Friday, February 5, 2010
SharePoint: Making the Most of Content Types (Screencast)
Author: Laura Rogers, Birmingham, AL
SharePoint 911
In this screencast, Laura Rogers explains a unique way of using SharePoint content types to function as status levels for list items. This solution does not involve any custom code, and the concept is useful in WSS 3.0, MOSS 2007, and SharePoint 2010. There is also an associated step-by-step blog post: Using Content types as Statuses.
Author: Laura Rogers, Birmingham, AL
SharePoint 911
I think I’m missing what you can use this for. I’ve read the blog post and watched the video, but I don’t know what would be different than setting a choice column with the status and using that to update. I know the form changes to only allow certain fields to be updated but don’t you reset the item’s data when you change the content type if fields are missing? So if I start with an item and it’s part of the “admission” content type and then I change it to the “current patient” content type, I’ll lose the data that was put into the field “Admission Date” if it’s not part of the current content type.
If I was to use this for keeping records, how would I be able to do that? For example, if the final status (content type) didn’t have an Admission date, how could I refer back to when that patient was admitted?
Matt B,
You don’t lose the data.
Then that is by far the coolest thing I’ve ever seen! HS!!!
Very nice! We did something very simillar for a customer request list. The base content type contains the information coming in from the customer and additional content types were created for the different teams that handle the requests. When an “Initial Request” comes in, it triggers a workflow that alerts a triage team that decides which team should field the request. They change the content type which alerts the specified team that the request came in. Each of the teams content types contain specific data for thier line of work, but we can also produce measures and reporting on the base content type information. It works really well!
How would you view all metadata fields at one time? It’s rather cumbersome to select each content type to view its associated data.
Niche,
You just look at all the columns in a view.
Another excellent article, Laura. I’m especially glad you not only presented the video, but you also wrote a good accompanying post. Thank you for sharing this idea. I can’t wait to try it out!
Hi Laura,
I have a more general question on content types. I have read several blogs about the difficulty to ‘push down’ updates to content types to list or libraries that already have been populated.
http://soerennielsen.wordpress.com/2007/09/11/propagate-site-content-types-to-list-content-types/
There actualy was mention of this issue on EUS http://www.endusersharepoint.com/2008/03/19/endusersharepointcom-why-has-my-content-type-stopped-inheriting-changes/
Assuming one wants to use content types to control – at the site collection level – the consistency between subsites libraries or lists (imagine you have to manage separate sites for several divisions or multiple projects for example), what would be your advice to do so?
It seems that SP (I am using MOSS 07) is offering good solutions to create ‘templates’ (for sites, lists or content types) and copy/paste them but if you want to add new columns, make them required or not, use them as statuses etc… to already deployed and populated templates, well it is sort of a mess.
Greg
PS: Kudo on the idea of using CT as Statuses, definitely usefull to ‘channel’ and streamline data input for infromation workers.
Great post Laura thanks!
I am using this type of solution for leads to proposals. It hasn’t happened but I was always worried about loosing data when switching content types. You have reassured me that it is safe to use.
Laura you’re brilliant thanx :)
Laura, great post! I inherited the role of SharePoint administrator after our consultants created the environment. We pretty much use it as a document management system. I don’t want to break what’s not broken, so have been tentative about setting up content types, as they are a bit confusing in nature, especially to someone like me who isn’t a programmer, nor web developer. This screencast was a great example of their use, and makes me want to play around with them some more. I’ll definitely have to check out the accompanying blog post. Thanks!
Great video. I am also new to content types and it made things much clearer. Question, In 2010 it looks like you can switch views on a “new form”, so why use content types and not switch views? Thanks in advance
what happen with all the development over content type …when you decide to move to a different site …but you are only a power user.. not admin
Christy – You’ll need to look at third party solutions: Share-Gate.com or MetaVis.com are the first two that come to mind. — Mark
Hi Laura,
Will you be posting the SP and Office 2007/2010 presentation from the SPTechCon? That was my favorite session and would really like to get the slides. Thank you!
Stacy
Hi Stacy,
The Office integration presentation has now been posted at this link:
http://bit.ly/amOP7s
Thanks, glad you liked it!
Hi Laura,
Thanks again for a terrific blog post and great screencast.
I implemented something along these lines to keep track of user account request for internal and external users. Here’s a question for you: how would you deal with customizing forms for your list, since you now have to choose which item content type to insert if you want to make a custom form? I’m looking at hiding a few rows in the dispform from users that only have contribute rights.
Patrik,
In sharepoint designer, when you right click the list name on the left and click Properties, go to the Supporting files tab. That’s where you can assign different forms to go with diff content types.
Laura, I’m doing the same as Patrik. Have you ever seen the settings *NOT* take? I’ve changed them over and over again to no avail. This really is the last piece of my current puzzle, so any advice on where to troubleshoot would help out a lot!
Thanks again for such a great article. Looking forward to more…
Cheers,
Matt
Great thoughts.
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