How to use Managed Metadata Service Application

In this walkthrough, I am going to show you how to configure the Managed Metadata Service Application and use it to make custom column and examine the filtering options in SharePoint 2010.

 When configuring Managed Metadata Service Application, you can add Managed Metadata Columns to your libraries and lists in the site collections which consume the Service Application Services. To understand the managed metadata service application you need to be familiar with the term store. The term store is where you make groups for your terms which are managed by term sets. Take a look at the picture below:


This is the term store management tool. Suppose you want to make a term set for countries so you can use it in lists. on the left side click your service Application Name and choose New Group

 


 This group will be a location for storing term sets like countries. Here i named the group “my first group”.

Click on the group and choose New Term Set, name it countries. here you will add the countries you want to appear in the suggestions in your managed metadata column.


In the same way, add two countries now for testing purposes by clicking “Create Term” from the options at the term set.

Go Back to the term set and View its option on the right as shown below:


 There are 2 important options here, the submission policy, and the Available for Tagging option. The submission policy has 2 options, closed and open. If open, it allows users to add their own terms to the term set whereas closed prevents users from adding more terms and limits them to just use what’s available.

The Available for Tagging takes the term set offline and doesn’t show the terms for users. lets keep it as it is now.

So lets go to a Site Collection that consumes this Service Application and Create a new list and add a custom column of type “managed metadata” to see what it provides.

I made a Custom list named Products and added a column named “Source Country” of type managed metadata. when creating the column note that in the term set settings.


You need to choose the service application you will use in case there is more than one service application, you will see the groups you made, and the term set, click on the countries option and click OK.

Click add new item, let’s put polo shirts in the title field and type U letter in the source country column. Notice you’ll be given the option to choose UAE. Try clicking the button at the right of the column , you will see something like this:



An important note is that if you enabled the submission policy in the term store management tool, you will see an option here to add new term to this term set, but because we chose to not enable it, no link is available now.

let’s add another 2 products for UAE and 2 for Jordan. as in the picture below:


So let’s examine the filtering and navigation settings in SharePoint using this column. click on the arrow next to the column name and choose a country:

The list will be filtered to show the desired results. this option is known in SharePoint 2007 too, so let’s try something different.

Click the list tab, and then list settings. Choose Metadata Navigation Settings

 Now choose the source country in both options (Don’t be in a hurry, You will understand now what they do). and click ok and get back to the list. See the below image


Now look at the left of your page as shown in the pic below

 


From the first option you can choose the column (source country) that  you have selected in the metadata navigation settings in the hierarchy options(this was the first option in metadata navigation settings) Now you can filter using this option, or if you look at the option below it and filter using key filters which retrieves the data as the source country column you made.(this was the second option in metada navigation settings)