Content Types in SharePoint Online

Content types in SharePoint Online enable organizations to categorize and manage information consistently across lists and libraries, streamlining workflows and ensuring data integrity. This article delves into the concept of content types, their practical applications, and provides step-by-step configuration instructions, all while integrating essential keywords for search engine optimization.

Understanding Content Types

Content types in SharePoint Online are predefined schemas that describe the attributes, behavior, and appearance of a specific piece of content. They can include documents, forms, and list items, among others, and are defined by a set of metadata, workflows, and other settings. By using content types, organizations can ensure that each content category is handled consistently, adhering to compliance and governance policies.

Key Benefits of Implementing Content Types

• Consistency and Reusability: Apply the same content structure across various lists and libraries within SharePoint Online.
• Efficient Content Management: Automate workflows, and manage metadata, retention policies, and document templates centrally.
• Improved Search and Discovery: Enhance content discoverability through consistent metadata and categorization.

Practical Use Examples

Example 1: Project Documentation

For project management, a specific "Project Document" content type can include metadata fields such as "Project Name," "Project Manager," and "Completion Date." This ensures that all project-related documents across the organization are consistent and easily searchable.

Example 2: Employee Onboarding

An "Employee Onboarding" content type might comprise forms, checklists, and instructional documents with metadata like "Employee ID," "Department," and "Onboarding Date," streamlining the HR onboarding process.

Configuration Steps

In the next steps, we will proceed with the provisioning of a content type at the site level (although, very similar steps can also be performed on the tenant level). Then, we will associate it with a list, and see that certain elements from it effectively follow and get applied at the target list.

1. Navigate to the SharePoint Settings of your site and select Site information:

 2. Click on View all site settings:

3. Click Site content types:

4. Choose + Create content type in the content type gallery (you will notice different content types already exist there):

5. Enter a name, the description (optional), its category (you can choose to create a new category to distinguish it from the others…) and Parent Content Type details (choose the parent that matches the closest your need). Click Create when done:

6. Once the content type is created, you will see its information, notably the site columns that come with it:

7. At this point, add a new column to the content type by selecting + Add site column, and then Create new site column from the dropdown:

8. Define the column name, its category, the type, and additional settings as required and click Save: 

9. Notice the new column (in our case, Training name) has been created and that it is part of the content type:

10. Now, we will associate the content type to a list by clicking on List settings (at your list level…):

11. From there, select Advanced settings:

12. Enable the Allow management of content types radio button (set the value to Yes):

13. Click OK to confirm. Notice a new part of settings now appear, that is the Content types section:

14. At this screen, under Content Types, click Add from existing site content types. Select your content type and click Add:

15. Notice your content type is added to the right part of the selection:

16. Click OK to confirm. Now the content type is promptly associated with the list. Notice the column (in our case, Training name) is added as well:

17. Browse to the view of your list and add a new item. You will notice you can select the appropriate content type, ensuring consistent data entry and categorization:

18. The column coming from the content type will promptly show:

Of course, there is the possibility to modify the content type, and to add or remove columns later as well. Despite that, in case you proceed with deletions at the top level, it will still not affect the data that has been applied at the list itself - the content type effectively duplicates the column at the list level and leaves it as is in case of upward changes. However, in case you change the name of the column, for example, it will change at the lower levels as well.

Consistency is the key, thus a thorough planning is required prior to the implementation of content types!

Conclusion 

Content types in SharePoint Online offer a powerful mechanism for managing organizational content efficiently and consistently. By leveraging content types, businesses can achieve greater control over their information architecture, automate workflows, and enhance content discoverability. The practical applications of content types are vast, from managing project documentation to streamlining employee onboarding processes, making them an indispensable tool in any SharePoint Online strategy.

For those looking to deepen their expertise in SharePoint Online and master content types, Eccentrix provides two trainings that target the use of content types: SharePoint Online Power User (MS55215) and SharePoint Online Management and Administration (MS55370). With Eccentrix, you gain access to expert-led courses and hands-on learning experiences designed to empower you with the knowledge and skills to effectively utilize SharePoint Online within your organization.

FAQ: Using Content Types in SharePoint Online

What are content types in SharePoint Online?

Content types in SharePoint Online are reusable collections of metadata (columns), workflow, behavior, and other settings for items in a SharePoint list or library. They allow for consistent management of content across different lists and libraries by defining a set of attributes and behaviors for a particular type of content, such as documents, list items, or pages.

What are the benefits of using content types in SharePoint Online?

Using content types in SharePoint Online provides several benefits, including consistency in metadata and document management, improved search and organization of content, streamlined workflow processes, and the ability to apply uniform settings across multiple lists and libraries. They also enhance collaboration by ensuring that all users adhere to the same content standards and practices.

Can I use content types to manage document templates in SharePoint Online?

Yes, content types can be used to manage document templates in SharePoint Online. By associating a specific document template with a content type, you ensure that every time a new item of that content type is created, it uses the predefined template. This helps maintain consistency and standardization in document creation across your organization.

Can I modify an existing content type, and how will it affect existing items?

Yes, you can modify an existing content type by going to Site Settings, selecting "Site content types," and choosing the content type you want to edit. Changes to a content type, such as adding or removing columns, will propagate to all lists and libraries where the content type is used. However, be cautious as these changes can impact existing items, potentially altering their metadata or requiring updates to comply with the new structure.