Assigning appropriate Managed Metadata to large SharePoint libraries automatically
You can assign appropriate managed metadata completely automatically to large
libraries and lists using the Layer2 Auto Tagger as follows.
Fig.: Find the "Automatically Assign
Metadata" feature in the list settings.
With the Layer2 Auto Tagger installed
and activated for the current site collection there will be an additional entry
"Automatically Assign Metadata" in the current list or library settings.
Following the link you can
- bulk-tag libraries with already existing documents (especially after
- assign managed metadata automatically in real-time during document upload or
The taxonomy entry points (term set root node) is automatically chosen with
respect to the current meta data column settings. List items are processed as
well as documents and files located in SharePoint libraries. Properties (meta
data column content) of list items and documents are also considered for
tagging. The context of items and documents, e.g. site, list, library, folder,
url is considered for tagging as well. The document or file textual contents are
considered if appropiate IFilters are installed. Means no problems with Office
documents or Adobe PDFs.
Term labels and synonymes are used to find appropriate text. To increase
precision the use of categorization rules for auto-classification is supported
(e.g. one term is in document content while another term is not). A
high performance completely Microsoft .NET Framework based rule engine is used to provide a high quality of subject
classification. Generally rule-based content classification is much faster, less
expensive to implement, and produce reliable, reproducible results with higher
accuracy compared to linguistic and statistical approaches.
The automatic metadata assignment is fully integrated in default SharePoint
tagging. Manually assigned tags can be kept untouched, if required. There
are flexible background operation settings: Scheduling, inclusion and exclusion
of sites, lists & libraries, columns and content types.
The solution is completely based on the Microsoft SharePoint 2013 Enterprise
Metadata Management API. No MOSS 2007 legacy code or external 3rd party software
or data (e.g. search index) is used by default. Also there is an open API:
Optionally plug-in of existing 3rd party solutions for text-mining, rule
generation etc. can be added, if required.
Note that you can also apply managed metadata to almost any external data
sources, integrated in SharePoint using the Layer2 Business Data List Connector. That means,
data from external SQL, ERP/CRM etc. will also be found in SharePoint.
After assigning managed metadata your documents are accessable using filters
and and views based on that metadata. Assigning managed metadata automatically
can highly increase benefits and user acceptance of your SharePoint portal.