Document Management implementation using Content Types in SharePoint – Part 2

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Introduction

In the first blog of this series, we created content types. We will start from where we left. If you have not read the first blog in the series please check out this link: Document Management Implementation Using Content Types in SharePoint – Part 1

In this part we will associate our custom metadata columns with content types and content types with Document Library:

Step 1: Click on “Add from existing site columns”

Infographics show SharePoint site content types

Step 2: On the next screen select your group which you used to organize all site columns. In our case, we have “Custom columns”. This will only show you the columns from that group.
Select column from “Available columns:” and click on Add.

Infographics show SharePoint columns

Step 3: Click ok.

Step 4:You will see all the added columns associated with your content type

Infographics show content types in SharePoint information

Step 5: Repeat this for all other content types identified in step 2.

Step 6: Create a new document library

  1. From gear icon go to site contents
Infographics show gear icon on content type in SharePoint
  1. Click on New then click on Document library and click ok. Your new document library is created successfully.
Infographics show document library select in sharepoint

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Step 7: Prepare the document library for custom content types and custom metadata

  1. Go to library Tab and click on library settings
Infographics show library settings in sharepoint
  1. On next screen, click on “Advanced settings”
Infographics show advance settings
  1. Under “Allow management of content type?”, select “Yes” radio button.
Infographics show content types allow management
  1. In the middle of screen, under “Make “New Folder” Command Available?” Choose NO Radio button.
Infographics show command available new folder
  1. Scroll to bottom of screen, under” Display this list using the new or classic experience?”
    Choose “Classic” radio button
Infographics show sharepoint classic experience
  1. Click Ok
  2. From Library setting page again, click on Versioning Settings
Infographics show DMS Versioning Settings
  1. Click on “Create major version” option if it’s not already chosen.
Infographics show create major version

Step 8: It’s time to add custom content types to document library

    1. On Library settings page, scroll down and click on” Add from existing site content types”
Infographics show existing site content types
    1. On next screen, select your custom content type from “Select site content types from:” drop-down. From multi selection box, select content types and click on add.
Infographics show select content types from
    1. Click ok
    2. You will see your custom content types under content type.
Infographics show SharePoint custom content types
    1. You can also notice not only content types but corresponding columns are also added.
Infographics show custom corresponding columns
    1. Remove default content type as we do not need default content type in our DMS. To do this, click on default content type which is under Content Types form library settings page.
Infographics show default content type in sharepoint
    1. On the next screen, click on “Delete this Content type”.
Infographics show list content type information
    1. Another optional thing we can do is to hide “Title” field to reduce extra entry for user. To do this, go to Library settings page under Content Types and click on one of your custom content types
Infographics show select Title field
    1. Click on “Title” On next screen, choose “Hidden” radio button under “This column is:”.
Infographics show hidden radio button
    1. Click ok.
    2. Repeat this for all content types “Title”

Read part 3 here: Document Management implementation using Content Types in SharePoint 

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Conclusion

Now we have successfully associated metadata columns with content types and content types with our Document library.

In the next part, we will configure metadata base searching in our Document Library.

If you have any question or queries, do not hesitate to reach out to us! 

 

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