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Setting Up Content Types

Content types are used to define a document that is stored in the repository. Metadata must be assigned as an attribute to the content types.

Create and Publish Content Type

Content types must be defined for all repository types and are used to classify a document in the repository. When creating content types for SharePoint, it is necessary to publish them. For Azure Blob Storage or databases, publishing is not required, and the publish action will not be visible.

To create and publish a content type, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository Setup in the ribbon bar and perform the action Content Types.
  3. Perform the action New in the ribbon bar.
  4. Enter the name of the content type by typing a meaningful name in the Name field.
  5. Perform the action Insert All Metadata in the ribbon bar to add all metadata to the content type.
  6. Perform the action Publish in Repository in the ribbon bar.
  7. The content type and the assigned metadata will be transferred to the repository.
  8. The content type and the assigned metadata will be marked as Published when they have been successfully transferred.

Adding Content Types to a Document Library

For a content type to be displayed and used in the FactBox, it must first be added to the desired document library.

Follow these steps to add a content type to a document library:

  1. Start as Document Central Administrator in the role center.
  2. Click on Repository in the ribbon bar and perform the action Document Libraries.
  3. Select the document library where you want to publish your content type.
  4. Open your selected document library by clicking on it or by clicking the three dots and editing.
  5. Navigate to the Content Types section.
  6. Add your content type via the dropdown menu when you click on an empty row.
  7. The newly added content type in the document library will be displayed in black.
  8. The content type must now be published in the repository.
  9. To do this, click on Publish in Repository in the menu bar.

Resetting Publication Status

The publication status indicates whether content types have already been published in the repository. Publishing content types is only required for the SharePoint repository. In Document Central, the "Published" status can be reset, allowing the content types to be published again. If the content types already exist in the repository, they will be skipped.

To reset the publication status for a content type and the assigned metadata, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and perform the action Content Types.
  3. Select the content type whose status you want to reset.
  4. Perform the action Reset Status in the ribbon bar.
  5. The "Published" checkbox will be reset for the content type and the assigned metadata.

Info

The content type and the metadata in the repository will not be deleted when the status is reset.

Deleting a Content Type

If a content type is not in use, it is possible to delete the content type from the SharePoint repository.

To delete a content type, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and perform the action Content Types.
  3. Select the content type that you want to delete.
  4. Perform the action Delete Content Type in the ribbon bar.
  5. The content type will be deleted from the repository.

Warning

A content type cannot be deleted if it has already been used and documents or files have been stored with it in the repository.

Updating Content Type from the Repository

If the SharePoint repository is used and content types have already been created there, they can be loaded into Document Central. This may be necessary, for example, if you want to load an existing structure from SharePoint.

To synchronize the existing content types from the repository, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and perform the action Content Types.
  3. Perform the action Update Repository in the ribbon bar.
  4. The content type will be automatically loaded from the repository and added to the content type list.

Warning

Only content types that have been added to the SharePoint columns of the Document Central category will be loaded.