Now that we've talked about what we can do
in the slides, let's go in the lab and
take a look at what we can do to the
Managed Metadata service as an
administrator. We're now in the lab, so
let me open up the SharePoint Online admin
center. And in order to go to the Term
Management tool, I need to go into Classic
features, and then I will go into Term
Store. One of the first things that you
need to make sure of, especially if it's
your first time here, is that you are an
administrator. Right now, you see Vlad is
not in the Term Store Administrators, so I
cannot edit the languages, and even when I
go on Terms, I cannot actually modify
anything. And if I right‑click on them, it
doesn't even allow me to. So, remember
that even if you're a global admin, it
doesn't mean that you're automatically a
Term Store administrator. So let me add
Vlad@globomantics.org here, let me check
names, make sure that everything is good,
and click on Save. We'll reload the page,
and now I'll have access to everything.
Let's first of all start at a Term Store
level, and here under Working Languages, I
can actually select which languages do I
want to enable people to work on in terms
of manage metadata, and I have English and
French. Let's say I want to add German,
simply select German, click on Add, and
click on Save, and it's that easy. Unlike
on‑premises, where we have to install
language packs and everything, it's all
already configured, simply add it, and
click on Save. Now under Manage Metadata,
which is in my Term Store, I can go and I
can add a new group. So remember that we
want to use groups only when we need a
different security, or if we simply want
to organize it differently. From an IT
point of view, the main need should be
security. So create a new group, I will
call it Document Classifications, awesome.
And underneath, I can create new term
sets. So I'll create a New Term Set, I
will create the first one for Proposals,
then I'll create a new one for CVs, and
under Term Sets, this is where I can
create the terms. So I'll go and Create
Term, I will call the first one, let's
say, it's Draft, and then I'll create one,
In Progress, Waiting for Client, and then
Won, or Lost. So now I have my terms, and
the terms is what actually users will see
in the backend when they actually have to
select the status or the classifications.
Inside the term, I can also add
stakeholders. And remember again, the
stakeholders is not for any permissions,
it's simply for people to notify before
major changes are done. All of the
permissions are at the term‑group level,
and here is where I can add the Group
Managers, as well as the Contributors, and
a Description about the term group. Back
to my terms, let's say, I'll go into In
Progress, I can select whether or not it's
Available for Tagging. And if I want to
change it in one of the languages I have,
let's say, I'll go in French, and I will
put En Cours, which is in progress in
French, and click on Save. This way if
somebody's on a French site, they're going
to see the French label instead of the
English one; however, for search purposes
and things like that, it's the same label
in the backend. So, really, when you want
to filter by status, it will work whether
the user tagged it in English or in French
because it's the same one. I can add other
labels as well, so let's say that instead
of In Progress, somebody would write
Writing It, and I can add it, so if
somebody starts typing, let's say, Writing
in this case, they're going to be proposed
the term In Progress. So even if they try
to do something else, if you have any
other ways of saying that term, that
classifications, or if you have any other
label synonyms, abbreviations, you can add
them in there, so it doesn't cause
confusions for users. As an administrator,
you also have access to this System term
group, which is a lot of information from
everything in the user profiles, so
skills, college, departments, all of those
are automatically added in the keywords,
you can pre‑add some in there, you can add
hashtags, and you can also switch, let's
say, from English to French to manage it
in French. I haven't clicked on Save on
the last one, that's why it asked me that,
but now I can go into Document
Classifications, and manage it directly in
French. So if you have English and French
content owners, you'll be able to manage
it in your own language, As you can see
because I switched to French, the In
Progress now automatically shows as En
Cours because I'm in the French language,
and all of the ones in English, I can
simply go to them, make sure I add the
default label in order for it to show in
the different language. This is it really
for management because we're in SharePoint
Online. The administrator duties are
really limited to managing the content
inside the tenant‑level taxonomy, as well
as assigning the right permissions to
users and to your document management
specialists. This is it for this demo, now
let's go back in the slides and finish off this module.