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