Developing against Managed Meta Data – Blackbelt

1. DevelopingagainstManaged Meta Data – Blackbelt Bart-Jan Hoeijmakers Donald Hessing

2. Introduction – Who are we? Donald Hessing • Working with SharePoint since 2007, before .Net architect • Technical Manager, Lead SharePoint Architect at VX Company • Virtual Technology Solution Professional for Microsoft Netherlands Bart-Jan Hoeijmakers • Working with SharePoint since 2006, before .Net developer • Lead SharePoint Developer at VX Company • Strong focus on developing custom solutions

3. Agenda • Introduction – Who are We? • Architectural overview of Managed Meta Data • Provision Taxonomy Field • How to set Taxonomy Field value programmatically? • Query List items by Taxonomy Field value using CAML • Search for items by Term • Column specific TermSets

4. Managed meta data Architecture

5. Managed Meta Data Service Application • Sharing meta data cross: • Sites, Site Collections, Web Applications, Farms • Centralized management of: • TermSets, Terms, ContentTypes • MMS can be connected cross farm • Multiple MMS can be connected to the same web application • MMS is Tenant “aware”  partitioned

6. Terminology = TermStore = TermGroup = TermSet = Term = Term

7. Administration • Managed Meta Data Service Application • Administrators • Manage the properties of the Service Applications • Are NOT Term Store Administrator by default • Permissions • Local Farm: By default all services localto the farm have full access • Term Store Administrator • Create Term Groups • Assign Term Group Managers • Canassign Term Group Contributors • Createand manage Term Sets andTerms

8. ConsumingManaged Meta Data • Webapplication must beconnectedto the Service Application • Managed Meta Data Service Applications in the default proxy group are connectedautomatically

9. Enterprise Keywords • Enterprise Keyword Field allows users to select enterprise keywords and managed terms • Used keywords are stored in the Keywords TermSet of the System Group in the MMS • Set the default storage locationforkeywords • Users must have permissions on the MMS

10. TaxonomyHiddenList Location: [SiteCollectionUrl]/Lists/TaxonomyHiddenList • Stores taxonomy values for: • Assigned Taxonomy values in the site collection • Default values of the Taxonomy Field Site Column • The Taxonomy Field is a lookup field to TaxonomyHiddenList • This prevents a hotspot on MMS • TaxonomyHiddenList is synchronized with the TermStore by the Taxonomy Update Scheduler Timer Job • Updating a term in the TermStore doesn’t change the field • The new value is provided by the lookup to the synchronized TaxonomyHiddenList

11. ProvisionManaged meta data field

12. Provision Managed Metadata Field • For provisioning a Taxonomy Field you need 2 Fields: <Field Type=“TaxonomyFieldTypeMulti” Name=“DemoTaxField” ..../> <Field Type=“Note” Name=“DemoTaxFieldTaxHTField0” .... /> • TaxonomyFieldTypeMulti renders the hierarchical meta data field (FieldControl) • Stores the WssId of the item in the TaxonomyHiddenList • [4;#SharePoint 2010] • Value is provided by the Lookup to the TaxonomyHiddenList • Note field stores the selected term label and term GUID • [SharePoint 2010|dd212d38-417e-4a9d-8222-e856b05d627b]

13. ProvisionTaxonomy Field • When provisioning TaxonomyFields, also provision the hidden notefield! Microsoft Naming Convention

14. Add Field toContentType • Manually add the TaxCatchAll and TaxCatchAllLabel fields to the listdefinition, or to your contenttype • Seach refinement panel and Document Information Panel rely on these fields

15. Event Receivers • Manually add the TaxonomyItemSynchronousAddedEventReceiverand TaxonomyItemUpdatingEventReceiver to the list definition Synchronizes the TaxCatchAll fields and the hidden notefield

16. Bind Taxonomy Field toTermStore • Taxonomy Field is a specializedlookup field • Afterprovisioningitshouldbebindedto a TermStore: • Bind TermStoreID and TermSetID in event receiver • Bind the hidden note field in event receiver This doesn’t work for SandBox solutions because the “Microsoft.SharePoint.Taxonomy” DLL is not available!!

18. TaxonomyFieldAdded feature When using custom webtemplates, or site definitions based on Blank Site Template make sure that hidden feature 73ef14b1-13a9-416b-a9b5-ececa2b0604c (TaxonomyFieldAdded) is activated on the sitecollection!

19. Demo

20. Set Taxonomy Field value programmatically

21. How to set a value of a Taxonomy field programmatically? • In General: Terms that were not used before will be added to the TaxonomyHiddenList of the SiteCollection • Taxonomy Field can be updated by • TermGUID • Term from the Term Store (MMS) • The Taxonomy Field has a reference to the TermStore (SspId) and TermSet (TermSetId)

22. Set value by the Guid of the Term Site can have multiple TermStores associated We usually don’t know the GUID of the Term

23. Set term based on Label The Taxonomy Field has a reference to the TermStore and TermSet Taxonomy Field Get the Term by label

24. Set taxonomy value TaxonomyHiddenList demo

25. Query List items by taxonomy field value using caml

26. Query the list using CAML • Get all list items that are tagged with a term or one of its child terms • CAML query can be constructed to achieve this goal <Where><In><FieldRefLookupId="TRUE" Name=“MyTaxonomyField" /><Values> <Value Type="Integer">7</Value> <Value Type="Integer">5</Value> <Value Type="Integer">6</Value> </Values></In></Where> TaxonomyField.GetWssIdsOfTerm(..,..,..)

27. TaxonomyFieldsand CAML Get the Lookup Id’s of the Term from the TaxonomyHiddenList Construct the CAML query Execute the CAML Query against the list

28. Query List Items by Taxonomy Field value using CAML Demo

29. Search for items by term

30. Setting up Metadata properties • For Taxonomy Fields, Crawled and Managed properties are automatically created after the first full crawl • Only when a list item is added and contains a taxonomy field value • Nice for out of the box implementations, but for custom solutions : • You can’t first call someone to create a listitem for the managed properties • Create the crawled and managed properties in advance by using powershell • Provide crawled property with prefix ows_taxId_ • Provide managed property with prefix owstaxId

31. Managed and crawled properties • To create and map properties in PowerShell, use the following commandlets: • New-SPEnterpriseSearchMetadataCrawledProperty • New-SPEnterpriseSearchMetadataManagedProperty • New-SPEnterpriseSearchMetadataMapping

32. Search by Term in code

33. Hierarchical search vs exact search • Prefix term GUID in search query with # or with #0 • #0 = exact search  SharePoint • # = search for the term or any child terms below it in the TermStore hierarchy  SharePoint, MOSS 2007, SharePoint 2010

34. Searching items by term from code demo

35. Column Specific termsets

36. Column specific TermSets • In general Taxonomy Fields are connected to a centralTermSet • Departments • It is also possible to create and connect to a local TermSet • To provide team specific termsets that don’t make sense for global availability • Termsets are stored in the MMS with SiteCollection-FieldName as name • Default storage location for column specific Term Sets should be enabled

37. Other Gotcha’ s • TaxonomyHiddenList is resource throttled • The TaxonomyHiddenList is not cleaned up with unused terms • Keywords stored in the termstore are not security trimmed • The number of lookupFields is limited to 8 by default  number of joins allowed per query • Import of termsets will get a new GUID during import | DTAP

38. Key take aways! • MMS can provide taxonomy for Sites, SiteCollections, Web Applications or Farms • TaxonomyHiddenList in the Site Collection prevents hotspot on MMS • Provisioning Taxonomy Fields requires additional Fields and attached EventReceivers • The Taxonomy Field contains a reference to the TermStore and TermSet • Hierachical search on Taxonomy Fields can be done by using Search • Use #0 for exact match • Use # for search on child terms

39. Contact Donald Hessing dhessing@vxcompany.com http://bloggingabout.net/blogs/donald Twitter:@dhessing Q & A Contact Bart-Jan Hoeijmakers bhoeijmakers@vxcompany.com http://www.insidesharepoint.net