Sharepoint 2013 : Managed Metadata in SharePoint Sites (part 3) - Filtering, Tagging in Office Applications

Filtering

SharePoint enables you to filter data in the lists using Managed Metadata values (similar to employ facets in research). I installed a new list of demonstration and adds some controlled columns of Managed Metadata site to the list. In this section, I will show how to add the speed reading and the key word of taxonomy filtering to a library of list or document.

1. Navigate to the list you created in the previous section.
2. Click the List tab on the ribbon and then click the List Settings icon on the ribbon.
3. From the List Settings page, click the Metadata Navigation Settings link.
4. SharePoint shows a page like that in Figure 6.

   

   Figure 6. Metadata Navigation Settings

    Note  If you do not see the link to manage navigation settings, then ensure that you activate the Metadata Navigation and Filtering feature at the site level.

5. Choose one or multiple Managed Metadata fields from the list for the navigation hierarchy.
6. Choose one or multiple Managed Metadata fields from the list for the key filters.
7. Scroll to the bottom of the page and click the OK button.
8. Navigate back to the List page and add some list items.
9. From any of the List View pages, glance to the left under the quick navigation links, and you should see a tag browser and keyword filter (Figure 7).

   

   Figure 7. Navigation hierarchy and keyword filters

Here you can see that SharePoint has added a hierarchy tree for the Fruit field (I only added the Fruit column in my example, but you could just as easily add Vegetables or both) in my list. Selecting one of the terms in the tree filters the list of items, similar to filtering lists the traditional way from the list column in the view. The Key Filters feature also provides filtering, but it does so via typed keyword, with a UI similar to that of adding values to Managed Metadata fields.

Tagging in Office Applications

Office applications understand managed metadata (2010 and upwards) when applied to documents opened from a SharePoint source that have Managed Metadata columns. With the introduction of Managed Metadata site column types and the Managed Metadata Service in SharePoint, Office can now access term sets and term data from the Document Information Panel.

Note  Only Office 2010 applications and later recognize Managed Metadata site column types. Older Office applications cannot update these columns but continue to show standard site columns present in SharePoint 2007.

To demonstrate Managed Metadata types in Office, bind some Managed Metadata type columns to a document library, then open a Word document (or Excel or PowerPoint document) from the document library and view the Document Information Panel in the Office application. See the result like in Figure 8.

Figure 8. Managed Metadata in Word 2013