Using SharePoint Managed Metadata for Search

Episodes in the Microsoft 365 SharePoint Term Store and Metadata Series

Microsoft 365 SharePoint Term Store and Metadata
Using SharePoint Managed Metadata for Search

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In this Ask Sympraxis session, we expand on the foundational concepts discussed in the previous episode, focusing on the role of SharePoint Managed Metadata for Search. If you haven’t caught up on that episode yet, we recommend starting there to better understand the central role of the term store and managed metadata in building a robust information architecture.

Term store vs. managed metadata

The term store and managed metadata are often mentioned together, but it’s important to differentiate between the two. The term store is essentially the repository where terms are created, managed, and stored, while managed metadata refers to the method by which these terms are integrated into SharePoint. Though they work hand in hand, they serve different purposes within SharePoint’s ecosystem.

Why managed metadata?

Managed metadata is crucial for maintaining consistency across your SharePoint environment. By utilizing a managed metadata column at the enterprise level, especially for frequently used terms like office locations or states, you ensure that updates made at that level are automatically propagated across all sites that use those terms. While alternatives like Choice Fields or Lookups exist, they come with limitations, particularly in large-scale or multi-site environments.

Benefits of managed metadata

The primary advantage of using managed metadata is data consistency. Open text fields are prone to errors, making search and filtering challenging. Managed metadata provides a standardized vocabulary, enabling more accurate search results and filtering across your intranet. For instance, whether a department is labeled “HR” or “Human Resources,” managed metadata allows for synonyms, ensuring that everyone is on the same page, regardless of terminology.

Site columns and search indexing

To leverage managed metadata in search experiences, it’s essential to ensure that the corresponding site columns are indexed. This requires creating content within those columns so that they become crawled properties. Only with content can these columns be properly indexed and mapped to managed properties in the search schema.

Mapping crawled properties in the search schema

During the session, Marc provides a detailed walkthrough on mapping crawled properties in SharePoint’s backend, including tips on handling multiple languages and translations. He also demonstrates how to utilize these mapped properties as filters and in the PnP search results web part, offering practical insights with accompanying screenshots.

Extensibility challenges

Finally, Julie touches on the complexities of updating managed metadata columns, especially due to the hidden taxonomy fields and their interactions on the backend. Julie elaborates on these challenges, particularly when dealing with multiple managed metadata columns within a single list, highlighting the need for careful planning and understanding when customizing these elements.

This session underscores the power of managed metadata in creating a more organized, consistent, and searchable SharePoint environment. While there are challenges and nuances that come with its implementation, it’s worth the effort to create the best environment for your users.

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