understanding sharepoint content types

Benjamin NiaulinOnline Webinar SharePoint Geek

Understanding SharePoint Content Types

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Description

A Simple way of explaining what a SharePoint Content Type is by imagining us grouping Columns used in your list or library together, which we plan to reuse often. For example, if I know I will often need the columns “Title, Assigned To, Status, Due Date” together when working with “Tasks”, then I will group together into a “Task” Content Type. If you want to read more before you attend the session, check out this article that covers the difference between Columns, Site Columns and Content Types.

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Who is this guy talking?

Benjamin NiaulinSpeaker, Trainer, Consultant, SCRUM MasterBlog

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Today

Recap of columns and site columnsWhat is a Content Type?Create a Content TypeUsing Content TypesUnderstand existing Content Types

LET’S RECAP

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Columns

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Columns and their types

When you create a column it is storedin the list/library where you create itEvery type of column has it’s useKnow when to use the right oneViews will be created based on thecolumnsWorkflows can be created, triggered bythe right column informationSharePoint allows for Column Validation

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Reuse your Columns!

If you create columns from your lists/libraries they are stored in them. And thus, are not reusable.I recommend using “Site Columns” whenever possible to be able to reuse them.Site Columns are available to subsites – best to create at the root

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Site Columns - Hierarchy

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Columns vs Site Columns – Huh?

List/Library ColumnFast to createNot reusableDoes not permit cross site lookupNot always available in CQWP (Content Query WP)Easy to use for Power User

Site ColumnReusable!Cross-Site lookup columnAlways available in the CQWPCan organize them by “groups”Very useful to provide advanced solutions with SharePoint Foundation

WHAT IS A

CONTENT TYPE

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At the core

Content Type

Site Column Site Column Site Column

Site Column Site Column

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What’s a Content Type?

Reusable set of columns used together that defines a type of content in your organizationDocument Templates to be used with specific metadataDocument Policies (Retention, Audit, Labels, Barcodes)Document Information Panel (Form in Office Documents that allows you to enter Column Information)Helps reunite content spread in multiple libraries togetherHelps having different columns in the same list/libraries, so different content but same list/library features enabledStored in the Site where it was created and sub sites

DEMO

CREATE

A CONTENT TYPE

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How to create a Content Type

Site Settings -> Galleries -> Content Types

You will see all of this site’s Content Type

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Content Types page

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When creating a Content Type

Be sure to choosethe right parent!

This cannot bechanged after.

Will inherit allcolumns fromparent

DEMO

USING IT NOW!

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Associating

Content Types are used by associating it to the list or libraryList/Library Settings -> Advanced Settings -> Allow management of Content Types -> Yes!

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Associated or Copied?

Once you associate your Content Type to a list/library it is sort of copied there and can be managed directly in this list/library without affecting other places it is used.

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Managing the Content Type

Directly from the List/LibraryYou can add/remove:

Site ColumnsList/Library Columns

DEMO

UNDERSTANDEXISTING CONTENT TYPES

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It’s a secret…

EVERYTHING is using a Content TypePublishing PagesDocumentsTasks

Let’s browse existing ones live…

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THANK YOU!

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Benjamin Niaulin