Meta data - Documentation Management in Teams

Target Audience	Developer
Categories	MS Teams
Read Time	10 minutes
Understand time including reading links	30 minutes

Everyone has been document management in SharePoint, yes the
Site Columns, Content Types, Document libraries and Site Templates get this
functionality in Teams? As this is what
everyone wants.

The Challenge

In the SharePoint world all of these components are very
nicely contained a Site Collection and are reusable across a Site Collection,
hence the name site columns. I know
there are Content Type Hubs for different Site Collections, however there are
some issues with this - See
Debugging Issues with Content Type Hub Syndication).

In the Teams world a Team is a its own site collection, so
the sharing of design components is restricted, if not there.

This blog post explains a custom approach to the Teams meta
data challenge.

The Solution / Approach

Where to store the shared values?

As you cannot use Site Columns in different, put everything
in the Term Store.

The Term Store for SharePoint Online is a global
directory of common terms that might be used in your organization. The idea
behind the Term Store is that you want to create consistency in the way data is
entered and managed throughout your SharePoint environment.

Quentin Russell’s blog post explains Term
Store Management very well.

Also SharePoint
Online Term Store

One of the advantages of the Term Store is that you can have
cascading values. In a field drop down.

VIDEO:

This will allow values to be accessible across all Team and
SharePoint sites. From the video you
can see there’s the ability to tag files at bulk and copy them to a team site.

Team Sites MUST be standardized with column and meta
data.