conceptTermStoreManager

Term set synchronization and maintenance of GUIDs across multiple platforms in SharePoint 2013, 2016 and SharePoint Online with one simple to use utility.

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conceptTermStoreManager

OverviewFAQUser Guide

conceptTermStoreManager provides native integration with the SharePoint Term Store and the Managed Metadata Service, where changes in the Term Store can easily be synchronized between SharePoint farms.

conceptTermStoreManager provides a compelling advantage with the ability to consistently apply the same metadata structures, preserving GUID’s to content across environments and firewall boundaries. Users can test, validate, and approve term set revisions and then, using the conceptTermStoreManager, migrate changes to other farms including Office 365.

taxonomy

Do you experience issues synchronizing term sets across multiple SharePoint farms, and test and production servers?

incorrect-metadata

Are your term sets often out of synch, either on-premises or in a hybrid environment?

migration

Are you looking for a simple to use Utility that will preserve GUID’s when migrating term sets?

compliance-record-management

Are you concerned that your Term Sets in SharePoint Online and SharePoint On-premises don’t match?

 

Key Features

Key Features

Available in SharePoint 2013, SharePoint 2016 and Office 365 (SharePoint Online). conceptTermStoreManager supports: ADFS 2.0, ADFS 3.0, NTLM, SQL (Forms) and Office 365 Federated Authentication. Any system capable of running .NET 4.5 will be able to run conceptTermStoreManager.

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  • The utility is licensed per domain
  • The Utility may be installed on as many computers as required on your domain
  • Ability to synchronize between SharePoint 2013, SharePoint 206 and SharePoint Online
  • All SharePoint Term Store facilities  are supported, including Term Descriptions, Reused Terms, Pinned Terms, Alternate Labels, Custom Properties, Custom Sort Orders
  • Preservation of Term GUIDs when importing, exporting, updating or migrating Term Sets

 

  • Direct synchronization of Term Sets between multiple environments
  • Synchronization between multiple disconnected environments via an Export/Import process
  • GUID’s preserved during export/import and migration process
  • Backup and Restore Term Sets utility
  • Hybrid customers can ensure that on-premises and Office 365 Term Stores are identical
  • Advanced merge options available
Key Benefits

Key Benefits

Using the Term Store and term sets in a distributed environment requires an easy-to-use utility that minimizes the costs associated with errors associated with term sets not being synchronized. conceptTermStoreManager, is an easy to use utility that provides  term set synchronization, preserves GUID’s and supports all Term Store features and functions.

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Frequently Asked Questions

Q: Which versions of SharePoint does it work with?
A: conceptTermStoreManager works with SharePoint 2013 and Office 365. It is not currently available for use with SharePoint 2010.

Q: Is a free trial available?
A: Yes, just download the un-registered version.

Q: What differences are there between the registered and un-registered versions?
A: In the un-registered version the tool will synchronise all terms at the top level, and terms that start with the letters ‘A’ to ‘N’ at all other levels.

Q: How is it licensed?
A: It is licensed on a per-domain basis. All licenses are perpetual.

Q: Do I need to re-install after purchasing the full product?
A: No, just enter the license key and this will unlock the full product.

Q: Can I install conceptTermStoreManager on multiple computers?
A: Yes, you may install the utility on as many computers as required on your domain.

Q: Can I synchronise between different versions of SharePoint?
A: Yes, for example it is possible to synchronise from SharePoint 2013 to Office 365.

Q: Where can I get more support/report a bug?
A: You can contact us at: support@conceptsearching.com

Q: What authentication types does the utility support?
A: conceptTermStoreManager supports: ADFS 2.0, ADFS 3.0, NTLM, SQL (Forms) and Office 365 Federated Authentication

Q: I placed an order but never received my license key.
A: Please contact us at support@conceptsearching.com for assistance.

Q: What happens if I have a language pack installed in my source site, but not my destination site?
A:
In this instance, the utility will copy the default label like for like (regardless of the source/destination languages), and will then copy any alternate labels subject to the language of the alternate label being supported by the destination site.

Q: What are the minimum system requirements?
A: Any system that is capable of running .NET 4.5 will be able to run conceptTermStoreManager.

Q: Will it work with SharePoint 2016?
A:
Yes, a free upgrade will be available for existing customers.

User Guide

  • Installing conceptTermStoreManager

    1) Download the conceptTermStoreManager installer here.

    2) Open the downloaded installer to the following screen:

    3) Accept the products EULA:

    4) Select the correct installation location:

    5) Enter your license key (if you have not yet purchased the product then leave this blank OR if you have been provided a full temporary trial then please browse to and select your license key file):

    6) Confirm the pre-installation checks and proceed:

    7) Confirm the installation and close the installer:

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  • Activating your product

    If you have purchased a license, then you can activate the full product by entering your license key. Alternatively, if you have a time specific trial you can simply copy the license key file into the Concept Searching directory (typically C:Program FilesConceptSearchingconceptTermStoreManager).

    Skip this step to use the free trial version (remember that second level terms beginning with the letters ‘O’ to ‘Z’ will be ignored by the trial version).

    Select “Enter License Key” from the “Help” menu:

    Then, enter your license key in the provided prompt:

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  • Synchronising for the first time

    1) Select “Synchronise” from the main menu:

    2) Enter the source and destination site collection details. These can be any site collections that your username has access to. They should be configured as a term store administrator, or term group administrator:

    3) The following screen allows you to select the term sets to synchronise, to enable firstly tick the checkbox against each desired term set, then from the drop down list select the desired creation method. In the example below we are creating the term set “Regions” in the “Taxonomies” term group:

    4) The final screen displays a summary of the specified synchronisation. Enabling deletions will ensure that terms not found in the source are removed from the destination (matching on GUID). Enabling the “Report Only” mode will prevent any changes from occurring in the destination. Any changes that would have been made will be logged to the individual term sets logs (visible by clicking the “View log file” link). The advanced configuration options are explained in the Advanced Options section.

    5) Once complete the display will resemble the following:

    Clicking the “Start Over” link will return you to step 1 of the synchronisation process. Clicking “Retry Synchronisation” will return you to step (4).

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  • Synchronising again

    During subsequent synchronisations you will find that the tool will automatically enable the term sets with matching GUIDs for synchronisation (merging):

    To disable any of these automatically enabled term sets, simply uncheck the checkbox on the desired term set row.

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  • Exporting to XML

    1) Select “Export” from the main menu:

    2) Enter the site collection details of the source environment:

    3) Select the term sets you wish to export by using the checkboxes on the right hand side of the screen:

    4) Finally, either click the “Selected” button to export the checked selection, or “All” to export all term sets found in the term store. When the XML is available you will be presented with the following save file dialog:

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  • Importing from XML

    1) Select “Import” from the main menu:

    2) Choose the XML file to be imported by clicking “Browse”, then, enter the site collection details of the destination environment:

    3) The following screen allows you to select the term sets to import. To enable firstly tick the checkbox against each desired term set, then from the drop down list select the desired creation method. In the example below we are merging the term set into the existing copy in the “Test” term group:

    4) The final screen displays a summary of the specified import settings. Enabling deletions will ensure that terms not found in the source are removed from the destination (matching on GUID). Enabling the “Report Only” mode will prevent any changes from occurring in the destination. Any changes that would have been made will be logged to the individual term sets logs (visible by clicking the “View log file” link). The advanced configuration options are explained in the Advanced Options section.

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  • Advanced Options

    • Synchronise term set name: When enabled, the term set name will be synchronised from the source environment to the destination environment.
    • Synchronise term set custom properties: When enabled, the custom properties at the term set level will be synchronised from the source environment to the destination environment.
    • Enable term creation(s): When disabled, the utility will only process updates/deletions.
    • Enable term movement(s): When disabled, the utility will continue to match on GUID, and will not change the heirarchy of the destination termset.
    • Skip individual term errors: When enabled, the utility will continue transferring despite any individual errors. Otherwise, any error will result in the synchronisation process stopping immediately.

    Name match mode – enabling matching on term name will alter the utilities functionality to match not just on term GUID but also the terms name. For example, if in the source there is a node “Test” under a root node “Nodes” then the utility will look for the same node “Test” under a root node “Nodes” in the destination.

    Ignoring the parent child relationship will allow the utility to fall back to searching for any node in the destination named “Test”, even if it is not under the parent node “Nodes”.

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