Managed Metadata Columns in Your SharePoint List

Jonathon Silva walks through the process of creating and using Managed Metadata columns in SharePoint lists. This feature enhances data consistency and usability by allowing users to select hierarchical terms from a centralized term store, reducing errors and improving the user experience.

Why Use Managed Metadata?

• Improves data accuracy by linking related fields (e.g., Category and Item).
• Prevents mismatched selections common with standard choice columns.
• Enables hierarchical term structures for better organization.
• Reusable across multiple lists within the SharePoint site.

Step-by-Step Setup Guide

1. Access the SharePoint List: Navigate to the list where you want to add the managed metadata column.
2. Open Site Settings: Click the gear icon in the top-right corner and select Site Information, then View All Site Settings.
3. Go to Site Columns: Under Web Designer Galleries, select Site Columns to manage or create new columns.
4. Create a New Column: Click Create, name your column (e.g., Category SL Item), and choose Managed Metadata as the type.
5. Configure Term Set: Scroll down to customize the term set. Enable the option to display the full path and allow fill-in choices if desired.
6. Build the Hierarchy: Create top-level terms (e.g., Technology, Furniture, Office Supplies) and add sub-terms (e.g., Curved Monitor, Standing Desk, Blue Pens) under each category.
7. Save and Apply: Once the term set is complete, save it and return to your list to add the new managed metadata column.

Using the Managed Metadata Column

• When adding a new item, users can now select from a structured list of terms.
• The system ensures that only valid category-item combinations are chosen.
• Users can search for terms (e.g., “Standing Desk”) and see their category context (e.g., Furniture).
• Existing list items can be updated to use the new metadata column for consistency.

Benefits and Considerations

• Streamlines data entry and reduces human error.
• Ideal for scenarios like Manufacturer/Product or Category/Item relationships.
• Managed metadata is accessible across lists, promoting reuse and standardization.
• Note: Integration with Power Automate requires additional steps but is manageable.

Conclusion: Managed Metadata columns offer a powerful way to enhance SharePoint list functionality. By leveraging term sets and hierarchical structures, organizations can ensure cleaner data and a better user experience. For more tutorials like this, subscribe to Pragmatic Works’ YouTube channel or explore their on-demand learning platform.

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