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

2. 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
@3grow on Twitter

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

4. 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

5. First Things First…
Folders are, typically, not the best method of categorising files

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

7. 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.

8. 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

9. 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

10. 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!

11. 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

12. 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

13. 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

14. Adding Content Types to Lists & Libraries
Settings applied to content type
Settings updated
Invoice
Assigned to and updated within libraries
Invoice
Invoice
Invoice
Invoice

15. 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

16. The Content Type Hub Content types & their columns http://intranet /
/divisions
/projects
/sales
/finance
Content types & their columns

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

18. Creating & Using Content Types
demonstration
Creating & Using Content Types

19. Question and Answer

20. Questions? Comments? More info
Contact

21. Thanks for listening
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