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Understanding managed metadata in Brief Connect

Managed metadata links Brief Connect configuration to the SharePoint term store, SharePoint site columns, and record data.

This page explains the effects of term changes.

For the supported change process, see Manage term store changes.

How managed metadata connects

A managed metadata field starts in Brief Connect configuration. Its Field Type marks it as managed metadata.

Its Data Source Name gives the name of the SharePoint term set that supplies the choices.

During a Content Types sync, Brief Connect uses this name to find the term set. It then connects the SharePoint site column to that term set.

Brief Connect reads the active terms and shows them on create and edit forms.

flowchart LR
    OR["Office Resources<br>version-controlled taxonomy"] -->|Deploy| TS["SharePoint term store<br>one per environment"]
    CFG["Record field configuration<br>Field Type + Data Source Name"] --> SYNC["Content Types sync"]
    TS --> SYNC
    SYNC --> COL["SharePoint managed metadata column"]
    TS --> CACHE["Brief Connect term cache"]
    CACHE --> UI["Create and edit choices"]
    UI --> DB["Operational record data<br>term ID + stored label"]
    DB --> PORTAL["Portal views and filters"]
    DB --> SP["SharePoint record metadata"]

The Office Resources repository is the source for term sets and terms. The pipeline applies this source to each environment.

Each environment has a separate SharePoint term store.

How record values are stored

When a user selects a term, Brief Connect stores two values with the record:

  • The term ID identifies the term.
  • The term label contains the text that the user saw during the record save.

Brief Connect also writes the managed metadata value to the SharePoint item for the record.

The portal and SharePoint can get the term label from different sources. The portal uses the label that is stored with the record.

SharePoint can use the current label from the term store. As a result, SharePoint can show a new label while the portal shows the old label.

Effects of term changes

Adding a term

After the term cache refreshes, the new term appears on create and edit forms. Existing records do not change.

Renaming a term

A rename keeps the term ID but changes the label. After the cache refreshes, the new label appears on new and existing record forms.

The rename does not change the label that is stored on existing records. The portal shows the old label until the record metadata changes.

SharePoint can show the new label because it uses the SharePoint taxonomy. Thus, filters and reports can show both labels.

If existing records need a bulk metadata update, contact Engage Squared Support.

Deprecating a term

A deprecated term no longer appears as a choice after the cache refreshes. Existing records keep the stored term ID and label.

Deprecation keeps the historical metadata. If a record uses the term, deprecation is safer than deletion.

Deleting a term

Deleting a term removes the taxonomy item that existing records reference. Historical values can then lose their valid term reference.

The deletion can also affect filters, integrations, reports, and record editing. Deprecation is the standard choice for a term that records use.

Renaming a term set

A term-set name links a field configuration to a term set. Data Source Name stores this name.

If these names do not match, the sync can create an empty term set or report an error.

A term-set rename requires changes to Office Resources and the field configuration. It also requires a Content Types sync.

This process is different from a rename of a term in the set.

Other name-based dependencies

The term ID does not change during a rename. However, other configuration can use the term label:

  • Field default values.
  • Permission and role-assignment field conditions.
  • Workflow or plugin configuration.
  • Search filters, reports, templates, and integrations.

These dependencies need a review before a term rename.

For the field-to-term-set connection, see the Content Types sync engine and the RecordFields schema reference.

Cache and consistency

Brief Connect caches term sets and terms to reduce requests to SharePoint. The new choice does not always appear immediately after a deployment.

If an immediate review is necessary, an authorised administrator can clear the Brief Connect cache.

A cache refresh updates the available terms. It does not change labels that are stored on existing records.