Let's start with a document library like this.
Fig.: Document library in SharePoint ready for automatically assigning metadata.
Please note the "Categories" column to host the metadata. If you don't have such kind of column, please create and add to current view.
Fig.: Add a managed metadata column to your SharePoint library.
Please note that you have to assign a term set from the term store to the column that contains the metadata that can potentially be assigned - depending on content and classification rules.
Fig.: A Term Set must be assigned to the managed metadata column on creation.
As a next step you can go to the library settings and find the "Automatically Apply Metadata" option.
Fig.: The option "Automatically Assign Metadata" comes with the Layer2 Auto Tagger product.
If you can't find the option there, the feature is not installed or activated for the current site collection. Following the link you can configure the library for auto tagging as follows.
Fig.: SharePoint document library configuration for automatic metadata assignment
Please note that you have to:
- Include or exclude columns for automatic metadata assignment
- activate the configuration to allow automatic metadata assignment
You can make use of overwrite-mode to overwrite existing assignments, e.g. already manually assigned metadata. If set to no, additional meta data is assigned, but no metadata removed. You can use system update to keep existing modified date & time as well as editor information. System updates do not create new document versions (in case of versioning enabled) or start change workflows.
As a next step the already existing items in the library can be processed manually using the bulk-tagging option as follows.
Fig.: Bulk tagging option to apply the list settings regarding metadata assignment to all items and documents of the list.
If your taxonomy of terms fits to your content, you now have metadata assigned to your library (see categories column).
Fig.: Metadata was assigned automatically to your SharePoint library.
If no metadata is assigned, you have to improve your terms or content classification rules as follows. For example to apply the security tag to a specific document, go the following steps.
Fig.: Document relevant to apply the terms security and business.
Let's take a look at the term store for appropriate terms, labels and optionally rules to classify these document.
Fig.: Terms in SharePoint Term Store, prepared for automatic assignment.
Please note that in this case the term itself named security and will easily work with the document. You you can also define synonymes as other lables. In this case the term security is also assigned if "1600" is in the document. Great to assign e.g. customer names by customer numbers. You can optionally define more complex rules using the Layer2 Taxonomy Manager
Fig.: Content classification rules can be added to the term to assign metadata automatically.
You can define logical expressions of patterns in the rule. The term is applied if the expresssion returns true. You can use OR or AND operations, also brackets (). RegEx expressions are supported for maximum flexibility.
Note that rules allow to assign terms that are not found in the document text.
Finally your items and documents are classified automatically during upload.
Fig.: Managed metadata from the connected term store is assigned automatically while uploading documents to SharePoint.
You can use the advanced term edit dialog together with the Layer2 Tag Suggester
to improve the quality of metadata assignment step-by-step. Once assigned, you can work with the assigned managed metadata to improve navigation and findability in your portal:
- Make use of list filters by terms - the only way to filter large libraries (>5.000 documents).
- Refine search results by assigned terms.
- Create term-based tree-style navigations using the Layer2 Tag Navigation Web Part.
- Create an A-Z index directory of your portal using the Layer2 Tag Directory Web Part.