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Setting up Content Types

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

Create and publish content type

Content types need to 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 Database, 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 DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Content Types.
  3. Execute the action New in the ribbon bar.
  4. Specify the name of the content type by entering a meaningful name in the Name field.
  5. Execute the action Insert All Metadata in the ribbon bar to add all metadata to content type.
  6. Execute the action Publish to Repository in the ribbon bar.
  7. The content type and the assigned metadata is transferred to the repository.
  8. The content type and the assigned metadata is marked as Published when it has been transferred successfully.

Reset publish state

The publishing status indicates whether content types has already been published to the repository. Publishing content types is only necessary 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 exists in the repository, it will be skipped.

To reset the publish state for a content type and the assigned metadata, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Content Types.
  3. Mark the content type that should be resetet.
  4. Execute the action Reset Status in the ribbon bar.
  5. The Published checkbox will be resetet for the content type and the assigned metadata.

Info

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

Delete content type

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

To delete a content type, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Content Types.
  3. Mark the content type that should be resetet.
  4. Execute the action Delete Content Type in the ribbon bar.
  5. The content type is 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.

Update content type from repository

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

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

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Content Types.
  3. Execute the action Update Repository in the ribbon bar.
  4. The content type is automatically loaded from the repository and added to the content type list.

Warning

Only content types added to a category DMS in the SharePoint columns will be loaded.