Content Types And Policies in SharePoint and Office 365


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Slides for my talk for Alaskan SharePoint User Group, 28.8.2014.

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  • ECM has played a central role in Microsoft’s Business Productivity infrastructure. The promise that SharePoint has delivered over the years has been about bringing ECM to the masses, or bringing organizational content to everyone. The traditional approach to content management was one where it lived in its own unique silo, and didn’t really connect or talk to anything else. Independent apps with different user experiences handled social networking and collaboration. And enterprise search would be a different experience as well. Our Approach has been fundamentally different. In SharePoint 2010, we really brought these things together into a unified user experience that gives you the social networking and collaboration in the context of the content that is being managed. As a result, SharePoint 2010 provided the core capabilities required by most businesses with a standard platform at a reasonable cost.

    In SharePoint 2013, we take these core capabilities even further with following key areas.

    Create: The content lifecycle begins with its creation, and it is rarely created in a silo. With SharePoint 2013, content creation is easier because you have the tools to find other relevant information or people to help. You can collaborate with colleagues to build content together, search for related content, and share your own work to facilitate collaborative work. In short, SharePoint 2013 delivers capabilities to make it even easier for individuals, teams and organizations to ideate, create, collaborate on, share and discover content.
    Control: We also continue to deliver rich content organization capabilities (e.g. , leaving organizations in control of the policies and processes that govern content management.
    Protect: Finally SharePoint 2013 delivers additional features that enable organizations to better meet compliance demands with eDiscovery capabilities that span the Office platform.

  • Content Types and Policies in SharePoint and Office 365 In this session you will learn development and deployment basics of Content Types and Policies to SharePoint 2013 and SharePoint Online. We will demonstrate usage of SharePoint Site Settings, Content Type Hub and Visual Studio, and will use both Server-Side and Client-Side Object Model.
  • Content types provide organizations with a way to manage and organize content consistently across different lists and libraries in a site collection (site collection: A set of Web sites on a virtual server that have the same owner and share administration settings. Each site collection contains a top-level Web site and can contain one or more subsites.), and they also make it possible for a single list or library to contain multiple item types or document types.
  • Content Types And Policies in SharePoint and Office 365

    1. 1. Content Types and Policies in SharePoint and Office 365 DRAGAN PANJKOV, PLANB. B: WWW.DRAGAN-PANJKOV.COM T: @PANJKOV
    2. 2. Dragan Panjkov • Working with SharePoint since 2007 • PlanB. d.o.o. • New Office User Group in Bosnia&Herzegovina • MCSD – SharePoint Applications • MVP for Office365 (April 2014)
    3. 3. Enterprise Content Management Create Control Protect Create and organize content easily with the help of relevant discovered information Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized eDiscovery tools
    4. 4. Agenda • Content Types • Content Type Publishing, Content Type Hub • Information Management Policies • Site Policies
    5. 5. Content Types • Define information stored in SharePoint: • Metadata and properties (Fields) • Document Templates (for Document content types) • Custom Forms (New, Edit, Display) • Workflows • Information necessary to custom solutions • Hierarchy and inheritance • Built-in or custom (user-defined)
    7. 7. Content Type Publishing • Content Type Hub • Centralized location for management of Content Types • Using Publish-Subscribe • Content Type Hub is tied to Managed Metadata Service App • Timer Jobs: • Content Type Hub • Content Type Hub Subscriber • Content Type is created in CT Hub Content Type gallery, and has to be Published in order to be consumed by subscriber Site Collections
    8. 8. Content Type Binding • Content type binding enables to provision a content type on a list defined earlier (mostly in the onet.xml schema) after the list is already provisioned <Elements xmlns=""> <ContentTypeBinding ContentTypeId="0x010100B2FBBC0721FA4CF29E4FB7C4588A06D1" ListUrl="Shared%20Documents"/> </Elements>
    10. 10. Information management policy? • An information management policy is a set of rules for a type of content. Information management policies enable organizations to control and track things like how long content is retained or what actions users can take with that content. Information management policies can help organizations comply with legal or governmental regulations, or they can simply enforce internal business processes.
    11. 11. In other words • Information Management Policy connects business need and technical implementation of the solution to ensure that standards are met Business Outcomes Technical Considerations Information Classification Information Management Policies Information Architecture Functional Design Service Architecture Information Management Standards Service Management Policies Functional Preferences Information Management Architecture Project Constraints Budget, Timeframe, Resources
    12. 12. Information Management Policies • Set of rules applied to content • Can be created on 3 scopes • Policy Templates in SC • Content Type • List/Library • Define • Auditing • Retention • Labeling • Barcode
    14. 14. Site Retention? • How do we control site lifecycle? • Are we able to track old and unused sites? • Are we able to easily delete old, unused, expired sites?
    15. 15. Site Policies • Opportunity to predefine retention rules for sites • Assign retention policy at site creation • Site Policies can be configured that sites are: • Closed and then deleted automatically • Deleted automatically after certain period of time • Marked as read-only • Site Policies can be published in Content Type Hub
    16. 16. Enabling Site Policy functionality In UI: • Enable features in Site Collection • Library and Folder Based Retention • Site Policy • Hidden feature “Record Resources” activated automatically In onet.xml <SiteFeatures> <Feature ID="5bccb9a4-b903-4fd1-8620-b795fa33c9ba" Name="RecordResources" /> <Feature ID="063c26fa-3ccc-4180-8a84-b6f98e991df3" Name="LocationBasedPolicy" /> <Feature ID="2fcd5f8a-26b7-4a6a-9755-918566dba90a" Name="ProjectBasedPolicy" /> </SiteFeatures>
    17. 17. SITE POLICY
    18. 18. Resources • Content Types • nt-2010-create-site-columns-and-content-types-using-c-net.aspx • types-with-specific-ids-using-csom.aspx • and-subscribing-to-content-types-programmatically-c-code. aspx • template-file-in-content-type-in-a-office365-sandboxed-solution. aspx • types-app-model/ • hub-in-office365.aspx
    19. 19. Resources • Retention Policies • library/office/ms499244(v=office.14).aspx • • D=150 • • html • api-to-configure-an-expiration-policy-on-a-document-library. aspx
    20. 20. Resources • Site Policy • library/ members.aspx • • 2013-using-server-code.aspx • 2013-using-server-code.aspx • aspx • html • • slides-and-demos.aspx
    21. 21. thank you. WWW.DRAGAN-PANJKOV.COM @PANJKOV