Introducing Content Types Microsoft Windows Share Point Services

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  • 1. Microsoft Virtual Labs ® Introducing Content Types for Microsoft Windows SharePoint Services
  • 2. Introducing Content Types for Microsoft Windows SharePoint Services Table of Contents Introducing Content Types for Microsoft Windows SharePoint Services .............................. 1 Exercise 1 Using the Document Information Panel to Manage Custom........................................................................1 Exercise 2 Working with Content Type Templates .......................................................................................................1 Conclusion.....................................................................................................................................................................1
  • 3. Introducing Content Types for Microsoft Windows SharePoint Services Introducing Content Types for Microsoft Windows SharePoint Services In completing this lab, you will be provided a: Objectives • Walkthrough of content types and new property editing functionality in Windows SharePoint Services V3. Using content types in Windows SharePoint Services V3 enables administrators Scenario to define, organize and manage the metadata and behaviors of a document or item type in a centralized, reusable way. You can define columns and content types for reuse throughout your site, and then manage how changes to those columns and content types are administered. You can even extend content types to implement your own custom solutions by storing custom XML data within the types. All this without undue overhead for the site users: content types are designed and implemented so that they can be as simple or complex as you need them to be. Document Information Panel Overview Detailed Overview Often in document management systems, users are asked to provide metadata (properties) on the documents that they are saving. In many cases, users are asked at a point when they are saving and they don’t give it any serious consideration. It is not uncommon for all documents to contain default or fake values. Users just want to get their document saved and closed; they don’t want to answer a bunch of questions. Windows SharePoint Services V3 introduces a fresh approach to property gathering. All documents that start from a document library template will already contain the properties that are necessary for the library. These can be entered offline or online. The server properties are displayed in a pane at the top of the document that is called the Property Editor. The location is designed to better facilitate property entry at the beginning of the document authoring cycle, before the content is even started. Content Types Overview A Content Type is really a collection of settings that define a particular object that can live on servers running Windows SharePoint Services V3. Most organizations have at least a few “core” documents that everyone creates. This can be training manuals, design documents, legal briefs, proposals, etc. For those types of documents, it is valuable to take advantage of Content Types because you can create rich template objects that can be reused across multiple libraries and sites. At its heart, a Content Type contains a name, a set of properties, a document template, any workflows that are applicable, and any policies that should be enforced. For example, let’s say I want to define a standard memo for my organization. I would first enable Content Types for a library. Then I would define what my Memo should be. I’ll create a template for it, launched from the New button in Windows SharePoint Services. I’ll define a set of properties I want to collect. Maybe, I want it to support an approval workflow I’ve designed, and let’s say that each document should have restricted permission so that it can only be viewed by people on my team. By going through this effort once, I can create a reusable package that can be deployed across my organization and centrally managed and updated from a single location. In this exercise, we will focus on the properties portion of a Content Type. There are two related concepts that can be used together or can be used separately. Both of these aren’t necessary to use Content Type functionality, but they enable the Page 1 of 25
  • 4. Introducing Content Types for Microsoft Windows SharePoint Services ability to share and reuse these definitions across multiple libraries. The two features are: Content Type Templates –This will allow you to easily associate Column Templates, a custom Document Information Panel, workflows, policies, etc. in a single place. Doing so creates a template that can be reused in multiple libraries and updated/modified centrally and pushed out to all people who use the Content Type Template. This functionality really enables a company to standardize the set of documents that people can create and how they will function when in Windows SharePoint Services V3. Column Templates – Column Templates are useful to define a set of shared columns that can be reused across multiple libraries. This ensures that people don’t create multiple versions of the same property. They can be added easily to any library or Content Type on a library. By default, Windows SharePoint Services V3 ships a number of useful column templates that can be used. Estimated Time to 90 Minutes Complete This Lab Computer used in this Lab MOSS Page 2 of 25
  • 5. Introducing Content Types for Microsoft Windows SharePoint Services Exercise 1 Using the Document Information Panel to Manage Custom Scenario In this exercise we will create a new document library with several custom properties. Once the custom properties are set up, we will save a document to the library and see how the Document Information Panel is used to update the custom properties for the new document Tasks Detailed Steps Complete the following a. Login using the following credentials: 2 tasks on: • Username: administrator • Password: pass@word1 MOSS • Log on to: LITWAREINC 1. Create a Document b. Wait for the Warmup Script to complete and the popup window to close. Library and set c. Open Internet Explorer and browse to its Properties http://moss.litwareinc.com/sites/contenttypes d. Select Site Actions and then “Create” e. On the Create Page under Libraries select “Document Library” f. Set the following properties of the document library • Name: Status Reports Page 3 of 25
  • 6. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps • Description: This library stores custom properties about Status Reports. • Leave the defaults for all other fields g. Click the Create button h. Click on the Settings menu in the document library and select “Create Column” i. Define the column with the following: • Column Name: Project Name • The type of information this column contains: Single line of text • Require this column contains information: Yes • Leave the defaults for all other fields j. Click the OK button k. Create two more columns. Properties for each column should be set as listed below: • Second column • Column Name: Project Budget • The type of information this column contains: Currency • Description: Project Budget amount between $100 - $1000 • You can specify a minimum and maximum allowed value: • Min: 100 • Max: 1000 • Number of decimal places: 2 • Third column • Column Name: Project Status Date • The type of information this column contains: Date and Time 2. View the Library a. Open Microsoft Office Word in the Document b. Type “Project Status for HOL project” into the blank Word document. Information c. Select Publish | Document Management Server… from the Office menu. The Panel in Office. Office menu is accessed by clicking on the round Office icon in the upper left Page 4 of 25
  • 7. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps corner of Word d. Type “http://moss.litwareinc.com/sites/contenttypes/Status%20Reports” in the File Name box and click on Save. This will navigate to the library page. e. Type “HOL Status” in the File Name box and click on the Save button f. Click “Go to Document Information Panel” on the dialog box that appears g. You should see the Properties toolbar appear as seen below: Page 5 of 25
  • 8. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps Note: This toolbar is the Document Information Panel and is visible with the cursor inside the first property that is required. h. Type “HOL” into the required “Project Name” property i. Type “1005” into the Project Budget box and use the tab key to move to the next property. j. Notice the red dashes around Project Budget because the value entered is outside of our constraints we set (must be between 100-1000). k. Enter “950” for the value instead. l. Now, select the calendar control in the Date field and select today’s date. m. When satisfied, press “Retry Save” in the Alert bar below the Document Information Panel. n. Your document should be saved successfully now. o. Close Microsoft Office Word p. Refresh the browser window to see the new document with it’s associated column data Page 6 of 25
  • 9. Introducing Content Types for Microsoft Windows SharePoint Services Exercise 2 Working with Content Type Templates Scenario Content Type Templates allow you to easily associate Column Templates, a custom Document Information Panel, workflows, policies, etc. in a single place. This creates a template that can be reused in multiple libraries and updated/modified centrally and pushed out to all people who use the Content Type Template. Tasks Detailed Steps Complete the following a. Click on the Home tab to return to the site homepage. 7 tasks on: MOSS 1. Create a custom Content Type with custom columns and a customized Document b. Select the “Site Settings” link under “Site Actions” Information Panel. c. Click the “Site content types” link under the Galleries group d. Select “Create” on the “Site Content Type Gallery” page Page 7 of 25
  • 10. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps e. Define the new Content Type, using the following values: • Name: HOL Content • Description: Content created for the Hands-on Lab • Select parent content type from: Document Content Types • Parent Content Type: Document • Existing Group: Custom Content Types f. Click OK g. In the “Columns” section, choose “Add from new site column” h. Define the first column template with the following: • Column Name: Company Name • Group • Select “New group” • Value: HOL • Additional Column Settings • Description: What company do you work for? • Require that this column contains information: Yes • Leave the defaults for all other fields i. Click on the OK button j. Create three more columns using the previous steps. Properties for each column should be set as listed below: • Second column • Column Name: Phone Number • Group • Select “Existing group” • Select “HOL” Page 8 of 25
  • 11. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps Note: You may need to refresh the browser for HOL to appear in the list • Additional Column Settings • Description: Work phone number • Third column • Column Name: Office 2007 Rating • The type of information this column contains: Choice (menu to choose from) • Group • Select “Existing group” • Select “HOL” • Additional Column Settings • Description: Your rating of the next version of Office • Type each choice on a separate line: • Amazing • Pretty Good • Good • OK • Fourth column • Column Name: Favorite HOL moment • The type of information this column contains: Multiple lines of text • Group Name • Select “Existing group” • Select “HOL” • Additional Column Settings • Description: What is the best thing you’ve seen at HOL so far? Go ahead write a bunch. • Specify the type of text to allow: Plain Text k. Column setup is now complete, use the site breadcrumb to return to “Site Settings” l. Choose “Site columns” from the “Galleries” section m. Scroll to the bottom of the page, the group of site columns we created should look like the following: Page 9 of 25
  • 12. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps n. Choose “Site Settings” from the site breadcrumb o. Choose “Site content types” from the Galleries section p. The custom Content Type we just created should appear near the top of the list. Click on it. q. Notice the additional settings available for the Content Type, including Workflow 2. Build our custom a. Click the “ Document Information Panel settings” link from the Settings section Document Information Panel. Page 10 of 25
  • 13. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps b. Click the “Create a new custom template” link c. This will launch InfoPath 2007 and you will be presented with a dialog stating InfoPath 2007 is about to create a form based on the Content Type. d. Select the Finish button e. You may notice some progress dialogs as InfoPath 2007 retrieves information from the server. Once complete, the form template should now be presented in InfoPath 2007 to customize. Page 11 of 25
  • 14. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps Note: Spend a moment to familiarize yourself with the InfoPath 2007 Designer if this is the first time you’ve used it. You should see a task pane on the right with common tasks to perform. The Designer will present a slightly different view then what an end user would see (all of the boxes with borders aren’t normally shown). You can always preview what the form will look like by selecting “Preview” in the toolbar. Note: In addition, you will notice that each control is located within a “Layout region” box. It is highly recommended to place any future controls into one of these regions, because this is what allows the controls to reflow with the size of the users screen. Otherwise they will be in a fixed position that could require the user to scroll horizontally within the Document Information Panel itself. Note: Also notice that different controls are nested within other controls. Your selection is very important when trying to change attributes on a control. Make sure that the control you are trying to modify is actually the one that is selected by observing where the white boxes which appear around a selected control. Title is selected in the example below: Page 12 of 25
  • 15. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps Note: Finally, you can set the size, display attributes, setup conditional formatting, rules, etc. by double-clicking on the control itself or right-clicking and selecting “<controlType> Properties”. This is where you will spend a majority of your time while customizing. 3. Customize a Note: InfoPath 2007 is a very powerful XML Forms application with many Document capabilities not highlighted in this example. In this lab we’re just going to do a couple Information quick changes just to show the entire publishing process, which only scratches the Panel surface capabilities of InfoPath 2007. a. Select the “Company Name” title region and press CTRL+B to make the text bold. b. Select the same title again and make the Font Color red from the font toolbar. Page 13 of 25
  • 16. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps c. Now, let’s add a picture. Select Layout from the Design Tasks task pane d. Put the cursor to the left-most position on the form (before Title, outside the existing Horizontal region) and then click the Horizontal Region item in the Task Pane e. This should insert a new region where the cursor was located. It will be pretty large by default. Page 14 of 25
  • 17. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps f. Click on the region to activate it, and use the resize controls to shrink the region until the layout looks similar to the following g. Click to place the cursor inside the region and go to the Insert menu | Picture | Clip Art…This should bring up the Clip Art task pane. h. Type “rain” into the search box i. Press the Go button j. Click “No” in the popup about Office Online (if seen) k. Click on the first image in the result(s) and it should be inserted into the region Page 15 of 25
  • 18. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps l. Resize the image and region so that they are roughly the same size as the other controls. You will need to first resize the image, then the region. When complete it should look something like this: 4. Add a new view a. Select the task pane drop-down (accessed via the text “Clip Art”) and change to and move some Views. There should be two listed: properties • HOL Content (default) around. • Standard Page 16 of 25
  • 19. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps Note: Standard is the core property set of Office. This can also be customized if desired. b. Click “Add a New View…” under Actions c. This should bring up a new view dialog. Type “HOL Info” into the New View Name field. d. Click on the OK button. A blank view should be presented e. Click on the “HOL Content (default)” view f. Select the region containing “Office 2007 Rating” by clicking on the corresponding region type label and copy (CTRL+C) it g. Select the “HOL Info” view h. Paste (CTRL+V) the “Office 2007 Rating” region i. Return to the “HOL Content (default)” view Page 17 of 25
  • 20. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps j. Select “Favorite HOL Moment” region and copy (CTRL+C) it k. Return to the “HOL Info” view l. Paste (CTRL+V) the “Favorite HOL Moment” region m. The form should look like this: n. Click the “HOL Content (default)” view again o. Select the region containing “Office 2007 Rating” and delete it p. Select the region containing “Favorite HOL moment” and delete it q. Select View properties… from the task pane • View name: My Info • Background color: light yellow r. Click the OK button, the form should now look like this: 5. Add a button to a. Choose Controls from the task pane drop down. switch views. Page 18 of 25
  • 21. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps b. Drag a Button from the Standard controls below all the regions c. Double-click on the button to bring up its properties • Label Name: HOL Info View d. Click Rules… Page 19 of 25
  • 22. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps e. Click Add… f. Click Add Action… • Action: Switch Views • View: HOL Info g. Click on the OK button for each open window to return to the main InfoPath 2007 screen Note: Feel free to spend time doing any other customizations you’d like. When complete, move on to the next section to apply the updates to the Content Type. 6. Publish a custom a. Choose File | Save… Document b. If a popup appears click OK. Information c. Select Desktop (if not already selected) and click the “Save” button. Panel d. The form should save successfully. e. Close InfoPath 2007 f. Return to Internet Explorer - it should still be up and on the “Creating Custom Template” web page. g. Click the “Go back to the Document Information Panel settings page” link h. Select “Upload an existing custom template (XSN) to use”, and then click Browse to select Template1.xsn from the Desktop. i. Click the checkbox for “Always show Document Information Panel on document open and initial save for this content type” Page 20 of 25
  • 23. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps j. Click on the OK button. k. Return to your browser l. Choose “Create” from the “Site Actions” menu m. Choose “Document Library” from the Libraries section n. Use a Name of “HOL Documents” and click Create o. Choose “Document Library Settings” from the Settings menu p. Click on “Advanced settings” in the “General Settings” q. Choose “Yes” for “Allow management of Content Types?” and click OK r. Choose “Add from existing site content types” in the “Content Types” section Page 21 of 25
  • 24. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps s. Choose “Custom Content Types” from the “Select site content types from:” field and use the “Add >” button to add “HOL Content” t. Click OK u. Click “Change new button order and default content type” under “Content Types” v. Change the ordering so that “HOL Content” appears in position 1 and click OK w. Click on “HOL Documents” from the site breadcrumb to return to the document library Page 22 of 25
  • 25. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps 7. View the new a. Open Microsoft Office Word 2007 custom b. Enter some text Document c. Choose Publish | Document Management Server from the Office menu Information Panel d. Enter “http://moss.litwareinc.com/sites/contenttypes/” in the “File Name:” field and hit the Enter key e. Double-click on “HOL Documents” link from the list f. Enter “HOL Test Document” in the “File Name:” field and click Save Page 23 of 25
  • 26. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps g. Choose “HOL Content” when prompted to “Chose Document Type” and click OK h. Click “Go to Document Information Panel” when prompted i. The new Document Information Panel should now be visible. Page 24 of 25
  • 27. Introducing Content Types for Microsoft Windows SharePoint Services Tasks Detailed Steps j. Click the “HOL Info View” button to see the other view via the button we created earlier k. Choose “Standard” from the view drop down menu to see the standard Office properties Conclusion In this lab, you learned how creating and managing custom properties in document libraries have been improved in Windows SharePoint Services V3. You also used the Document Information Panel to quickly and easily fill out property information on a document being saved into a SharePoint document library. Finally, you walked through the set up of a new content type on a document library. The content type included custom columns, created as column templates, and a custom Document Information Panel which you edited using Microsoft Office InfoPath 2007. Page 25 of 25