Import Metadata Into Term Store SharePoint 2010

Introduction

In this article, I am explaining how to create new term stores, groups, term sets, and terms. I am trying to show you how to apply synonyms to terms and create a hierarchy of terms. Then we will see how we can import metadata into a Term Store.

Create a Term Store

 Our first aim is to create a new term store.

     1. In Central Administration, under Application Management, select Manage service applications.
2. Select the Service Applications tab.
3. On the Ribbon, click New, and then click Managed Metadata Service.
4. On the Create New Managed Metadata Service page, in the Name box, enter Metadata Service.
5. In the Database Server box, type the name of your database server.
6. In the Database Name box, enter MetadataService1.
7. Select Windows authentication to use Windows authentication to access the database.
8. In the Application Pool section, select Create new application pool, and then select the [Service Account Name] account from the drop-down list.
9. Select Report syndication import errors from Site Collections using this service application.
10. Select add this service application to the farm's default list.
11. Click OK.
12. Click System Settings in the left navigation menu, and then click Manage Services on Server under the Servers group.
13. If the Managed Metadata Web Service is stopped, click Start,
14. Then you should perform an IISRESET.

 Create a Term Set and Specify Terms

 Now we can create a new group and term set. You then create terms and apply synonyms to a term.

     1. In Central Administration, under Application Management, select Manage service applications.
2. Click Managed Metadata Service 1.
3. Locate the Managed Metadata Service 1 term store, click the drop-down list, and select New Group.
4. Enter Corporate as the group name.

     5. Enter your user ID in the Group Managers field.
6. Click Save.
7. Click the Corporate node and select New Term Set.
8. Enter Departments as the Term Set name.

      9. Click the Departments node and select Create Term.
10. Enter Human Resources as the first term, Information Technology, and Sales and Marketing.

     11. Select the Human Resources node, and then select Create Term.
12. Enter Benefits as the child term.
13. Select the Human Resources node, and then click in the Other Labels field.
14. Enter HR as the new label.

    15. Click Save.

Create the Import File

 Now we can create an import file for the term set.

     1. Click Start > Run.
2. Enter notepad and click OK.
3. Enter the following text on the first line:

"Term Set Name","Term Set Description","LCID","Available for Tagging","TermDescription","Level 1 Term","Level 2
Term","Level 3 Term","Level 4 Term","Level 5 Term","Level 6 Term","Level 7 Term"

     4. Enter the following text on the second line:
"Sites","Locations where the organization has offices",,TRUE,,,,,,,,
5. Enter the following text on lines 3–8:
,,1033,TRUE,,"India",,,,,,
,,1033,TRUE,," India ","Kerala",,,,,
,,1033,TRUE,," India "," India ","Tamil Nadu",,,,
,,1033,TRUE,," India "," India ","Delhi",,,,
,,1033,TRUE,," India "," India ","Karnataka",,,,
,,1033,TRUE,," India "," India ","Goa",,,,
6. Save the file as TermSet.csv.

Import the Term Set

 We can see how we can import a term set into the term store.

     1. In Central Administration, under Application Management, select Manage service applications.
2. Click Managed Metadata Service 1.
3. Locate the Managed Metadata Service 1 term store, click the drop-down list, and select New Group.
4. Enter Imported Terms as the group name.
5. Select the Imported Terms group and click Import Term Set.
6. Browse and select the TermSet.csv file.
7. Click OK.
8. Expand the Sites node and ensure that the terms have been imported into the term store.

How to Apply Imported Terms to a List Item

 Now we can use the imported terms to add a location to a contact list item.

     1. Open your web application in Internet Explorer.
2. From the Site Actions menu, select More Options.
3. Click Contacts and enter Company Contacts in the Name field.
4. Click Create.
5. Select the List tab and click the List Settings option in the Ribbon.
6. Click Create Column.
7. Enter Employee Location in the Column name field and select Managed Metadata as the column type.
8. In the Term Set Settings section, expand the Managed Metadata Services 1 node, expand Imported Terms, and select Sites.
9. Click OK.     
10. Return to the Company Contacts list default view, select the Items tab, and click New Item.  
11. Enter a name in the Title field and click the tag icon next to the Employee Location field.

     12. Expand the terms, click Kerala, and click Select.
13. Click Save.
14. The contact item is created using the imported term.