Managed metadata roles (SharePoint Server 2010)

  • Article

 

Applies to: SharePoint Server 2010

A user’s role determines how the user can work with managed metadata. This article defines user roles and identifies the allowed actions associated with each role.

Roles and capabilities

Local term sets are created within the context of a site collection. For example, if you add a column to a list in a document library, and create a new term set to bind the column to, the new term set is local to the site collection that contains the document library. Global term sets are created outside the context of a site collection. Regardless of a user's role, the user can work with only global term sets and term sets that are local to the user's site collection.

The following table identifies user roles and the actions that members of each role can perform on managed metadata.

Role Allowed actions

All users

Validate values for managed metadata columns.

Create new enterprise keywords (if the managed metadata connection allows this).

Contributor

Create, rename, copy, reuse, move, and delete term sets.

Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the term set is available for tagging.

Create, rename, copy, reuse, merge, deprecate, move, and delete terms.

Modify a term’s description, labels, default label, and whether the term is available for tagging.

Group manager

Perform all actions of the contributor role.

Import a term set.

Assign users to the contributor role or remove users from the contributor role.

Term store administrator

Perform all actions of the group manager role.

Create and delete term groups.

Assign users to the group manager role or remove users from the group manager role.

Modify the working languages for the term store.

Farm administrator

Create a new term store.

Connect to an existing term store.

Assign users to the term store administrator role or remove users from the term store administrator role.

A user who is identified as a term set owner, term set contact, or term set stakeholder cannot perform any activities on managed metadata. The values term set owner, term set contact, and term set stakeholder exist only for documenting people or groups that are related to the term set in some way.

Note

Identifying a user as the term set contact does not allow the user to perform any particular actions. However, if a contact is specified for a term set, site users will be able to make suggestions about the term set, and the suggestions will be sent to the contact.

End users of Microsoft SharePoint Server, such as site collection users, can perform the following activities that involve managed metadata:

-
Create search queries that are based on terms, and refine the results based on term sets.

-
Add managed metadata (managed terms and enterprise keywords) to documents and other SharePoint Server items, if the user has permission to modify the items.

-
Add enterprise keywords to non-SharePoint Server items, such as external Web pages and blog posts, if SharePoint is configured for social tagging.

-
Create new managed metadata fields and add the fields to content types.

When farm administrators, term store administrators, group managers, and contributors work with managed metadata, they use the Term Store Management Tool. End users perform their activities within the context of their SharePoint Server 2010 task.

See Also

Concepts

Managed metadata overview (SharePoint Server 2010)
Add and remove term store administrators (SharePoint Server 2010)

Other Resources

Resource Center: Managed Metadata and Taxonomy in SharePoint Server 2010