# Creation of tag systems for news and documents ## Introduction With **tags**, you can **categorize contents** such as **news** and **documents** uploaded to your SharePoint intranet. This helps users **find such contents more quickly** thanks to the **filter function**. In addition, you can configure webparts so that they display only **contents belonging to specific categories**. Tags are created using the **Term store** **management tool**, which can be accessed from the SharePoint intranet site. Tags (also referred to as **metadata**) are **terms** belonging to **term sets**, which in turn belong to **term groups**. After creating term sets and terms, you need to go back to your SharePoint intranet and create **columns of the Managed Metadata type**, which allow you to **apply tags** to your contents. To sum up, you need to take the following steps: 1. **Create term sets and terms** in the Term store; 2. **Create Managed Metadata columns** to assign metadata to your contents (news and documents); 3. **Apply tags to your contents** (news and documents). These steps will be explained in detail in the following sections. Section 2 and 3 are divided into two sub-sections concerning documents and news respectively. ## Create term sets and terms in the Term store {% hint style="info" %} As this procedure requires high levels of permissions, it is recommended to perform it with an IT member. {% endhint %} First of all, you need to open the Term store, which is a section of the Site Administration area. To access the Term store, take the following steps: * Click on the **Settings** icon, then click on **Site information**.

* Click on **View all site settings**.

* Under Site Administration, click on **Term store management**.

* You will land on the **Term store**, where you can create term groups, term sets and terms.

Let us assume that you want to divide a set of **documents** into categories corresponding to different Departments (e.g. Marketing, HR, IT, etc.). As a first step, you need to **create a new global term group**. A term group is a set of term sets that share common security requirements. To create a new term group, click the **three dots** to the right of the Taxonomy section. Then, click on **Add term group**.

Enter a **name** for your new term group and press **Enter**. You can simply write what **type of content** you are going to manage with the tags in this group. > For example, "Documents".

{% hint style="info" %} You can create a new term group only if you are a **term store admin**. You can **edit the group managers or contributors** by clicking on **Edit** next to **Group Managers**. A panel appears, where you need to enter the names or email addresses of the people you want to add and assign them a role (either manager or contributor). When you are done, click on **Save**. {% endhint %} As a second step, you need to **create a new term set**. A term set is a group of related terms. To add a new term set, click the **three dots** next to the term group name, and select **Add term set**.

Enter a **name** for your new term set and press **Enter**. The name should correspond to the general topic to which the tags will be related. > For example: "Departments"

{% hint style="info" %} **The term set name should not contain spaces**. If the name you want to use includes more than one word, please use hyphens or capital letters without spaces. For example: DocumentTypes. {% endhint %} {% hint style="info" %} To add a term set, you must be a **contributor**, a **group manager** or a **term store admin**. {% endhint %} Finally, as a third step, you need to **add terms (tags) to your term set**. A term is a specific word or phrase within a term set, and it has a unique ID. To add a new term, click the **three dots** next to the term set name, and select **Add term**.

Enter a **name** for your term and press **Enter**. > For example: "Marketing". Repeat these steps to add more terms, e.g. "HR", "IT", "Finance" and so on. If you need to delete a term, click the three dots next to the term name and select **Delete term**. You can create **multilingual tags**. To add a translation, select the term you want to translate and, on the **General** tab, under **Translations and synonyms**, select **+ Add**. The **Add translation and synonyms** panel appears. Select your language, type the translation, and click **Save** at the bottom left of the panel.

{% hint style="info" %} To create and manage terms, you must be a **contributor**, a **group manager**, or a **term store admin**. {% endhint %} If you want to use tags to categorize **news**, you need to follow the procedure described above. For example, let us assume that you want to divide the news published on your intanet into categories corresponding to different news types. To create these tags, you need to: * Access the Term store; * Create a new term group which could be named, for example, "News"; * Create a new term set which could be named, for example, "NewsType"; * Add terms to the term set, for example, "Corporate news", "Welcome", "HR", etc. To apply tags to your news and documents, you need columns of the Managed Metadata type. Read the following section to learn how to do so. ## Create Managed Metadata columns After creating your tags, you need to open the library where the contents to be categorized are collected. Here, you need to create a Managed Metadata column, which will allow you to select and apply terms from a specific term set. The first part of this section explains how to create Managed Metadata columns to categorize documents, while the second part describes how to create Managed Metadata columns to categorize news. ### Create Managed Metadata columns: documents First of all, open the document library where your documents are collected. Then, click on **+Add column**. A panel appears, showing you different column types: scroll down and select **Managed metadata**, then click **Next**.

The **Create a column** panel appears. The panel features a number of fields to fill in. The fields marked with an **asterisk (\*)**, i.e., **Name** and **Term set or term**, are **mandatory**. Fill in these fields as follows: * **Name**: enter the **name of the column**. If the name you want to use includes more than one word, please **avoid spaces**: use capital letters. {% hint style="info" %} **The column name should coincide with the name of the term set** you are going to select. {% endhint %}

* **Select term set or term**: here you need to associate the colum with a term set. Click on **Select** to open the **Select term set or term** panel. This panel shows you the term groups available in the Term store. Click on the **term group** you are interested in and select the correct **term set**. Then, click on **Save** at the bottom left of the panel.

* After the selection of a term set, the **Default value** field appears: here you can select or type a default value, i.e., a tag that will be automatically applied by default. The **Create a column** panel also includes additional options which can be accessed by clicking on **More options**. Here you can set further options, such as: * **Allow multiple values**: if you enable this option, you will be able to apply more than one tag to a document. * **Require that this column contains information**: if you enable this option, it will be mandatory to add a value to this column. When you have completed the panel, click on **Save**.

To **edit** a column, you need to **select** **it (1)**, click on **Column settings (2)** and select **Edit (3)**. By so doing, you will open the **Edit column** panel, which is identical to the **Create column** panel. When you have completed your changes, click on **Save** at the bottom left of the panel.

### Create Managed Metadata columns: news First of all, you need to access the page library where your news are collected. To do so, follow these steps: * Click on the **Settings** icon at the top right of the page, then click on **Site contents**.

* Scroll down to the bottom of the page and select the **Site Pages** page library.

Now, add a new Managed Metadata column by taking the steps described in the [previous sub-section](#create-managed-metadata-columns-documents) concerning documents. First, you need to click on **+Add column** and select the **Managed metadata** column type. Then, click **Next**.

* **Select term set or term**: here you need to associate the colum with a term set. Click on **Select** to open the **Select term set or term panel**, which shows you the term groups available in the Term store. Click on the **term group** you are interested in and select the correct **term set**. Then, click on **Save** at the bottom left of the panel.

* After the selection of a term set, the **Default value** field appears: here you can select or type a default value, i.e., a tag that will be automatically applied by default. The **Create a column** panel also includes additional options which can be accessed by clicking on **More options**. Here you can set further options, such as: * **Allow multiple values**: if you enable this option, you will be able to apply more than one tag to a news. * **Require that this column contains information**: if you enable this option, it will be mandatory to add a value to this column. When you have completed the panel, click on **Save**.

You can **edit** a column by taking the steps described in the previous sub-section: **select the column** and click **Column settings > Edit** to open the **Edit column** panel, which is identical to the **Create column** panel. Make the necessary changes and click on **Save** at the bottom left of the panel. Now you can use the Managed Metadata columns you created to apply tags to your contents. Read the following section to learn how to do so. ## Apply tags to contents This section will show you how to assign metadata to news and documents by using the Managed Metadata columns you created previously, In particular, the first sub-section focuses on documents, while the second one concerns news. ### Apply tags to documents To apply a tag to a document, take the following steps: * **Select** the document you want to categorize **(1)**. * Click on the **info icon** at the top right of the page to open a panel containing information on this document **(2)**. * This panel features the **name of the Managed Metadata column** you created previously **(3)**. Click inside the **box** under the column name to apply a tag from the term set associated to the column. You can **type the name of the tag** and press **Enter**. Alternatively, you can click on the **tag icon** to view all the tags belonging to the term set and **select the correct tag from the list**.

* After selecting the correct tag, click on **Apply** at the bottom left of the panel. * If you have activated the **Allow multiple values** option, **repeat these steps** to add more tags.

### Apply tags to news To apply a tag to a news, take the following steps: * **Select** the news you want to categorize **(1)**. * Click on the **info icon** at the top right of the page to open a panel containing information on the news **(2)**. * This panel features the **name of the Managed Metadata column** you created previously **(3)**. Click inside the **box** under the column name to apply a tag from the term set associated to the column. You can **type the name of the tag** and press **Enter**. Alternatively, you can click on the **tag icon** to view all the tags belonging to the term set and **select the correct tag from the list**.

* After selecting the correct tag**,** click on **Apply** at the bottom left of the panel. * If you have activated the **Allow multiple values** option, **repeat these steps** to add more tags.

After the selection of the tag, a yellow book icon appears next to the news title. This means that the news needs republishing. To republish the news, just hover your mouse over the icon. A window appears: click on **Republish now**.

You can assign metadata to a news also in the **Page details** panel in the news itself. The steps to follow are listed below: * Open the news. * Click on **Edit** at the top right of the page, and then on **Page details** on the left bar.

* The **Page details** panel opens. This panel also features the **name of the Managed Metadata column** you created previously. The steps to take to apply metadata to the news coincide to those described above.

* Click inside the **box** under the column name to assign a tag from the term set associated to the column. You can **type the name of the tag** and press **Enter**. Alternatively, you can click on the **tag icon** to view all the tags belonging to the term set and **select the correct tag from the list**. * After selecting the correct tag**,** click on **Apply** at the bottom left of the panel. * Finally, click on **Update news** at the top right of the page to republish the news.