Introduction to Managed Metadata in SharePoint

In a recent instructional video, Jonathon Silva of Pragmatic Works delves into the intricacies of using managed metadata columns in SharePoint. Silva explains the significant benefits of these columns for data organization and user interface enhancement compared to traditional choice columns. He provides a step-by-step guide on setting up and utilizing managed metadata columns effectively.

Overview of Managed Metadata

• Simplification for Users: Managed metadata columns simplify the process for users to select accurate and relevant data by connecting related data fields, which reduces the risk of errors.
• Enhanced Data Organization: These columns facilitate better organization within SharePoint lists by allowing hierarchical data structuring.

Step-by-Step Setup Guide

1. SharePoint List Setup

Silva begins by demonstrating the initial setup on a SharePoint site and list where the managed metadata column will be implemented.

2. Column Configuration

• Creating a Managed Metadata Column: Silva shows how to add a new column to the list, selecting "Managed Metadata" from the available options.
• Naming and Grouping: The new column is named and grouped appropriately to align with existing data structures.

3. Term Store Management

• Accessing Site Settings: Silva navigates to the site settings through the settings gear icon.
• Navigating Web Designer Galleries: In the site settings, he accesses the "Site Columns" section under "Web Designer Galleries".
• Defining Values: Silva emphasizes the importance of defining clear and organized values in the term store to ensure the metadata is correctly categorized.

4. Term Setup and Hierarchy

• Creating Terms: Silva illustrates how to create and organize terms in a hierarchical structure within the term store, ensuring each term is correctly categorized under relevant groups.
• Term Relationships: He discusses setting up relationships between terms to reflect the logical connections within the data.

5. Column Implementation and Usage

• Adding the Column to the List: Once the terms are established, Silva adds the managed metadata column to the SharePoint list.
• Practical Application: He demonstrates adding items to the list, showing how the managed metadata column guides users to make correct associations, thus preventing data entry errors.

Benefits and Considerations

• User Interface Improvement: Managed metadata columns provide a cleaner, more intuitive interface for users, allowing them to easily navigate and select related items.
• Error Reduction: By guiding users to make appropriate selections, these columns help reduce errors in data entry.
• Integration with Power Automate: Silva touches on the integration capabilities with Power Automate, noting that while it requires additional steps, it is not significantly more complex.

Final Thoughts and Recommendations

Jonathon Silva encourages viewers to take advantage of the organizational benefits of managed metadata in SharePoint. He highlights the ease of setup and the substantial improvements in user experience and data management. Silva concludes by reminding viewers of the ongoing educational content available from Pragmatic Works, offering further learning opportunities.

In summary, this video provides a comprehensive guide to understanding and implementing managed metadata columns in SharePoint, demonstrating their advantages over traditional data organization methods. Silva's clear explanations and practical demonstrations make this a valuable resource for anyone looking to enhance their SharePoint environment.

Don't forget to check out the Pragmatic Works' on-demand learning platform for more insightful content and training sessions on SharePoint and other Microsoft applications. Be sure to subscribe to the Pragmatic Works YouTube channel to stay up-to-date on the latest tips and tricks.