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SharePoint Lesson #65: Content Organizer

How to setup the Content Organizer in SP2013 and automatically route your documents
by

Peter Heffner

on 20 April 2016

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Transcript of SharePoint Lesson #65: Content Organizer

Organizing Documents
Activate Content Organizer
Content Organizer
A Drop Off Library is created.
Create Site Content Type
Add Columns
Add 2 more columns to the new Content Type:
Add Document Libraries
Create the three Document Libraries
Assign the new Content Type
Hide the Default Content Type "Document"
Repeat this for the three other Document Libraries which are our target libraries.
You need to "Allow Management of Content Types" in the [Advanced Settings].
Set the Content Organizer Rules
Here we need to create three rules which move the dropped documents to the correct library.
Create the "Hardware Documents" Rule
Create more rules
Test the Content Organizer
Assuming we have the following scenario.
There is:
- Hardware Documentation
- Software Documentation
- Other Documentation
- all in various languages available
- multiple colleagues deliver the documents
With the build-in "Content Organizer" SharePoint can help organizing the documents:
All submitters drop the documents in 1 single place and SharePoint moves it to the correct library according to the applied rules
Hardware
Software
Folders for languages:
DE
EN
ES
FR
Other Documentation
Drop Off Library
Folders for languages:
DE
EN
ES
FR
Folders for languages:
DE
EN
ES
FR
Hardware Documents
Software Documents
Other Documents
Which Content Type uses the required fields we apply the rules for?
"Document Organizer" we created earlier in this tutorial.
Here the rules apply when the Content Type is for "Hardware"
Which target library should be used?
In the same way as described before, we create two more rules:
for the Software Documents and
for the Other Documents
This tutorial describes only a small part of what is possible.
There are more setting here:
Drop some documents in the "Drop Off Library"
The documents are checked out, as some metadata is missing:
which type of document?
which language?
---> Edit the properties...
Edit the Document Properties
Done!
1) The file disappeared
in the Drop Off Library
2) A folder for the chosen language has been
created
3) The file is inside the language folder
4) The file is checked in.
http://sp.peterheffner.cloudappsportal.com/
Please find here an overview of all available Presentations:
Content
Organizer
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries
Assign the new Content Type
Set the Rules
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries
Assign the new Content Type
Set the Rules
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries
Assign the new Content Type
Set the Rules
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries and assign the new Content Type
Set the Rules
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries
Assign the new Content Type
Set the Rules
Topics
Activate Content Organizer
Create Site Content Type
Add additional Columns
Add Document Libraries
Assign the new Content Type
Set the Rules
Test the Content Organizer
SharePoint
2013
Full transcript