Make term set available to site collections in SharePoint

Once we create the term set in SharePoint managed metadata, we can make that available to all the site collection in the web applications or specific site collections. We can do that by the steps shown below,

Navigate to site settings and click on Term store Management in Site Administration section.

Right click on the term set that we want to make available to all the site collections, and click on Move Term Set.

In the Term Set Move dialog box, click on the global term set that to move and click on Ok button.

To make available for only specific site collections, In the Site Collection Access section we have to enter the URL of the site collection we want to make the term set available. 

Cross site publishing in SharePoint 2013 - Part II

In my previous post I have mentioned how to create Publishing site collection and authoring site collection and activate cross-site publishing feature. After configuring cross-site publishing, we need to set up new term set and terms and have to make that available for tagging the content. If we use Product Catalog template to create authoring site collection and create the term set in the site collection, we don’t have to tag the content because by default new term sets created for product catalog site collection will be available for tagging the content.

We can make the term set available for tagging content as shown below,

Navigate to Authoring site, Site Settings page and Click on Term store management link in Site Administration section.

In TAXONAMY TERM STORE section, click on the term set that we want to make available for tagging. Click on INTENDED USE tab and select Available for Tagging and click on Save.

To create the catalog content using lists, we have to create site columns for the lists to maintain the catalog content. Because we can create managed properties automatically and use them when defining the queries for catalog content on the publishing site. If we have many lists, we can use site content types for each list.

We have to share the list/library as a catalog when we are done with creating site columns. We have to activate Cross-Site publishing feature to share list/library as catalog. By default, Anonymous access will be enabled when we share a list/library a catalog. If we don’t want anonymous users to view and search the content we need to disable the anonymous access.

To share library or list as a catalog,

Navigate to list/library and click on List/Library tab on the ribbon. Click on Library settings in the Settings group.

Click on Catalog Settings link in Settings page General Settings section.

Select Enable this library as a catalog check box in Catalog Settings page Catalog Sharing section.

If we don’t want anonymous users to view and search the content click on Disable anonymous access in Anonymous section. Select five fields for unique identity in list or library and click on add in Catalog Item URL Fields section Available field’s box. These will be appearing as friendly URL’s after connecting the publishing site to catalog. Select associated columns with term set in Navigation Hierarchy section to use navigation term set for catalog pages. and Click on OK.

Information management policies in SharePoint

Information management policy is a set of rules for content. Each rule in a policy is called as policy features. Information policy management features specify the content auditing, content accessing and how long that information retained.

We can associate a policy with a library, list or content type.

Associate policy features with site collection policy and associate with content type or list/library: Top level site collection will have site collection policies to create site collection policies. After creating site collection policies, we can export to other site collections to standardize policies across the organization.

Associate policy features directly to a content type and add that content type to lists:

We’ll use whole site collection associated with a content type in the site content type gallery of the top level site. Every item in that content type and every item inherit the original content type will have a policy.

Associate policy features directly with a list or library: This method will applicable for only for the list does not support multiple content types. This will be useful for applying for single list/library.

We can configure Information Rights Management using the steps below,

Navigate to Security in SharePoint central Administration, Click on Configure information rights management link in Information Policy section in Security page.

On Information Rights Management section we have following options,

If we don’t want to use IRM select Do not use IRM on this server option

Select Use the default RMS server specified in Active Directory option to specify the RMS server in the Active Directory Domain Service (AD DS)

Select Use this RMS server option to enter url to specify the URL with protocol. Click on Ok.

Configure Document conversion and Create web page from document in SharePoint 2013

By using Document conversion, we can create a web page with uploaded document in simple and easy way. By using this functionality content authors can create pages with content easily because the converter is associated with content types and content author is not limited any document library.

To Configure Document conversation we have to enable Documents Conversations Load Balance Service and Document Conversations Launcher Service in the Central administration.

After starting the services, navigate to General Application Settings and select Configure document conversations in External Service Connections.

Select Web application to configure document conversion Web Application section. Select yes in Enable Document conversion section to allow files to be converted from code type to another on the site. Select Load Balance Server in Load Balance Server section. Enter schedule timings to specify how often document conversion timer to be run.

Once we are done with the configuration, upload the document to a document library and select Convert document -> From word document to Web Page as shown below.

We will redirect in to Create Page From Document Page, Select location of site where we need to save the page in Location Section, Enter Page Title and URL in Page Title and Description section. In Processing section, select create this page for me now, and take me to the page when it is create to redirect to the new page after creating. If want to redirect document library after creating the page, select Create this page for me in the background, and take me back to the document library. Select Send e-mail to the following users when the page is created check box to send emails to the users in Users Text box.

Cross site publishing in SharePoint 2013 - Part I

Cross-site publishing will allow us to create and maintain the content in one or more authoring Site Collections. It will allow us to publish and access the content one or more site collections. We can use cross site publishing when we want to save and manage the content in one more authoring sites. We can use cross site publishing across the site collections, web applications and farms. It will allow us to mix the pages and catalog content.

Cross site publishing will use search to retrieve the content. When we create Content in a list/library of a site collection where cross-site publishing is enabled and we need to enable the list/libraries as catalogs. When we crawl the content, content will added to search index. We can add the web parts in other site collections where we wanted to display the content. When users view the page, search webparts crawls the data by passing the queries to search index. Query results will return from search index and shown in the Search Web Parts. When we change any content in the source site collection, all the data will be updated in destination site collection after crawling the data.

We can proceed with cross site publishing by creating authoring site collection and publishing site collection. Structure for cross site publishing will looks like following.

To create authoring site collection, create new site collection by navigating Application Management, Create site collection in Central Administration and select Product catalog in Publishing tab.

To create publishing portal, create new site collection by navigating Application Management, Create site collection in Central Administration and select Publishing portal in publishing tab.

After creating the site collections, we need to activate Cross-site Publishing feature in authoring site collection. We can activate the cross site publishing feature By Navigating t Site Collection features in the site settings, Click on Activate button for Cross-site Collection Publishing feature.

We need to add the content in the authorized site collection list and crawl the content. We can look in to the next articles.