Global terms can be used across multiple sites. When this is leveraged, the first site to use the term set becomes the parent where all profiles are managed.

Appropriate visitor permissions need to be applied to the parent site to ensure people can access their profiles from other sites.

Global terms should be used where cross site reporting and term consistency can be leveraged. This works well for terms sets based on locations, department, functions or roles.

Site terms should be used when terms are unique to the sites content, for example in training areas, where terms may be used to target content based on course groupings or topics.

Steps to change the term group

If Compliance Tracker 365 is deployed, for example, with site terms and needs to be changed to global terms, the term group will need to be updated in the Management > Terms tab. All documents and pages will then need to be updated to reference the new terms. To update the term set, take the following steps:

1. Add any missing terms to the global term set in Term Store Management
2. If a new global group is to be used in-place of an existing terms set in an existing site, open the Management page in main parent site which will be used for profile management and reporting.
   1. Clear out the old terms using the App > Remove all user profiles option.
      • Take a screen shot of the current Profiles tab if needed for reference.
   2. Open the Terms tab, click the arrow next to Select term set and confirm OK to the warning message.
      • Use the Select term set dropdown to select the term set, starting term (usually the top) and click Update.
   3. Open the Profiles tab and add the new terms and members.
   4. Update all documents and pages with the new terms.
      • To help, create a new temporary personal view which displays the Mandatory and Optional columns, filters where they are not equal to blank and showing all items without folders.
      • If content approval is enabled, it may need to be turned off to help with bulk publishing.
      • Use Edit in grid view option to speed up the process.
      • If terms have the same name, they must still be updated.
      • Updates to pages must be republished.
3. To update associated child sites, open the Management > Terms tab, click the arrow next to Select term set and confirm OK to the warning message.
   1. Use the Select term set dropdown to select the term set.
      • A warning icon will let you know that the Profile list will be removed from the child site. If you don’t see the message, wait 5 minutes and try again.
   2. Confirm the parent site is listed under the Update button. If everything looks OK, click Update.
   3. Opening the Profiles tab will confirm the profiles are managed on the parent site.
   4. Update all documents and pages in the site to use the new terms.

If documents are missing from My Reads, confirm they are using the correct tags from the new term set.