Out Of The Box Sharepoint (?)

May 24, 2011

Sharepoint 2007 versus Sharepoint 2010 metadata

Filed under: Education, Sharepoint — Peter Kruisman @ 12:13 pm

We have in Sharepoint 2007 custom lists that are used as simple drop boxes. In this list we have a lookup field that serves as metadata for the uploaded assignment.

These custom lists are completely out the box, no event receiver. The teacher is warned about unwanted input (student has scored his own assignment) using a calculated column. There are views in place that presents uploaded assignment to the appropriate teacher. Students can only view the assignments  they own. These users can subsequently filter the shown assignments using the column filters

In the above case there are more than 70 assignments from three related courses to choose from. It is presented as one long dropdown list.
In Sharepoint 2010 this dropdown list can be replaced with a managed metadata column (which can be available throughout the farm..).

Using the metadata column the uploaded assignments can be filtered like in 2007 but it’s now hierarchical.

New is the list navigation using the managed metadata (terms set)  and/ or keywords (column) filter. These are only accessible in the quick launch column (left site column) of the list (if configured in the  list settings). It is therefore not available for filtering on a page. This could be handy with multiple lists that share the same terms set.

An other advantage is that administrators can configure that the tagging application allows new terms/ or suggestions via email and delegation of the management of the term set.

Here a summary of  the scale and  structure of term sets and actions within the term store management tool.

Deprecate or delete terms?

When deprecating a term the term can be used for filtering. It is not longer available for tagging new content.
Obviously a deleted term CANNOT be used for filtering. In de above case users cannot filter for assignments that have deleted tags.

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