Create a content type for document routing to a Records Center
Learn how to create a content type that can be used to create documents that can be sent to a particular SharePoint document library in a SharePoint Records Center.
You can use content types in SharePoint 2013 to create specific types of documents.
And you can add site columns to content types to define metadata or properties for documents that are based on those content types.
You can also set the document template of a content type to be able to create a specific type of (starter) document whenever the content type is used to create a document.
Once you have created a content type, you must associate it with a SharePoint document library so that it can be used to create documents.
When using content types with records management in SharePoint 2013, a content type can be associated with a particular SharePoint document library in a Records Center, so that documents of a specific type can be sent to that document library.
In the example of using content types with a SharePoint Records Center in this article, you will be creating a site content type on the top-level site in a SharePoint site collection, and then associating that content type with a SharePoint document library on a site in the site collection where it can be used to create documents of a specific type.
Then you will associate the content type with a particular SharePoint document library in a SharePoint Records Center, so that you can create a content organizer rule that can send documents to that specific document library in the Records Center based on the content type and the value of a property of a document that is based on that content type.
Before you begin, ensure that you have created a Records Center site in SharePoint 2013.
Create a site content type for use on multiple SharePoint sites
- In SharePoint 2013, navigate to the top-level site in the SharePoint site collection, and select Site settings from the Settings menu (the gear icon in the top-right corner).
- On the Site Settings page under Web Designer Galleries, click Site content types.
- On the Site Content Types page, click Create.
- On the New Site Content Type page, type DocToArchive in the Name text box, select Document Content Types from the Select parent content type from drop-down list box, select Document from the Parent Content Type drop-down list box, leave Custom Content Types selected in the Existing group drop-down list box, and then click OK.
- On the Site Content Type page under Columns, click Add from existing site columns.
- On the Add Columns page, select Country/Region in the Available columns list box, click Add, and then click OK. You are going to use the value stored in this column in a content organizer rule to send documents to a particular SharePoint document library on a SharePoint Records Center site.
- On the Site Content Type page under Settings, click Advanced settings.
- On the Advanced Settings page, select Upload a new document template, and then click Browse.
- On the Choose File to Upload dialog box, browse to and select a Word document or an Excel file that you want to use as the document template for the content type, and click Open. Here I'll be using an Excel file that contains some data.
- On the Advanced Settings page, click OK.
After you have created the SharePoint site content type, you can associate it with one or more SharePoint document libraries on sites from which documents that are based on the content type should be moved to the SharePoint Records Center.
Associate a SharePoint site content type with a document library
- In SharePoint 2013, navigate to a site from which you will be moving documents to the SharePoint Records Center.
- Create a SharePoint document library.
- Navigate to the SharePoint document library you just created, and click Library > Settings > Library Settings.
- On the Settings page under General Settings, click Advanced settings.
- On the Advanced Settings page, select the Yes option for Allow management of content types, and click OK.
- On the Settings page under Content Types, click Add from existing site content types.
- On the Add Content Types page, select DocToArchive in the Available Site Content Types list box, click Add, and then click OK.
- On the Settings page under Content Types, click Change new button order and default content type.
- On the Change New Button Order page, select 1 from the Position from Top drop-down list box behind the DocToArchive content type, and click OK. This should make DocToArchive the default content type of the SharePoint document library.
- Navigate to the document library, click Files > New > New Document to open Excel.
- In Excel 2013, if the document panel does not automatically appear under the Ribbon, click File > Info > Properties, and then select Show Document Panel from the drop-down menu that appears.
- A Country/Region text box should be present in the document information panel. Type a value in it, for example United States.
- Save the Excel file back to the SharePoint document library and name it US.xlsx.
- Close Excel.
- Navigate back to the SharePoint document library, and repeat the process to create a second Excel file that has its Country/Region property set to United Kingdom. Name the Excel file UK.xlsx.
- Back in SharePoint 2013, refresh the SharePoint form library to see the two new Excel files.
Before you can send a document to a particular document library in a SharePoint Records Center, you must configure the Records Center to route documents.
Configure document routing in a SharePoint Records Center
- In SharePoint 2013, navigate to the SharePoint Records Center.
- Create a SharePoint document library.
- Associate the DocToArchive content type with the SharePoint document library you just created, and make the content type the default content type just like you previously did in Associate the SharePoint site content type with a document library.
- Select Manage Records Center from the Settings menu (the gear icon in the top-right corner).
- On the Record Center Site page under Setup Tasks and File Plan Creation, click Create content organizer rules.
- On the Content Organizer Rules page, click new item.
- On the New Rule page, type a name for the rule in the Name text box, for example SendToDocToArchiveLib.
- Select Custom Content Types from the Group drop-down list box.
- Select DocToArchive from the Type drop-down list box.
- Select Country/Region from the Property drop-down list box.
- Leave is equal to selected in the Operator drop-down list box.
- Type United States in the Value text box. This condition should route all documents where the Country/Region property has been set to United States to the SharePoint document library you specify. Note that you can add more conditions by clicking Add another condition.
- Type the URL of the SharePoint document library to which you want to send documents that satisfy the condition(s) you specified in the Destination text box, or click Browse to browse to and select the document library. Note that this should be the same SharePoint document library as in steps 2 and 3. An example url would be:
- Click OK.
After you have set up the content organizer rule in the SharePoint Records Center, you can follow the steps outlined in Manually move a document to a Records Center in SharePoint 2013 to move the two Excel files you created earlier to the SharePoint Records Center.
In this case, US.xlsx should be moved to the document library you specified in the content organizer rule, and UK.xlsx should be moved to the Drop Off Library document library (if you did not add a second condition to also catch and route documents that have their Country/Region property set to United Kingdom).
- Create a Records Center site in SharePoint 2013
- Defining document types and metadata in an EDRMS
- Creating and deleting SharePoint 2013 content types
- SharePoint 2013 Document Center site
- SharePoint 2013 Relevant Documents web part