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Available only with SharePoint Server 2010, managed metadata columns allow for creation of nested hierarchical trees of terms and provide for the navigation and selection of terms from these trees when editing list items. This ensures that only valid values are selected and that the relationships between the terms can be used when editing the list items. For instance, a company categorizes their products within a hierarchy of Division Department Product Line and wants to associate each list item in a list with all of these fields. If three separate columns are created, it is not possible to prohibit a user from selecting a Division and Product Line combination that is incorrect. Furthermore, if you have multiple lists that require this information, using multiple custom columns allows the available options to potentially be inconsistent. The term set solves both of these problems by allowing for the following hierarchical data to be defined and a single value selected for list items: Publishing Books Fiction Nonfiction Reference Music Top 40 Holiday Media Services Advertising Print Television Internet Term sets can be centrally managed by the administrators of your SharePoint environment, or they can be custom created for a single list column. The Create Column page provides a link to the Term Store Management Tool, which allows you to easily maintain a term set s properties and taxonomy, as shown in Figure 4-10. Once your term set is created with the tool, it is available for reuse throughout your site collection. When using a centrally managed term set, you enforce the consistency of the data across your SharePoint environment.

If you need full control over the XSD schema definition (eg, when planning to use the XML across different applications), you should first build the XSD schema definition yourself and then create a new form template based on this schema InfoPath provides a wizard to generate a new form by selecting the XML or Schema template You merely choose your schema and start designing your form based on that schema When you design your own schema, you are able to use some advanced mechanisms of XML Schema, but you should keep in mind the following: InfoPath does not support the entire XML Schema syntax If you build your form on an existing schema, you will not be able to change the field properties using the Fields dialog Instead you will have to use the Data Refresh Fields option to reload the schema.

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You can use data type restrictions in your schema to limit the allowed values in your form Since InfoPath validates your XML input against the schema, you have only limited control of the errors that are presented to users when they input data that is invalid according to the schema For suitable user feedback, it may be better to validate input data using rules in InfoPath and displaying meaningful messages to the users Very strict schema definitions can prevent Forms Services from displaying your form at all, since invalid XML, according to the schema, will not be opened This results in a very general Form has been closed message in the UI Overly restrictive data types in the schema make modifying accepted input more complex, especially if you intend that not only developers but also information workers should be able to make changes to the form design.

Lists are at the heart of what SharePoint is all about. List types include document libraries, task lists, event lists, custom lists, and many more. The ability to create lists programmatically gives you great flexibility in how you can provision and extend web sites. For example, you might want to provide your end users with a custom page that enables them to build lists based on complex business rules that would be difficult to encapsulate in a list template. Or you might decide that the built-in list definition pages provide too much information and would confuse some of your users. In this recipe, you ll create a simple web page that enables the user to create a new list for a given web site, add a few custom fields if desired, and make sure any new fields appear on the default view.

Figure 4-10. The Term Store Management Tool for maintaining managed metadata On the Edit Item window, users are presented with a Selection dialog that allows them to traverse through the term set and select the term to associate with the current list item, as shown in Figure 4-11. Based on the Display Value configured in the settings for the column, the selected value is either displayed as the selected term (Nonfiction) or the full path to the term in the tree (Publishing:Books:Reference). Table 4-18 lists the additional settings for a Managed Metadata column.

For example, if your schema is defined to accept any string for user input, rules can be used to constrain the input to certain values These rules can be changed by anyone capable of working with InfoPath, whereas a change to the schema would necessitate a complex development change scenario..

Overall, you should create your schema with care and weigh the pros and cons of very strict schemas. Use your schema to define the basic data structure but take care when using strong data type restrictions you might end up spending a lot of time searching for the reason why your forms can t be displayed.

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