Document management with SharePoint - part 4
Written By: Knox Cameron -- 10/6/2011 --
(1384) comments --
Categories: Configurations, Design, Document Management, Programming and Customizations, Search, SharePoint 2010, SharePoint Foundation 2010
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Using content types
Now users can go to that document library, select the Documents tab in the
ribbon, then click the drop-down next to New Document to see the custom document
types available, complete with an appropriate icon to show the application.
When a user selects one of the options, the appropriate template will be
downloaded automatically to his or her machine, and opened with the appropriate
application. For example, the bill of materials will open as a new spreadsheet
in Excel. (Depending on your configuration, you may be prompted for credentials,
you may be prompted whether you trust the site, and you may be prompted to
enable editing of the file.) The user can fill in the required information, and
also complete the title and author metadata.
Once the user is ready, when he or she clicks save, Office will automatically
offer to save the document back to the document library.
You can then create custom views using the metadata, as discussed in
Document management with
SharePoint - Part 2, for example:
You can create options for more views by creating more metadata columns, as
discussed in that article. The only difference now is that you will assign the
columns as site columns to content types instead of just creating them in the
library itself. By doing this, the columns will automatically be added to all
document libraries where the content types are used.
You can assign one or more of the existing site columns, or you can create new
site columns. Assign site columns to particular child content types as
appropriate, or if you want to use the column across all the content types,
assign it to the parent content type and use the option to apply the change to
all inheriting content types.
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- Unfortunately, although you can show content type as a column in a view,
you can't group by it, or filter by it using contains or begins with, or
refer to it in a calculated column.
- Although assigning site columns to content types automatically adds the
columns to all libraries, you will still need to edit the views in
individual libraries to show the columns.