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Product Brief: Metadata Term Store Sync for SharePoint

One of the challenges that I face with my clients is how to help them manage a single taxonomy across multiple platforms. There are some tools that we use to develop and manage taxonomies but ultimately those taxonomies need to be something that users can tag in their work and that means getting the taxonomy into the tools they use to create and manage content. For most of my customers that means SharePoint.

That’s why I was excited that the team and I could help PremierPoint Solutions develop their TermSync solution. It takes any database – actually anything that can be connected to Business Connectivity Services (BCS) in SharePoint and synchronize it to a term set. So if you’ve developed a set of terms in Smartlogic’s Semaphore tools you can synchronize them with SharePoint.

The initial case for synchronization isn’t a difficult problem to solve. You can import a spreadsheet into the term store with a bit of massaging. However, it’s effectively not possible to operationalize the management of terms over time without some sort of a tool which can cope with new terms, renaming terms, new synonyms, users changing the term name in SharePoint, etc.

While it’s difficult for anyone to come up with a taxonomy – or more realistically a set of taxonomies – it’s even more difficult to maintain them over time. The benefits of focused thoughts and energy are lost in the sea of competing priorities. The clarity of the moment when the taxonomy was created was lost. The logistical challenges of pushing these changes through the systems connected to the taxonomy can be utterly exhausting – if you don’t have a tool to simplify it.

Help Your SharePoint User

Configuring term sync is super-simple. You start by connecting your data source to SharePoint as a BCS source. SharePoint Designer effortlessly connects any database table or view to SharePoint. From there you simply connect a sync point – a place in the term set where you want the taxonomy to be placed. Take a look at the process in three steps…

Once the connection is established you can map properties from the source to any term property – and even to extended properties. So you can even use TermSync to support your custom applications integration to your taxonomy. Take a look at the flexibility…

While we use TermSync to keep taxonomies synchronized there are other uses as well. For instance, consider mapping customers into a SharePoint TermSet so that sales can tag the customer to which a proposal belongs. Mapping products into a term set allows you to build bill of materials for new products in SharePoint. Mapping warehouses into SharePoint Term sets means that SharePoint users can attach warehouses to their lists, forms, and documentation as well.

You can sign up for a trial version of TermSync on the PremierPoint site.