How to use Metadata Navigation in SharePoint 2010

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Added by Spike Xavier October 29, 2012

In a related blog post I showed how I set up default metadata values when migrating data from a file share to a SharePoint 2010 Document Library which saves a lot of time and works very well.

But there is more. Each of the documents have the following metadata: instructor and technicalDepartment. The default metadata values were set on the technicalDepartment field which made sense, all of the Cisco outlines went into the Cisco folder and all of the SharePoint outlines went into the SharePoint folder. In some cases, the same instructor teaches all of the classes in a department, however in some instances instructors will teach cross-departments. Spike teaches most of the SharePoint classes but also teaches some Web Development classes, and Dan Wahllin teaches most of the Web Development classes but also teaches the SharePoint Development course.
The above example is the perfect situation for activating the new Metadata Navigation feature in SharePoint 2010. That's what this blog is about.

Looking at the Metadata Values in Development

When we look into the development folder in the course outlines Document Library, we see that all of the outlines are from the technicalDepartment development which is correct. Most of the courses are taught by Dan Wahlin, but a few are taught by Spike Xavier.

Looking at the Metadata Values in SharePoint

The SharePoint folder has the technicalDepartment field as SharePoint which is correct, however, while most of the courses are taught by Spike some are taught by Dan Wahlin.

Activating Metadata Navigation for the Library

From the Course Outlines All items page (I clicked the Course Outlines link in the Quick Launch to get here) I then choose the Library tab and then Library Settings.

Metadata Navigation Settings

From the General Settings links, I click on Metadata Navigation settings.

Configure Navigation Hierarchies

I select instructor and technicalDepartment from the Configure Navigation Hierarchies window and click Add.

Configure Key Filters

I do the same in the Configure Key Filters section. I won't elaborate on the specifics of what happens as the page actually does a fantastic job of explaining exactly what's happening.

Configure Automatic Column Indexing for the List

I leave the default as-is to Automatically Manage Column Indices on this list. When done, my configuration looks like the image above and then I’ll OK (not shown).

Click courseOutlines link in Quick Launch

Next, I click the courseOutlines link in the Quick Launch.

Observe the new additions to the Quick Launch

Two new sections have been added to the Quick Launch. I'll click on the arrow gif image next to Instructor.

Click Dan Whalin

When I click on Dan Wahlin, all of the courses taught by Dan are shown REGARDLESS of what Folder they are in. Similarly, if I were to click on any of the instructors names, the same thing would happen for them. I can also use the Key Filters section but I think you get the idea…

Site Feature Dependency

There is a dependency on a Site Feature (site actions>site settings > Manage Site Features) but it was already activated on the site I used since it’s based it on the Team Site Template.

Enjoy,

Spike Xavier
SharePoint Instructor – Interface Technical Training
Phoenix, AZ