HTF-Taking Content Management Beyond Content Types
- 2. Welcome to Houston TechFest
• Please turn off all electronic devices or set them to vibrate.
• If you must take a phone call, please do so in the lobby so as
not to disturb others.
• Thanks to our Diamond Sponsors:
Thank you for being a part of the
9th Annual Houston TechFest!
- 3. Who is Theresa Eller?
• SharePoint/Business Systems Analyst
• MD Anderson Cancer Center (Houston, TX)
• President of Houston SharePoint User Group (HSPUG)
• www.h-spug.org
• Microsoft Office Specialist certified in SharePoint 2013
• Frequent speaker at SharePoint events
- 6. Content Types
Microsoft’s Definition
• Defines the attributes of a list item, a
document, or a folder. Each content
type can specify the following:
• Properties to associate with items of its
type
• Metadata to associate with items of its
type
• Workflows that can be started from
items of its type
• Information management policies to
associate with items of its type
• Document templates (for document
content types)
• Custom features
My Definitions
• Content Type
• Method for categorizing
information
• Metadata
• Details that describe the
information being categorized
- 7. What’s in Your Wallet?
Driver’s License
• Name
• Driver’s License Number
• Address
• Expiration Date
• Height
• Date of Birth
• Restrictions
Credit Card
• Name
• Type (Visa, MasterCard, etc.)
• Credit Card Number
• Expiration Date
- 9. Location, Location, Location
• Content Type Hub (SharePoint On-Premises)
• Set up in Central Admin
• Uses Managed Metadata Service
• Involves publishing content types through timer jobs
• Content Type Hub (SharePoint Online/Office 365)
• Created automatically
• Site Collection
• Reusable among sites in the same site collection
• Site
• Specific to the site where created
- 10. Find Your Content Type Hub
SharePoint 2013 On-Premises
• Central Administration >
Manage Service Applications >
Managed Metadata Service
• Click the Properties button
on the ribbon
Office 365/SharePoint Online
• Site settings >
Content type publishing
- 14. Site Collection & Site Level Content Types
Site Collection
• Site settings > Site content
types
Site
• Site settings > Site content
types
No Publishing Required
- 17. 10-Step Process
1. Create site columns and content types
2. Assign site columns
3. Publish content types
4. Run Content Type Subscriber timer job
5. Create document set content types
6. Define document set settings & assign additional site columns
7. Publish document set content types
8. Run Content Type Subscriber timer job
9. Assign document set content type to document library
10. Create a document set
- 18. 1a. Create Site Columns (1 of 2)
• From site, site collection, or content type hub
• Site settings > Site columns > Create
- 20. 1b. Create Content Types (1 of 2)
• From site, site collection, or content type hub
• Site settings > Site content types > Create
- 22. 2. Assign Site Columns
• From site, site collection, or content type hub
• Site settings > Site content types > Content Type Name >
Add from existing site columns
- 23. 3. Publish Content Types
• Site settings > Site content types > Document Content Type Name
> Manage publishing for this content type
- 24. 4. Content Type Publishing/
Content Type Subscriber Timer Job
Office365
On-Premises
- 25. 5. Create Document Set Content Type
• From site, site collection, or content type hub
• Site settings > Site content types > Create
- 26. 6a. Define Document Set Settings (1 of 7)
• Site settings > Site content types > Document Set Content Type
Name
> Document Set settings
- 28. 6a. Define Document Set Settings (3 of 7)
• Delete the default content type (if it’s not being used)
- 29. 6a. Define Document Set Settings (4 of 7)
• Remove the default content type (after deleting it)
- 30. 6a. Define Document Set Settings (5 of 7)
• Mark the checkbox for document set columns
(metadata/properties) that each document should inherit
- 31. 6a. Define Document Set Settings (6 of 7)
• Highlight the columns (metadata/properties) to display on the
document set welcome page
• Click Add
- 32. 6a. Define Document Set Settings (7 of 7)
• Mark the checkbox to Update the Welcome Page of Document Sets
inheriting from this content type
• Click OK
- 33. 6b. Assign Additional Site Columns
• Site settings > Site content types > Document Set Content Type
Name
> Add from existing site columns
• Optional
- 34. 7. Publish Document Set Content Types
• Site settings > Site content types > Document Set Content Type
Name
> Manage publishing for this content type
- 35. 8. Content Type Publishing/
Content Type Subscriber Timer Job
Office365
On-Premises
- 36. 9. Assign Document Set Content Type to
Document Library (1 of 5)
• Library Settings > Advanced Settings
• Select the Yes radio button for Allow management of content types
• Click OK
- 37. 9. Assign Document Set Content Type to
Document Library (2 of 5)
• Library Settings > Add from existing site content types
- 38. 9. Assign Document Set Content Type to
Document Library (3 of 5)
• Locate the document set content type
• Click Add
• Click OK
- 39. 9. Assign Document Set Content Type to
Document Library (4 of 5)
• To set the document set content type as the default, click
Change new button order and default content type
- 40. 9. Assign Document Set Content Type to
Document Library (5 of 5)
• Set the Document Set to the first Position from Top
• To make it the default content type
• Uncheck Visible for the default content type (optional)
• Click OK
- 41. 10. Create a Document Set (1 of 2)
• In the library, click the Files tab
• From the ribbon, click the New Document dropdown
• Select the document set
- 42. 10. Create a Document Set (2 of 2)
• Enter metadata for the document set
• Click Save
- 43. Tips
• The document set welcome page uses the library’s default view
• Includes sorting, filtering, and grouping
• When uploading documents, some of the metadata data may not
appear for editing if using a browser other than Internet Explorer
• Disable the New Folder option in Advanced Settings if users should
not be able to create folders in the document set (or in the library)
• Enable versioning for the library
• Enables document set version capturing
- 45. Managed Metadata
• Taxonomy
• Pre-defined terms—grouped in term sets—provide consistency
• Key-ahead matching on terms and synonyms
• Term sets manageable by the business (with appropriate
permissions)
- 46. Find Your Global Term Store
SharePoint 2013 On-Premises SharePoint Online/Office 365
- 47. Create a Group (1 of 3)
• Right click on the Managed Metadata Service Application name
(top level with house icon)
• Click New Group
- 49. Create a Group (3 of 3)
• Enter general information about
this group
• Click Save
- 50. Create a Term Set (1 of 3)
• Right-click on the group
• Click New Term Set
- 51. Create a Term Set (2 of 3)
• Enter general information about this term set
• Owner is required to be able to save
• Click Save
- 52. Create a Term Set (3 of 3)
• Enter optional information
• Intended Use, Custom Sort, and Custom Properties
- 53. Add Terms to a Term Set (1 of 4)
• Right-click on term set
• Click Create Term
- 55. Add Terms to a Term Set (3 of 4)
• Enter synonyms in the Other Labels field
• Click Save
- 56. Add Terms to a Term Set (4 of 4)
• Enter custom properties for the
term (optional)
• Click Save
- 57. Incorporate Term Sets in a Library (1 of 5)
• Create a new library column
• Select Managed Metadata as the column type
- 58. Incorporate Term Sets in a Library (2 of 5)
• Search for the term set or
• Expand the taxonomy until you locate the term set
• Click the term set to highlight it
• Click OK
- 59. Incorporate Term Sets in a Library (3 of 5)
• Upload a document to the library
• Edit the properties
• Click on the double tag icon to open the managed metadata
• Double-click the term
• Click OK
- 60. Incorporate Term Sets in a Library (4 of 5)
• Use key ahead matching to select a term or one of its synonyms
• Begin typing in the managed metadata field
• Select from the suggestions
- 63. Content Organizer/Drop Off Library
• Automatically route documents from a drop off library to their
appropriate location based on content types
• Site feature that must be enabled
• Site settings > Content Organizer > Activate
- 64. Content Organizer Settings & Rules
• Site settings > Site Administration
• Content Organizer Settings
• Content Organizer Rules
- 67. Content Organizer Rules (1 of 6)
• Must assign content types to document library prior to setting up
Content Organizer Rules
- 69. Content Organizer Rules (3 of 6)
• Alternate Names
• Type * to allow documents of unknown content types to be
organized by this rule
- 73. Drop Off Library
• Upload a document
• Select a content type
• Enter metadata
• Click Submit
- 77. Resources
• Content Types
• A look at content type hubs in SharePoint Online (Office 365)
• How to Fix Content Types that Won’t Unpublish from a Content Type Hub
• Document Sets
• Document Sets: A Step-by-Step Guide
• Drop Off Library
• Drop Off Library Setup Guide
• A quick look at the SharePoint 2010 Content Organizer
• Managed Metadata
• Introduction to managed metadata
- 78. Questions?
Theresa Eller | sharepointmadam@gmail.com | @SharePointMadam
www.sharepointmadam.com | slideshare.net/sharepointmadam
- 79. Please Leave Feedback During Q&A
If you leave session
feedback and provide
contact information in
the survey, you will be
qualified for a prize
Scan the QR Code to the
right or go to
http://bit.ly/1K1Hvi5