SharePoint Saturday CT 2015 - Content Types: Love Them or Lose It
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For years, one of the most fundamentally powerful capabilities in SharePoint has been Content Types. Content Types should underlie all good information architectures, along with customized metadata (Site Columns) and managed metadata which embodies the taxonomy for *your* organization. Yet far too often SharePoint users simply upload Documents into Document Libraries and wonder why no magic happens. In this class, we’ll demystify some of these basic SharePoint capabilities to show you how you can really make your Intranet, Team Site, or Publishing Sites sing. It doesn’t matter if you’re on SharePoint 2007, 2010, or 2013, or on SharePoint Online in Office365. With search underlying so much of the value that SharePoint offers these days, a good understanding of these concepts is imperative to ensure your success.
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SharePoint Saturday CT 2015 - Content Types: Love Them or Lose It
- 1. CONTENT TYPES: LOVE THEM OR LOSE IT Marc D Anderson
- 2. EVENT SPONSORS • Diamond, Platinum & Gold sponsors have tables • Please visit them and inquire about their products & services • Also they have lots of awesome schwag that you can’t live without!
- 3. WHO IS MARC? • Over 30 years of experience in technology professional services and software development. Over a wide-ranging career in consulting as well as line manager positions, Marc has proven himself as a problem solver and leader who can solve difficult technology problems for organizations across a wide variety of industries and organization sizes. • Awarded Microsoft MVP for SharePoint Server 2011-2015
- 4. SESSION OVERVIEW • For years, one of the most fundamentally powerful capabilities in SharePoint has been Content Types. Content Types should underlie all good information architectures, along with customized metadata (Site Columns) and managed metadata which embodies the taxonomy for your organization. Yet far too often SharePoint users simply upload Documents into Document Libraries and wonder why no magic happens. • In this class, we’ll demystify some of these basic SharePoint capabilities to show you how you can really make your Intranet, Team Site, or Publishing Sites sing. It doesn’t matter if you’re on SharePoint 2007, 2010, or 2013, or on SharePoint Online in Office365. With search underlying so much of the value that SharePoint offers these days, a good understanding of these concepts is imperative to ensure your success.
- 10. WHAT IS A CONTENT TYPE? • A collection of structured and unstructured data that taken together represents a business object • Inherits from an existing Content Type and is built up by adding additional Site Columns
- 11. WHAT IS A CONTENT TYPE NOT? • It’s not a file type, e.g., DOCX or XLSX • It’s not [usually] just a media type, e.g., movie, document, etc.
- 12. YOU SEE CONTENT TYPES EVERY TIME YOU USE SHAREPOINT The out of the box Content Types are generic and don’t represent your business objects Item Document Event Announcement Task
- 13. WHEN IN DOUBT, USE A CONTENT TYPE • Benefits • Consistent structure • Easier management • Improved search • Move content through a process with workflow • Downside • Up front planning and implementation work
- 14. CONTENT TYPES ARE COLLECTIONS OF SITE COLUMNS… Inherited columns Content Type specific columns System- managed Name
- 15. …PLUS SOME OTHER SHAREPOINT GOODNESS • Workflows • Retention policies • Site Columns become managed properties for search
- 16. NEW CONTENT TYPES INHERIT FROM EXISTING CONTENT TYPES Inherited columns Content Type specific columns System- managed Name
- 17. CONTENT TYPES ENABLE YOU TO… • Show me all of the Proposals we lost in the last month • How many Status Updates has Ralph authored? • Let’s show Announcements from across the departments on the home page • We should start tracking revenue for each type of Contract
- 18. BE A LITTLE PEDANTIC • Content Types are singular, e.g., Item, Document, Event • List and Libraries are plural: e.g., Shared Documents, Announcements • Contrary to common belief, words matter
- 19. CONTENT TYPE HUB • The Content Type Hub lets you shared information architecture across Site Collections • Hidden Site Collection on Office365 at https://tenant.sharepoint.com/sites/ contentTypeHub/ Hidden Content Type Hub on Office365 Tenants http://sympmarc.com/2014/11/25/hidden-content-type-hub-on-office365-tenants
- 20. RECOGNIZING THE CONTENT TYPE HUB
- 21. PUBLISHING A CONTENT TYPE
- 22. TIPS AND TRICKS: MANAGEMENT • Create groups for Site Columns and Content Types with leading underscores _
- 23. TIPS AND TRICKS: MAINTENANCE Document Org Base Document Contract SharePoint Content Type Interstitial Content Type Useful Content Types Real Estate Contract Employment Contract Parent Content Type
- 24. TIPS AND TRICKS: REFERENCE DATA • Use Site Columns in the root of the Site Collection for lookups • Centralizes reference data for management • Can’t be in the Content Type Hub, sadly • Managed metadata vs. List-based lookups
- 25. DEMO
- 26. CONNECTICUT SHAREPOINT USERS GROUP • Different SharePoint discussions each month on various topics. • Meets 3rd Thursday of every month • Microsoft Office (Hartford) • 280 Trumbull St, Hartford CT 06103 • http://www.meetup.com/ctspug
- 27. SPECIAL OCTOBER SESSION! • Michelle Caldwell (MVP) will be making a stop at the CTSPUG • Microsoft Store in West Farms Mall • Wednesday – October 14th • Register today! • http://www.meetup.com/ctspug
- 28. CONTACT INFORMATION Email marc.anderson@sympraxisconsulting.com Twitter @sympmarc Blog http://sympmarc.com SPServices http://spservices.codeplex.com SPXSLT http://spxslt.codeplex.com Books http://sympmarc.com/books The Middle Tier Manifesto http://bit.ly/middletier