Configure Managed Meta Data Service Application in SharePoint 2010

The managed metadata service is a service application that enables the use of managed metadata and allows you to share content types across site collections and across Web applications. The service publishes a term store and content types, and the metadata is consumed via the managed metadata connection. A managed metadata service and connection are created when the metadata service application is created.

Enterprise metadata management (EMM) is a set of features introduced in Microsoft SharePoint Server 2010 that enable taxonomists, librarians, and administrators to create and manage terms and sets of terms across the enterprise.

A new Managed Metadata Service provides consistent metadata and shared taxonomies across multiple SharePoint Server sites in the enterprise. The Managed Metadata Service is a single term store. Term stores are databases that contain one or more taxonomies. Multiple managed metadata services (term stores) can be associated with a single Web application. Taxonomies are hierarchical groupings of metadata, hierarchy, and other elements that provide meaning (such as descriptions, synonyms, and translations).

The Term Management tool, which provides:

Service management: Access all available term store databases from one location.

Security groups: Control how users can create, edit, or delete by using SharePoint Server users and groups.

Term sets: Containers that you can use to organize, group, and share hierarchies of terms.

The ability to apply metadata in the Web browser, through Microsoft Office 2010 client applications and through third-party custom applications, by using the Taxonomy object model creating the service application requires the administrator to specify the database to be used as the term store. When you create new managed terms, or when users add managed keywords, these terms are stored in the database. Like other service applications, the managed metadata service can be published to provide access to other Web applications. When a service application is published, a URL to the service is created. The administrator of another Web application can create a connection to your service by using this URL.

In addition to sharing metadata, you can also use the managed metadata service to share content types. By creating a new managed metadata service and specifying a site collection as the content type hub, you can share all content types in the site collection's content type gallery. You can create multiple managed metadata service applications. This provides the capability to share multiple term stores and content types from multiple site collections. Each service must specify a different term store during the creation process, and a new database will be created if it does not exist.

Most of the APIs used to develop EMM solutions are in the Microsoft.SharePoint.Taxonomy namespace. This article focuses on some of the most commonly used classes, methods, and properties:

  • TaxonomySession class

  • TermStore class

  • Group class

  • TermSet class

Configuring Managed Metadata service

1. Go to the SharePoint central administration Application management and click on the Manage Service Applications.


2. Click on new and select Managed Metadata service; you will get the following screen:


3. When you are done with the details, click Save:



4. When you are done you will be redirected to the service page and you can see that the manages meta data Service is started:


5. Select Managed metadata Service and click on Manage:


6. You will get the following screen.
7. Give Term Store Administrator Name.
8. Click Save.


9. From the left hand side menu click on New Group:


10. You will get the following screen; fill in the details:


11. After adding the above details, click on Save:


12. Next right-click on the group we created and select a TremSet.
13. I have created two Term Sets named Functions and Region.


14. Here we will identify the owner of this Term set, optionally specify an email address for "term suggestion" and list the Stakeholders who are notified before major changes are made to the term set.
15. We can also set the Submission Policy which dictates whether we allow users to contribute to the Term Set (commonly referred to folksonomy) or restrict it to only metadata managers (Taxonomy).
16. Our last option determines whether we will allow our end users to utilize the term set for tagging.


17. Once you have specified your options, click Save. I will now proceed to create a second Term Set labeled City as in the above instructions. Once finalized, our Term Sets will be listed under our Group as in the following screen capture.

18. We will now proceed to create our Terms below our Term Sets. We'll begin by selecting the first Term Set "Function" and then selecting Create Term.


19. Here we can specify whether the Term is available for Tagging; add a Description to assist users and add "Other Labels" in which we can enter synonyms and abbreviations relating to the Term:


20. Click Save once you have completed the modifications:


21. We will proceed to create a Term for each Function and Region following the steps shown above.

22. You should have something similar to the following once you have finished.


23. Now you go to your website and click view all site contents.
24. Click Create:


25. Select and Create a Custom list:


26. Once the list is created, click on create column from the ribbon.
27. Give a name for the column.
28. Select the type as Managed Metadata.


29. Give the term set as region and select the Search Icon:




30. Select region from the Term set Settings.
31. Click OK.
32. Now we are almost done. Just click on the new item of the list.
33. Type some data we added in the term.
34. You can see the data populating such as shown in the following screen:


35. Thank you, we are done with the managed meta data:


See you all in MVP Summit.