SharePoint Document Metadata: A Tutorial on Using Content Type Syndication

SharePoint is a powerful platform for managing documents and content within organizations. One of the key features of SharePoint is its ability to use metadata to categorize and organize documents. Metadata allows users to add additional information to documents, such as tags, keywords, or custom properties, making it easier to find and manage documents efficiently.

What is Content Type Syndication?

Content Type Syndication is a feature in SharePoint that allows the sharing of content types across multiple site collections or web applications. A content type defines the metadata, workflows, and behaviors for a specific type of document or item in SharePoint. By syndicating content types, organizations can ensure consistency in document management across different sites, improving efficiency and reducing duplication of effort.

How to Enable Content Type Syndication

Before we can start using content type syndication, we need to enable it in SharePoint. Here are the steps to do so:

1. Open the SharePoint Central Administration website.
2. Navigate to the "Application Management" section.
3. Click on "Manage web applications".
4. Select the web application for which you want to enable content type syndication.
5. Click on "Content Type Syndication" in the ribbon.
6. Check the box next to "Enable content type syndication" and click "OK".

Creating and Publishing Content Types

Once content type syndication is enabled, we can start creating and publishing content types. Here's how:

1. Open the SharePoint site where you want to create the content type.
2. Go to the Site Settings page and click on "Site content types" under the "Web Designer Galleries" section.
3. Click on "Create" to create a new content type.
4. Enter a name and description for the content type.
5. Choose a parent content type that best matches the document or item you want to create.
6. Define the metadata columns for the content type. These columns will be used to capture additional information about the document or item.
7. Save the content type.
8. Publish the content type by clicking on "Publish a content type" and selecting the content type you just created.
9. Choose the site collection or web application where you want to publish the content type.
10. Click on "OK" to publish the content type.

Using Syndicated Content Types

Once a content type is published, it can be used in other site collections or web applications. Here's how to use syndicated content types:

1. Open the site collection or web application where you want to use the syndicated content type.
2. Go to the Site Settings page and click on "Site content types" under the "Web Designer Galleries" section.
3. Click on "Add from existing site content types".
4. Select the site collection or web application where the content type is published.
5. Choose the content type you want to add.
6. Click on "Add" to add the content type to your site collection or web application.

Benefits of Content Type Syndication

Using content type syndication in SharePoint offers several benefits for organizations:

• Consistency: By using syndicated content types, organizations can ensure consistency in document management across different sites, departments, or projects. This improves efficiency and reduces the risk of errors.
• Efficiency: Content type syndication eliminates the need to recreate content types for each site collection or web application. This saves time and effort for administrators and users.
• Centralized Management: Syndicated content types can be managed centrally, making it easier to update or make changes to content types. This reduces the maintenance overhead for administrators.
• Improved Search and Discovery: Metadata associated with syndicated content types can be used to improve search and discovery of documents across multiple sites or web applications.

Best Practices for Using Content Type Syndication

Here are some best practices to consider when using content type syndication in SharePoint:

• Plan and Design: Before implementing content type syndication, it is important to plan and design your content types carefully. Consider the metadata columns you need, the relationships between content types, and the scope of syndication.
• Test and Validate: Test the syndicated content types in a development or test environment before deploying them to production. Validate that the metadata columns and behaviors are working as expected.
• Communicate and Train: Communicate the use of syndicated content types to users and provide training on how to use them effectively. This will ensure that everyone understands the purpose and benefits of using syndicated content types.
• Monitor and Maintain: Regularly monitor the usage and adoption of syndicated content types. Make adjustments or improvements as needed based on user feedback or changing business requirements.

Conclusion

Content type syndication is a powerful feature in SharePoint that allows organizations to manage document metadata effectively. By enabling content type syndication, creating and publishing content types, and using syndicated content types, organizations can ensure consistency, improve efficiency, and enhance document management across different sites or web applications. By following best practices and regularly maintaining the syndicated content types, organizations can maximize the benefits of using content type syndication in SharePoint.