Enterprise Metadata and Keyword Settings

Symptoms:  Despite the Managed Metadata Service Application being configured and available, service running, and the term store available, the Enterprise Metadata and Keyword Settings link is not available under library or list settings.  You may have used the blank site template when creating the site.

While helping a friend last night, I learned yet another nuance of working with the blank site template.  He was having trouble setting up enterprise keywords on a list, and after some discussion, I quickly discovered that the “Enterprise Metadata and Keyword Settings” link was not available in the list settings, nor was the Metadata Navigation link.  Easy right?   Go into the site features and enable Metadata Navigation and Filtering.   Turns out that ONLY enables Metadata Navigation Settings under General Settings.  Ok, that makes sense….so obviously something else needs to be turned on.   After some quick searches, I found John Gortor’s article that explains the problem and how to fix it.

What it comes down to is that the feature that enables this functionality is hidden, you can’t access it from the user interface.  Since the blank site template does not enable this feature by default, it has to be enabled using PowerShell.  John provides the stsadm example, but you can also activate it using

Enable-SPFeature “TaxonomyFieldAdded” -url “%site url%“

Make sure to specify the site collection in the URL – for example:  Enable-SPFeature “TaxonomyFieldAdded” – url “http://sp1/sites/engineering”

Refresh the page and the link will be available.  Note that the Metadata Navigation and Filtering feature in the UI does not need to be turned on to enable Enterprise Keywords.

As a side note we also noticed that when using this method to enable enterprise keywords, that only the default content type has the Enterprise Keywords column added.  In order to add this column to additional content types in the same library, you have to go into the content type settings, add an existing site column, and choose Enterprise Keywords from the list.

 

 

April Cumulative Update fixes Managed Metadata issue

The SharePoint 2010 Foundation Cumulative Update for April 2012 addresses an issue with managed metadata that I thought I should share:

When you use the Managed Metadata columns together with document sets in SharePoint Foundation 2010, you cannot perform a content deployment successfully. Additionally, you receive the following error message:

         FatalError: Specified data type does not match the current data type of the property.
For a full description of the SharePoint 2010 Foundation cumulative update for April 2012:
For a full description of the SharePoint 2010 Server cumulative update for April 2012:

Common Questions asked during our MMS A to Z Presentation

I thought it might be helpful to post the most commonly asked questions about Managed Metadata during our presentations. We’ll be updating this as we go  =)

  1. What happens if a term is deleted, but a document tagged with that term still exists on the site?
    If a document is tagged when the term is deleted from the term store it becomes orphaned.  What this means, is that if you would look at the properties of the document, the term name would show up but it would be in red, with a dashed line underneath.  What has happened, is that the term has lost the association to the term store and the GUID.

    Powershell scripts can be run to restore the association between the term and the term store.  Sergey Zelenov has posted an article on how to do this in a disaster recovery scenario:  Beware Local Term Store However, it will only work for site collections restored to the same web application or one with the same instance of the Metadata Service Application.

  2. Can I delete an entire group or term set accidentally?
    Term Groups - No, all term sets must be removed/deleted before you are able to delete a group.Term Sets- Yes, but you will be warned first that you are about to delete the term set and ALL terms below it
  3. Can you use groups to manage the security of the term sets?
    Active Directory groups can be used, but SharePoint Groups are not available at this time.  This is because Managed Metadata is a global term store and SharePoint groups are managed only within a single Site Collection.
  4. Can I publish the MMS Service App to other farms?
    Yes, the Managed Metadata Service Application can be published to be consumed by other SharePoint Farms.  The MSDN blogs have a good article for this:  How to publish a MMS for cross-farm consumption
  5. What happens if a user attempts to enter a term that is not in the list?If the term set is “Closed” then the user will be prompted to select from the existing terms.

  6. Can you merge a term?  Can you split it again if you change your mind?
    Yes you can merge terms, but the merge is irreversible.  To merge a term, right click the term and select “Merge Terms” from the menu. Select the term you want to merge with a click OK.  You will receive a reminder
    that all synonyms and translations are merged as well.  You will see the merge designated with a new icon.

  7. Do you have a blog article about the web service to connect the Managed Metadata terms to InfoPath?
    Coming soon….we promise!
  8. Can any other file format other than .csv be used to import terms?
    No, csv is the only format that will work successfully.  It’s best to work from the template provided.
  9. Why do I get errors when I import my csv file?
    The most likely issue is that you have duplicates in your list.  It could also be due to a symbol or character that SharePoint does not allow.
  10. Can I move the metadata navigation to be higher on the page?
    Yes, but not out of the box.  Custom development and SharePoint Designer will be required.  Here is an article by Adam Preston on how to do that: Move Metadata Navigation and Key Filters up the Quick Launch
  11. Can I use Managed Metadata with Document Sets?
    Yes you can!   But you will not have the option to use the Metadata Navigation feature.

Humana VOSUG – SharePoint Planning

Man has it been a busy week…  After driving back from Nashville Tuesday night I had to turn around and drive back the same direction to meet up with some friends at Humana in Louisville.  Luckily, I didn’t have to make the trip by myself Brittany my office manager attended as well since she will be a huge part of the event planning we have going on.  Have to love the ability to delegate especially when your involved in the planning for 4 different events!

The trip had many meanings and was a jammed packed day of checking out some very cool innovations, venue searching, presenting and of course a little site seeing!!  Part of the day was spent planning for SPS Louisville which planning to me is like coffee to others.  We all jumped into Fred’s cool car and headed out in what seemed like a big circle when it was all said and done but it was great.  After hitting two nice venues we headed downtown to one of the many Humana buildings where David Bannister Jr. and Frew Soward gave us the grand tour.  During our tour they showed us this amazing interactive floor which at first looked like a tetris board and I was kicking blocks here and there and then after a while it changed into an underwater scene where I enjoyed re-directing some fish to the other side of the hall….it was so COOL!!  After that we checkec out some amazing training rooms and then the most exciting part of all the 25th floor!!!  It doesn’t sound cool but when you get off the elevator you see some large glass doors and through those doors is an outside patio that was absolutely beautiful.  If that wasn’t enough there’s an enclosed overhang with big windows that was built in the middle of the patio that hangs over the road yes the road and yes I did look down.  As you walk into the overhang you saw the most amazing Ohio River view ever.  I was able to take a few pictures and they turned out pretty good.  It was quite the experience as you can imagine.

After all the site seeing we headed to the auditorium where I presented to a great crowd and not only were there attendees in the auditorium but we had a ton that joined online and then I found out they were also tapping it!!  So there was a really nice crowd that came out to hear me present “SharePoint Planning…Straight to the Facts!”.  Again, I had a very interactive crowd and it was funny to see how many people would shake their heads yes when I would hit key points on why you should plan before you implement.  Everyone’s been there right…you get all excited about a project so you dive in full steam only to realize there are many thing that haven’t been addressed, the right people aren’t involved and all the work you have done was for nothing because that’s not really what they wanted.  You know the drill…  I mentioned building and signing off on requirements is a must for a successful project and I didn’t have one person disagree.  It was great they all knew what needed to be done and were willing to take the advice so I imagine for everyone that attended their next project will be a little different than the last and to me that’s progress and why I don’t mind getting up early and driving or flying long distances!  It was a great presentation with a lot of great people and I can’t wait to return and speak again. Thanks to all who tweeted “I Love SharePoint Planning” I have to say its the most I’ve received after presenting so kudos to you!

Finally, we were off on the last leg of our adventure and that was 2 more venues to check out for SPS Louisville!  The first was a good venue but then we went to our last stop and we were all hooked after the first 5 minutes of our discussion.  The facility is brand new so brand new that its not even done being built yet but will be open in plenty of time for the event so it will have all the updated immenities.  Yes this means we have found a venue and now we’re just working out all the details so that we can get a confirmed date and then off to Michael Lotter it goes for approval!!!  It will be a great time we already have discussed where the speaker dinner will be and the SharePint after the event will be it will be amazing.

Ok to wrap this all up I promised to post my presentation and send out the link so here you go http://www.notjustsharepoint.com/Media/SharePointPlanningHumana.ppt.  Thank you all for a great day we had a lot of fun.

 

 

 

NashvilleSUG – Managed Metadata Presentation

Last Tuesday Stephanie and I jumped in the car and headed south to Nashville.  After a very long and eventful 5 hour drive we arrived at the NashvilleSUG where we presented our “Managed Metadata A to Z Plan, Implement, Make it a Success!” presentation to a very excited group of people.  We enjoyed everything about our time there as everyone participated and asked great questions.  We had some lucky winners at the end of the night that I’m sure have already went shopping on Amazon and yes I’m still waiting on my cut of that :) .  We’d also like to thank all those who tweeted “I Love Managed Metadata” it gave us something to focus on during the long trip home that evening.

Last but not least we’d like to thank the entire NashvilleSUG, Adam Graves and especially Daniel Glenn for bringing the users group to our attention and inviting us to come share in your monthly gathering.  If you have any questions please feel free to contact us we’d love to hear from you.  As promised even though a few days late the link to the presentation.

http://www.notjustsharepoint.com/Media/NashvilleManagedMetadata.pptx

Dayton Users Group – “SharePoint Planning…Straight to the facts!!”

On Tuesday I was asked to attend the Dayton User’s Group for some Lightning Round action and I had an absolute blast.  I’ve spoken at many different events in the last year or so and I was to the point where I thought I had met everyone in the local Cincinnati SharePoint community.  Boy was I wrong…I thought it was great that not only did I run into some friends but I was able to meet and enjoy great conversation with new friends.  So in short never underestimate a social event you never know who you are going to run into or what you might learn.

During the Lightning Round I was able to relax and enjoy some presentations from some amazing people like Clint Richardson, Allison Christman, James Grizzle & Keith Callis.  Great conversations were sparked up about metadata properties, SharePoint project management, design and all kinds of other great information.  My night was made when Clint promised me a copy of his new book “SharePoint Server 2010 Administrator” that he co-wrote with Bill Crider and Martin Reid.  I must add he did deliver just a few days later as we hung out after the SharePoint Cincy event.  Thanks Clint!!

As promised I have attached the slides from my presentation on “SharePoint Planning…Straight to the facts!!”.  Feel free to reach out if you have any questions!  Again Tony Maddin & Clint Richardson thanks for putting a great evening together!

Presentation Link: http://www.notjustsharepoint.com/Media/SharePoint_Planning.ppt

 

 

SPTechCon – San Francisco

I’ve just returned from SPTechCon San Francisco and it was an amazing 4 days!!  From the time Stephanie Donahue and I arrived on Saturday until we left on Thursday morning we were non-stop networking, knowledge transfer and of course some fun here and there.  On Sunday we each attended some great workshops in which I choose to attend Eric Riz’s on “Write the Right Requirements” and then a few days later I attended his “Implementing SharePoint – a Project Manager’s “How-To”  as I sat there and listened it dawned on me that this is the thing that is always missing from the events I’ve either spoken at or attended.  It was like a light-bulb came on and it was one of the best sessions and organized events I had been apart of because to me it was complete!

As the week progressed I attended more and more sessions that gave me more ideas as I start to build my new business and how to better serve my customers.  I even attended a session that I had attended before however when you get the chance to attend a session where Todd Klindt and Shane Young are speaking you are just compelled to go and their “Migrating to SharePoint 2010″ session.  During the session attendees prompted excellent questions that then made me realize sometimes repeat sessions are great and I learned a few new tricks and connected with Craig Truelove to get an amazing script on adding server bindings via PowerShell to make it easy you can check it out here http://www.craigtothepoint.com/Lists/Posts/Post.aspx?ID=34.  Thanks again Craig!!  Also, congrats to SharePoint911 and Rackspace the happy hour was great and I wish you the best.

I also attended Christian Buckley’s session “Mastering SharePoint Migration Planning” which gave me the same thoughts and feelings as I did when attending Eric’s sessions.  To me I was in heaven actually hearing confirmation on all the things that need and should be done with every single SharePoint project initiated.  I’ve yet to figure out why some Project Managers and others think SharePoint projects can be ran like other projects such as Exchange or Lync.  They are all their own individual beasts and should be treated as such.  Granted just my opinion but I had many agree with me this week so I am on cloud 9 and it is encouraging to me as I embark on my new venture.

I rounded off my week in style attending Richard Harbridge’s session on “The Seven Most Important SharePoint Success Factors”.  I was very intrigued on what I would hear in this session and as always Richard delivered and amazing presentation.  I have my 7 Success Factors posted and review almost daily.  I’m sure I’ll be quoting things from him for quite sometime.  In addition, due to attending his session I was able to grab an invitiation to his dinner event on Wednesday evening.  It was the first time I had seen Mindjet MindManager and Balsamiq and I was totally blown away with what I was seeing.  I have since been working towards getting both implemented in my company so that my consultants have the best tools possible to help our clients.  Thank you Richard and Mindjet for a great evening and the networking and food was fabulous.

On last thought before I end my ramblings of this amazing event that I attended…  Stephanie Donahue and I co-host SPTV and we were out and about at the event and going into it we had interviews lined up with individuals such as Mark Miller, Shane Young, Todd Klindt and Christian Buckley.  However, we ended up with 10 different interviews and a ton of footage of the event and some chit chats with some of the attendees.  Everyone seemed so excited to stop and talk to us and let us know that they loved the idea of SPTV and to be able to provide feedback.  I want to thank each and every person that took time out of their very busy days I know I’ve only named a few of them but you can catch all the interviews and SPTechCon San Francisco videos on the SPTV site.  The interviews will be released 2 a week until they all get posted so stay tuned and follow us on Twitter @my_SPTV.  Again thank you all for participating it was amazing.

 

 

 

 

 

Microsoft Managed Metadata Planning Worksheets…

I have a slide in the Managed Metadata presentation that Stephanie and I do and I keep getting emails and such asking for the links so I wanted to make sure I made them easily available to everyone without having to download the whole presentation.  So here you go enjoy and let me know if you have any questions.

Term sets planning worksheet (http://go.microsoft.com/fwlink/?LinkId=163486)

Detailed term set planning worksheet (http://go.microsoft.com/fwlink/?LinkId=163487)

Managed metadata services planning worksheet (http://go.microsoft.com/fwlink/?LinkId=164578)

 

SharePoint Saturday Philly

Talk about a great day!!  We arrived early and low and behold we weren’t the only early birds and there was a line for everything registration, breakfast and the vendors.  I absolutely loved the layout they put together.  You walked into a cafeteria area and around the walls were all the vendors and then a few tables off to the side with all the food and drinks and then all these tables in the middle for the attendees to sit, eat and network.  It really kept the group together which gave everyone more access to the speakers, other attendees and of course the vendors who graciously sponsored the event.  Mike Mukalian, Peter Senescu, David Mann & Bill Wolff for putting on such a great event…I can’t wait until next year!

I attended a lot of great sessions throughout the day but more importantly I made some amazing contacts.  I have heard so much about Steve Mann and finally Stephanie and I got the ability to not only meet him but interview him for SPTV!!  Steve is very well known for the numerous SharePoint books that he has written and of course his speaking engagements.  This is one connection that has brought exciting things like co-authoring a book with Steve and Stephanie on “SharePoint 2010 Managed Metadata”.  It has always been a dream to write at least one book on SharePoint so I am very excited.

After the event we all joined together for a SharePint or two and celebrated numerous birthdays!!  Talk about fun that was never ending!!  Unfortunately, Stephanie and I were absolutely exhausted from the day because not only were we in sessions, networking, etc. but we launched SPTV to the community.  We decided to sit at a table and it was down a short way from the festivities to take a little break we felt bad but we need a few to relax the feet.  However, it turned out to be a great thing some noticed and came down to talk to us to make sure we were apart of the action and it gave us the opportunity to meet a few people we hadn’t met yet.  The SharePoint community where ever we go are very friendly, courtesous and all around amazing and I wouldn’t trade them for anything.

As I stated SPTV made its first SharePoint Saturday presence and it turned out amazing check out http://mysp.tv for all the footage and interviews.  Jeremy Thake was amazing and gave us a lot of insight on Integrating SharePoint 2010 with Azure.  You will see other interviews from John Buss and Jessica Russ from the Eventful Group talking about Share 2012 coming up April 23rd-26th. Share 2012 is an event structured for business users so a lot of useful case studies and networking will be going on.  You will also see Marcy Kellar, Fabian Williams, the event committee and many more so check it out!

There were a few questions asked in Stephanie and I’s Managed Metadata session that we do have the answers for but I have decided to write another blog to specifically address these questions and of course I will tweet out letting everyone know when they are ready for prime time.  Below you will find the link to the presentation as promised!

Link to the presentation:  http://www.notjustsharepoint.com/Media/Managed_Metadata.pptx

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