sharepoint metadata and taxonomy automation

Download SharePoint metadata and taxonomy automation

Post on 05-Apr-2017




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WHY ADD METADATA ?Improves findability of content in both search and navigation

Extracts valuable information and relationships

Drives SharePoint adoption by powering many SharePoint features

SharePoint was designed to use metadata to power many of the most powerful features (search, workflow, compliance and navigation to name just four).

Adding metadata allows SharePoint to be a true Enterprise document management system.

Metadata can add refinement values to SharePoint enterprise search, vastly improving the overall search experience.

You can replace folders and views in document libraries with metadata navigation (a standard SharePoint feature) giving the users a far superior experience working within a document library.

Other SharePoint features such as governance and workflow are far more effective when they have metadata about the document itself.

Documents uploaded Into SharePoint have no useful metadata

Documents uploaded from file shares have metadata but its usually useless as it has information about when the documents were added to SharePoint

Really useful information is inside the documents.

Adding metadata allows users to work easily with documents

In this example we have added three new columns Commodity, Country and Economic indicator.

With these columns in place users can sort and filter documents by the information contained with them.

No need for folders or views.

WHY CANT THE USERS ADD IT ?They could, but they really dont want to

Garbage or inconsistant metadata means you really dont want them to

How do you tag legacy content and content as it is added?

If you mandate that users add metadata tags when they upload documents they will often pick the first option on each dropdown list giving you incorrect metadata

Even if the users wish to add metadata when they upload their content, it only works if they upload a single document via the SharePoint UI. If they drag and drop, use explorer view, pick more than one document or use Office Web apps or Office 2016 - the mandated policy is ignored.

TermSet will tag documents in the background regardless of how they were added.

WHY CANT IT SOLVE METADATA ?IT are not usually the right folks to build taxonomies from scratch

Tools or search based techniques need taxonomies and rules to be built

New documents and requirements from the business means continual maintainance

Manually creating taxonomies takes a lot of time and needs significant input from each area of the business.

Manually creating rules when to apply a term to a document is effectively trial and error and often takes more than a year to get right.

Off the shelf taxonomies have not guarantee they reflect your actually content.

TermSet builds taxonomies from the information in your documents, unique to each customer.

Over 80% of information is in office documents 1

Average workers spend 2.5 hours a day searching for information 2

Organisations who solve the metadata challenge will have a significant competitive edge 3Sourced: 1. IDC, 2. IDC, 3. Garter THE POTENTIAL REWARDS

Analysts such as Gartner and IDC estimate that 80%+ percent of your data is in unstructured content such as Office documents, PDFs and E-mails.

Most organisations focus on the small subset of information in structured areas (SQL, CRM etc.), there is a huge advantage to be gained by adding structure (metadata) to your SharePoint content.

Why doesn't everyone have great metadata in SharePoint? Because it has been hard to get there.

TermSet adds accurate consistent metadata without placing any burden on end users or your IT team.

Builds taxonomies and applies tags Uses natural language processingInstalled and adding value in minutes

TermSet has a different approach. It manages every step of adding metadata to your SharePoint content. Projects can be completed in days or weeks instead of months or years.

The application uses machine learning that can build over 300 taxonomies that relate to your data. You can also easily train it to apply tags that are important to you.

(Some stats: Trained on literally BILLIONS of documents, speaks 8 languages, creates over 300 types of taxonomy).


Natural language processing is at the core of TermSet. We have an engine training to recognise entities within documents.

(First Click) This a BBC news article, when our engine reads the text it identifies entitles such as people, locations and organisations.

(Second Click) In fact, we identify a vast array of information inside the documents including concepts, sentiment and relationships.

Builds taxonomiesBuilds over 300 types of taxonomies directly from the content in your documentsApplys metadataCreates the columns in your libraries and applies metadata to you documentsTrainable Easily taught to recognise the information that is important to you

Advanced informationTermSet can automatically create summaries and score the sentiment of documentsReal time taggingNew documents are tagged with metadata within seconds Easy to install and runSoftware as a service means no additional hardware and can be running in minutes

TermSet creates taxonomies, builds the information architecture and maintains consistent metadata across your SharePoint content (O365, Server 2013/2016)

TermSet can look up values from existing taxonomies and recognise patterns and languages. TermSet can also create document summaries.

Runs as a SaaS, no additional hardware or software required.

For a full list of features please visit


5 Minutes demo here

Free trial for up to 1000 of yourDocuments.


Screenshots showing a document library before TermSet has be run

The TermSet add-in in installed on SharePoint which connects to the cloud service.

The discovery phase processes the documents looking for over 300 types of information it can also be configured to look up from existing taxonomies or match patterns

The enrichment phase creates taxonomies, site columns and applies the tags.

Click 1, New taxonomies are availableClick 2, Creation of site columns

4 taxonomies were built (commodity, country, economic indicator and organisation).

4 site columns are added and mapped to the taxonomies. Note the metadata navigation on the left hand side.

Finally the documents were tagged with the metadata. New documents uploaded to this library will be tagged in real time.

The metadata can be used to drive search refiners, power workflows or provide meta navigation in document libraries.

Metadata can be used to unlock information inside the documents.Click 1, drilling into a managed property