Content Types: The Backbone of Your Information Architecture

Content Types:The Backbone of Your

Information ArchitectureRuss Norton (MCT)

Managing Director – 3grow SharePoint Training

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About 3grow…• Public & private training for:– SharePoint – from End User to Admin & Dev.– InfoPath– Nintex Workflow, Forms, Mobile & Live– Office 365– Project Server

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About me…

• Russ Norton• Managing Director, 3grow SharePoint Training• Based in Melbourne, Australia• Over 13 years of training experience

• [email protected]• @3growRuss 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


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.


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


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


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!



• 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



• Some features rely on (knowledge of) Content Types– Content Organiser– Document Sets– Document IDs


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


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


Adding Content Types to Lists & Libraries

Settings applied to content type

Settings updated Invoice

Assigned to and updated within libraries

InvoiceInvoice Invoice

Invoice


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


The Content Type Hub

http://intranet http://cthub

//divisions

/projects //sales /finance

Content types & their columns


Summary

• Content Types explained• Why we should use Content Types• Creating & managing Content Types• Using Content Types in lists & libraries• The Content Type Hub


Demonstration…


Question and AnswerQuestions…?


Thanks for listening

Software

Content Types: The Backbone of Your Information Architecture