Content Types: The Backbone of Your Information Architecture Russ Norton 3grow SharePoint Training

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

About me… Russ Norton 3grow Australia Pty Ltd Based in Melbourne Over 13 years of training experience russ@3grow.net @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

Typical Folder Structure Customer Documents 3grow Job1 Invoices Quotes Contracts Job2 Acme Industries Job3 Job4 Combined Knowledge Job5 Job6

Why not…? 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!

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

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 Invoice Invoice 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 Content types & their columns 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

Creating & Using Content Types demonstration Creating & Using Content Types

Question and Answer

Questions? Comments? More info Contact details: russ@3grow.net @3growRuss http://www.3grow.com.au http://www.3grow.co.nz http://www.3grow.asia

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