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Document management with SharePoint - part 4

Written By: Knox Cameron -- 10/6/2011 -- join -- contribute -- (1384) comments -- printer friendly version

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Categories: Configurations, Design, Document Management, Programming and Customizations, Search, SharePoint 2010, SharePoint Foundation 2010

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Creating child content types

Now let's create the content types for the individual documents that form part of a product proposal. We'll start with the concept design, which we will assume is normally a Visio diagram.

Select Create in the content type gallery. Name the content type "Product proposal - concept design". I am going to name all the child content types consistently like this, with "Product proposal" at the start of the name. This gives me the ability to construct a search that would find all documents in this set of content types, by searching for "product proposal" contained in the content type field.

Give the content type an appropriate description, remembering that this is what users will see in the New menu of document libraries. Select our custom parent content type, and place the new content type into the same group.

New content type screen for concept design

Select OK to create the new content type.

Summary screen for new child content type

Note how it has inherited the columns we configured in the parent content type.

Now, we need to give SharePoint the template to use when users create a new concept design.. To do this, select the Advanced settings link. Use the option to upload a template from your desktop, or point to an existing one in the system.

Advanced settings for content type - upload a template

Note that you can use any document as a template - it does not have to be saved as a template format file (e.g. .dotx or .xltx) from Office. It's also a good idea to remove any existing information from the Author and Title fields in the document properties of your template document, otherwise lazy users will not bother entering that information when they create new documents from the template, and your name will appear as the author of almost every document in the system (don't laugh, this has happened to me!).

Select OK to save the changes. Again, we can use the breadcrumb to return to the content type gallery. In the same way, create content types for bills of materials and sales forecasts (both Excel), competitive analysis documents (Word), and board presentations (PowerPoint). You will end up with something like this in the gallery:

Content type gallery showing product proposal content types

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