Sharepoint 2013 : The Managed Metadata Service (part 2) - Associating with a Web Application

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Associating with a Web Application

One of the options when provisioning a new web application is to opt into the default farm list of managed service applications, or allow the administrator to choose from available services.

Recall from the procedure for provisioning a new Managed Metadata Service the check box option “Add this service application to the farm’s default list,” which, when checked, adds the new Managed Metadata Service to the default farm list of available services.

Note  To remove a managed service from the default farm list, use the Central Administration Farm Association Page under Application Management.

Worth mentioning is the Managed Metadata Service Properties page, which differs from the settings discussed in the previous section. From the list of managed service applications, click to the right of the name of the Managed Metadata Service Proxy and then click the Properties icon on the ribbon. SharePoint displays a dialog like that in Figure 3.


Figure 3. Managed Metadata Service properties

The first two check boxes tell SharePoint whether this Managed Metadata Service will be the default for Enterprise Keywords (folksonomy) and for term sets (taxonomy). Only one Managed Metadata Service may act as default storage location for tags of either type.

Access to the Term Store Management Tool from a Site

You might be wondering how to grant access to the Term Store Management Tool to your content owners, without providing them access to Central Administration. The good news is that this tool is also available via sites in a site collection, as follows:

  1. Open the site collection.
  2. Click the gear icon.
  3. Select the menu option for Site Settings.
  4. Click the Term Store Management link under the Site Administration heading.

Taxonomy—Managed Metadata

Taxonomy is the hierarchical structure of terms and terms sets, where a term is what SharePoint calls the definition of “tag.” For example, “USA” might be a term identified in a term set called “Countries.” This term set may likely include other terms. When tagging content for specific country, users in SharePoint may select the term “USA” to identify the content as belonging to or originating from the USA. The term set “Countries” may exist within a sub-hierarchy, perhaps under “Regions.” You can quickly see how easily terms and term sets constitute a hierarchy, which is the taxonomy. In Figure 2, the taxonomy hierarchy lives in the left panel of the Term Store Management Tool.

Whereas taxonomy is structured, and typically predetermined by a term store or taxonomy administrator, folksonomy evolves as users of a content management system invent tag names (terms) for content. Folksonomy provides for only a flat and ad-hoc tagging model, but it is effective because tags evolve as more users participate in tagging of a piece of content. Tag clouds are a classic example of folksonomy; they show the proliferation of certain tags based on popularity. Clicking the Keywords node under System in Figure 2 displays Enterprise Keywords entered by users for folksonomy.

When working with managed metadata, administrators and taxonomy administrators need to understand the following components: term store, groups, term sets, and terms. The following sections cover each of these components individually.

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