SharePoint 2019 Configure Hybrid Taxonomy

In this article, we will explore how we can setup hybrid taxonomy. Also, we will configure synchronization between cloud and on-premises taxonomy.

Overview

 
Managed metadata is one of the useful service applications in SharePoint. Primarily it supports setting up a taxonomy for representing hierarchical business information. It also supports setting up a content type hub which centralizes the content types used across the sites.
 
In this article, we will explore how we can setup hybrid taxonomy. Also, we will configure synchronization between cloud and on-premises taxonomy.
 

SharePoint Hybrid Taxonomy

 
The SharePoint hybrid taxonomy helps to maintain a single taxonomy across the SharePoint on-premises server and SharePoint online. We can choose the taxonomy groups to be shared between the SharePoint on-premises server and SharePoint online. The shared taxonomy is maintained at SharePoint online and its read-only copy is maintained at the SharePoint on-premises server.
 
SharePoint farm administrator can choose the taxonomy groups to replicate with SharePoint online. The replicated taxonomy groups from SharePoint online are available as read-only on SharePoint on-premises server. SharePoint farm administrators can still modify the taxonomy groups, but the changes will get overwritten on the next hybrid synchronization.
 

Copy SharePoint Server Taxonomy to SharePoint Online

 
To configure hybrid taxonomy, we should first copy the existing taxonomy in SharePoint on-premises server to SharePoint online. We can select a set of taxonomy groups to start with. Later on, we may add more taxonomy groups as a part of hybrid taxonomy by running the hybrid configuration wizard.
 
Consider an example that the below taxonomy exists in SharePoint Server on-premises.
 
 
Also, we have taxonomy setup in SharePoint Online as below.
 
 

Copy Taxonomy Groups

 
Copy-SPTaxonomyGroups PowerShell cmdlet helps us to copy the taxonomy groups from SharePoint on-premises to SharePoint online. This command also preserves user information (like owner, stakeholders etc.) except active directory groups. You may replace the active directory group with actual users or with Office 365 group.
 
Open SharePoint 2019 Management Shell with administrator privileges.

Run the below command to capture credentials to connect to SharePoint online.
  1. $credential = Get-Credential  
Run below command to copy taxonomy groups from SharePoint Server on-premises to SharePoint online.
  1. Copy-SPTaxonomyGroups -LocalTermStoreName "<ManagedMetadataServiceApplication>"  
  2. -LocalSiteUrl "<OnPremisesSiteURL>"  
  3. -RemoteSiteUrl "SharePointOnlineSiteURL"  
  4. -GroupNames "Group1","Group2"  
  5. -Credential $credential  
Parameters specified are as follows,
  • ManagedMetadataServiceApplication: Name of managed metadata service application in SharePoint Server on-premises.
  • OnPremisesSiteURL: URL of the SharePoint Server on-premises site where your taxonomy store is located.
  • SharePointOnlineSiteURL: URL of SharePoint Online site where term store is located (http://<TenantName>.sharepoint.com).
  • GroupNames: Taxonomy groups in SharePoint Server on-premises to be copied to SharePoint online.
  • Credential: Office 365 global administrator credentials.
Example
  1. Copy-SPTaxonomyGroups -LocalTermStoreName "Managed Metadata Service"  
  2. -LocalSiteUrl "http://portal.contoso.com"  
  3. -RemoteSiteUrl "https://contoso.sharepoint.com"  
  4. -GroupNames "On-Premises Taxonomy "  
  5. -Credential $credential  
Once the PowerShell cmdlet is run successfully, the SharePoint server on-premises taxonomy groups will be copied to SharePoint online.
 
 

Configure hybrid SharePoint taxonomy

 
The next step is to set up the hybrid connection, which will allow replication from SharePoint online back to SharePoint server on-premises. Follow the below steps to download and run the hybrid picker tool.
  • Open SharePoint 2019 Central Administration site.
  • Click the link from green tool-tip “Click here to enable Hybrid experiences.”
  • An executable file “HybridSPSetup.exe” will be downloaded to the file system.
  • Double click HybridSPSetup.exe to install.
  • The wizard will open to connect your on-premises SharePoint Server farm with your Office 365 tenant. Click Next.
  • In order to set up a hybrid environment for SharePoint or OneDrive for Business (OD4B), we need to provide administrator credentials for both SharePoint Server and Office 365. Click Next.
  • Pre-requisites check report will be generated.
 
In case of any errors regarding SPO365LinkSettings cmdlet, please follow the below steps and re-run SharePoint Hybrid Configuration Wizard.
  • Open SharePoint 2019 Management Shell with administrator privileges.
  • Run the below command
  1. Set-SPO365LinkSettings -MySiteHostUrl "http://mysites.contoso.com" -RedirectSites $true  
  • Install the default features available in hybrid environment wizard. The configuration wizard will run.
  • After the successful run of the hybrid configuration wizard, the SharePoint server environment will be connected to Office 365.
  • Select Hybrid taxonomy and content type.
  • Click "Input parameters".
In the Local Site URL, specify the SharePoint server on-premises site URL.
 
In the Local Term Store Name, specify SharePoint server on-premises managed service application name.
 
In the Remote Group Names, specify the SharePoint online taxonomy groups to be used for the hybrid. If kept blank, all the SharePoint online taxonomy groups will be replicated to SharePoint server on-premises.
  • Click Validate.
  • Once validation is successful, click OK.
  • Click Next. The hybrid configuration wizard will run.
  • On a successful run of SharePoint hybrid configuration wizard, the configuration summary will be shown.
  • Click "Close".
  • Perform IISReset on SharePoint server on-premises.

Timer Job

 
Now, return back to SharePoint 2019 central administration. Open Managed metadata service application, verify Taxonomy term store if taxonomy groups from SharePoint online are replicated. Mostly it is not replicated, because hybrid taxonomy runs as a SharePoint timer job.
 
  • Open SharePoint 2019 central administration.
  • From the left menu, click Monitoring.
  • Under Timer Jobs, click Check job status.
  • From the left menu, click "Job Definitions".
  • Find and select a timer job named “Taxonomy Groups Replication”.
  • Run the timer job by clicking “Run Now”.
  • From the left menu, click Running Jobs. Wait for the timer job to finish running.
 

Verify Taxonomy Groups Replication

 
From SharePoint 2019 central administration, navigate to the managed metadata service application. Verify that SharePoint Online taxonomy groups are replicated.
 
 

Summary

 
The SharePoint hybrid taxonomy helps to maintain single taxonomy across SharePoint on-premises server and SharePoint online. The shared taxonomy is maintained at SharePoint online and its read-only copy is maintained at SharePoint on-premises server.