Manage permissions and roles for term sets

This topic explains how you can grant permissions to people so that they can create or manage terms in the Term Store Management Tool.

For an introduction to the managed metadata features in Microsoft SharePoint Server 2010 (including some of the terminology and concepts used in this article), see Introduction to managed metadata in SharePoint Server 2010.

In this article

Managed metadata roles

Add Term Store Administrators

Add Group Managers

Add Contributors

Managed metadata roles

If you want to create or manage the terms or term sets by using the Term Store Management Tool, then you need to be assigned explicit permissions to work with managed terms. The scope of the tasks you can perform in the Term Store Management Tool is determined by the specific role that you are assigned. Term Store Administrators have the broadest permissions, while Contributors (not to be confused with individuals who have the Contribute permission level for a site) have the most restricted permissions, and are limited to term set-level actions.

The Term Store Management Tool has the following roles:

Role

Tasks this role can perform

Farm Administrator

  • Create a new term store.

  • Connect to an existing term store.

  • Add or remove Term Store Administrators.

Term Store Administrator

  • Create or delete term set groups.

  • Add or remove Group Managers or Contributors.

  • Modify the working languages for the term store.

  • Import term sets.

  • Create, rename, copy, reuse, move, and delete term sets.

  • Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the term set is available for tagging.

  • Create, rename, copy, reuse, merge, deprecate, move, and delete terms.

  • Modify a term’s description, labels, default label, and whether the term is available for tagging.

Group Manager

  • Add or remove Contributors.

  • Import term sets.

  • Create, rename, copy, reuse, move, and delete term sets.

  • Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the term set is available for tagging.

  • Create, rename, copy, reuse, merge, deprecate, move, and delete terms.

  • Modify a term’s description, labels, default label, and whether the term is available for tagging.

Contributor

  • Create, rename, copy, reuse, move, and delete term sets.

  • Modify a term set’s description, owner, contact, stakeholders, submission policy, and whether the term set is available for tagging.

  • Create, rename, copy, reuse, merge, deprecate, move, and delete terms.

  • Modify a term’s description, labels, default label, and whether the term is available for tagging.

For detailed information about these roles, see the TechNet article Managed Metadata Roles.

Note:  When you configure a term set, you can also designate a group or an individual as an Owner, Contact, or Stakeholders for the term set. These three labels do not grant the groups or individuals you assign to these labels any specific permission to work with the term set. These properties simply provide a useful way to track the business owners or stakeholders for a term set.

Depending upon how the connection to the Managed Metadata Service application has been configured, general users of a site, who have at least Contribute permissions for content on the site, may be able to work with managed metadata in the following ways:

  • They can update the values for Managed Metadata columns in lists and libraries (if terms sets associated with these Managed Metadata columns are configured to be open and if the Managed Metadata column allows fill-in choices). Site users can also add new terms to a term set when updating the value for a Managed Metadata column).

  • They can create new Enterprise Keywords when updating the Enterprise Keywords column for a list or library.

  • They can use metadata navigation in lists or libraries to filter the display of items.

  • They can use managed terms or Enterprise Keywords in search queries, and then refine search results based on these terms.

Site users who have permissions to modify lists, libraries, or content types (for example, members of the Site Owners group) can create new Managed Metadata columns for lists, libraries, or content types. When they create these columns, they can create new term sets that are local to the Site Collection, and they will be able to manage the terms within these term sets.

Again, what users can do depends on how the connection to the Managed Metadata Service application has been configured and what permissions the service grants to the application pool account for the Web application. For more information see Grant permission to access the managed metadata service.

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Add Term Store Administrators

You must be a Farm administrator or a Term Store Administrator to designate Term Store Administrators. After individuals have been designated as Term Store Administrators, they will then have the ability to designate other Term Store Administrators. For information about how to add or remove Term Store Administrators from within Central Administration, see Add and remove term store administrators.

  1. On the Site Actions menu, click Site Settings.

  2. Under Site Administration, click Term store management.

  3. In the Properties pane, select the Managed Metadata Service Application for which you want to designate a Term Store Administrator.

  4. In the tree view pane on the left, select the Managed Metadata Service application, if it is not already selected.

  5. In the Properties pane, in the Term Store Administrators box, type the names of the people you want to add. You can also click the Browse button to find and add users.

  6. When you have finished adding the people you want to be Term Store Administrators, click Save.

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Add Group Managers

You must be a Term Store Administrator to add new Group Managers.

  1. Go to the site where you want to add a Group Manager for the Term Store Management Tool (if you are updating a local group).

  2. On the Site Actions menu, click Site Settings.

  3. Under Site Administration, click Term store management.

  4. In the Properties pane, select the Managed Metadata Service Application for which you want to designate a Group Manager.

  5. In the tree view pane on the left, select the Group for which you want to add a Group Manager.

  6. In the Properties pane, in the Group Managers box, type the names of the people you want to add. You can also click the Browse button to find and add users.

  7. When you have finished adding the people you want to be Group Managers, click Save.

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Add Contributors

You must be either a Term Store Administrator or a Group Manager of a specific group to add Contributors to that group.

  1. Go to the site where you want to add a Contributor (if you’re updating a local group).

  2. On the Site Actions menu, click Site Settings.

  3. Under Site Administration, click Term store management.

  4. In the Properties pane, select the Managed Metadata Service Application for which you want to designate a Contributor for a group.

  5. In the tree view pane on the left, select the Group to which you want to add Contributors.

  6. In the Properties pane, in the Contributors box, type the names of the people you want to add. You can also click the Browse button to find and add users.

  7. When you have finished adding the people you want to be Contributors, click Save.

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