Microsoft is releasing exciting updates to SharePoint & Office 365 quite often. Recently SharePoint Termstore has got some interesting new features which we shall discuss in this article. But what is a TermStore?What is SharePoint TermStore?
The Term Store for SharePoint Online is a global directory of common terms that might be used in your organization. The idea behind the Term Store is that you want to create consistency in the way data is entered and managed throughout your SharePoint environment.
Here are 7 most exciting SharePoint TermStore features that will keep you thrilling if you are a SharePoint developer.
1 - SETUP SYNONYMS
SharePoint TermStore comes up with a concept of synonyms that you can define for each Master Label. There is a field named Other Labels where you can define the synonyms. For example, you could set Recruitment in the Master Label and define synonyms like Hiring, Jobs, Contracts etc in the synonyms. SharePoint now recognizes the synonym and defaults to the related master label.
2 - SETUP OWNERS FOR DIFFERENT SETS OF METADATA
Suppose, you have created metadata to be used by your Sales department and another set of metadata for Marketing department. You don’t want Salespeople to mess up Marketing data or vice versa. Normally in such cases, you will need to grant full control access at a site collection level. But with the new TermStore features, organizing term sets into groups and having a dedicated manager to maintain that group is possible.
3 - CUSTOM SORTING
Probably you know the default sorting options where you can sort tags alphabetically. But what if you have a custom sorting options where you could choose fields by which to sort. Much similar to the Excel Sort functionality? It would be great, isn’t it? The TermStore update has pretty much got that feature. Use ‘Custom sort order’ radio button and choose the way you would like to sort the tags.
4 - MOVE AND REORGANIZE TERMS
Let us say, you have organized your Terms and built your own hierarchies. But down the line at some point in time, you visualize that a different way of organizing could make your job easy. That is very much possible now to re-organize the terms and even move complete terms sets from one folder to another.
5 - REUSE THE TERMS
When you right click on Document Type, you get a pop-up menu which holds the option ‘Reuse Terms’. This feature comes in handy when copying the terms for the new document type you create. Suppose your Sales Department has a good list of Terms and you want to create one for Marketing Department, you can just use this feature to Reuse Terms and also add your new ones. You not only have consistency but will also be saving a lot of time in creating terms.
6 - IMPORT BULK TERMS VIA EXCEL
You have 100s of terms to be uploaded in bulk. Typing them one by one is definitely not the solution. It will become a frustrating job. TermStore now allows you to import bulk terms via an Excel file. Only that the import file has to be in a specified format. The TermStore itself provides the sample import file.
7 – CREATE TERM HIERARCHIES
The key strength of managed metadata is its ability to create hierarchy of terms. With the “regular” choice column, you can only create a single level list of tags. With Managed Metadata (Term Store), you can create multi-level tags which is definitely a cool feature to explore.
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