Tagging in SharePoint: Managed Metadata vs. Choice Columns | Nested Choices

We explore the world of tagging in SharePoint, comparing the use of Managed Metadata columns to Choice Columns. If you've ever wondered which one is the best fit for your work context, this video has you covered!

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#SharePoint #ManagedMetadata #ChoiceColumns #Tagging #NestedChoices

00:00 - Intro
00:20 - Use Case
00:35 - How bad data enters
01:09 - Using Managed Metadata
01:30 - "Add Columns" = Devil
01:37 - Create Managed Metadata Column
02:14 - Using Managed Metadata
02:37 - Users have more control
02:54 - Allowing Users to create values
03:36 - MM with Power Automate
03:48 - Free Training

[Cryogenik_]

You're a natural teacher, high quality lessons learned here, thank you!

[srider]

3:29 when I literally watched my eyes fall out of my head... (wait...no that can't be right!). But very cool and stakeholder lieutenants to keep the piece(data sanity) is fantastic. Great content. You're an underrated content creator!

[JuanNoeTv]

I had no idea that "Managed Metadata" was even a thing in SP! wow!! 🔥🔥🔥🔥

[chuckmase]

Thank you! I've been trying to figure out what managed metadata list were for years! Great simple explanation.

[wellingtonperalta]

This is incredibly Thank you so much, I've been looking for something similar for weeks. 🙌🏽

[francomussocom]

Awesome job on the delivery. Love the style and energy. Superb job. I look forward to reaching this standard with my video presence. Ps looking forward to our Power Platform collab 😎

[richarddeisinger]

Thanks for sharing this, it really opened my eyes to better data collection. How about a video on using meta data on views/reporting? Grouping in views and how SP meta data can be used in Power Bi.

[jimfitch]

Thank you! I have been using Managed Metadata in our SP libraries & lists for years and never realized that users can create terms from the library/list without going first to Term Store. I’ve been reluctant to open the Term Store to less disciplined users. This may be the ticket!

[golikehaaron]

Also terms are multi-language so you can for a given term value add the correspondent translated value for the same term in other languages :)

[hawkinsmitch]

Thanks for the short summary. Can the data displayed be structured differently, i.e not using : as the separator? Are there any drawbacks with filtering, grouping by, and is it possible to apply styling to the options similar to a choice pill?

[johnbrennan]

Hello 1:36 you said there’s a very good reason not to use Add Column on the list and you’d explain at the end but didn’t could you let me know please . Also how do users change the options in an easy way please

[vinaysrivastava]

Loved it. One question
While adding data I clicked on Return to Classic. How can I get back to the normal previous view. Anyway I can disable it

[adamjellinek]

Do you know how to insert more details about who edited a Word document in a SharePoint library? Specifically, since the system sees the name and surname, how do I get the field containing the email and phone number of that person. I need to physically insert them in the document and I would like to automate this so that the person editing the document does not have to do it manually.

[bayobizzle]

What if you'd like to separate Brand and Model with managed metadata? Or must they be chosen together at a go?

[tchrapko]

Great video, thank you. I've been grappling with the design of content management in SP to support a complex, but relatively small, department. I think I'll try to blend in some managed metadata to go with my usual list & lookup columns combo.

SP is famously tricksy when it comes to keeping limitations in mind for any given feature. Do you have any rules of thumb to help prevent frustrations down the road? e.g. MM columns can't be the source for a lookup column, and can't readily be added to a calculated column formula.

[MrHughMB]

A big problem with this is that there is now no simple way to filter your list by brand. For example, the way you have done it, there is no simple way to filter the list to show only the users who bought an Apple product. To filter the list to show only the users who bought an Apple product, you would need to add each individual Apple product to your filter. Getting around this problem would require that you add two tags for each item---both the lower-level tag and the higher-level tag. For example, as well as the 'Apple:iPhone' tag, you would also need to add the 'Apple' tag. But this really clutters up the options when you go to filter and also reintroduces the very problem you were trying to solve (because someone could add both the 'Apple:iPhone' tag and the 'Samsung' tag to a single row).

[haggardfalcone]

I'm struggling with my managed metadata in a document library. The metadata is stored against the file, so if we send the file out to a developer (IT won't give access to third parties) when the file comes back the managed metadata is broken and overwrites the existing data against the document with blanks. If anyone has any tips on this I'd appreciate hearing them because we might have to default over to Choice columns to take the burden of re-adding metadata off my team 😔

[chriswho]

as a site collection admin and part of the sharepoint "owner" group of a particular site. I don't have the option to create more than one site level term group. The "new group" option isn't there. I am able to add term sets and terms and even rename the term group. Is there some other permission thing I'm not considering?

[unolaugh]

I'd love to use Managed Metadata in a List, but cannot figure out how to manipulate it through Power Automate. Request if there is a better solution than 'Send an HTTP request to SharePoint', which I believe has been deprecated by my company's M-365 contract. If not, request what function resides in the purple 'fx: body(...)' box.

[ec]

REALLY easy to follow thank you...But when I went through the steps and clicked 'ok'.... I click NEW and no options for a new column pops up like it does in your video...why is this! ???