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.

ExportImportMMS.zip

Comments

• Anonymous
  January 12, 2016
  Hi Thiru, Could you copy and paste the script to export on this blog page please? We are unable to download .zip files Thank you Jay

• Anonymous
  January 12, 2016
  Can I have your email id to send the zip?

• Anonymous
  March 14, 2016
  The comment has been removed