Clean up the mess made in SharePoint by your users. Do It Now
by Sébastien Leduc
Sébastien Leduc

Empower SharePoint 2010 Managed Metadata with Sharegate

Managed Metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.

Why should you use Managed Metadata?

In the last couple of weeks, we’ve been working to build an E-Learning platform under SharePoint for one of our customers. The goal was to have a central point of access to all training media (share drives, old SharePoint 2007 sites, LMS system, etc.) in a structure way with a powerful search engine that would help users find the trainings they’re looking for.

Here are some reasons why we’ve decided to use the term store:
- Hierarchical collection of terms
- Centrally managed
- Reusable from one site to another
- Bilingual terms (French / English in our case)
- Really easy to configure / activate
- Automatic index of term fields in the search engine (no manual configuration needed)
- Optimized search result with refinement panel on terms

Once our new training site was up and running in SharePoint 2010, we’ve created a list called Training. There was a few differences between the SharePoint 2007 and 2010 version of the list. Most of them were the new managed metadata fields that needed to be filled.


How to apply mass tagging while copying list items to SharePoint 2010?


Here’s an example on how to apply mass tagging using the Sharegate “Copy SharePoint items” tool. In this example, we want to copy a contact list from SharePoint 2007 to SharePoint 2010. The challenge is to convert the "company" standard column to a SharePoint 2010 managed metadata column.

1. Create a view in the SharePoint 2007 list so you can visualize and sort the "company" column (which will be a managed metadata field on the SharePoint 2010 list).

Create a SharePoint View


2. Select the SharePoint 2007 as the source list.

Select the source list

3. Select the SharePoint 2010 as the destination list.

Select the destination list

4. In the SharePoint 2007 explorer, select the view created previously. Sort the left explorer using the company column.

Select the SharePoint view

5. Select all the items for a specific company and press the copy button.

6. Create a new property template and set the “company” field to the value you want by selecting it in the Term Store. Click Save.

Specify a value for the managed metadata column

Change column mappings

7. Edit the column mappings and match your old columns with the new ones.

Configure the column mappings

8. Start the copy.

Click to start the copy


9. Do the same action for every company.
 
*Note: you can also select the “Prompt for each” option to set the value manually for each item.

10. All the items are now in the new SharePoint 2010 list and the version history, attachments and system properties (author, created date, modified date, etc.) were also transferred.

SharePoint content copied to the destination list

This is how easy a SharePoint content migration is! We now have a SharePoint 2010 list with the benefits of the Managed Metadata.

Hierarchical navigation

Hierarchical navigation

Refinement panel

SharePoint refinement panel

I hope that you will consider this new feature in Sharegate 2010. It just rocks. 

The same procedure could be used for mass tagging with the Sharegate “Copy SharePoint Documents” tool if you move documents between SharePoint sites or the “Copy files to SharePoint” tool if you move files from a file system (or network drives) to SharePoint.


Thank you!


Sebastien Leduc
SharePoint Architect
GSoft Group Inc.

by Sébastien Leduc
Sébastien Leduc
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