content type which was created in theU.S. to be used in the Brussels office, we need to provide the Dutch equivalent of days …

Go back to the Terms on the left panel and select one. Notice that the right hand side of the window has a language drop down. Select Dutch and provide the Dutch for Monday in the Label field as shown in the figure below

Go ahead and provide the labels for each day. For demo I am using two days in a week.. Monday and Tuesday as terms ( yes I know…I am lazy )

3. Content type Syndication

Let’s now go to our Content type hub and create a content type in which one of the columns will contain the information about the day of the week. Unlike the previous version of SharePoint, there is a metadata column now available which will pull the information from the instance of the Metadata service we created in step 2.

Open the browser and go to the site collection specified as hub in figure 2.

Create a new content type ‘Day Of Weak ContentType’

o Add a new column to this content type by clicking the ‘Add from new site column’ link on the settings page. Name the column as ‘Day Name’ and set it to type Metadata.

For the possible value of this column, select the Term Group

o Publish content type

Go to the Content Type settings and click on ‘Manage Publishing for this content type’.

This will take you to another screen as shown below. Select Publish and press enter.

Note: If you do not see this link in the setting, please activate the ‘Content Type Syndication Hub’ feature in the site collection feature gallery

4.Create consuming Site Collection

With the meat of the work past us, now is the time to satiate ourselves with this splendid feature.

Create a new site collection from the Central Admin. In the site collection screen select “Dutch” as the language (so that day names should appear in Dutch and not English)

Go to the site content type gallery and you will find the Days Of Week content type listed. You can modify the content type if you wish, but the changes won’t be reflected back to the hub.

Note: There are two scheduled jobs which a) published the content type from hub and b) pushed these published content types to the consuming site collection. In case you do not find the new content type in the consuming site collection, go to Central Admin > Monitoring > Review Job Status and run the Content Type hub and Content Type subscriber jobs. You may need to wait for half an hour before the jobs are executed and the content type appears in the consuming site collection

Create a new list and add the content type to the list. (Make sure you have enabled Allow content Type checkbox in the Advanced Settings link of the page for add content type to be enabled in the content settings page.)

Now the real thing…go ahead create a new item in the list and you can see the metadata column showing the predefined days name in Dutch…

Caveat

Although the content type and metadata are available in a centralized location that does not mean each and every site content type/metadata should be defined there. The rule of thumb is to create only those items in the centralized hub which are to be used all across the organization’s IT footprint or at least which shall be used in more than one site collection.

For example, for a marketing site of an organization to syndicate a marketing content type and corresponding metadata is not really a good choice since it won’t be used anywhere... Just create the metadata/content type inside the site collection itself….