How to Apply Metadata Navigation Filtering in SharePoint 2013

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How to Apply Metadata Navigation Filtering in SharePoint 2013

Like This Blog 7 Spike Xavier
Added by October 24, 2013

In this post I will show how to set up Metadata Navigation Filtering in Share Point 2013. This is one of the most powerful features available in helping users quickly find what they need without writing any code, it really just needs to be turned on and configured.

This is the third post in a series on getting the most out of Document Library Apps in Share Point 2013.

The previous posts should be done first if you want to match the test environment to what I configure within this post.

I start on the Home Page of the Site which is at the top level site of the site collection created and configured in the previous posts. Metadata Navigation and Filtering is a Site Feature that has to be activated for this to work.

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On the right side I click on the site Actions Gear and go to Site Settings where I will activate the Site Feature, Metadata Navigation and Filtering.

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This site feature is not activated on the Team Site Template so I click Activate.

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When I see the blue icon that says Active, I know I’m good to go.

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I click the link in the Quick Launch bar to get to the gdpByStateReports Library I configured in previous posts.

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I click the Library Tab.

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I click the Library Settings Icon.

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We are going to use th Metadata navigation settings that is now available on the Library to pivot on these two Metadata columns.

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This will allow users to find reports immediately based on Metadata regardless of which older they are in.

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I click the Metadata navigation settings link. This link was not available on the Library Settings page until the Metadata Navigation and Filtering Site Feature was activated.

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This is the Metadata navigation settings page.

Here we see two main areas: Configure Navigation Hierarchies and Configure Key Filters. These two work hand-in-hand to basically give users multiple levels of filtering in an amazing UI that gets added just below the Quick Launch Bar. (I highlighted some areas of particular importance).

The Navigation Hierarchies and only use: Content Type, Single-value Choice fields, or Managed Metadata Fields and the Key Filters can only use Content Type, Choice Field, Managed Metadata Field, Person or Group Field, Date and Time Field, or Number Field. Between the two if you do some planning with this in mind you can create very powerful User Interfaces out of the box.

We are going to use the StateOfOrigin and YearOfReport choice fields in Both areas and we are going to leave the Folders in the Navigation Hierarchy Fields.

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To configure the controls, you select the columns on the left side and click the Add button which moves them over to the right side. When you are done your page should look like the figure above. When it’s ready you can click OK at the bottom of the page. Clicking OK Not Shown.

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Now that its all configured we can click the gdpByStateReports link in the breadcrumb where we will see our amazing U.I.

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Just below the Quick Launch, Share Point has added the Navigation Hierarchy and Key Filter Controls. I will start by clicking the State Of Origin in the top control.

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This expands to show the available fields (the options in choice column) I click on AR (Arkansas)

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Immediately the content area of the web page shows all the reports that have the value AR in the StateOfOrigin column, REGARDLESS of which folder they reside in!

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With the state of Arkansas Selected in the Hierarchy control (AR) I go to the key Filters click the drop down menu for YearOfReport, You may have noticed that the StateOfOrigin Drop down disappeared because I already filtered on that column.

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I select 2010 and click Apply. My results are immediately apparent. I now see all reports for the State of Arkansas from the year 2010, regardless of which Folder the result set resides in.

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If I click the link to go back to the Document Library I can see that it resets my controls to their original state an returns the YearOfReport drop down to the U.I.

That’s it! Users can now quickly and efficiently parse through folders with out of the box functionality.


Spike Xavier
SharePoint Instructor – Interface Technical Training
Phoenix, AZ

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  1. Avatar SIHS

    Thanks, nice explanation!
    Could we put a button on the home page, when we click on this button, a formular is opened with all metadata that are used in the library. We welect on a drop down list for each metadata (not necessarily all) then we click ok and a search is done with the filtred information?

  2. Avatar Ravishankar D

    Very good explanation….

  3. Avatar Nats

    I did all the above however when I filter and apply I get the following error (using sharepoint 2013/online)
    Unable to display this Web Part. To troubleshoot the problem, open this Web page in a Microsoft SharePoint Foundation-compatible HTML editor such as Microsoft SharePoint Designer. If the problem persists, contact your Web server administrator.

    is there any idea why ?

  4. Avatar Steve Steiner

    Is it possible to add the metadata navigation from a particular library to the home page of the site? E.G. a metadata navigation web part?

  5. Avatar Ravin Singh D

    Nice explanation with image

  6. Avatar Joe

    Is it possible to filter on a range of criteria. In your example, would it be possible to see all reports from 2010 to present? Or 2010-2013?

    Thanks!

  7. Avatar Bob T

    yay, finally a “find” feature. it’s really really powerful, one of the most powerful features on sharepoint. and that says a lot about sharepoint.
    also, it must be really complicated to do because it’s really rare to find a document management system or even a web application that has a find feature. really really rare. only geniuses (and only microsoft has them) are able to do a find feature.

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