when to reuse/pin term and when to use new term

Question

I am working on two enterprise wiki site collections. and each site collection have 5 Managed Metadata site columns that are associated with 5 term sets. now for each site collection i create a new term group as follow:-

In my case Term Sets inside different term groups , share the same terms . for example i have two term set named "Standards" which have shared some terms such as ISO14001,Ison27001, etc.. while other terms are unique per term set such as ITIL (which is used only under one term set).

currently i am doing the following, as shown above:-

1. i created two separate term groups and each site collection will use on group.

2. for all the shared terms such as ISO9001 i created 2 separate terms.

so i have the following questions:-

1. is using two separate term groups a valid approach, or it is better to use the same group?.

2. should i create re-used or pined terms for all the shared terms such as ISO9001 , ISO14007 , etc. or it is not a problem to have these terms created twice as i am currently doing?

Can anyone adivce on these points please?

Answer 1

Hi,

1. Is using two separate term groups a valid approach, or it is better to use the same group?

Which one is suitable is depend on how you use managed metadata.

Once you just select managed metadata as the column type, using the same group is suitable.

Once you set up metadata navigation for a list or library, using two separate term groups is suitable.

2. Should I create re-used or pined terms for all the shared terms such as ISO9001 , ISO14007 , etc. or it is not a problem to have these terms created twice as i am currently doing?

It will be convenient for you to use reuse terms if you need to create many the same terms under different term sets. Whether you use reuse terms or not, the difference is the term id. The reuse term has the same term id. The same terms you created twice have different term id. So it’s ok to create the same terms twice.

More information about reuse term and pin term for your reference:

http://blog.allegient.com/sharepoint-taxonomy-to-re-use-or-pin

Thanks,

Dean Wang

---

TechNet Community Support
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact [e-mail].

Answer 2

Hi,

1. Is using two separate term groups a valid approach, or it is better to use the same group?

Which one is suitable is depend on how you use managed metadata.

Once you just select managed metadata as the column type, using the same group is suitable.

Once you set up metadata navigation for a list or library, using two separate term groups is suitable.

2. Should I create re-used or pined terms for all the shared terms such as ISO9001 , ISO14007 , etc. or it is not a problem to have these terms created twice as i am currently doing?

It will be convenient for you to use reuse terms if you need to create many the same terms under different term sets. Whether you use reuse terms or not, the difference is the term id. The reuse term has the same term id. The same terms you created twice have different term id. So it’s ok to create the same terms twice.

More information about reuse term and pin term for your reference:

http://blog.allegient.com/sharepoint-taxonomy-to-re-use-or-pin

Thanks,

Dean Wang

---

TechNet Community Support
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact [e-mail].

i did not get your point , now i set metadata navigation for a list , but why this would affect my decision on whether to use the same group or different group ?

Answer 3

Hi,

Sorry for the delayed reply.

If you set up navigation using managed metadata, the format you configure in term store managed tool determines how it displays in list navigation, shown as figure below. If you add term sets to the same group, it may affect the list navigation.

If you just select managed metadata as the column type, how the format you configure in term store managed tool doesn’t affect you use in column type. So it’s convenient for you to add all term sets you want to the same group.

Thanks,

Dean Wang

---

TechNet Community Support
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact [e-mail].