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Content Types:
The Backbone of Your
Information Architecture
Russ Norton (MCT)
Managing Director – 3grow SharePoint Training
SPSHK is brought to you by
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
About 3grow…
• Public & private training for:
– SharePoint – from End User to Admin & Dev.
– InfoPath
– Nintex Workflow, Forms, Mobile & Live
– Office 365
– Project Server
• www.3grow.net
• @3grow on Twitter
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
About me…
• Russ Norton
• Managing Director, 3grow SharePoint Training
• Based in Melbourne, Australia
• Over 13 years of training experience
• russ@3grow.net
• @3growRuss on Twitter
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Agenda
• Content Types explained
• Why we should use Content Types
• Creating & managing Content Types
• Using Content Types in lists & libraries
• The Content Type Hub
• Demonstration
• Q&A
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
First Things First…
• Folders are, typically, not the best method of
categorising files
• Folder structures are rigid, and only suit one
purpose/scenario
• Folders don’t allow the flexibility to view items in
different ways at different times
• Metadata – Columns – Properties
– Whatever you want to call them! Use them for searching,
grouping, filtering etc.
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Content Types Explained
• Every item in any list or library is based on a Content
Type
• Content Types are “item templates”, defining:
– Columns/metadata
– Workflows
– File templates (document Content Types only)
– Retention policies
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types
• Scenario… We would like to store all Customer
Documents (Invoices and Quotes) in the same library,
but they require slightly different metadata
• Quote:
– Customer
– Account Manager
– Amount
– Date Raised
• Invoice:
– Customer
– Account Manager
– Amount
– Date Raised
– PO Number
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Columns added to the library affect everything in
the library
• If we store them in separate libraries, we can’t
display them in the same view
• They might also require different workflows etc…
• Content Types are the answer!
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Content Types allow us to have multiple types of
item in the same list or library
– E.g. Invoices and Quotes
• Content Types allow us to have the same type of
item in multiple lists or libraries
– E.g. Customer Documents in each regional Sales team
site
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Why We Should Use Content Types (cont.)
• Some features rely on (knowledge of) Content Types
– Content Organiser
– Document Sets
– Document IDs
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Creating & Managing Content Types
• Every site has a Content Types Gallery
– Includes out-of-the-box and custom Content Types
• Content Types are inherited from parent sites
• Additional Content Types are created and managed
at the appropriate site level
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Adding Content Types to Lists & Libraries
• Content Types are a added to lists and libraries by Site
Owners
• This may require you to “Allow Management of Content
Types” in Advanced list/library settings
• A “local” list or library copy of the Content Type then
exists
• Changes made to site Content Types will automatically
filter down
– Not just for new items, but also existing
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Adding Content Types to Lists & Libraries
Invoice
Assigned to and updated within libraries
Invoice
Invoice Invoice
Invoice
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
The Content Type Hub
• Centralised location in which to manage enterprise-
wide Content Types
• Content Types published from the hub to all
subscribing site collections
• Published content types take their columns with
them – making the columns available enterprise-
wide
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
The Content Type Hub
http://intranet http://cthub
/
/divisions
/projects /
/sales /finance
Content types & their columns
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Summary
• Content Types explained
• Why we should use Content Types
• Creating & managing Content Types
• Using Content Types in lists & libraries
• The Content Type Hub
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Demonstration…
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Questions…?
www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter
Thanks for listening

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Content Types: The Backbone of Your Information Architecture

  • 1. Content Types: The Backbone of Your Information Architecture Russ Norton (MCT) Managing Director – 3grow SharePoint Training SPSHK is brought to you by
  • 2. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter About 3grow… • Public & private training for: – SharePoint – from End User to Admin & Dev. – InfoPath – Nintex Workflow, Forms, Mobile & Live – Office 365 – Project Server • www.3grow.net • @3grow on Twitter
  • 3. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter About me… • Russ Norton • Managing Director, 3grow SharePoint Training • Based in Melbourne, Australia • Over 13 years of training experience • russ@3grow.net • @3growRuss on Twitter
  • 4. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Agenda • Content Types explained • Why we should use Content Types • Creating & managing Content Types • Using Content Types in lists & libraries • The Content Type Hub • Demonstration • Q&A
  • 5. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter First Things First… • Folders are, typically, not the best method of categorising files • Folder structures are rigid, and only suit one purpose/scenario • Folders don’t allow the flexibility to view items in different ways at different times • Metadata – Columns – Properties – Whatever you want to call them! Use them for searching, grouping, filtering etc.
  • 6. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Content Types Explained • Every item in any list or library is based on a Content Type • Content Types are “item templates”, defining: – Columns/metadata – Workflows – File templates (document Content Types only) – Retention policies
  • 7. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Why We Should Use Content Types • Scenario… We would like to store all Customer Documents (Invoices and Quotes) in the same library, but they require slightly different metadata • Quote: – Customer – Account Manager – Amount – Date Raised • Invoice: – Customer – Account Manager – Amount – Date Raised – PO Number
  • 8. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Why We Should Use Content Types (cont.) • Columns added to the library affect everything in the library • If we store them in separate libraries, we can’t display them in the same view • They might also require different workflows etc… • Content Types are the answer!
  • 9. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Why We Should Use Content Types (cont.) • Content Types allow us to have multiple types of item in the same list or library – E.g. Invoices and Quotes • Content Types allow us to have the same type of item in multiple lists or libraries – E.g. Customer Documents in each regional Sales team site
  • 10. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Why We Should Use Content Types (cont.) • Some features rely on (knowledge of) Content Types – Content Organiser – Document Sets – Document IDs
  • 11. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Creating & Managing Content Types • Every site has a Content Types Gallery – Includes out-of-the-box and custom Content Types • Content Types are inherited from parent sites • Additional Content Types are created and managed at the appropriate site level
  • 12. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Adding Content Types to Lists & Libraries • Content Types are a added to lists and libraries by Site Owners • This may require you to “Allow Management of Content Types” in Advanced list/library settings • A “local” list or library copy of the Content Type then exists • Changes made to site Content Types will automatically filter down – Not just for new items, but also existing
  • 13. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Adding Content Types to Lists & Libraries Invoice Assigned to and updated within libraries Invoice Invoice Invoice Invoice
  • 14. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter The Content Type Hub • Centralised location in which to manage enterprise- wide Content Types • Content Types published from the hub to all subscribing site collections • Published content types take their columns with them – making the columns available enterprise- wide
  • 15. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter The Content Type Hub http://intranet http://cthub / /divisions /projects / /sales /finance Content types & their columns
  • 16. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Summary • Content Types explained • Why we should use Content Types • Creating & managing Content Types • Using Content Types in lists & libraries • The Content Type Hub
  • 17. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Demonstration…
  • 18. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Questions…?
  • 19. www.3grow.com.au | www.3grow.co.nz | www.3grow.asia | @3grow on Twitter Thanks for listening