Global vs Site Terms

🌐 Global vs Site Terms in Compliance Tracker 365

Global Terms

  • Global terms can be used across multiple sites.
  • The first site to select the global term set becomes the parent site, where all profiles are managed.
  • Ensure appropriate visitor permissions are applied to the parent site so users can access their profiles from other sites.
  • Global terms are ideal when cross-site reporting and term consistency are required.
  • Best suited for term sets based on:
    • Locations
    • Departments
    • Functions
    • Roles

Site Terms

  • Site terms are unique to a site’s content.
  • Useful in training areas, where terms may target content based on course groupings or topics.

🔄 Moving from Site Terms to Global Terms

If Compliance Tracker 365 is deployed with site terms and needs to be changed to global terms, the term group must be updated in Management > Terms.
All documents and pages will then need to be updated to reference the new terms.

Steps to Update
  1. Add any missing terms to the global term set in Term Store Management.
  2. If a new global group is replacing an existing site term set:
    • Open the Management page in the parent site (used for profile management and reporting).
    • Clear out old terms via App > Remove all user profiles.
    • Take a screenshot of the current Profiles tab for reference if needed.
  3. Open the Terms tab, click the arrow next to Select term set, and confirm OK to the warning message.
  4. Use the Select term set dropdown to choose the term set (starting term is usually the top) and click Update.
  5. Open the Profiles tab and add the new terms and members.
  6. Update all documents and pages with the new terms:
    • Create a temporary personal view showing Mandatory and Optional columns.
    • Filter where values are not blank and display all items without folders.
    • If content approval is enabled, consider turning it off to assist with bulk publishing.
    • Use Edit in grid view to speed up updates.
    • Even if terms have the same name, they must still be updated.
    • Republish updated pages.

🔗 Updating Child Sites

  1. Open Management > Terms tab in the child site.
  2. Click the arrow next to Select term set and confirm OK to the warning message.
  3. Use the Select term set dropdown to select the global term set.
    • A warning icon will indicate the Profile list will be removed from the child site.
    • If the message does not appear, wait 5 minutes and try again.
  4. Confirm the parent site is listed under the Update button.
  5. Click Update.
  6. Open the Profiles tab to confirm profiles are now managed on the parent site.
  7. Update all documents and pages in the child site to use the new terms.
    • If documents are missing from My Reads, verify they are tagged with the correct terms from the new global set.

✅ Summary

  • Use Global Terms for consistency and cross-site reporting.
  • Use Site Terms for site-specific content such as training.
  • Migrating from site to global terms requires updating the term set, profiles, and all documents/pages to ensure proper targeting and reporting.