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Metadata Library View in SharePoint 2010

Posted by andre | Posted in Managed Metadata, Nintex Workflow, SharePoint 2010 | Posted on 28-02-2012

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With SharePoint 2010 Managed Metadata was introduced as a new feature, but with all new features they have their limitations. One of the major limitations of using metadata in a library is that a metadata column filter cannot be applied to a term group but only to a single term. This is because a filter on the metadata column cannot use the “Begins With” or “Contains” operators.

Today I was working on a project for a customer who wants 12 different views on a single library to sort the related documents. The document types in this library has to be grouped in the 12 categories and a view has to be made for each category.

With the limitations at hand I looked at copying the metadata text from the column to a hidden plain text column. The column filter could then be applied to the “Single line of text” column. I made a Nintex workflow to copy the term to text, which all seemed to go okay.

After a few user tests I seemed that issues occurred when a document was checked in, cause then no changes could be made to the file. So I adjusted the workflow to first check-out the document, but to those who already checked out the document received an error and after adding a “Condition” the workflow locked the file when it was waiting for the check-out status to change.

So after a few errors and conditions the workflow turned from a simple ‘text-copy-workflow’ to a full-grown state machine.

What the Nintex Workflow does is check if the file is checked out, if not then the term is directly copied to text. If the document is checked out the State Machine will start and it will pause for 1 minute. After every pause the document check repeats and it either waits again or changes to the 2nd State and copies the term to text.

This way a document is never locked by the Nintex Workflow, the user or the system.

 

 

Thanks for reading.

Special thanks to Jim van Leeuwen.