Layer2 Taxonomy Manager for SharePoint - Installation & Setup

The Layer2 Taxonomy Manager for SharePoint offers a complete term life-cycle management application to efficiently import, update and export corporate taxonomies including additional custom term attributes, e.g. classification rules. See below for installation and setup.

 

​Install the SharePoint Taxonomy Manager:

Please enter the 2010 or 2013 folder and then the product folder in the distribution zip-file, run the installer (*.exe) and install or upgrade the product following the assistant. Use the "Run as Admin" option of the context menu (right click).

 

SharePoint-Taxonomy-Manager-Installation-1

Fig.: The installer checks system requirements for the installation of the Layer2 Taxonomy Manager.

 

As a next step, please select your web applications to install the Taxonomy Manager.

 

SharePoint-Taxonomy-Manager-Installation-2

Fig.: The web applications must be selected for deployment of the Taxonomy Manager.

 

Validate the SharePoint Taxonomy Manager Installation:

 

Please check the dependencies and service considerations after installation using the Installation checker.

 

SharePoint-Taxonomy-Manager-Installation-3

Fig.: Validation of the installation and service requirements for the Taxonomy Manager.

 

Activate the SharePoint Taxonomy Manager:


Now you can activate the new feature as Web Application  Feature (not Site Feature or Site Collection Feature) in the SharePoint Central Administration (CA). Please go to Central Administration -> Web Applications -> Manage Features.

 

SharePoint-Taxonomy-Manager-Activation

Fig.: Activation of the Taxonomy Manager feature as a web application feature.

 

After activation you will find the additional feature "Import" in the Term Store Management Tool on the Term Group level.

 

SharePoint-Taxonomy-Manager-Import-Option

Fig.: The additional option "Import" is added with the feature activation. 

 

Import a new SharePoint Term Set:

 

Please select the desired Term Group in the default SharePoint Term Store Management Tool. To import a Term Set in the selected Term Group please click "Import Term Set" and after file selection "Import". Please note that several formats are supported, including the SKOS format.


SharePoint-Taxonomy-Manager-Import-Term-Set

Fig.: Import of a SKOS-based Term Set using the Taxonomy Manager.

 

Update an existing SharePoint Term Set:

 

Please select the desired Term Set in the default SharePoint Term Store Management Tool. To update a Term Set in the selected Term Group please click "Update Term Set" and after file selection "Update". Please note that several formats are supported, including the SKOS format. Also note the different options to manage CRUD operations and create, update or delete (CRUD) existing terms in case of modified source data.

 

SharePoint-Taxonomy-Manager-Update-Term-Set

 Fig: You can create, update, delete existing terms in case the external data set has changed.

 

Export a SharePoint Term Set:

 

To export existing Term Sets to a file in SKOS format click "Export". The taxonomy can be re-imported in other SharePoint systems, e.g. for deployment or can used for backup.

 

Apply Advanced SharePoint Term Settings:

 

Please select the desired term in the default Term Store Management Tool. To add any content classification rule click "Set Classification Rule". If you can't find this button, the feature is not activated. See above about how to activate.

 

Auto-Generate a SharePoint Content Classification Rule:

 

You can automatically generate a content classification rule from existing lables and synonyms. Please click "Generate Rule" to start.

 

SharePoint-Content-Classification

Fig.: You can setup and manage content classification rules in the advanced settings for any term.

 

Enter a SharePoint Content Classification Rule:

You can enter the content classification rule into the field, include and exclude terms using logic expressions (e.g. OR, AND, NOT). You can also use RegEx to create more complex expressions.

Improve a SharePoint Content Classification Rule:

You can paste a typical text into the Rule Validation field and click "Validate Rule". The clssification is applied to the text and you will be informed whether the defined rule matches or not.


Layer2 Taxonomy Manager for SharePoint - Shareware Limitations

 

​​​The Layer2 Taxonomy Manager for SharePoint has the following shareware limitations:

  • The "Advanced Settings" button is disabled for some seconds after the Term Properties Dialog is entered in the Term Store Manager.
  • 25 terms can be exported / imported only.

Please contact [email protected] for a time-limited full-featured trial license for better evaluation today.

 

Layer2 Taxonomy Manager for SharePoint - Content Classification Rules

​The Knowledge Management Suite for SharePoint offers rule-based content classification that supports several different rule-based engines. Currently implemented and available out-of-the-box is a content classification engine, that is based on logical expressions of terms. Please note: If another engine is used via API, other rules could be operated (see vendor documentation for this).

Classification Rules

Classification rules are managed in the Term Store Manager extension. A rule describes a term and forms a logical expression that gives true or false when applied to a SharePoint item or document. In case of true, the item or document is classified with the tag / term, that is related to the rule. Please note, that in case a rule is defined, the term name and synonyms are not used anymore. Please use the auto-generate rule feature to create a rule from existing term names and synonyms on the fly as a good starting point. The auto-generated rule is used in case of no rule is specified (empty field). In this case the term name and the synonyms are joined by the OR operator. Generally a rule is broken up into terms and operators and can use grouping.

Basic Terms

There are two different types of terms: Single Terms and Phrases. A Single Term is a single word such as "Marketing" or "Sales". Terms are not case sensitive. A Phrase is a group of words surrounded by double quotes such as "Email Marketing". Multiple terms can be combined with Boolean operators to form a more complex rule (see below).

Advanced Terms

Terms can be simple valid REGEX expressions without any parentheses. REGEX expressions have to be surrounded by double quotes. See here for more information about REGEX.

Boolean Operators

Boolean operators allow terms to be combined through logic operators. We support AND, OR, and NOT as Boolean operators (Note: Boolean operators must be ALL CAPS).

OR

The OR operator links two terms and finds a matching document if either of the terms exist in a document. This is equivalent to a union using sets. To tag documents that contain either "Sales" or just "Email Marketing" use the rule: "Email Marketing" OR sales.

AND

The AND operator matches documents where both terms exist anywhere in the text. This is equivalent to an intersection using sets. To tag documents that contain "Email Marketing" and "Direct Marketing" use the rule: "Email Marketing" AND "Direct Marketing"

NOT
The NOT operator excludes documents that contain the term after NOT. This is equivalent to a difference using sets. To tag documents that contain "Email Marketing" but not "Direct Marketing" use the rule: "email marketing" AND NOT "direct marketing". Please note, that the NOT operator cannot be used without other operators.

Grouping

We support using parentheses to group rules to form sub rules. This can be very useful if you want to control the boolean logic for a rule. To search for either "Email Marketing" or "Direct Marketing" "Sales" use the rule: ("Email Marketing" OR "Direct Marketing") AND "Sales". This eliminates any confusion and makes sure, that "Sales" must exist and either of the terms "Email Marketing" or "Direct Marketing" may exist. Please note that nested parentheses are not allowed in the current version.

Samples of valid SharePoint content classification rules

("Email Marketing" OR "Direct Marketing") AND "Sales"
("Email Marketing" OR "Direct Marketing") AND Sales
("Email Marketing" OR "Direct Marketing") NOT Sales
("Email Marketing" OR "Direct Marketing") AND (NOT Sales)
("Email Marketing" OR "Direct Marketing") AND NOT Sales
(Email) AND (Marketing)
Email and Marketing
"email marketing" AND NOT "direct marketing"
(".+marketing" OR Direct Marketing)

Typical issues with SharePoint content classification rules

 

Missing "" error:

"email marketing" NOT direct marketing

Nested parentheses error:

("Email Marketing" OR ("Direct Marketing" AND Sales))

Operators not all caps error:

("Email Marketing" OR ("Direct Marketing" and Sales))

NOT is used without any other operator

NOT "Email Marketing"

REGEX is used without double quotes

(.+marketing OR Direct Marketing)

 

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