SharePoint Managed Metadata

Import SharePoint MetaData from CSV along with their Guids, Deprecate-State and Custom Ordering

Piyush SharePoint Managed Metadata , , , , , , , , , , , ,

This is the final of the two-series blog. Before proceeding further, here’s the link to the 1st part, https://realmpksharepoint.wordpress.com/2015/06/19/export-sharepoint-metadata-to-csv-along-with-their-guids/. The objectivity of the entire series has been already defined there so I won’t be re-iterating the same. However, I must re-visit some of the items relevant to the current context. So following are the objectives of this script:

  • Import Terms to SharePoint only when they don’t already exist. The search will be done using the Term Name only.
  • Can create a Term with the given Guid i.e., Guids can be retained across the servers. This is optional. If you don’t want to use this option, then keep this column blank and the TermSet will be created using a brand new Guid assigned by the SP.
  • Deprecate/Un-Deprecate an existing or a new Term. If you want to change this option on a number of pre-existing TermSets or you even want to create the TermSets with the deprecate value on, then simply update the corresponding column in the exported CSV and then run the import script.
  • Modify the availability for Tagging option. If you have to change this option on a number of pre-existing or new TermSets then simply update the given CSV accordingly and then run the import script.
  • Most importantly, it applies custom sorting to the TermSets. So the TermSet and their child terms will exactly appear in the same order as has been listed in the processing CSV file.

Input

There are three parameters that needs to be set before executing the script. They are:

  • $fileName: Full path of the csv file to be imported.
  • $termStoreGroupName: Term group name. Please note that the script does not create a term group. Hence do ensure first that the group already exist at SharePoint even if its blank.
  • $MMSStore: Name of the managed metadata service.

Continue reading →

Export SharePoint MetaData to CSV along with their Guids

Piyush SharePoint Managed Metadata , , , , , , , , , , , , ,

This is a two series blog in which I will try to cover lots of SharePoint TermSet Metadata operations. The idea is to achieve the following:

Export Terms to CSV

  • Existing Terms along with their child Terms,
  • Current Guid,
  • Available for Tagging option, &
  • Deprecate state.

Import Terms from CSV

  • Import Terms which will create Terms only when they don’t already exist. The search will be done using the Term Name.
  • Can create the Term with the given Guid. This is optional. If you don’t want to use this option, then keep this column blank and the Term will be created using a brand new Guid.
  • Deprecate/Un-Deprecate an existing or a new Term. If you have to change this option on a number of pre-existing TermSets then simply update the exported CSV accordingly and then run the import script.
  • Modify the availability for Tagging option. If you have to change this option on a number of pre-existing TermSets then simply update the given CSV accordingly and then run the import script.
  • Most importantly, it also applies custom sorting. So the Terms and their child terms will exactly appear in the same order as has been mentioned in the processing CSV.

In this post, I’ll only be showing the export operation. The import operation has been defined here, https://realmpksharepoint.wordpress.com/2015/09/23/import-sharepoint-metadata-from-csv-along-with-their-guids-deprecate-state-and-custom-ordering/. Please note that since the generated output will be in CSV format, we’re converting any comma (,) that might be included in the Term name to “,” otherwise the format will get distorted.

Input

The script expects two parameters that needs to be set before executing it. They are:

  • $termGrpNm: The name of the TermGroup whose all TermSets will be exported to CSV files respectively.
  • $svLoc: File System location where all the CSVs will be dumped.

Here’s the script preview. Download link for the same has been provided in the later segment.

Continue reading →

Changing the value of Existing ListItems Old Managed MetaData Value with a New One

Piyush SharePoint Managed Metadata , , , ,

I had this requirement where there was a need to rename some of the existing Managed MetaData Terms, [Old Parent, Old1, Old2, & Old3] to a single new Term [New Term].

Usually, renaming a single term is no big deal. However, this was a Many => One relationship and you cannot have 2 or more Terms with identical names at the same level of hierarchy. So renaming was not an option here. We had to make sure that for all the existing ListItems, the GUIDs of every old term should get replaced with the New Term GUID. Following is the PowerShell script I came up with to do this job.
Continue reading →