SharePoint- Export/Import Managed Metadata Terms through CSV
This custom PowerShell script is to export the SharePoint Managed Metadata term store into a CSV file. Please make a note that this script would be handy when there is a need to move the managed metadata across environments where the IDs doesn’t matter.
The script would be completed by the import script which would allow the admins to add/update the items through the CSV itself.
These scripts would be helpful when there is need of synchronizing the MMS across environments or to export the MMS to excel for some non-technical needs.
Exporting the SharePoint Managed Metadata
Any term store on any SharePoint farm can be exported with the script named ExportMMStoCSV.ps1 .
Navigate to the file ensure the parameters central Admin URL and Managed Metadata services name are in par with the environment.
Login to admin server as farm admin
Open the PowerShell ISE as administrator
Open the ExportMMStoCSV.ps1
Execute the script.
The script, upon completion generates a CSV file on the same folder where the script is located.
The file consists of information in the following sequence.
Field |
Description |
Example |
TermGroup |
Mandatory |
Test |
TermSet |
Mandatory |
Set 1 |
Term |
Mandatory |
Term 1 |
Level2 |
Optional |
Term 1.1 |
Level3 |
Optional |
Term 1.1.1 |
Level4 |
Optional |
|
Level5 |
Optional |
|
UpdatedTitle |
Will not be populated during export. However required for any updates to existing title changes at any level above. |
|
Url |
If available will be populated during export. |
|
FriendlyUrl |
If available will be populated during export. |
|
CatalogTargetUrl |
If available will be populated during export. |
|
CatalogChildTargetUrl |
If available will be populated during export. |
|
TargetUrl |
If available will be populated during export. |
|
ChildTargetUrl |
If available will be populated during export. |
|
LastModified |
If available will be populated during export. |
|
Action |
Will be empty during export. |
Add/Update |
Status |
Will be empty during export |
|
- The administrators can use Office Excel to open the CSV and perform changes.
Adding a new Term to CMS Managed Metadata Term Set
A new term can be added to the term set by adding a new line to the CSV file. The following example illustrates the new term named CPF Life 1 addition under the existing term Retirement
Field |
Description |
Example |
TermGroup |
Mandatory |
Test |
TermSet |
Mandatory |
Set 1 |
Term |
Mandatory |
Term 1 |
Level2 |
Optional |
Term 1.1 |
Level3 |
Optional |
Term 1.1.1 |
Level4 |
Optional |
|
Level5 |
Optional |
|
UpdatedTitle |
Not Applicable for ADD |
|
Url |
Optional |
|
FriendlyUrl |
Optional |
|
CatalogTargetUrl |
Optional |
|
CatalogChildTargetUrl |
Optional |
|
TargetUrl |
Optional |
|
ChildTargetUrl |
Optional |
|
LastModified |
NA |
|
Action |
Required |
Add |
Status |
NA |
|
Every new iterm needs to be identified with the Action field as “Add”
A file can have both “Add” and “Update” items
Updating an Existing Term to CMS Managed Metadata Term Set
A new term can be added to the term set by adding a new line to the CSV file. The following example illustrates updating an existing Term 1.1.1 to Term 111
Field |
Description |
Example |
TermGroup |
Mandatory |
Test |
TermSet |
Mandatory |
Set 1 |
Term |
Mandatory |
Term 1 |
Level2 |
Optional |
Term 1.1 |
Level3 |
Optional |
Term 1.1.1 |
Level4 |
Optional |
|
Level5 |
Optional |
|
UpdatedTitle |
Required only for Title Update In case of updates to the below fields value for this field is optional |
Term 111 |
Url |
Optional |
|
FriendlyUrl |
Optional |
|
CatalogTargetUrl |
Optional |
|
CatalogChildTargetUrl |
Optional |
|
TargetUrl |
Optional |
|
ChildTargetUrl |
Optional |
|
LastModified |
NA |
|
Action |
Required |
Update |
Status |
NA |
|
In case of updates to a parent term, only the particular row on the csv needs to be updated and name on the child terms is not required to be updated.
Every update needs to be identified with the Action field as “Update”
A file can have both “Add” and “Update” items
Importing SharePoint Managed Metadata
The csv file this updated above can be imported into any termstore on any sharepoint farm with the script named ImportCsvtoMMS.ps1
Navigate to the file ensure the parameters central Admin Url and Managed Metadata services name are in par with the environment.
Login to admin server as farm admin
Open the powershell ISE as administrator
Open the ImportCsvtoMMS.ps1
Execute the script.
The script, upon completion generates a CSV file on the same folder where the script is located with the status information.