Document Management implementation using Content Types in SharePoint – Part 2

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:

  1. Click on “Add from existing site columns”
    sharpoint site content types
  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.
    sharepoint columns
  1. Click ok.
  2. You will see all the added columns associated with your content type
    content type information
  3. 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
    gear icon on content type sharepoint
  2. Click on New then click on Document library and click ok. Your new document library is created successfully.
    document library select in sharepoint

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

  1. Go to library Tab and click on library settings
    library settings in sharepoint
  2. On next screen, click on “Advanced settings”
    advance settings
  3. Under “Allow management of content type?”, select “Yes” radio button.
    content types allow management
  4. In the middle of screen, under “Make “New Folder” Command Available?” Choose NO Radio button.
    command available new folder
  5. Scroll to bottom of screen, under” Display this list using the new or classic experience?”
    Choose “Classic” radio button

sharepoint classic experience

  1. Click Ok
  2. From Library setting page again, click on Versioning Settings
    DMS Versioning Settings
  3. Click on “Create major version” option if it’s not already chosen.
    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”
    existing site content types
  2. 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
    select content types from
  3. Click ok
  4. You will see your custom content types under content type.
    sharepoint custom content types
  5. You can also notice not only content types but corresponding columns are also added.
    custom corresponding columns
  6. 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.
    default content type in sharepoint
  7. On the next screen, click on “Delete this Content type”.
    list content type information
  8. 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
    select Title field
  9. Click on “Title” On next screen, choose “Hidden” radio button under “This column is:”.
    hidden radio button
  10. Click ok.
  11. Repeat this for all content types “Title”

 

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.

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

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