Leveraging the SharePoint Term Store
For years no one wanted to have anything to do with the Term Store, thinking how ‘hands-on’ it was. Why make extra work? But I guess it started to grow on people and now we receive deployment questions quite often, usually from organizations that want to leverage their SharePoint investment and need accurate search results. Most have realized that the quality of their metadata has a direct impact on the quality of the search results. That’s when they turn to Concept Searching.
One of our clients, a nonprofit public benefit corporation, is the only independent grid operator in the Western United States. It manages the flow of electricity across the high-voltage, long-distance lines to deliver power to homes and communities. What is unique about this organization is the diverse audience that accesses its external website, which changes daily, if not more frequently. Providing erroneous information simply wasn’t acceptable.
Compounding the matter, internal staff also used and maintained the website. The organization’s requirements included integrating SharePoint term sets into the business model to improve search, reducing resources needed to maintain and manage term sets, reducing the complexity of managing multiple applications, and leveraging its investment in SharePoint.
Concept Searching’s technologies and products have always integrated natively with SharePoint, SharePoint Online, OneDrive for Business, and Office 365, overcoming many of the integration issues found with other software solutions. Running natively and fully integrated with the Term Store, the technologies can consistently apply multi-term metadata to content and auto-classify to the Term Store metadata model. This addresses the challenge of applying metadata to thousands of documents, and eliminates the dependency on the end user community to correctly tag content and then create term sets.
conceptTaxonomyManager functions bi-directionally, in real time, with the Term Store, where changes can be made in the Term Store or in the taxonomy manager, and are immediately reflected in both. This added functionality helped the company to expedite the development of metadata models, offering sophisticated refinement capabilities, and significantly reducing the time spent on daily maintenance.
The organization was able to successfully address its requirements and achieve many benefits. Manpower required to create and maintain term sets was reduced, resulting in reduced costs. The solution provided a consistent enterprise metadata repository, through metadata generation and auto-classification, minimizing human error. Content is now classified when created or ingested, enabling the external website to be always up to date, improving customer satisfaction. And the corporation was able to reduce the quantity of irrelevant search results, improving their accuracy and relevance, to support a wide range of stakeholders.
The Managing the SharePoint Term Store – Reducing Time, Money, and Manpower case study gives more details. If internal or external search is a critical component of your business model, a good place to start is building a metadata repository. Not only can it integrate natively with the Term Store, the multi-term metadata can be used by any application that requires its use. Just let us know if you’d like a demo.