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Associating metadata with content

Posted By:Manning       Posted Date: February 25, 2011    Points: 100    Category: SharePoint    URL: http://www.dotnetspark.com  

Associating metadata with content in SharePoint 2010. The author explains how you can centrally manage the content type and add or change the columns that are associated with the content type in SharePoint 2010.

In this article, based on chapter 5 of SharePoint 2010 Site Owner's Manual, the author explains how you can centrally manage the content type and add or change the columns that are associated with the content type.

Get 40% off any version of SharePoint 2010 Site Owner's Manual with the checkout code dnspark40. Offer is only valid through www.manning.com.

We will show you how we can leverage content types to capture metadata. The retention of the documents will require SharePoint Server.
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.

1 Go to Site Actions > Site Settings
2 Under Galleries go to Site content types
3 Select Create
4 For the Name: Enter Proposal
For the Parent content type from select Document Content Types
For the Parent Content Type select Document
5 Select Add from new site column
6 For the column name enter: Project Start Date
For the type enter: Date and Time
Select OK
7 Repeat steps 5 and 6 to create a site column for the Project End Date

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 steps.

1. Navigate to the proposals library and, under the library tab in the ribbon, select Library Settings
2. Select Advanced settings under the General Settings section
3. Select Yes for Allow management of content types and then select OK.
4. You should now see an option to Add from existing site content types. Prior to completing step 3 this was not available.
5. 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.

6 Select the Document Content Type
7 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 end dates.


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

SharePoint 2010 Site Owner's Manual

Massimo Perga, Timothy Binkley-Jones, and Michael Sync

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