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Are you saying that the managed metadata column can be used on any site even if they are not within the same site collection? The tenant admins where I work do not allow sub-sites, so essentially, all sites are site collections in our organization.
Great video! However we have a site (setup by someone else) with one large document library that uses various LOOKUP fields, instead of Managed metadata columns, as metadata. Functionally it works and users can filter by tag, but now I am trying to move the document library to a completely different server farm and the metadata we see in the view is not moving with the documents. How would you recommend moving the documents so the metadata and proper versioning comes with the documents to its new destination?
Great video Greg. You showed a term store with only two terms or labels so you wish. What if I have a termstore with thousands of customers set up as - . Is it possible to make it searchable? I mean sometimes you know the customers name but the customers name is the second part on the right of the hyphen. You can only search from the left of the string. Right? I know you can add a synonym like - and that would do the trick but wouldn't it be nice to be able to just type part of the name and get your results? Thanks in advance
Thanks, Jack, Yes, this seems to be the limitation - only allows to search from the beginning of the term. Unfortunately, wildcard does not work either.. I am not aware of any workarounds though
Great video!! It helped me a lot on creating choice columns. I have a question on a problem I have and hoping you can help! Have created a choice column as said, but some times, after uploading files to the library, it shows as a value the value "true", which is not listed in my drop-down menu!! If I change the value to what ever other value I have in the drop down menu, after a sec. it changes again, but to "false" as a value (again not listed). This happens in some files not all. Do you have any idea why???
Thanks - happy to hear you found this helpful. In all honesty, never saw this happen before. Maybe someone else did? Should not happen on Choice columns... Do you have any type of formula or validation maybe st up on a column? sharepointmaven.com/how-to-do-column-validation-in-sharepoint/
@@SharePointMaven No, I have not created any formula or validation set up. Thanks for your reply!! I found your blog recently and is very helpful! Keep up the good work and Stay Safe!!!
Currently l am restricted and can't create content types as needed. I started merging teams and SharePoint sites, running custom permissions on libraries because people were moving data between sites and losing critical metadata. Nightmare. I am not looking at deploying metadata management using term store sets. Question: Can l later stack term store sets, so that content types use term store sets? (I don't have content type creation permissions now and have to prove metadata concept to get admin support)
Hi Heather, it would nearly be impossible to do that in future once documents are tagged etc. You would need to do everything manually again - suggest you set up everything correctly from the start.
If you use Managed Metadata (Term Store) - you can point to it from other sites. If you want to share columns to other sites, have to use Content Type Hub
I've been experimenting with the managed metadata and made a hierarchical structure with the term store. However, when using a grouped view, it does not group by the parent level but rather by the lowest sublevel. For example I have 1A and 1B. Instead of grouping by 1, and showing me all 1As and 1Bs, it groups by all the 1As and all the 1Bs seperately. Is this standard or am I doing something wrong?
You cannot assign metadata to folders in SharePoint, no matter how metadata is set up. Check this post for explanation/instructions: sharepointmaven.com/4-ways-to-tag-folders-with-metadata-in-sharepoint/
I need to create a Rest api, taking as a condition, the custom column I created, but when I want to use the filter, the column simply does not recognize me, Help. Please!
Why does modifying meta data on an asset change the asset's "modified by" data? Meta data is data ABOUT data. A file is data, and the file will be changed as it is updated. We want to know who changed it - thus: "Modified By", "Modified By Date". BUT, let's say you manage content to be sure it stays up-to-date. You have different states like "Draft", "Current", "Review", "Archive." When the Status of a document changes, that doesn't mean the document itself changed. I don't want to put a document into "Review" status and then lose the previous Modified By and Modified By Date. The only way you can access it is via version history now. Anyone know how to avoid this behavior?
When you change metadata on an item or document, you changes something about the object, so it just record this as another version and changed Modified Attributes. This is by design. Now way around this.
@@SharePointMaven Does the same (changes Modified Attributes) apply if I change a Column choice? I'm working on a DMS where I'll have Owners, Reviewers and Approvers assigned. If that person needs to be changed, and it wasn't metadata, would the Modified Attributes and date modified change too?
@@carolyngaither249 No, they won't in that case. However, suggest you read this post - since you might need to change values fo docs manually: sharepointmaven.com/how-to-rename-metadata-tags/
Hi Greg! as always, great video! Lots of good info! One question, I am using Highlighted content in one of my sites, but i want to limit the view, I can use filters, so i go to Page Properties, but my choise column does not show there, is that because we can only have Text columns for this? Will this be possible if i create a Managed Metadata column instead? Thank you
Thanks, Marina. Hard for me to say for sure without seeing the setup. Make sure you are rolling up stuff using HCWP from this site and not a whole hub, etc. Once you choose This Site radio button, you should see the column appear under Page Properties.
@@SharePointMaven Thank you very much for your quick reply! Yes, i did as you mentioned but it only brings certain columns that are not choice type - i tried with a existing Managed Data column (Department) and it worked ok so i will see now if i can create my own using the termn store - hopefully it will be OK. THanks again for your help.
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Thanks for explaining the use of Term store and differentiating with choice column. well explanation.
My pleasure, Vinay, happy to hear that you found this useful
I have been using 'Lookup' in the same way as you describe 'Managed Metadata.' What is the main difference between these two?
There are lots of differences, hard to describe in a single sentence. I will be publishing a blog post on this later on
Are you saying that the managed metadata column can be used on any site even if they are not within the same site collection? The tenant admins where I work do not allow sub-sites, so essentially, all sites are site collections in our organization.
Correct, that is the objective of the Term Store
Great video! However we have a site (setup by someone else) with one large document library that uses various LOOKUP fields, instead of Managed metadata columns, as metadata. Functionally it works and users can filter by tag, but now I am trying to move the document library to a completely different server farm and the metadata we see in the view is not moving with the documents. How would you recommend moving the documents so the metadata and proper versioning comes with the documents to its new destination?
You have to use the migration tool
good explanation. it's very clear and straightforward.
Happy to hear, Saimanoz!
Great video Greg. You showed a term store with only two terms or labels so you wish. What if I have a termstore with thousands of customers set up as - . Is it possible to make it searchable? I mean sometimes you know the customers name but the customers name is the second part on the right of the hyphen. You can only search from the left of the string. Right? I know you can add a synonym like - and that would do the trick but wouldn't it be nice to be able to just type part of the name and get your results? Thanks in advance
Thanks, Jack, Yes, this seems to be the limitation - only allows to search from the beginning of the term. Unfortunately, wildcard does not work either.. I am not aware of any workarounds though
Great video!! It helped me a lot on creating choice columns. I have a question on a problem I have and hoping you can help! Have created a choice column as said, but some times, after uploading files to the library, it shows as a value the value "true", which is not listed in my drop-down menu!! If I change the value to what ever other value I have in the drop down menu, after a sec. it changes again, but to "false" as a value (again not listed). This happens in some files not all. Do you have any idea why???
Thanks - happy to hear you found this helpful. In all honesty, never saw this happen before. Maybe someone else did? Should not happen on Choice columns... Do you have any type of formula or validation maybe st up on a column? sharepointmaven.com/how-to-do-column-validation-in-sharepoint/
@@SharePointMaven No, I have not created any formula or validation set up. Thanks for your reply!! I found your blog recently and is very helpful! Keep up the good work and Stay Safe!!!
Currently l am restricted and can't create content types as needed. I started merging teams and SharePoint sites, running custom permissions on libraries because people were moving data between sites and losing critical metadata. Nightmare. I am not looking at deploying metadata management using term store sets. Question: Can l later stack term store sets, so that content types use term store sets? (I don't have content type creation permissions now and have to prove metadata concept to get admin support)
Hi Heather, it would nearly be impossible to do that in future once documents are tagged etc. You would need to do everything manually again - suggest you set up everything correctly from the start.
Hi, would it be possible to share a metadata set over multiple sites? Reason is that I need the label/value pairs to have the same guid for all sites.
If you use Managed Metadata (Term Store) - you can point to it from other sites. If you want to share columns to other sites, have to use Content Type Hub
I think I understand what you say sort of. I will take a look at this. Thanks for your fast response.
@@paulkroon Sure thing
I've been experimenting with the managed metadata and made a hierarchical structure with the term store. However, when using a grouped view, it does not group by the parent level but rather by the lowest sublevel. For example I have 1A and 1B. Instead of grouping by 1, and showing me all 1As and 1Bs, it groups by all the 1As and all the 1Bs seperately. Is this standard or am I doing something wrong?
No, that is how it works by design
Thank you for sharing this!
My pleasure, Philipp!
Does managed metadata work with folders? I have created a managed metadata column but the folders are empty. Thanks!
You cannot assign metadata to folders in SharePoint, no matter how metadata is set up. Check this post for explanation/instructions: sharepointmaven.com/4-ways-to-tag-folders-with-metadata-in-sharepoint/
I need to create a Rest api, taking as a condition, the custom column I created, but when I want to use the filter, the column simply does not recognize me, Help. Please!
I am not familiar with REST API as I only focus on SharePoint OOTB
Anyone know why I get the following error when I try to add a term in the term store? "An unexpected error has occurred. Please try again later."
You first need to make yourself the Admin of the Term Store
Why does modifying meta data on an asset change the asset's "modified by" data?
Meta data is data ABOUT data. A file is data, and the file will be changed as it is updated. We want to know who changed it - thus: "Modified By", "Modified By Date".
BUT, let's say you manage content to be sure it stays up-to-date. You have different states like "Draft", "Current", "Review", "Archive."
When the Status of a document changes, that doesn't mean the document itself changed. I don't want to put a document into "Review" status and then lose the previous Modified By and Modified By Date. The only way you can access it is via version history now.
Anyone know how to avoid this behavior?
When you change metadata on an item or document, you changes something about the object, so it just record this as another version and changed Modified Attributes. This is by design. Now way around this.
@@SharePointMaven Does the same (changes Modified Attributes) apply if I change a Column choice?
I'm working on a DMS where I'll have Owners, Reviewers and Approvers assigned. If that person needs to be changed, and it wasn't metadata, would the Modified Attributes and date modified change too?
@@carolyngaither249 No, they won't in that case. However, suggest you read this post - since you might need to change values fo docs manually: sharepointmaven.com/how-to-rename-metadata-tags/
Hi Greg! as always, great video! Lots of good info! One question, I am using Highlighted content in one of my sites, but i want to limit the view, I can use filters, so i go to Page Properties, but my choise column does not show there, is that because we can only have Text columns for this? Will this be possible if i create a Managed Metadata column instead?
Thank you
Thanks, Marina. Hard for me to say for sure without seeing the setup. Make sure you are rolling up stuff using HCWP from this site and not a whole hub, etc. Once you choose This Site radio button, you should see the column appear under Page Properties.
@@SharePointMaven Thank you very much for your quick reply! Yes, i did as you mentioned but it only brings certain columns that are not choice type - i tried with a existing Managed Data column (Department) and it worked ok so i will see now if i can create my own using the termn store - hopefully it will be OK. THanks again for your help.
@@marinacicchi3272 I see - this is strange - should allow for Choice columns too
Your website is 👍
Thank you, Bobby, appreciate the comment
need to move your mic all the desk where your keyboard is.
Already did this - the latest videos do not have such an issue