Friday, March 28, 2014

Managed metadata: 5 things that you wish you knew before using term store management tool in SharePoint

My recent posts are more on the darker side. I see the mistakes, issues and flaws in SharePoint, as well as in working with SharePoint.
It doesn't mean that SharePoint is getting worse, it just means I am getting better). I know more, I see more.
Last couple of years, I was working on understanding how to use SharePoint right. Where SharePoint is helpful, what feature is more appropriate for the specific use case. 
Finally, I have figured out where Managed metadata can bring value. 
More on that:

I have implemented managed metadata, and have used it successfully to improve findability in the portal.
Nevertheless, working with managed metadata in the real world portal highlights some flaws that currently exist in Term Store management implementation.

1. No history, no versioning
There is no way to see changes made in the term store, nor you can't revert changes.

2.No author of the term
The term doesn't have an author field. So, there is now way to know who created or modified and when the term.

3. No usage (where value is used)
Being in the term store you can't trace where the term has been used.

4. No UI to backup\restore
What you can do is to reach out for PowerShell to export term to backup it.

5. No sync options in case of Hybrid Cloud Architecture
There is no way to maintain term store in sync between 2 farms: on-prem and SharePoint Online

These 5 things can be easily significant in the large implementation of the SharePoint. I hope that you know them before making decision. And it doesn't mean that these facts stop you, but you will be better equipped to set the expectations right.