Change a content type for a list or library

Any changes that you make to a content type (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.) for a list or library apply only the instance of that content type that has been added to the list or library. The parent site content type from which the content type was created is not updated with the changes.

You must have at least the Design permission level to change content types for a list or library.



Add a document template to a content type

You can associate a document template only with a document content type (any content type derived from the document parent-site content type). By associating a document template with a content type, you can help ensure that when authors create new documents of this content type, the documents are all based on an identical template.

For example, your organization might use a particular document template for legal contracts. If you associate this document template with the content type that your organization uses for legal contracts, any new legal contracts created by using this content type are all based on this legal contract document template.

  1. If the library is not already open, click its name on the Quick Launch.

If the name of your library does not appear, click View All Site Content, and then click the name of your library.

On the Settings menu Settings menu, click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type that you want to change.

 Note   If the document library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library.

  1. Under Settings, click Advanced Settings.
  2. If you want to provide the URL for an existing document template, in the Document Template section, click Enter the URL of an existing document template, and then type the URL for the location of the document template that you want to use.

You can use an absolute URL or a URL that is relative to a location on a server, site, or resource folder. The following table provides examples of the types of URLs that you can use. The examples assume the existence of a content type resource folder (the folder that contains the files for site content types) located at http://contoso/_cts/ContentTypeName/, and that the document template is named Docname.doc.

 Note   A resource folder, which is labeled _cts/ContentTypeName, where ContentTypeName is the name of the site content type, exists at the root level of each site.

URL Type Example
Absolute http://contoso/_cts/ContentTypeName/Docname.doc
Site relative ~site/LibraryName/Docname.doc
Server relative _cts/ContentTypeName/Docname.doc
Resource folder relative Docname.doc
  1. If you want to upload the document template that you want to use, in the Document Templates section, click Upload a new document template, and then click Browse. In the Choose File dialog box, browse to the location of the file that you want to use, select it, and then click Open.
  2. Click OK.

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Add a column to a content type

You can specify the properties or metadata that you want to collect for an item of a specific content type by adding columns to that content type. For example, your organization might want to track a specific set of metadata for all of its purchase orders, such as account number, project number, and project manager. If you add columns for account number, project number, and project manager to the purchase order content type, users are prompted to provide this metadata for items of this content type.

If you have a list or library that contains items of multiple different content types, you can collect unique metadata for items of each content type by adding columns directly to the relevant content type instead of to the list or library itself.

  1. If the list or library is not already open, click its name on the Quick Launch.

If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type that you want to change.

 Note   If the list or library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library.

  1. Under Columns, click Add from existing site or list columns.
  2. In the Select Columns section, under Select columns from, click the arrow to select the group from which you want to add a column.
  3. Under Available columns, click the column that you want to add, and then click Add to move the column to the Columns to add list.
  4. To add additional columns, repeat steps 5 and 6.

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Change the order of columns for a content type

  1. If the list or library is not already open, click its name on the Quick Launch.

If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type that you want to change.

 Note   If the document library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library.

  1. Under Columns, click Column order.
  2. In the Column Order section, click the arrow next to column that you want to reorder in the Position from Top column, and then select the order number that you want.

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Make a column required for a content type

If you make columns for a content type required, users are prompted to provide metadata (column values) when they create new items of this content type.

  1. If the list or library is not already open, click its name on the Quick Launch.

If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type that you want to change.

 Note   If the document library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the library.

  1. Under Columns, click the name of the column that you want to make required.
  2. In the Column Settings section, click Required.

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Add a workflow to a content type

Workflows (workflow: The automated movement of documents or items through a specific sequence of actions or tasks related to a business process. Workflows can be used to consistently manage common business processes, such as document approval or review.) make it possible to specify a business process for items and documents in a site. Organizations can use workflows to automate and manage certain common business processes, such as document approval or review. By adding a workflow to a content type, you can help ensure that all items of that content type are subject to consistent and similar business processes. If a workflow has been added to a content type, that workflow can be started on individual items of that content type.

 Note   You can add a workflow to a content type for a list or library only if a workflow has been deployed for your site or workspace. If workflows do not appear to be available, contact your Central Administrator.

  1. If the list or library is not already open, click its name on the Quick Launch.

If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type to which you want to add a workflow.

 Note   If the list or library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library.

  1. Under Settings, click Workflow settings.
  2. On the Change Workflow Settings page, click Add a workflow.
  3. On the Add a Workflow page, in the Workflow section, click the workflow template that you want to use.
  4. In the Name, section type a unique name for the workflow.
  5. In the Task List section, specify a task list to use with this workflow.

 Notes 

  • You can use the default Tasks list or you can create a new one. If you use the default Tasks list, workflow participants can find and view their workflow tasks easily by using the My Tasks view of the Tasks list.
  • Create a new Tasks list if the tasks for this workflow involve or reveal sensitive or confidential data that you want to keep separate from the general Tasks list.
  • Create a new Tasks list if your organization has numerous workflows or if workflows involve numerous tasks. In this instance, you might want to create Tasks lists for each workflow.
  1. In the History List section, select a history list to use with this workflow. The history list displays all of the events that occur during each instance of the workflow.

 Note   You can use the default History list or you can create a new one. If your organization has numerous workflows, you might want to create a separate History list for each workflow.

  1. In the Start Options section, specify how, when, or by whom a workflow can be started.

 Notes 

  • Specific options may not be available if they are not supported by the workflow template you selected.
  • The option Start this workflow to approve publishing a major version of an item is available only if support for major and minor versioning has been enabled for the library and if the workflow template you selected can be used for content approval.
  1. Click Next.
  2. On the Customize Workflow page, select any additional options that you want, and then click OK.

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Make a content type read-only

If you want to prevent other people from making changes to a content type that has been added to a list or library, you can make the list content type read-only. If you make a list content type read-only, this prevents the list content type from inheriting any changes that are made to its parent site content type.

  1. If the list or library for which you want to change a content type is not already open, click its name under Lists or Documents on the Quick Launch.
  2. On the Settings menu Menu image, do one of the following:
    • If you are working in a list, click List Settings.
    • If you are working in a document library, click Document Library Settings.
  3. Under Content Types, click the name of the content type that you want to make read-only.

 Note   If the list or library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library.

  1. Under Settings, click Advanced settings.
  2. In the Read Only section, under Should this content type be read only?, click Yes.

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Specify an information management policy for a content type

You can apply an existing site collection policy to a content type for a list or library. Alternatively, you can define an information management policy that applies only to a specific list content type.

Apply a site collection policy to a list, library, or list content type

If information management policies have already been created for your site as site collection policies, you can apply one of these site collection policies to a list or library. If a list or library supports the management of multiple content types, you cannot specify an information management policy that applies to the entire list or library. Instead, you need to define an information management policy for each individual list content type associated with that list or library (instances of a site content type that are associated with a specific list or library are known as list content types). You must have at least the Design permission level to change the information management policy settings for a list or library.

  1. Open the list or library for which you want to specify an information management policy.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Permissions and Management, click Information management policy settings.

 Note   If the list or library supports the management of multiple content types, select the content type for which you want to specify an information management policy, and then click OK.

  1. In the Specify the Policy section, click Use a site collection policy, and then select the policy that you want to apply from the list.

 Note   If the Use a site collection policy option is not available, then no site collection policies have been defined for the site collection.

  1. Click OK.

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Create a new information management policy for a content type

You can define an information management policy that applies only to a specific list or library. If you create an information management policy this way, you cannot reuse this policy on other lists, libraries, or sites. If a list or library supports the management of multiple content types, you cannot define an information management policy that applies to the entire list or library. Instead, you need to define an information management policy for each individual list content type associated with that list or library (instances of a site content type that are associated with a specific list or library are known as list content types). You must have at least the Manage Lists permission to change the information management policy settings for a list or library.

  1. Open the list or library for which you want to specify an information management policy.

On the Settings menu Settings menu, click List Settings, or click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Permissions and Management, click Information management policy settings.
  2. Select the content type for which you want to specify an information management policy, and then click OK.
  3. In the Specify the Policy section, click Define a policy.
  4. Click OK.
  1. On the Edit Policy page, in the Name and Administrative Description section, type a brief description for the policy you are creating.

 Note   You can specify names only for information management policies that are defined in the Site Collection Policies list.

  1. In the Policy Statement section, type a descriptive statement that explains the purpose of the policy to users. This statement displays to users when they open documents or items subject to the policy. It should explain what policy features apply to the content or what special handling is required for the content. A policy statement can be up to 512 characters long.
  2. In the next sections, select the individual policy features that you want to add to your information management policy.
  3. To require that documents subject to this policy have labels, click Enable Labels, and then specify the settings that you want for the labels.

ShowHow?

  1. To require users to add a label to a document, select the Prompt users to insert a label before saving or printing check box.

If you want labels to be optional, do not select this check box.

  1. To lock a label so that it cannot be changed after it has been inserted, select the Prevent changes to labels after they are added check box.

 Note   If you want the label to update when the properties for this document or item are updated, do not select this check box.

  1. In the Label format box, type the text for the label as you want it to be displayed. Labels can contain up to ten column references, each of which can be up to 255 characters long. To create the format for your label, do the following:
    • Type the names of the columns that you want to include in the label in the order in which you want them to appear. Enclose column names in curly brackets ({}), as shown in the example on the Edit Policy page.
    • Type words to identify the columns outside the brackets, as shown in the example on the Edit Policy page.
    • To add a line break, type \n where you want line breaks to appear.
  2. In the Appearance section, select the font size and style you want and specify whether you want the label positioned Left, Center, or Right within the document. Select a font and style that is available on users' computers. The size of the font affects how much text can be displayed on the label.
  3. In the Label Size section, type the height and width of the label. Label height can range from .25 to 20 inches, and label width can range from .25 to 20 inches. Label text is always vertically centered within the label image.
  4. Click Refresh to preview the label content.
  1. To enable auditing for the documents and items subject to this policy, click Enable Auditing, and then specify the events you want to audit.

The auditing policy feature enables organizations to create and analyze audit trails for documents and list items such as task lists, issues lists, discussion groups, or calendars. This policy feature provides an audit log that records events, such as when content is viewed, edited, or deleted. When auditing is enabled as part of an information management policy, administrators can view audit data in policy usage reports based in Microsoft Excel that summarize current usage. Administrators can use these reports to determine how information is being used within the organization. These reports can also help organizations verify and document regulatory compliance or investigate potential concerns.

The Audit log records the following information: event name, date and time of the event, system name of the user performing the action.

  1. To specify a retention period for documents and items subject to this policy, click Enable Expiration, and then specify the retention period and the actions that you want to occur when items expire.

ShowHow?

  1. Select a retention period option to specify when documents or items are set to expire. Do one of the following:
    • To set the expiration date based on a date property, click A time period based on the item's properties, and then select the document or item action (for example, Created or Modified), and the increment of time after this action (for example, the number of days, months, or years) when you want the item to expire.
    • To use a workflow or custom retention formula to determine expiration, click Set programmatically.
  2. Under When the item expires, specify what you want to happen when the document or item expires. Do one of the following:
    • To enable a specific action to happen to the document or item (such as deletion), click Perform this action, and then select an action from the list.
    • To start a workflow on the document or item, click Start this workflow, and then select the name of the workflow.

 Note   This option is available only if you are defining a policy for a list, library, or content type that already has a workflow associated with it.

  1. To require that documents or items subject to this policy have barcodes, click Enable Barcodes, and then click the Prompt users to insert a barcode before saving or printing check box if you want to prompt users to insert barcodes.
  2. When you have finished selecting options for the individual policy features that you want to add to this information management policy, click OK to apply the policy features.

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Change the Document Information Panel settings for a content type

The Document Information Panel, which is displayed in the following 2007 Microsoft Office system programs: Word, Excel, and PowerPoint, enables users to view and change the content type properties for a document saved to a document management server directly within the Office program they use to edit the document. For example, if the document content type for a specific library has a Status column, users can view the Status property in the Document Information Panel in Word when they edit the document. They can also use the Document Information Panel to change the value of the Status property from Draft to Final. When the document is saved to the server, this property is automatically updated in the Status column for the library.

The Document Information Panel is a Microsoft Office InfoPath form that is hosted and displayed within 2007 Office release programs. The Document Information Panel displays the active document's editable properties. When you configure a content type, you can generate a custom Document Information Panel for that content type based on the properties of the content type. After it is deployed, a customized Document Information Panel is referenced by the document, and users can use it within 2007 Office release programs to view or edit document properties.

  1. If the library is not already open, click its name on the Quick Launch.

If the name of your library does not appear, click View All Site Content, and then click the name of your library.

On the Settings menu Settings menu, click the settings for the type of library that you are opening.

For example, in a document library, click Document Library Settings.

  1. Under Content Types, click the name of the content type you want to change.

 Note   If the list or library has not been set up to allow multiple content types, the Content Types section does not appear on the Customize page for the list or library.

  1. Under Settings, click Document Information Panel Settings.
  2. In the Document Information Panel Template section, do one of the following:
    • To use a default template that displays the properties (columns) that have been defined for the content type, click Use the default template for Microsoft Office applications.
    • To use an exiting custom template, click Use existing custom template (URL, UNC, or URN), and then type the path to the location of the template.
    • To upload an existing custom template (XSN), click Upload an existing custom template (XSN) to use, and then click Browse to locate the template that you want to use.

 Note   If you plan to upload a template this way, you must remove the publish URL from the template in InfoPath before you publish and upload the template.

  • To create a custom panel in InfoPath, click Create a new custom template.

 Note   If you select this option, InfoPath starts and displays the default template, which you can customize to create a custom panel.

  1. In the Show Always section, specify whether you want this Document Information Panel to display automatically when documents of this content type are first opened or saved within a 2007 Office release program.
  2. Click OK.

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Applies to:
SharePoint Server 2007