Introduction
SharePortals uses Tags in lieu of folder structures to organise your data. With these tags you can filter your documents based on specific tags. For example you can tag multiple document with “Accounts” You can then use the filters to list only those documents with the “Accounts” Tags
There are multiple different kinds of Tags
FreeForm Tags
These are non managed tags meaning that any user is able to create new tags as they go along. In SharePoint these are also known as Enterprise Keywords.
Managed Meta Data Tags
These tags are predefined by a SharePoint Administrator using a Taxonomy Term Store. This guide will describe setting up this type of tags.
Setting up Managed Meta Data
To setup Managed Meta Data the following steps should be followed :
1) Log into the Sharepoint Admin Centre.
2) Look for “Content Services” On the left hand side and select “Term Store”.
3) Click on “Add Term Group” On the left hand side you should see a new folder appear under “Taxonomy” Give this a unique name.
4) Once the folder has been created click on the ellipses beside the name and select “Add Term Set”.
5) Repeat step 4 until you have added all your values to the Term Set.
Once this part is completed you navigate go to your SharePortals SharePoint Instance and create a new column of type ‘Managed Metadata’
1) Click on the cog wheel at the top right and select “Site Information”.
2) Select “View all site settings”.
3) Under “Web Designer Galleries” Select “Site Columns”.
4) Click on “Create” at the top of the screen.
5) Give the column a unique name (You can change this later) and select “Managed Metadata” as the type of the new column.
6) Under the group section select “Betasoft SharePortals Columns” under the existing columns drop down.
7) If you wish to allow multiple tags to be added to documents, Check the box that says “Allow multiple values”
8) Scroll down to Term Set Settings. Expand “Taxonomy” and select the Term Set you created earlier.
9) Scroll down and click okay.
Now you add the new column to the Document Content Type in the library you chose:
10) Select “Site Contents” on the left hand side.
11) Select your document library. Most likely labelled “Contacts”.
12) Click on the cog wheel at the top right and select “Library Settings”.
13) Select “More Library Settings”.
14) Under “Content Types” Select “Documents”.
15) Under “Columns” Select “Add from existing site or list Columns”.
16) Find your new column in the list and Click “Add”.
The Metadata is now setup and can be used against documents within SharePortals.
1) Open a contact record in SharePortals and select the “Documents” Tab.
2) Click on the ellipses next to any of the documents and select “Properties and Tags”
3) In your tag field begin typing the name of a tag, SharePortals will automatically suggest a tag based on your input. You can add Multiple tags as well
3.5) Alternatively, Click on “Explore Tags” This will open an alphabetical picker. Select the letter corresponding to your tag and select from the list. As above Multiple tags can be added
4) Click Save
5) At the top of the screen select the “Tag Explorer” button. This will allow you to filter based on the tags. Please note a refresh may be required before the tags appear in the list.
Tagging with Managed Metadata is now configured and usable.
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