View
147
Download
0
Embed Size (px)
Citation preview
Content Types:The Backbone of Your
Information ArchitectureRuss Norton (MCT)
Managing Director – 3grow SharePoint Training
SPSHK is brought to you by
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
About 3grow…• Public & private training for:– SharePoint – from End User to Admin & Dev.– InfoPath– Nintex Workflow, Forms, Mobile & Live– Office 365– Project Server
• www.3grow.net• @3grow on Twitter
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
About me…
• Russ Norton• Managing Director, 3grow SharePoint Training• Based in Melbourne, Australia• Over 13 years of training experience
• [email protected]• @3growRuss on Twitter
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Agenda
• Content Types explained• Why we should use Content Types• Creating & managing Content Types• Using Content Types in lists & libraries• The Content Type Hub
• Demonstration• Q&A
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
First Things First…
• Folders are, typically, not the best method of categorising files
• Folder structures are rigid, and only suit one purpose/scenario
• Folders don’t allow the flexibility to view items in different ways at different times
• Metadata – Columns – Properties – Whatever you want to call them! Use them for searching,
grouping, filtering etc.
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Content Types Explained
• Every item in any list or library is based on a Content Type
• Content Types are “item templates”, defining:– Columns/metadata– Workflows– File templates (document Content Types only)– Retention policies
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types
• Scenario… We would like to store all Customer Documents (Invoices and Quotes) in the same library, but they require slightly different metadata
• Quote:– Customer– Account Manager– Amount– Date Raised
• Invoice:– Customer– Account Manager– Amount– Date Raised– PO Number
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Columns added to the library affect everything in the library
• If we store them in separate libraries, we can’t display them in the same view
• They might also require different workflows etc…
• Content Types are the answer!
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Content Types allow us to have multiple types of item in the same list or library– E.g. Invoices and Quotes
• Content Types allow us to have the same type of item in multiple lists or libraries– E.g. Customer Documents in each regional Sales team
site
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Some features rely on (knowledge of) Content Types– Content Organiser– Document Sets– Document IDs
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Creating & Managing Content Types
• Every site has a Content Types Gallery– Includes out-of-the-box and custom Content Types
• Content Types are inherited from parent sites• Additional Content Types are created and managed
at the appropriate site level
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Adding Content Types to Lists & Libraries
• Content Types are a added to lists and libraries by Site Owners
• This may require you to “Allow Management of Content Types” in Advanced list/library settings
• A “local” list or library copy of the Content Type then exists• Changes made to site Content Types will automatically
filter down– Not just for new items, but also existing
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Adding Content Types to Lists & Libraries
Settings applied to content type
Settings updated Invoice
Assigned to and updated within libraries
InvoiceInvoice Invoice
Invoice
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
The Content Type Hub
• Centralised location in which to manage enterprise-wide Content Types
• Content Types published from the hub to all subscribing site collections
• Published content types take their columns with them – making the columns available enterprise-wide
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
The Content Type Hub
http://intranet http://cthub
//divisions
/projects //sales /finance
Content types & their columns
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Summary
• Content Types explained• Why we should use Content Types• Creating & managing Content Types• Using Content Types in lists & libraries• The Content Type Hub
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Demonstration…
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Question and AnswerQuestions…?
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Thanks for listening