Taking Document Management Beyond Content Types

Theresa Eller | theresaeller@gmail.com | @SharePointMadam

sharepointmadam.blogspot.com | slideshare.net/sharepointmadam

Who is Theresa Eller?

SharePoint Career Path• First SharePoint Site was SP2003

• Site Owner for Training site

• Finance Site Collection Owner

• Corporate Trainer for SharePoint 2010

• InfoPath/Electronic Forms Advocate

• Farm Admin/Production Support

• SharePoint Consultant/Analyst

Experience & Education• Business Systems Analyst at

UT MD Anderson Cancer Center

• BA in Public Relations

• MA in Teaching & Learning with

Technology

• @SharePointMadam

theresaeller@gmail.com

Commercial Real-Estate Servicing Company

• Requirements• Document uploads by internal employees and external customers

• Hundreds of documents that have the same metadata

• Ability to control who can view, download, upload, etc.

• Keep storage needs to a minimum

• Proposed Solution• Extranet with a site collection for each company team

• Subsite for each client• Subsite for each project

• Document sets with 1 level of folders (on project site)

My Research

ContentTypes

Document Sets

Managed Metadata

Drop Off Library

Content Type OverviewContent Type Hub & Publishing | Site Collection & Site Level Content Types

Content Types

Microsoft’s Definition• Defines the attributes of a list item, a

document, or a folder. Each content type can specify the following:• Properties to associate with items of its

type• Metadata to associate with items of its

type• Workflows that can be started from

items of its type• Information management policies to

associate with items of its type• Document templates (for document

content types)• Custom features

My Definitions

• Content Type• Method for categorizing

information

• Metadata• Details that describe the

information being categorized

What’s in Your Wallet?

Driver’s License Credit Card

• Name

• Type (Visa, MasterCard, etc.)

• Credit Card Number

• Expiration Date

• Name

• Driver’s License Number

• Address

• Expiration Date

• Height

• Date of Birth

• Restrictions

Metadata Sorting, Filtering, and Grouping

Location, Location, Location

• Content Type Hub (SharePoint On-Premises)• Set up in Central Admin• Uses Managed Metadata Service• Involves publishing content types through timer jobs

• Content Type Hub (SharePoint Online/Office 365)• Created automatically

• Site Collection• Reusable among sites in the same site collection

• Site• Specific to the site where created

Find Your Content Type Hub

SharePoint 2013 On-Premises

• Central Administration > Manage Service Applications > Managed Metadata Service

• Click the Properties buttonon the ribbon

Office 365/SharePoint Online

• Site settings > Content type publishing

Content Type Publishing

Run Content Type Subscriber Timer Job

• On-premises only

Content Type Publishing Hubs

• SharePoint Online/Office 365 only

Site Collection & Site Level Content Types

Site Collection

• Site settings > Site content types

Site

• Site settings > Site content types

No Publishing Required

Document Sets10-Step Process | Benefits & Limitations

Document Sets

• Folder on steroids

• Inheritable metadata

• Site collection feature that must be enabled

10-Step Process

1. Create site columns and content types2. Assign site columns3. Publish content types4. Run Content Type Subscriber timer job5. Create document set content types6. Define document set settings & assign additional site columns7. Publish document set content types8. Run Content Type Subscriber timer job9. Assign document set content type to document library10. Create a document set

1a. Create Site Columns (1 of 2)

• From site, site collection, or content type hub

• Site settings > Site columns > Create

1a. Create Site Columns (2 of 2)

1b. Create Content Types (1 of 2)

• From site, site collection, or content type hub

• Site settings > Site content types > Create

1b. Create Content Types (2 of 2)

2. Assign Site Columns

• From site, site collection, or content type hub

• Site settings > Site content types > Content Type Name >Add from existing site columns

3. Publish Content Types

• Site settings > Site content types > Document Content Type Name > Manage publishing for this content type

4. Content Type Publishing/Content Type Subscriber Timer Job

Off

ice

36

5

On

-Pre

mis

es

5. Create Document Set Content Type

• From site, site collection, or content type hub

• Site settings > Site content types > Create

6a. Define Document Set Settings (1 of 7)

• Site settings > Site content types > Document Set Content Type Name> Document Set settings

6a. Define Document Set Settings (2 of 7)

• Add Content Types

6a. Define Document Set Settings (3 of 7)

• Delete the default content type (if it’s not being used)

6a. Define Document Set Settings (4 of 7)

• Remove the default content type (after deleting it)

6a. Define Document Set Settings (5 of 7)

• Mark the checkbox for document set columns (metadata/properties) that each document should inherit

6a. Define Document Set Settings (6 of 7)

• Highlight the columns (metadata/properties) to display on the document set welcome page

• Click Add

6a. Define Document Set Settings (7 of 7)

• Mark the checkbox to Update the Welcome Page of Document Sets inheriting from this content type

• Click OK

6b. Assign Additional Site Columns

• Site settings > Site content types > Document Set Content Type Name> Add from existing site columns

• Optional

• Site settings > Site content types > Document Set Content Type Name> Manage publishing for this content type

7. Publish Document Set Content Types

8. Content Type Publishing/Content Type Subscriber Timer Job

Off

ice

36

5

On

-Pre

mis

es

9. Assign Document Set Content Type to Document Library (1 of 5)

• Library Settings > Advanced Settings

• Select the Yes radio button for Allow management of content types

• Click OK

9. Assign Document Set Content Type to Document Library (2 of 5)

• Library Settings > Add from existing site content types

9. Assign Document Set Content Type to Document Library (3 of 5)

• Locate the document set content type

• Click Add

• Click OK

9. Assign Document Set Content Type to Document Library (4 of 5)

• To set the document set content type as the default, clickChange new button order and default content type

9. Assign Document Set Content Type to Document Library (5 of 5)

• Set the Document Set to the first Position from Top• To make it the default content type

• Uncheck Visible for the default content type (optional)

• Click OK

10. Create a Document Set (1 of 2)

• In the library, click the Files tab

• From the ribbon, click the New Document dropdown

• Select the document set

10. Create a Document Set (2 of 2)

• Enter metadata for the document set

• Click Save

Tips

• The document set welcome page uses the library’s default view• Includes sorting, filtering, and grouping

• When uploading documents, some of the metadata data may not appear for editing if using a browser other than Internet Explorer

• Disable the New Folder option in Advanced Settings if users should not be able to create folders in the document set (or in the library)

• Enable versioning for the library• Enables document set version capturing

Managed MetadataCreate a Taxonomy | Incorporate Term Sets in a Library

Managed Metadata

• Taxonomy

• Pre-defined terms—grouped in term sets—provide consistency

• Key-ahead matching on terms and synonyms

• Term sets manageable by the business (with appropriate permissions)

Find Your Global Term Store

SharePoint 2013 On-Premises SharePoint Online/Office 365

Create a Group (1 of 3)

• Right click on the Managed Metadata Service Application name(top level with house icon)

• Click New Group

Create a Group (2 of 3)

• Name the new group

Create a Group (3 of 3)

• Enter general information about this group

• Click Save

Create a Term Set (1 of 3)

• Right-click on the group

• Click New Term Set

Create a Term Set (2 of 3)

• Enter general information about this term set• Owner is required to be able to save

• Click Save

Create a Term Set (3 of 3)

• Enter optional information• Intended Use, Custom Sort, and Custom Properties

Add Terms to a Term Set (1 of 4)

• Right-click on term set

• Click Create Term

Add Terms to a Term Set (2 of 4)

• Name the term

Add Terms to a Term Set (3 of 4)

• Enter synonyms in the Other Labels field

• Click Save

Add Terms to a Term Set (4 of 4)

• Enter custom properties for theterm (optional)

• Click Save

Incorporate Term Sets in a Library (1 of 5)

• Create a new library column

• Select Managed Metadata as the column type

Incorporate Term Sets in a Library (2 of 5)

• Search for the term set or

• Expand the taxonomy until you locate the term set

• Click the term set to highlight it

• Click OK

Incorporate Term Sets in a Library (3 of 5)

• Upload a document to the library

• Edit the properties

• Click on the double tag icon to open the managed metadata

• Double-click the term

• Click OK

Incorporate Term Sets in a Library (4 of 5)

• Use key ahead matching to select a term or one of its synonyms• Begin typing in the managed metadata field

• Select from the suggestions

Incorporate Term Sets in a Library (5 of 5)

• Click Save to keep the property changes

Drop Off LibraryContent Organizer | Route Documents

Content Organizer/Drop Off Library

• Automatically route documents from a drop off library to their appropriate location based on content types

• Site feature that must be enabled• Site settings > Content Organizer > Activate

Content Organizer Settings & Rules

• Site settings > Site Administration• Content Organizer Settings

• Content Organizer Rules

Content Organizer Settings (1 of 2)

Content Organizer Settings (2 of 2)

Content Organizer Rules (1 of 6)

• Must assign content types to document library prior to setting up Content Organizer Rules

Content Organizer Rules (2 of 6)

• Click to enter a new rule

Content Organizer Rules (3 of 6)

• Alternate Names

• Type * to allow documents of unknown content types to be organized by this rule

Content Organizer Rules (4 of 6)

• Conditions allow for special handling of documents

Content Organizer Rules (5 of 6)

• Route the document to a target location

Content Organizer Rules (6 of 6)

Drop Off Library

• Upload a document

• Select a content type

• Enter metadata

• Click Submit

Saved to Final Location

Expenses Library

ResourcesLinks to Additional Information

Resources

• Content Types• A look at content type hubs in SharePoint Online (Office 365)

• How to Fix Content Types that Won’t Unpublish from a Content Type Hub

• Document Sets• Document Sets: A Step-by-Step Guide

• Managed Metadata• Introduction to managed metadata

• Drop Off Library• A quick look at the SharePoint 2010 Content Organizer

Questions?

Theresa Eller | theresaeller@gmail.com | @SharePointMadam

sharepointmadam.blogspot.com | slideshare.net/sharepointmadam