Guidelines for SharePoint Content Types

11.nov 2008

Kjell-Sverre Jerijærvi

Microsoft

Content Type Governance

Rooted in Information Architecture

Content type guidelines, policies and procedures must be identified

based on the information architecture (IA)

- Different information assets might require different behavior and management

This content type governance model must be communicated to content

type stewards

- The policies and procedures must be enforced

- Compliance must be controlled

Content type stewards: limit who can create and maintain content types

Base Content Types

Immutable Standard & Base

Never change the standard SharePoint content types and site columns

Always create company specific base content types derived from the standard ootb SharePoint types

- Base ContosoItem derived from standard Item

- Base ContosoDocument derived from standard Document

This allows for upgrading SharePoint without loosing customizations

Also create other base content types identified through IA analysis

- Base ContosoGizmoAsset, ContosoArtifactAsset, ContosoModelAsset, etc

The base content types are the base for specialization and customization of the IA classification scheme

The standard and base content types must be immutable (read-only)

Base content types must be centrally controlled and evolved

Tailored Content Types

Open-Closed Principle

The shared base content types are closed for modification

Customization of content types for adapting to local, subject or topical

needs is done by deriving new tailored content types from the base

content types

Thus, the model is open for modification through extension

The hierarchy of tailored content types can be extended to an infinite

width and depth

Can not the same as recommended

Ensure that recommended IA practices are followed

Enforce compliance with overall IA model

Enforce compliance with the CT governance model

Custom Content Types

With Freedom Comes Responsibility

Site-collection administrators and site owners have the freedom to

create their own custom content types not derived from the shared base

Custom content types might deviate from the overall IA model and its

controlled vocabulary

Might not the same as recommended

Request that recommended IA practices are followed

Seek compliance with overall IA model

Enforce compliance with the CT governance model

Evolving Content Types

Same Content Type, New Wrapping

The recommended approach for adding new fields to a content type is

to add them programmatically using the SharePoint object model.

When a content type is programmatically upgraded, the SharePoint

object model provides the option to upgrade child content types,

including content types in list instances.

Renaming content types is not recommended.

Removing fields or updating the type of a field is not recommended. The

recommended approach for removing a field is to make the field hidden.

The recommended approach for updating the type of a field is to create

a new field and set the old field to hidden.

The content type XML master file should remain untouched after it is

initially deployed and all upgrades should be done through code.

Content Types in Lists & Libraries

Content Contribution & Findability

Using content types on list and library items are imperative for findability

A list can have multiple associated content types, typically to allow for

different document or form templates

Avoid using multiple dissimilar content types in a single list, this just

confuses users

Avoid a multitude of required metadata fields in a content type

Maximum 3-5 required fields are recommended

Content Type Document Templates

Standardized & Up-to-date

Use URL included document templates

Avoid uploaded document templates

Use a common, centralized SharePoint list as the template repository

Content Type Behaviors

Workflow or Event Receiver