Automatic Metadata in SharePoint with Smart Folders

Have you ever wonder how to add metadata in SharePoint to folders in a document library so that metadata can be applied automatically to all the documents created in the folder? This blog entry shows you step by step how to create a folder content type, add metadata to it, create a folder using the new content type, and create a document in the folder that has metadata applied from the folder content type.

Create a new site content type

  1. Click Site Actions, click Site Settings1-1 SharePoint new site content type
  2. Under Galleries, click  Site content types1-2 SharePoint new site content type
  3. On the Site Content Types page, click Create1-3 SharePoint new site content type
  4. On the New Site Content Type page, enter a name and description for the new site content type1-4 SharePoint new site content type
  5. Select Parent Content Type by choosing Folder Content Types then Folder from the drop-down lists1-5 SharePoint new site content type
  6. Choose a group for the new site content type then click OK1-6 SharePoint new site content

Add your new site content type to a library

  1. Click on the library where you want to add the new content type1-7 SharePoint new site content type
  2. Select the library that you want to add the content type
    1. Click Library under Library Tools menu
    2. Click Settings
    3. Click Library Settings1-6 SharePoint new site content
  3. Under General Settings list, click Advanced settings1-7 SharePoint new site content type
  4. Choose yes option when asked “Allow management of content type?” Then click OK at the bottom of the page1-8 SharePoint new site content type
  5. You are directed to the Document Library Settings page, under Content Types, click Add from existing site content types1-9 SharePoint new site content type
  6. Select the new site content type we just created and click Add, go to the bottom of the page and click OK1-10 SharePoint new site content type

Add metadata to be used in the content type by adding columns

  1. On the Document Library Settings page, under Columns, click Add from existing columns.1-11 SharePoint new site content type
  2. Select the columns, add them, then click OK1-12 SharePoint new site content type
  3. You can see a list of columns used in the content types on the Document Library Settings page. You can add a new column, edit or delete the existing columns here:1-13 SharePoint new site content type
  4. Select the library to go to the library browsing page, click Documents under Library Tools, then click New Document, click Customized Folder1-14 SharePoint new site content type
  5. Enter folder name, description and other information then click Save1-15 SharePoint new site content type
  6. On the All Documents page, click the folder we just created1-16 SharePoint new site content type
  7. Go to Documents under Library Tools, click Add document or New Document in the Ribbon1-17 SharePoint new site content type
  8. You can edit the document properties(the columns added in the previous steps) in the Word program and save the document directly to your SharePoint site:1-18 SharePoint new site content type1-19 SharePoint new site content type

Congratulations!

Now you’ve created a folder content type, added it to a library, added metadata (columns) to the content type, created a folder in the library using the new content type and created a document inside the folder.

1-20 SharePoint new site content type

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February 12, 2013