Content types and
site columns are the foundational elements of SharePoint, but they often get
misused. Whether it’s creating too many content types, not enough, or
recreating site columns that are already available out of the box, it is
critical to remember some key aspects when instituting and managing these
items:
Content Types
Content types are
a core organizational feature of SharePoint 2010. They are designed to give
users the ability to organize SharePoint content in a centralized and
meaningful manner. Site columns (metadata) can be encapsulated within a content
type to allow for reusable structure or independently added to sites and lists.
At its most basic
level, a content type is a collection of settings which can be applied to
content. They are reusable since content types are independent of sites and
lists. A content type includes site columns to define the desired information.
Example: The Task content type includes site columns for Task Status, Start
Date and Due Date where the Schedule content type includes site columns for
Location, Start Time and End Time. Using these content types as a template when
a new task or event list needs to be created is much more efficient than
rebuilding separate lists from site columns.
Site Columns
Site columns are
similar to content types in that they are centrally managed and can be added to
sites and lists. They differ in that the information in a site column is
focused to a single definition of data while content types encapsulate multiple
site columns and definitions of data. Example: A site column named Department
is created as a single line of text for users to enter their department name
and a content type is created named Projects which include the site columns of Department,
Project Name and Project Due Date.
Site columns can
contain multiple types of information, ranging from a Single line of text to
Managed Metadata. It is important to note the difference between metadata and
managed metadata. Site columns are referred to as metadata since they represent
an attribute a user wants to manage. Example: The site column of Department is
an attribute that can be reused in multiple lists.
Managed Metadata
Managed metadata
is collection of centrally managed terms that can be used as attributes for
SharePoint items. Defining a site column to use Managed Metadata for
information is a powerful tool for assigning attributes. Example: Creating a
Department site column, based on a managed metadata term set containing all of
the department names in an organization, allows users to select the correct
department and reduces typographical errors and non relevant data. It also
provides for the proper tagging of documents for routing and search purposes.
Content Type Hub
Content types can
also be stored in a Content Type Hub for centralized management of content
types across Site Collections and Web Applications. This feature utilizes the
Managed Metadata Service and allows Site Collections to subscribe to any
published content types. Any changes to published content types will be updated
in the subscribing Site Collections. Since managed metadata can be created as a
site column within a content type, terms can be globally syndicated across Site
Collections and Web applications.
Content Type and Site Column
Suggestions
Centrally
creating and managing relevant content types and site columns is critical to
ensuring consitent attributes across SharePoint. The following points offer
guidance on maintaining an organized content type and site column structure:
Review the built in content types and
site columns before creating new ones
SharePoint 2010
comes with many built in content types and site columns that may meet the needs
of your structure. In planning your SharePoint structure, review the built in
options before creating any new content types or site columns. New content
types will be based on content types that already exist (parent content types).
This allows for a pre organized template to begin the content type creation
process. Example: Creating a new content type of “Proposal Document” based on
the parent content type of “Document” will provide the necessary settings for
referencing a document template and include the site columns of Name, Title and
Keywords.
Carefully plan the information
contained in content types and site columns and be prepared to refine metadata
Creation of new
content types and site columns should not be done on an ad hoc basis. Take the
time to discover what metadata is relevant to your organizations data collection
and referencing needs. Creation of underutilized site columns (metadata) and
content types places an unnecessary data entry burden on users which can lead
to poor adoption of SharePoint and creation of non-relevant data.
Centrally manage content types and
site columns
Site columns
(metadata) can be created at the list or document library level. Site columns
created in this manner exist only at the list level in which they were created
and not within the confines of content types or the centrally managed Site
Column Gallery. This becomes problematic when managing consistent metadata as
these site columns cannot be reused. It is highly recommended to create new
site columns within the Site Column Gallery and add these site columns to the
content types associated with the preferred list or document library. Changes
made to centrally manage content types will propagate down to the list and
document libraries they have been added to.
A SharePoint
implementation with multiple Site Collections or Web applications would benefit
from the use of a Content Type Hub. This will allow for central management of
“global” content types across the Enterprise for Site Collections that are
subscribed to published content types. Leveraging this feature in tandem with
managed metadata creates globally syndicated terms. Example: A content type
containing a managed metadata site column, based on a product term set, is
published. The list of products can now be reused as an attribute across the
organization.
Conclusion
Content types and
site columns are core to ensuring a strong SharePoint foundation. While
determining this component of the logical Information Architecture may seem
like a mundane task, the rewards of a strong and manageable foundation cannot
be understated.
