Using Content Types

A content type is a template that stores a group of settings that define how a document or list item should behave and be managed. Content types are extremely flexible in that a single content type can be applied to many different types of documents. As soon as the content type is associated with a document, all of the settings configured on the content type immediately apply to that document. Among the settings that content types can manage are the following:

• Columns (metadata)

• Custom forms

• Workflows

• Information Management Policies

• Document conversions

Understanding Content Types

Content types are built in a hierarchy that allows one content type to inherit settings from its parent and to supplement these with its own settings. Content types are defined centrally at the site level, and the content types of a parent site are inherited by its child sites. Therefore, custom content types can be defined at the site collection root site that will propagate down to all the child sites in the collection. For more information on content types, see Chapter 10, "Configuring Office SharePoint Server Enterprise Content Management."

Configuring Workflows on a Content Type

By configuring a workflow on a content type, any document that adopts the content type is automatically subject to that workflow. This feature allows two documents in the same library to be using two different workflows at the same time.

Associating a Workflow with a Content Type

1. Browse to the site where the content type is defined.

2. From the Site Actions menu, click Site Settings.

3. In the Galleries section, click Site Content Types, and then select the content type that will hold the workflow.

4. Under the Settings section, click Workflow settings.

5. On the Change Workflow Settings page, click Add A Workflow.

6. Follow the steps for creating a workflow, described earlier in this chapter.

7. Click OK.

Configuring Information Management Policies on a Content Type

Configuring an Information Management Policy on a content type provides the same level of centralized flexibility that attaching a workflow to a content type does. Any change made to the policy on the content type is immediately reflected in those documents to which the content type is applied.

Associating an Information Management Policy with a Content Type

1. Browse to the site where the content type is defined.

2. From the Site Actions menu, click Site Settings.

3. In the Galleries section, click Site Content Types, and then select the content type that will hold the workflow.

4. Under the Settings section, click Information Management Policy settings.

5. On the Information Management Policy Settings page, choose to either define a new policy or select a site collection policy.

6. Click OK.