Site Columns &ContentTypes

Introduction to Site Columns :

 In General we can create columns to the lists and Sites. We can reference these columns to the Content Types in the sites. A Site column   is a reusable column definition, which can assign to multiple lists across multiple sites.  Site columns decreases re-work and help us in consistency of metadata across all sites.

For example, suppose we define a site column named Customer. We can add that column to our lists, and reference it in our content types.

Site Column Scope:

Site columns also behave like site content types in terms of scope. When you create a site column on a site, that site column also becomes available to any child sites, and thereby, the lists on those sites.

Adding Site Columns to Lists:

    We can add Site Columns to the lists. When we add, Windows SharePoint services copies the site column locally onto the list as a list column. When you add a site column to a content type, Windows SharePoint Services includes only a reference to that site column in the content type, not the entire column definition.

Referencing Columns in Content Types:

We can reference site and list columns in content types. When we reference a column in a content type, Windows SharePoint Services adds a reference to the column to the content type. This reference includes the column ID. When you add a content type to a list, the columns referenced in that content type are added to the list as list columns, if have not already been added.

We can reference site columns in a site content type. The site column must be in scope for the content type. That is, the site column must be defined on the same site, or on a parent site of the site content type. For a list content type, you can reference site columns, as well as any list columns defined on the same list.

Site Content Types in SharePoint:Site content type is nothing but Meta data. It adds additional information for the documents which is in the libraries/lists in SharePoint and this is called data about data. We can use same content type for the succeeding sites document libraries or lists when it's created once. Main advantage of this site content type is very much helpful for content searching, document routing, workflows etc., following same contracts (Templates) for all the libraries or lists in the SharePoint site within the organizations.
Let uss see, how to create Site Content Type and how to add this site content type to any of the document libraries/ lists in the SharePoint Site.

 

Creating Site Content Type

Step 1: We need to create new site content types Galleries section in Site Actions - > Site Settings. It will look as the below screen,

Step 2: Click on that Site content types link for creating new Site Content types. In the coming screen we can see all the predefined site content type which is available for the site collections as below,


Step 3: Then in the above screen, we can edit existing content type or we can create new site content type. Now we will create new site content type by clicking on that Create link. Then we will see the page as below,



Step 4: In the above screen, we need to give Site Content type name, description, Parent Content type and the place where to put this new content type. Parent Content type is to inherit its properties into our new content type. We can specify new group name to place our new content type or we can give existing one. In this sample, am going to have existing group for storing my new site content type and click ok button.

Step 5: Then we can see all the settings, columns for our new site content type as below,



Step 6: Under settings section, we can see the title, description, group of the site content type. In the advanced settings, we may update existing template for this site content type. We can set workflow settings for this site content type. Under Columns section, we can see two existing columns for this content type. If we want then we could add new or existing columns for this site content type.

Step 7: Now we will add one existing column for this site content type by clicking on that Add from existing site columns link and we can see upcoming page as below to add new columns.



Step 8: As we see in the above screen, am adding Department column for this site content type and click ok. Now we have three columns for this site content type as below,



Step 9: So for, we have created new site content type. Now we need to add this site content type to any of the document library. Now am going to add this content type to My Documents document library. So am going to advance settings of my documents library and allow site content type to this library by selecting yes option as below,



Step 10: Then, I need to add my Site Content type to my documents library in the document library settings. Under Content Types section, I am going add my site content type by clicking on the link Add from existing site content type as below,

Step 11: We need select our Site Content Type from Custom Content Types group and click ok to have this content type for our document library as below,



Step 12: Now we can see our new site content type in our document library New Menu like,



Step 13: Ms Office will open new document by clicking on that Demo Type content type as below,



Step 14: Now we could see our two site content type columns. There user has to enter his title and department name as Meta data for this document.

This is all about Site Content type creation and usage in SharePoint Site.