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What are the benefits of using term sets?

    Question

  • Hi Everybody,

    I'm using Office 365 with SharePoint online. I've setup a site collection with a document library. I've created some collumns with choice menu.

    When a document is uploaded, users can fill in the collumns. Works very nice.

    Now i came across term sets in SharePoint Admin. I've created some library collumns and chose managed metadata to i can select a term set.

    What are the benefits of using those term sets over collumns?

    Thursday, April 20, 2017 10:08 AM

Answers

All replies

  • Hi,

    3 Most obvious benefits that comes quite handy is :

    • It can be used to group items by creating terms and associating them with logically related list items
    • Managed filtering in the list helps to filter and view list items that have common terms associated with them. This way logically grouped items can be viewed with terms filtering option within the list.
    • Using Terms we can create global navigation just like we have structural navigation.

    More info can be found here :

    http://sharepointmaven.com/top-10-features-sharepoint-term-store/

    https://cann0nf0dder.wordpress.com/2013/03/31/explaining-how-to-use-the-term-store/

    Thanks,

    Priyan


    Please Up Vote and Mark this as Answer if it helps.

    Thursday, April 20, 2017 1:52 PM
  • Those are true but for me the key aspect is that you can have consistent terms everywhere. Your list columns can be re-used accross the site at best. MMS fields can be used throughout your entire farm. That means if you add an option once it's available everywhere.

    There are some extra bits that you can do as well with MMS fields that you can't do with columns. You can have a huge number of MMS fields and nest them in a tree like structure (Country > County > Town) rather than just having a flat list.

    If you want it to be used everywhere, use MMS. If it's complicated, use MMS. Choice columns are great in their place but MMS is aimed at much bigger things.

    Thursday, April 20, 2017 2:52 PM
  • Hi,

    There are lot of benefits of using Term sets in SharePoint:

    1. Available across the farm
    2. Multilingual
    3. Autocomplete option
    4. Multi-lingual

    Some links for your reference:

    https://technet.microsoft.com/en-us/library/ee424402(v=office.15).aspx

    https://technet.microsoft.com/en-us/library/ee519604(v=office.15).aspx


    Cheers,
    Maruthu
    Please click the 'Mark as Answer' if this post solves your problem or "Vote As Helpful" if it was useful! :)
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    Thursday, April 20, 2017 2:52 PM
  • Hi: As others have already pointed out the benefits, I would like to point out there's a process to use term sets or MMS. You need to get stakeholders (the business groups) involved if you want these to be used by the company. Where will you get the terms or keywords to use? These will be provided by the users/stakeholders. If this is where you are going forward, you need a committee to get involved. The tool/s are available, but if you want a successful implementation, you need some serious planning (Content strategy, roadmap, etc.).

    Just an update and anyone can validate -- that in SP Online, there are issues with using managed metadata.

    • Edited by get3rrd0ne Thursday, September 21, 2017 8:23 AM update
    Thursday, April 20, 2017 7:44 PM
  • Hi,

    Is there any update?

    If the post helps you, you can mark it as answer to help other community members to find the solution quickly.

    Have a nice day!


    Please click the "Mark as Answer" button if this post solves your problem or "Vote As helpful if it was helpful! :)
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    Tuesday, June 06, 2017 6:12 PM