Introducing Content Types Microsoft Windows Share Point Services

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  • 1. Microsoft Virtual Labs Introducing Content Types for Microsoft Windows SharePoint Services

2. Introducing Content Types for Microsoft Windows SharePoint Services Table of Contents Introducing Content Types for Microsoft Windows SharePoint Services .............................. 1 Exercise 1 Using the Document Information Panel to Manage Custom........................................................................1 Exercise 2 Working with Content Type Templates .......................................................................................................1 Conclusion.....................................................................................................................................................................1 3. Introducing Content Types for Microsoft Windows SharePoint Services Introducing Content Types for Microsoft Windows SharePoint Services In completing this lab, you will be provided a: ObjectivesWalkthrough of content types and new property editing functionality inWindows SharePoint Services V3. Using content types in Windows SharePoint Services V3 enables administrators Scenarioto define, organize and manage the metadata and behaviors of a document or item type in a centralized, reusable way. You can define columns and content types for reuse throughout your site, and then manage how changes to those columns and content types are administered. You can even extend content types to implement your own custom solutions by storing custom XML data within the types. All this without undue overhead for the site users: content types are designed and implemented so that they can be as simple or complex as you need them to be. Document Information Panel Overview Detailed Overview Often in document management systems, users are asked to provide metadata (properties) on the documents that they are saving. In many cases, users are asked at a point when they are saving and they dont give it any serious consideration. It is not uncommon for all documents to contain default or fake values. Users just want to get their document saved and closed; they dont want to answer a bunch of questions. Windows SharePoint Services V3 introduces a fresh approach to property gathering. All documents that start from a document library template will already contain the properties that are necessary for the library. These can be entered offline or online. The server properties are displayed in a pane at the top of the document that is called the Property Editor. The location is designed to better facilitate property entry at the beginning of the document authoring cycle, before the content is even started. Content Types Overview A Content Type is really a collection of settings that define a particular object that can live on servers running Windows SharePoint Services V3. Most organizations have at least a few core documents that everyone creates. This can be training manuals, design documents, legal briefs, proposals, etc. For those types of documents, it is valuable to take advantage of Content Types because you can create rich template objects that can be reused across multiple libraries and sites. At its heart, a Content Type contains a name, a set of properties, a document template, any workflows that are applicable, and any policies that should be enforced. For example, lets say I want to define a standard memo for my organization. I would first enable Content Types for a library. Then I would define what my Memo should be. Ill create a template for it, launched from the New button in Windows SharePoint Services. Ill define a set of properties I want to collect. Maybe, I want it to support an approval workflow Ive designed, and lets say that each document should have restricted permission so that it can only be viewed by people on my team. By going through this effort once, I can create a reusable package that can be deployed across my organization and centrally managed and updated from a single location. In this exercise, we will focus on the properties portion of a Content Type. There are two related concepts that can be used together or can be used separately. Both of these arent necessary to use Content Type functionality, but they enable thePage 1 of 25 4. Introducing Content Types for Microsoft Windows SharePoint Servicesability to share and reuse these definitions across multiple libraries. The twofeatures are:Content Type Templates This will allow you to easily associate ColumnTemplates, a custom Document Information Panel, workflows, policies, etc. in asingle place. Doing so creates a template that can be reused in multiple librariesand updated/modified centrally and pushed out to all people who use the ContentType Template. This functionality really enables a company to standardize theset of documents that people can create and how they will function when inWindows SharePoint Services V3.Column Templates Column Templates are useful to define a set of sharedcolumns that can be reused across multiple libraries. This ensures that peopledont create multiple versions of the same property. They can be added easily toany library or Content Type on a library. By default, Windows SharePointServices V3 ships a number of useful column templates that can be used.Estimated Time to 90 Minutes Complete This LabComputer used in this Lab MOSSPage 2 of 25 5. Introducing Content Types for Microsoft Windows SharePoint Services Exercise 1 Using the Document Information Panel to Manage Custom Scenario In this exercise we will create a new document library with several custom properties. Once the custom properties are set up, we will save a document to the library and see how the Document Information Panel is used to update the custom properties for the new document TasksDetailed Steps Complete the following a. Login using the following credentials: 2 tasks on: Username: administrator Password: pass@word1 MOSS Log on to: LITWAREINC1. Create a Document b. Wait for the Warmup Script to complete and the popup window to close. Library and setc. Open Internet Explorer and browse to its Propertieshttp://moss.litwareinc.com/sites/contenttypesd. Select Site Actions and then Createe. On the Create Page under Libraries select Document Libraryf. Set the following properties of the document library Name: Status ReportsPage 3 of 25 6. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Steps Description: This library stores custom properties about Status Reports. Leave the defaults for all other fieldsg. Click the Create buttonh. Click on the Settings menu in the document library and select Create Columni. Define the column with the following: Column Name: Project Name The type of information this column contains: Single line of text Require this column contains information: Yes Leave the defaults for all other fieldsj. Click the OK buttonk. Create two more columns. Properties for each column should be set as listed below: Second column Column Name: Project Budget The type of information this column contains: Currency Description: Project Budget amount between $100 - $1000 You can specify a minimum and maximum allowed value: Min: 100 Max: 1000 Number of decimal places: 2 Third column Column Name: Project Status Date The type of information this column contains: Date and Time2. View the Library a. Open Microsoft Office Word in the Documentb. Type Project Status for HOL project into the blank Word document. Informationc. Select Publish | Document Management Server from the Office menu. The Panel in Office. Office menu is accessed by clicking on the round Office icon in the upper left Page 4 of 25 7. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepscorner of Wordd. Type http://moss.litwareinc.com/sites/contenttypes/Status%20Reports in the File Name box and click on Save. This will navigate to the library page.e. Type HOL Status in the File Name box and click on the Save buttonf. Click Go to Document Information Panel on the dialog box that appearsg. You should see the Properties toolbar appear as seen below: Page 5 of 25 8. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed StepsNote: This toolbar is the Document Information Panel and is visible with the cursorinside the first property that is required.h. Type HOL into the required Project Name propertyi. Type 1005 into the Project Budget box and use the tab key to move to the next property.j. Notice the red dashes around Project Budget because the value entered is outside of our constraints we set (must be between 100-1000).k. Enter 950 for the value instead.l. Now, select the calendar control in the Date field and select todays date.m. When satisfied, press Retry Save in the Alert bar below the Document Information Panel.n. Your document should be saved successfully now.o. Close Microsoft Office Wordp. Refresh the browser window to see the new document with its associated column dataPage 6 of 25 9. Introducing Content Types for Microsoft Windows SharePoint Services Exercise 2 Working with Content Type Templates Scenario Content Type Templates allow you to easily associate Column Templates, a custom Document Information Panel, workflows, policies, etc. in a single place. This creates a template that can be reused in multiple libraries and updated/modified centrally and pushed out to all people who use the Content Type Template. TasksDetailed Steps Complete the following a. Click on the Home tab to return to the site homepage. 7 tasks on:MOSS1. Create a custom Content Type with custom columns and a customized Document b. Select the Site Settings link under Site Actions Information Panel.c. Click the Site content types link under the Galleries groupd. Select Create on the Site Content Type Gallery pagePage 7 of 25 10. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepse. Define the new Content Type, using the following values: Name: HOL Content Description: Content created for the Hands-on Lab Select parent content type from: Document Content Types Parent Content Type: Document Existing Group: Custom Content Typesf. Click OKg. In the Columns section, choose Add from new site columnh. Define the first column template with the following:Column Name: Company NameGroup Select New group Value: HOLAdditional Column Settings Description: What company do you work for? Require that this column contains information: YesLeave the defaults for all other fieldsi. Click on the OK buttonj. Create three more columns using the previous steps. Properties for each column should be set as listed below: Second column Column Name: Phone Number Group Select Existing group Select HOLPage 8 of 25 11. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed StepsNote: You may need to refresh the browser for HOL to appear in the list Additional Column Settings Description: Work phone number Third column Column Name: Office 2007 Rating The type of information this column contains: Choice (menu tochoose from) Group Select Existing group Select HOL Additional Column Settings Description: Your rating of the next version of Office Type each choice on a separate line: AmazingPretty GoodGoodOK Fourth column Column Name: Favorite HOL moment The type of information this column contains: Multiple lines of text Group Name Select Existing group Select HOL Additional Column Settings Description: What is the best thing youve seen at HOL so far? Go ahead write a bunch. Specify the type of text to allow: Plain Textk. Column setup is now complete, use the site breadcrumb to return to Site Settingsl. Choose Site columns from the Galleries sectionm. Scroll to the bottom of the page, the group of site columns we created should look like the following:Page 9 of 25 12. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsn. Choose Site Settings from the site breadcrumbo. Choose Site content types from the Galleries sectionp. The custom Content Type we just created should appear near the top of the list. Click on it.q. Notice the additional settings available for the Content Type, including Workflow2. Build our custom a. Click the Document Information Panel settings link from the Settings section Document Information Panel. Page 10 of 25 13. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsb. Click the Create a new custom template linkc. This will launch InfoPath 2007 and you will be presented with a dialog stating InfoPath 2007 is about to create a form based on the Content Type.d. Select the Finish buttone. You may notice some progress dialogs as InfoPath 2007 retrieves information from the server. Once complete, the form template should now be presented in InfoPath 2007 to customize. Page 11 of 25 14. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed StepsNote: Spend a moment to familiarize yourself with the InfoPath 2007 Designer if thisis the first time youve used it. You should see a task pane on the right with commontasks to perform. The Designer will present a slightly different view then what an enduser would see (all of the boxes with borders arent normally shown). You can alwayspreview what the form will look like by selecting Preview in the toolbar.Note: In addition, you will notice that each control is located within a Layoutregion box. It is highly recommended to place any future controls into one of theseregions, because this is what allows the controls to reflow with the size of the usersscreen. Otherwise they will be in a fixed position that could require the user to scrollhorizontally within the Document Information Panel itself.Note: Also notice that different controls are nested within other controls. Yourselection is very important when trying to change attributes on a control. Make surethat the control you are trying to modify is actually the one that is selected byobserving where the white boxes which appear around a selected control. Title isselected in the example below:Page 12 of 25 15. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed StepsNote: Finally, you can set the size, display attributes, setup conditional formatting,rules, etc. by double-clicking on the control itself or right-clicking and selecting Properties. This is where you will spend a majority of your timewhile customizing.3. Customize aNote: InfoPath 2007 is a very powerful XML Forms application with many Document capabilities not highlighted in this example. In this lab were just going to do a couple Informationquick changes just to show the entire publishing process, which only scratches the Panelsurface capabilities of InfoPath 2007.a. Select the Company Name title region and press CTRL+B to make the text bold.b. Select the same title again and make the Font Color red from the font toolbar.Page 13 of 25 16. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsc. Now, lets add a picture. Select Layout from the Design Tasks task paned. Put the cursor to the left-most position on the form (before Title, outside the existing Horizontal region) and then click the Horizontal Region item in the Task Panee. This should insert a new region where the cursor was located. It will be pretty large by default. Page 14 of 25 17. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsf. Click on the region to activate it, and use the resize controls to shrink the region until the layout looks similar to the followingg. Click to place the cursor inside the region and go to the Insert menu | Picture | Clip ArtThis should bring up the Clip Art task pane.h. Type rain into the search boxi. Press the Go buttonj. Click No in the popup about Office Online (if seen)k. Click on the first image in the result(s) and it should be inserted into the regionPage 15 of 25 18. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsl. Resize the image and region so that they are roughly the same size as the other controls. You will need to first resize the image, then the region. When complete it should look something like this:4. Add a new view a. Select the task pane drop-down (accessed via the text Clip Art) and change to and move some Views. There should be two listed: properties HOL Content (default) around. Standard Page 16 of 25 19. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed StepsNote: Standard is the core property set of Office. This can also be customized ifdesired.b. Click Add a New View under Actionsc. This should bring up a new view dialog. Type HOL Info into the New View Name field.d. Click on the OK button. A blank view should be presentede. Click on the HOL Content (default) viewf. Select the region containing Office 2007 Rating by clicking on the corresponding region type label and copy (CTRL+C) itg. Select the HOL Info viewh. Paste (CTRL+V) the Office 2007 Rating regioni. Return to the HOL Content (default) viewPage 17 of 25 20. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsj. Select Favorite HOL Moment region and copy (CTRL+C) itk. Return to the HOL Info viewl. Paste (CTRL+V) the Favorite HOL Moment regionm. The form should look like this:n. Click the HOL Content (default) view againo. Select the region containing Office 2007 Rating and delete itp. Select the region containing Favorite HOL moment and delete itq. Select View properties from the task pane View name: My Info Background color: light yellowr. Click the OK button, the form should now look like this:5. Add a button toa. Choose Controls from the task pane drop down. switch views. Page 18 of 25 21. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsb. Drag a Button from the Standard controls below all the regionsc. Double-click on the button to bring up its properties Label Name: HOL Info Viewd. Click Rules Page 19 of 25 22. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepse. Click Addf. Click Add Action Action: Switch Views View: HOL Infog. Click on the OK button for each open window to return to the main InfoPath 2007 screenNote: Feel free to spend time doing any other customizations youd like. Whencomplete, move on to the next section to apply the updates to the Content Type.6. Publish a custom a. Choose File | Save Document b. If a popup appears click OK. Informationc. Select Desktop (if not already selected) and click the Save button. Paneld. The form should save successfully.e. Close InfoPath 2007f. Return to Internet Explorer - it should still be up and on the Creating Custom Template web page.g. Click the Go back to the Document Information Panel settings page linkh. Select Upload an existing custom template (XSN) to use, and then click Browse to select Template1.xsn from the Desktop.i. Click the checkbox for Always show Document Information Panel on document open and initial save for this content type Page 20 of 25 23. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsj. Click on the OK button.k. Return to your browserl. Choose Create from the Site Actions menum. Choose Document Library from the Libraries sectionn. Use a Name of HOL Documents and click Createo. Choose Document Library Settings from the Settings menup. Click on Advanced settings in the General Settingsq. Choose Yes for Allow management of Content Types? and click OKr. Choose Add from existing site content types in the Content Types section Page 21 of 25 24. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepss. Choose Custom Content Types from the Select site content types from: field and use the Add > button to add HOL Contentt. Click OKu. Click Change new button order and default content type under Content Typesv. Change the ordering so that HOL Content appears in position 1 and click OKw. Click on HOL Documents from the site breadcrumb to return to the document library Page 22 of 25 25. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Steps7. View the new a. Open Microsoft Office Word 2007 custom b. Enter some text Documentc. Choose Publish | Document Management Server from the Office menu Information Paneld. Enter http://moss.litwareinc.com/sites/contenttypes/ in the File Name: field and hit the Enter keye. Double-click on HOL Documents link from the listf. Enter HOL Test Document in the File Name: field and click Save Page 23 of 25 26. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsg. Choose HOL Content when prompted to Chose Document Type and click OKh. Click Go to Document Information Panel when promptedi. The new Document Information Panel should now be visible. Page 24 of 25 27. Introducing Content Types for Microsoft Windows SharePoint Services TasksDetailed Stepsj. Click the HOL Info View button to see the other view via the button we created earlierk. Choose Standard from the view drop down menu to see the standard Office properties Conclusion In this lab, you learned how creating and managing custom properties in document libraries have been improved in Windows SharePoint Services V3. You also used the Document Information Panel to quickly and easily fill out property information on a document being saved into a SharePoint document library. Finally, you walked through the set up of a new content type on a document library. The content type included custom columns, created as column templates, and a custom Document Information Panel which you edited using Microsoft Office InfoPath 2007. Page 25 of 25

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