In this article I would like to address the Frequently Asked Questions about Terms.
What is a Term?
Term is a keyword for associating with contents. Terms enables us to achieve Taxonomy.
What is a Term Set?
Term Sets are containers for Terms.
Why we need Term Sets & Terms as we already have Content Types & Site Columns?
Terms are created & managed by authorized person. This increase the standard& accuracy of terms. Metadata Columns can be used as an addition to existing content type & site columns.
Can I continue with content types & use metadata terms?
Yes. You can continue with existing content types, site columns which are useful in the library, list level. Additional to that you can use Metadata Terms to classify content in a global scope.
How can Terms provide advantage in global scope?
Consider for example you have 10 libraries each with 10 documents, so total would be 100 documents. All the libraries will have the text "official" inside it. So if you search for "official", all the 100 documents will be listed, which creates inaccurate data results.
To address this problem, you can introduce Metadata Terms & mark only the relevant documents with the term "official". For example, if you think only 5 of the documents are official; you can mark them & leave the rest.
What is Term Store Management Tool?
It is the tool through which we create & manage terms. You can access it through Site Actions > Site Settings > Manage term.
Are Terms a Mandatory one?
No. You are flexible to choose them based on your requirements.
What are the scopes of Term Sets available?
Terms are of 2 scopes for Term Sets:
Global Term Sets are created through Central Administration & are available to all web applications. Local Term Sets are created through Site Collection & only available to the site collection scope.
Can I have multiple terms for a particular item or document?
Yes. You can use the Allow Multiple values property of the managed metadata column.
How the Term Set is published in SharePoint?
Through the Managed Metadata Service (MMS).
Can we assign Owner for a Term Set?
Can you summarize the overall advantages of using Metadata Terms?
Standardized& Accurate: Terms are hierarchical, managed by an authorized person.
Search Speed: Terms can be indexed & thus increases the search speed
Content Classification: It provides a broader classification of data into multiple buckets. In the long term it yields good returns on the classification overheads.
How to programmatically use Terms?
We can use Server Object Model classes for using Terms. Microsoft.SharePoint.Taxonomy is the assembly which contains classes like Term, TermSet etc.
What is the Server Object Model class to represent Term?
It would be Microsoft.SharePoint.Taxonomy.Term.
In this article we have explored the Faqs about Terms.