We will show you how we can leverage
content types to capture metadata. The retention of the documents will require
Let's get started by defining a proposal content type at
the site level. We are going to associate project start and end date with this
content type, so any time a user identifies a document as a proposal, they will
be prompted to also enter this information.
||Go to Site Actions > Site Settings
||Under Galleries go to Site content types
||For the Name: Enter Proposal
For the Parent content type from
select Document Content Types
For the Parent Content Type select
||Select Add from new site column
||For the column name enter: Project Start Date
For the type enter:
Date and Time
||Repeat steps 5 and 6 to create a site column for the Project End
We now need to go back and update
the proposals library, and the documents uploaded here should be associated with
the content type proposals.
So we now have a proposals content type and
want to ensure that every document uploaded to the proposals library will get
tagged with this content type and will have the required metadata entered. In
our case that was a start and end date for the project. To associate this
content type to the library we will need to complete the following
||Navigate to the proposals library and, under the library tab in the
ribbon, select Library Settings
||Select Advanced settings under the General Settings section
||Select Yes for Allow management of content types and then select
||You should now see an option to Add from existing site content types.
Prior to completing step 3 this was not available.
||Locate the proposals content type and add it and select OK.
At this point, if you were to
navigate back to the proposals library, you would see 2 options for creating a
new document, as shown in figure 1. In our case, we plan to remove the document
content type to ensure everything that is added to this library is a proposal;
however, in another scenario, you may want to define many different content
types and manage all of those documents from one central library.Figure 1 The
library with two content types: document and proposal. You can have many more if
you so choose.
||Select the Document Content Type
||Select Delete this content type.
NOTE: If you already have
documents in the library you will need to change their current content type by
editing the properties, prior to doing this step.
All documents that are now
uploaded to this library will request the end users to enter in a project start
and end date as shown in figure 2.Figure 2 If you look at the properties of a document
identified as a proposal, you will see that it also requests project start and
We showed you how you can centrally manage the
proposals content type and add or change the columns that are associated with
the proposals content type. You can use this content type in other libraries, as
long as they are in that same site