Issue: Renamed or merged terms are not synchronized to SharePoint sites
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Description

When you either rename a term or merge a term into another term, using these instructions, the changes are not momentarily reflected in document views. You will initially see the term’s old label. If you however edit a document’s metadata, you will however see the term’s new label in the document form.

The new label will first be shown in the document views after a scheduled job has synchronized the changes in the term store to a hidden taxonomy list in each SharePoint site. In normal cases these updates are done within a couple of hours but could take up to a day to complete its task.

This is how the synchronization works:

  1. Any term in the term store, has a “Default Label” and a “Unique Identifier”:
  2. The first time a term is used within a specific site, a new item will be created in the hidden taxonomy list. The URL to this list is: [site-collections-URL]/Lists/TaxonomyHiddenList/AllItems.aspx. Among others, the item will store the term’s “Default Label” and “Unique Identifier” as its “Title” and “IdForTerm”:
  3. Documents always link to the item in the hidden taxonomy list, rather than to the actual term in the term store, displaying the item’s current “Title” (initially it will have the wrong label).
  4. When the scheduled job has run, the item’s “Title” in the hidden taxonomy list will get the new label and after this the document will display the item’s updated “Title” (the updated label).

In some cases, the scheduled job however fails in updating the items in the hidden taxonomy list with the result of having outdated labels in the documents.

Solution/workaround

If the term changes (renamed or merged terms) are not reflected in a workspace within 24 hrs, you will have to open a support case with Microsoft, as there is no way to force a new synchronization of the items in the hidden taxonomy list. Microsoft will then be able to rerun a full synchronization job for the taxonomy fields in the effected workspace. You will have to supply Microsoft with the URL of the effected SharePoint site. To assist Microsoft in identifying which error this is, you can refer to these resolved Microsoft support tickets regarding this issue: 23145104 (the latest resolved issue where Microsoft support needed to run the synchronization job twice), 10852852, 10517477 and 10517329.