1
00:00:02,140 --> 00:00:04,310
Now that we've talked about what we can do

2
00:00:04,310 --> 00:00:07,060
in the slides, let's go in the lab and

3
00:00:07,060 --> 00:00:08,930
take a look at what we can do to the

4
00:00:08,930 --> 00:00:12,550
Managed Metadata service as an

5
00:00:12,550 --> 00:00:14,260
administrator. We're now in the lab, so

6
00:00:14,260 --> 00:00:17,160
let me open up the SharePoint Online admin

7
00:00:17,160 --> 00:00:20,440
center. And in order to go to the Term

8
00:00:20,440 --> 00:00:23,230
Management tool, I need to go into Classic

9
00:00:23,230 --> 00:00:26,015
features, and then I will go into Term

10
00:00:26,015 --> 00:00:28,320
Store. One of the first things that you

11
00:00:28,320 --> 00:00:30,340
need to make sure of, especially if it's

12
00:00:30,340 --> 00:00:33,000
your first time here, is that you are an

13
00:00:33,000 --> 00:00:36,330
administrator. Right now, you see Vlad is

14
00:00:36,330 --> 00:00:39,340
not in the Term Store Administrators, so I

15
00:00:39,340 --> 00:00:42,660
cannot edit the languages, and even when I

16
00:00:42,660 --> 00:00:46,420
go on Terms, I cannot actually modify

17
00:00:46,420 --> 00:00:49,260
anything. And if I right‑click on them, it

18
00:00:49,260 --> 00:00:51,890
doesn't even allow me to. So, remember

19
00:00:51,890 --> 00:00:54,290
that even if you're a global admin, it

20
00:00:54,290 --> 00:00:57,170
doesn't mean that you're automatically a

21
00:00:57,170 --> 00:01:00,540
Term Store administrator. So let me add

22
00:01:00,540 --> 00:01:04,420
Vlad@globomantics.org here, let me check

23
00:01:04,420 --> 00:01:06,680
names, make sure that everything is good,

24
00:01:06,680 --> 00:01:10,450
and click on Save. We'll reload the page,

25
00:01:10,450 --> 00:01:13,340
and now I'll have access to everything.

26
00:01:13,340 --> 00:01:15,600
Let's first of all start at a Term Store

27
00:01:15,600 --> 00:01:19,130
level, and here under Working Languages, I

28
00:01:19,130 --> 00:01:21,740
can actually select which languages do I

29
00:01:21,740 --> 00:01:24,620
want to enable people to work on in terms

30
00:01:24,620 --> 00:01:28,040
of manage metadata, and I have English and

31
00:01:28,040 --> 00:01:30,480
French. Let's say I want to add German,

32
00:01:30,480 --> 00:01:33,840
simply select German, click on Add, and

33
00:01:33,840 --> 00:01:37,830
click on Save, and it's that easy. Unlike

34
00:01:37,830 --> 00:01:40,200
on‑premises, where we have to install

35
00:01:40,200 --> 00:01:42,410
language packs and everything, it's all

36
00:01:42,410 --> 00:01:45,190
already configured, simply add it, and

37
00:01:45,190 --> 00:01:48,960
click on Save. Now under Manage Metadata,

38
00:01:48,960 --> 00:01:51,790
which is in my Term Store, I can go and I

39
00:01:51,790 --> 00:01:55,140
can add a new group. So remember that we

40
00:01:55,140 --> 00:01:58,220
want to use groups only when we need a

41
00:01:58,220 --> 00:02:00,940
different security, or if we simply want

42
00:02:00,940 --> 00:02:04,250
to organize it differently. From an IT

43
00:02:04,250 --> 00:02:06,520
point of view, the main need should be

44
00:02:06,520 --> 00:02:10,030
security. So create a new group, I will

45
00:02:10,030 --> 00:02:15,080
call it Document Classifications, awesome.

46
00:02:15,080 --> 00:02:18,950
And underneath, I can create new term

47
00:02:18,950 --> 00:02:21,270
sets. So I'll create a New Term Set, I

48
00:02:21,270 --> 00:02:24,325
will create the first one for Proposals,

49
00:02:24,325 --> 00:02:29,110
then I'll create a new one for CVs, and

50
00:02:29,110 --> 00:02:31,620
under Term Sets, this is where I can

51
00:02:31,620 --> 00:02:34,923
create the terms. So I'll go and Create

52
00:02:34,923 --> 00:02:37,620
Term, I will call the first one, let's

53
00:02:37,620 --> 00:02:40,940
say, it's Draft, and then I'll create one,

54
00:02:40,940 --> 00:02:46,870
In Progress, Waiting for Client, and then

55
00:02:46,870 --> 00:02:51,490
Won, or Lost. So now I have my terms, and

56
00:02:51,490 --> 00:02:55,410
the terms is what actually users will see

57
00:02:55,410 --> 00:02:57,280
in the backend when they actually have to

58
00:02:57,280 --> 00:03:01,340
select the status or the classifications.

59
00:03:01,340 --> 00:03:03,900
Inside the term, I can also add

60
00:03:03,900 --> 00:03:06,300
stakeholders. And remember again, the

61
00:03:06,300 --> 00:03:08,975
stakeholders is not for any permissions,

62
00:03:08,975 --> 00:03:12,620
it's simply for people to notify before

63
00:03:12,620 --> 00:03:15,440
major changes are done. All of the

64
00:03:15,440 --> 00:03:18,710
permissions are at the term‑group level,

65
00:03:18,710 --> 00:03:20,760
and here is where I can add the Group

66
00:03:20,760 --> 00:03:24,750
Managers, as well as the Contributors, and

67
00:03:24,750 --> 00:03:28,480
a Description about the term group. Back

68
00:03:28,480 --> 00:03:31,580
to my terms, let's say, I'll go into In

69
00:03:31,580 --> 00:03:34,830
Progress, I can select whether or not it's

70
00:03:34,830 --> 00:03:38,080
Available for Tagging. And if I want to

71
00:03:38,080 --> 00:03:40,780
change it in one of the languages I have,

72
00:03:40,780 --> 00:03:43,370
let's say, I'll go in French, and I will

73
00:03:43,370 --> 00:03:46,820
put En Cours, which is in progress in

74
00:03:46,820 --> 00:03:50,430
French, and click on Save. This way if

75
00:03:50,430 --> 00:03:52,895
somebody's on a French site, they're going

76
00:03:52,895 --> 00:03:55,570
to see the French label instead of the

77
00:03:55,570 --> 00:03:58,790
English one; however, for search purposes

78
00:03:58,790 --> 00:04:01,570
and things like that, it's the same label

79
00:04:01,570 --> 00:04:04,440
in the backend. So, really, when you want

80
00:04:04,440 --> 00:04:07,550
to filter by status, it will work whether

81
00:04:07,550 --> 00:04:10,630
the user tagged it in English or in French

82
00:04:10,630 --> 00:04:13,990
because it's the same one. I can add other

83
00:04:13,990 --> 00:04:16,310
labels as well, so let's say that instead

84
00:04:16,310 --> 00:04:20,150
of In Progress, somebody would write

85
00:04:20,150 --> 00:04:23,830
Writing It, and I can add it, so if

86
00:04:23,830 --> 00:04:26,360
somebody starts typing, let's say, Writing

87
00:04:26,360 --> 00:04:28,640
in this case, they're going to be proposed

88
00:04:28,640 --> 00:04:33,030
the term In Progress. So even if they try

89
00:04:33,030 --> 00:04:34,890
to do something else, if you have any

90
00:04:34,890 --> 00:04:36,910
other ways of saying that term, that

91
00:04:36,910 --> 00:04:40,370
classifications, or if you have any other

92
00:04:40,370 --> 00:04:43,860
label synonyms, abbreviations, you can add

93
00:04:43,860 --> 00:04:45,620
them in there, so it doesn't cause

94
00:04:45,620 --> 00:04:49,560
confusions for users. As an administrator,

95
00:04:49,560 --> 00:04:52,650
you also have access to this System term

96
00:04:52,650 --> 00:04:56,600
group, which is a lot of information from

97
00:04:56,600 --> 00:04:58,840
everything in the user profiles, so

98
00:04:58,840 --> 00:05:03,230
skills, college, departments, all of those

99
00:05:03,230 --> 00:05:05,830
are automatically added in the keywords,

100
00:05:05,830 --> 00:05:08,840
you can pre‑add some in there, you can add

101
00:05:08,840 --> 00:05:12,790
hashtags, and you can also switch, let's

102
00:05:12,790 --> 00:05:15,280
say, from English to French to manage it

103
00:05:15,280 --> 00:05:18,130
in French. I haven't clicked on Save on

104
00:05:18,130 --> 00:05:20,450
the last one, that's why it asked me that,

105
00:05:20,450 --> 00:05:21,870
but now I can go into Document

106
00:05:21,870 --> 00:05:25,110
Classifications, and manage it directly in

107
00:05:25,110 --> 00:05:27,790
French. So if you have English and French

108
00:05:27,790 --> 00:05:31,050
content owners, you'll be able to manage

109
00:05:31,050 --> 00:05:34,215
it in your own language, As you can see

110
00:05:34,215 --> 00:05:36,510
because I switched to French, the In

111
00:05:36,510 --> 00:05:39,920
Progress now automatically shows as En

112
00:05:39,920 --> 00:05:43,800
Cours because I'm in the French language,

113
00:05:43,800 --> 00:05:45,680
and all of the ones in English, I can

114
00:05:45,680 --> 00:05:48,130
simply go to them, make sure I add the

115
00:05:48,130 --> 00:05:51,990
default label in order for it to show in

116
00:05:51,990 --> 00:05:55,110
the different language. This is it really

117
00:05:55,110 --> 00:05:57,240
for management because we're in SharePoint

118
00:05:57,240 --> 00:06:00,110
Online. The administrator duties are

119
00:06:00,110 --> 00:06:03,250
really limited to managing the content

120
00:06:03,250 --> 00:06:06,520
inside the tenant‑level taxonomy, as well

121
00:06:06,520 --> 00:06:08,960
as assigning the right permissions to

122
00:06:08,960 --> 00:06:11,880
users and to your document management

123
00:06:11,880 --> 00:06:15,240
specialists. This is it for this demo, now

124
00:06:15,240 --> 00:06:21,000
let's go back in the slides and finish off this module.