Content Types and Policies in SharePoint and Office 365
DRAGAN PANJKOV, PLANB.
B: WWW.DRAGAN-PANJKOV.COMT: @PANJKOV
Dragan Panjkov• Working with SharePoint since 2007
www.dragan-panjkov.comwww.twitter.com/panjkov
• PlanB. d.o.o.www.planb.ba
• New Office User Group in Bosnia&Herzegovinawww.1sug.com www.mscommunity.ba
• MCSD – SharePoint Applications• MVP for Office365 (April 2014)
Enterprise Content Management
Create Control Protect
Create and organize content easily with the help of relevant discovered information
Manage content policy, information architecture and taxonomy
Reduce risk and manage compliance with centralized eDiscovery tools
Personal Team Organization
Agenda• Content Types• Content Type Publishing, Content Type Hub• Information Management Policies• Site Policies
Content Types• Define information stored in SharePoint:• Metadata and properties (Fields)• Document Templates (for Document content types)• Custom Forms (New, Edit, Display)• Workflows• Information necessary to custom solutions
• Hierarchy and inheritance• Built-in or custom (user-defined)
CREATING CONTENT TYPE
Content Type Publishing• Content Type Hub• Centralized location for management of Content Types• Using Publish-Subscribe• Content Type Hub is tied to Managed Metadata Service App• Timer Jobs:
• Content Type Hub• Content Type Hub Subscriber
• Content Type is created in CT Hub Content Type gallery, and has to be Published in order to be consumed by subscriber Site Collections
Content Type Binding• Content type binding enables to provision a content
type on a list defined earlier (mostly in the onet.xml schema) after the list is already provisioned
<Elements xmlns="http://schemas.microsoft.com/sharepoint/"> <ContentTypeBinding ContentTypeId="0x010100B2FBBC0721FA4CF29E4FB7C4588A06D1" ListUrl="Shared%20Documents"/></Elements>
CONTENT TYPE HUB
Information management policy?• An information management policy is a set of rules for a
type of content. Information management policies enable organizations to control and track things like how long content is retained or what actions users can take with that content. Information management policies can help organizations comply with legal or governmental regulations, or they can simply enforce internal business processes.
In other words• Information Management Policy connects business need
and technical implementation of the solution to ensure that standards are met
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
Information Management Policies• Set of rules applied to content• Can be created on 3 scopes• Policy Templates in SC• Content Type• List/Library
• Define• Auditing• Retention• Labeling• Barcode
INFORMATION MANAGEMENT POLICIES
Site Retention?• How do we control site lifecycle?• Are we able to track old and unused sites?• Are we able to easily delete old, unused, expired sites?
Site Policies• Opportunity to predefine retention rules for sites• Assign retention policy at site creation• Site Policies can be configured that sites are:• Closed and then deleted automatically• Deleted automatically after certain period of time• Marked as read-only
• Site Policies can be published in Content Type Hub
Enabling Site Policy functionalityIn UI:• Enable features in Site Collection• Library and Folder Based Retention• Site Policy• Hidden feature “Record Resources” activated automatically
In onet.xml<SiteFeatures> <Feature ID="5bccb9a4-b903-4fd1-8620-b795fa33c9ba" Name="RecordResources" /> <Feature ID="063c26fa-3ccc-4180-8a84-b6f98e991df3" Name="LocationBasedPolicy" /> <Feature ID="2fcd5f8a-26b7-4a6a-9755-918566dba90a" Name="ProjectBasedPolicy" /></SiteFeatures>
SITE POLICY
Resources• Content Types• http://
social.technet.microsoft.com/wiki/contents/articles/20267.sharepoint-2010-create-site-columns-and-content-types-using-c-net.aspx• http://
blogs.msdn.com/b/vesku/archive/2014/02/28/ftc-to-cam-create-content-types-with-specific-ids-using-csom.aspx• http://
blogs.msdn.com/b/chaks/archive/2011/09/04/content-type-hub-publishing-and-subscribing-to-content-types-programmatically-c-code.aspx• http://
blogs.msdn.com/b/chaks/archive/2011/05/19/deploying-a-document-template-file-in-content-type-in-a-office365-sandboxed-solution.aspx• http://blog.mastykarz.nl/programmatically-creating-site-colum
ns-content-types-app-model/ • http://
blog.dragan-panjkov.com/archive/2014/04/08/quick-tip-content-type-hub-in-office365.aspx
Resources• Retention Policies• http://msdn.microsoft.com/en-us/library/office/ms499244(v=of
fice.14).aspx• http://msdn.microsoft.com/en-us/library/dn792007.aspx• http://
www.savtechsol.com/Education/BeckysBlog/Lists/Posts/Post.aspx?ID=150• http://
code.msdn.microsoft.com/office/Declaratively-Create-7d7338f0• http://
knrs.blogspot.com/2008/12/sharepoint-add-site-collection-policy.html• http://
blogs.msdn.com/b/jjameson/archive/2011/05/05/using-the-sharepoint-api-to-configure-an-expiration-policy-on-a-document-library.aspx
Resources• Site Policy
• http://msdn.microsoft.com/en-us/library/microsoft.office.recordsmanagement.informationpolicy.projectpolicy_members.aspx
• http://technet.microsoft.com/en-us/library/jj219569.aspx• http://blog.dragan-panjkov.com/archive/2013/06/30/creating-si
te-policy-in-sharepoint-2013-using-server-code.aspx• http://blog.dragan-panjkov.com/archive/2013/10/27/configurin
g-site-policy-in-sharepoint-2013-using-server-code.aspx• http://blogs.technet.com/b/tothesharepoint/archive/2013/03/2
8/site-policy-in-sharepoint.aspx• http://stevemannspath.blogspot.com/2012/08/sharepoint-201
3-site-retention-getting.html• http://www.booden.net/ProjectPolicy.aspx • http://
blog.dragan-panjkov.com/archive/2013/11/29/sharepoint-and-project-conference-slides-and-demos.aspx
thank you.
WWW.DRAGAN-PANJKOV.COM
@PANJKOV