Reports to Excel where the specified Term is used

Summary

Arguments: $RootSiteURL = "https://devenvironmentAAA.sharepoint.com/" $targetTermSetId = "cca0fb68-25e6-4b83-a998-9ad4e82c68f8" $targetTermId = "6816b2d7-ea71-4906-8f25-e45acc32ede2" $outputPath = "C:\temp\whereisthatTermidused.csv"

This sample looks through all site collections including subsites looking for lists containing managed metadata fields. If that managed metadata field "points" to the Termset specified the script checks if the value of that field matches the Term

Example Screenshot

Note

For this sample, you will require PnP.Powershell to be installed

PnP PowerShell
CLI for Microsoft 365


#Set Variables
$rootSiteURL = "https://devenvironment.sharepoint.com//"
$targetTermSetId = "cca0fb68-25e6-4b83-a998-9ad4e82c68f8"
$targetTermId = "6816b2d7-ea71-4906-8f25-e45acc32ede2"
$outputPath = "C:\temp\whereisthatTermidused.csv" 
#Get Credentials to connect
if(-not $Cred)
{
    $Cred = Get-Credential
}

function LookForTermInWeb ($web)
{
    #check root first
    $lists = Get-PnPList -Web $web -Connection $connection
    foreach($list in $lists)
    {
        $taxfields = Get-PnPField -List $list -Connection $connection | Where-Object {$_.TypeAsString -eq "TaxonomyFieldType"}
        foreach($taxfield in $taxfields)
        {
            if($taxfield.TermSetId -eq $targetTermSetId)
            {
                
                $listitems = Get-PnPListItem -List $list -Connection $connection
                foreach($listitem in $listitems)
                {
                    #get the termid value
                    $field = $listitem[$taxfield.InternalName]
                    if($field)
                    {
                        $termguid = $field.TermGuid
                        if($termguid -and $termguid -eq $targetTermId)
                        {
                            
                            $element = "" | Select-Object SiteUrl, Title, ListTitle, fieldname, fieldvalue
                            $element.SiteUrl = $Site.Url
                            $element.Title = $Site.Title
                            $element.ListTitle = $list.Title
                            $element.fieldname = $taxfield.Title
                            $element.fieldvalue = $field.Label
                            $outputArray.Add($element) | Out-Null
                        }
                    }
                    
                }
            }
        }
    }
}



$outputArray = [System.Collections.ArrayList]@()
 
Try {
    #Connect to PnP Online
    $connection = Connect-PnPOnline -Url $rootSiteURL -Credentials $Cred -ReturnConnection
 
    #Get All Site collections 
    $SitesCollections = Get-PnPTenantSite -Connection $connection

    Disconnect-PnPOnline -Connection $connection
    $index = 0
    #Loop through each site collection
    ForEach($Site in $SitesCollections) 
    { 
        
        Write-host -ForegroundColor Green "$($Site.Url ) , number $index of $($SitesCollections.Count)"
        $index++
        Try 
        {
            #Connect to site collection
            $connection = Connect-PnPOnline -Url $Site.Url -Credentials $Cred -ReturnConnection
            LookForTermInWeb -Web (Get-PnpWeb -Connection $connection)
            
            
            $SubSites = Get-PnPSubWeb -Recurse -Connection $connection
            ForEach ($web in $SubSites)
            {
                Write-host "Web  : $($Web.URL)"
                LookForTermInWeb -web $web
            }
        }
        Catch {
            write-host -f Red "`tError:" $_.Exception.Message
        }
        finally
        {
            if($connection)
            {
                Disconnect-PnPOnline -Connection $connection
            }
        }
    }
}
Catch {
    write-host -f Red "Error:" $_.Exception.Message
}

$outputArray  | Export-Csv -Path $outputPath -Force -Encoding utf8BOM -Delimiter "|"

Check out the PnP PowerShell to learn more at: https://aka.ms/pnp/powershell

The way you login into PnP PowerShell has changed please read PnP Management Shell EntraID app is deleted : what should I do ?



#Set Variables
$targetTermSetId = "cca0fb68-25e6-4b83-a998-9ad4e82c68f8"
$targetTermId = "6816b2d7-ea71-4906-8f25-e45acc32ede2"
$outputPath = "C:\temp\whereisthatTermidused.csv" 

#Get Credentials to connect
$m365Status = m365 status
if ($m365Status -match "Logged Out") {
   m365 login
}

function LookForTermInWeb ($webUrl, $title)
{
    $lists = m365 spo list list --webUrl $webUrl | ConvertFrom-Json
    foreach($list in $lists)
    {
        if ($list.Hidden -eq 'False') { continue }
        $taxfields = m365 spo field list --webUrl $webUrl --listTitle $list.Title  | ConvertFrom-Json
        foreach($taxfield in $taxfields)
        {
            if($taxfield.TypeAsString -eq "TaxonomyFieldType" -and $taxfield.TermSetId -eq $targetTermSetId)
            {
                $listitems = m365 spo listitem list --listTitle $list.Title --webUrl $webUrl | ConvertFrom-Json
                foreach($listitem in $listitems)
                {
                    $field = $listitem."$($taxfield.InternalName)"
                    if($field)
                    {
                        $termguid = $field.TermGuid
                        if($termguid -and $termguid -eq $targetTermId)
                        {
                            $element = "" | Select-Object SiteUrl, Title, ListTitle, fieldname, fieldvalue
                            $element.SiteUrl = $webUrl
                            $element.Title =  $title
                            $element.ListTitle = $list.Title
                            $element.fieldname = $taxfield.Title
                            $element.fieldvalue = $field.Label
                            $outputArray.Add($element) | Out-Null
                        }
                    }
                    
                }
            }
        }
    }
}

$outputArray = [System.Collections.ArrayList]@()
 
Try {
    #Connect to PnP Online
    $SitesCollections = m365 spo site list | ConvertFrom-Json

    $index = 0
    #Loop through each site collection
    ForEach($Site in $SitesCollections) 
    { 
        Write-host -ForegroundColor Green "$($Site.Url ) , number $index of $($SitesCollections.Count)"
        $index++
        Try 
        {
            LookForTermInWeb -webUrl $Site.Url -title $Site.Title
            $SubSites = m365 spo web list --url $Site.Url | ConvertFrom-Json
            ForEach ($web in $SubSites)
            {
                Write-host "Web  : $($Web.Url)"
                LookForTermInWeb -webUrl $Web.Url -title $Site.Title
            }
        }
        Catch {
            write-host -f Red "`tError:" $_.Exception.Message
        }
    }
}
Catch {
    write-host -f Red "Error:" $_.Exception.Message
}

$outputArray  | Export-Csv -Path $outputPath -Force -Encoding utf8BOM -Delimiter "|"

Check out the CLI for Microsoft 365 to learn more at: https://aka.ms/cli-m365

Important changes coming to the way you login into CLI for Microsoft 365 (effective 9th September 2024) see Changes in PnP Management Shell registration in Microsoft 365

Contributors

Author(s)
Kasper Bo Larsen
Adam Wójcik

Disclaimer

THESE SAMPLES ARE PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, MERCHANTABILITY, OR NON-INFRINGEMENT.