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Saturday, October 22, 2016

SharePoint Term Set Import doesn't import description and Using Term Set Other Labels

SharePoint Term Set Import Description Doesn't Load

So importing the other day, was reminded of a problem from a while ago - it is clearly a bug and a pain so added this so others might be wary.

When using Term Sets, it can be very handy to import them via CSV - easily laid out in Excel and in fact, they give you the file format to use.

What they don't tell you is that the import is shaky:
1) I've had instances where some terms are not imported and no error reported.
2) There's no way to add 'other labels' (see below), something I love to use.
3) As some of you probably know, it often reports an import error even though all of the terms are created.

At any rate - back to the bug. When defining a term, I always put a full description; turns out this works fine as long as you do not have more than one term! If you have a 2nd term, the description is NOT imported! So for example:


The description (the State name) will not be included. Your only alternative is to decide what you want to type in by hand. There is no way to do a 'partial' import or update.

What a pain!

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Using Term Set Other Labels

Many of my clients are not familiar with using the term set 'other labels' (a lot of SharePoint Consultants too!). Other labels are a way to allow users enter multiple names as they might know a particular term, but store only the true Term.

For example, assume you have a department called Information Systems Management, it has a department number of 1201 and most everyone calls it simply IT. For search purposes, etc. you decide you want the term 'Information Systems Management' used but some like to use the number and some like to use IT - you'd simply add them as follows:


Now when uploading/entering the field, the user can use any of them - by name:


By number:



By acronym:








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