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Webucator's Free Advanced SharePoint 2013 Tutorial

Lesson: Content Organizer

Welcome to our free Advanced SharePoint 2013 tutorial. This tutorial is based on Webucator's SharePoint 2013 Power User Training course.

Content organizer is a SharePoint feature, which only comes with the pay versions of SharePoint, that provides document routing from a drop-off library. The feature is enabled at the site level and the drop-off library is created as part of the feature activation. Once the drop-off library is created, you can define rules that route documents placed in the drop-off library to their final destination.

Lesson Goals

  • Learn how to activate the Content Organizer site feature.
  • Learn how to modify the Content Organizer Settings.
  • Learn how to create the Content Organizer rules.

Activating the Content Organizer Feature

The following walk-through will show you how to activate the Content Organizer Feature for a site.

The Content Organizer feature only comes with the pay versions of SharePoint so this walk-through will not work on a SharePoint Foundation installation.

  1. Open our browser and navigate to your team site.
  2. Activate the Content Organizer feature for your site.
    1. Click the Settings menu button and choose the Site settings option.
    2. Click the Manage Site Features link in the Site Actions group of the Settings page. Activating Content Organizer
    3. Click the Activate button for the Content Organizer feature. Activating Content Organizer
    4. Verify the Content Organizer feature is active and that there is a new library named Drop Off Library in the site's Quick Launch menu. Activating Content Organizer

Configuring Content Organizer Settings

In addition to creating the Drop Off Library, activating the Content Organizer feature adds two new links under the Site Administration group on the Settings page. These links can be used to configure the basic settings of the Content Organizer feature as well as the rules that are applied to the Drop Off Library. Content Organizer Settings

The following screen captures show the setting choices found through the Content Organizer Settings link. Content Organizer Settings

Content Organizer Settings

Content Organizer Settings

Content Organizer Settings

Content Organizer Settings

Content Organizer Settings

Configuring Content Organizer Rules

Content Organizer rules are based on properties defined in content types. Creating custom content types with custom fields will provide the most flexibility when creating Content Organizer rules.

The following walk-through will show you how to create a Content Organizer rule based on the Title property of the Document content type. If the file name of a document placed in the Drop Off Library has the text "Project-X" in it, the Content Organizer will automatically move it to a library named "Project -X Docs". In the exercise later in this lesson, you will go further and create a custom content type with a custom field to use for defining a Content Organizer rule.

  1. Create a new document library named "Project-X Docs" in your site.
    1. Click the Settings menu and choose the Add an app option.
    2. Click the Document Library template link.
    3. Type "Project-X Docs" in the Name field.
    4. Click the Create button to finish creating the new document library.
  2. Create a Content Organizer rule that routes Document content types that contain the text "Project-X" in their file name to the Project-X Docs library.
    1. Click the Settings menu and choose the Site settings option.
    2. Click the Content Organizer Rules link under the Site Administration group of the Settings page. Content Organizer Rules
    3. Click the new item link. Content Organizer Rules
    4. Type "Project-X Rule" in the Name field.
    5. Choose Document Content Types for the Group field and Document for the Type field in the Content type area. Content Organizer Rules
    6. Choose Name for the Property field and contains all of for the Operator field and type "Project-X" in the Value field in the Conditions area. Content Organizer Rules
    7. Click the Browse... button next to the Destination field in the Target Location area. Content Organizer Rules
    8. Select Project-X Docs from the list in the Select Target Location dialog and click the OK button to save the setting. Content Organizer Rules
    9. Click the OK button to save the rule.
  3. Test the Content Organizer rule by creating a new Word document in the Drop Off Library with the title of "Project-X Ideas".
    1. Click the Drop Off Library link in the Quick Launch menu.
    2. Click the New Document button link on the FILES tab toolbar.
    3. Type "Testing the Document Organizer feature" in the body of the Word document.
    4. Click the Save icon in the upper-left corner of the Word window.
    5. Click the DropOffLibrary library link under Other Web Locations option on the Word Save As page.
    6. Type "Project-X Information" in the File name field and click Save.
    7. Wait for the a banner message labeled Content Organizer to appear at the to of the Word document and click the Check In... button in the banner when it does. Content Organizer banner
    8. Click the OK button on the comments dialog.
    9. Close Microsoft Word.
    10. Verify the document has been routed to the Project-X Docs library.

Activating and Configuring the Content Organizer Feature

Duration: 15 to 25 minutes.

The Content Organizer feature only comes with the pay versions of SharePoint so this exercise will not work on a SharePoint Foundation installation.

  1. Navigate to your team site.
  2. Activate the Content Organizer feature for the site.
    1. Click Settings and then choose Site Settings from the options menu. Exercise - Content Organizer
    2. Click the Manage Site Features link in the Site Actions group of the Settings page. Exercise - Content Organizer
    3. Click the Activate button for the Content Organizer feature. Exercise - Content Organizer
    4. Verify the Content Organizer feature is active and that there is a new library named Drop Off Library in the site's Quick Launch menu. Exercise - Content Organizer
  3. Create two new Document Libraries to be used as targets for Content Organizer rules.
    1. Click the Settings menu and select the Add an app link from the drop-down of choices. Exercise - Content Organizer
    2. Click the Document Library template link. Document Library link.
    3. In the Adding Document Library dialog form that opens, type "Sales Docs" in the Name field.
    4. Click the Create button to complete creating the library.
    5. Repeat the previous steps to create a second Document Library named "Marketing Docs".
  4. Create a new Content Type named "Department Memos" that inherits the Document Content Type and adds a new site column named "Contoso Department".
    1. Click the Settings menu and then choose the Site settings option.
    2. Click the Site content types link from the Web Designer Galleries group on the Site Settings page. Exercise - Content Organizer
    3. Click the Create link at the top of the Site Content Types page. Exercise - Content Organizer
    4. Type "Department Memos" in the Name field, choose Document Content Types in the Select parent content type from field and choose Document in the Parent Content Type field. Exercise - Content Organizer
    5. Click the OK button at the bottom of the form to save the new content type.
    6. Click the Add from new site column link in the settings page of the new content type. Exercise - Content Organizer
    7. Type "Contoso Department" in the Column name field and choose the Choice (menu to choose from) radio button for the data type. Exercise - Content Organizer
    8. Type "Sales" and "Marketing" on separate lines in the choices field under the Additional Column Settings group. Exercise - Content Organizer
    9. Leave the rest of the site column settings at their default values and click the OK button to save the new site column.
  5. Add the new Department Memos content type to both the Sales Docs and Marketing Docs libraries.
    1. Click the Sales Docs link in the site's Quick Launch menu. Exercise - Content Organizer
    2. Click the Library Settings button on the LIBRARY tab toolbar. Exercise - Content Organizer
    3. Click the Advanced settings link under the General Settings group of the Site Settings page. Exercise - Content Organizer
    4. Click the Yes radio button option under the label Allow management of content types. Exercise - Content Organizer
    5. Click the OK button to save the settings.
    6. Click the Add from existing site content types link in the Content Types area of the Library Settings page. Exercise - Content Organizer
    7. Select Custom Content Types in the Select site content types from drop-down menu and click the Add button to add the Department Memos content type to the Content types to add list box. Exercise - Content Organizer
    8. Click the OK button to save the setting.
    9. Repeat the previous steps to add the Department Memos content type to the Marketing Docs library.
  6. Create new Content Organizer Rules to move documents placed in the Drop Off Library into either the Sales Docs or Marketing Docs library based on the Department Memos content type's Contoso Department column value.
    1. Click the Settings menu and then choose the Site settings option.
    2. Click the Content Organizer Rules link under the Site Administration group of the Site Settings page. Exercise - Content Organizer
    3. Click the new item link. Exercise - Content Organizer
    4. Type "Sales Memo Rule" in the Name field. Exercise - Content Organizer
    5. Select Custom Content Types in the Group field and Department Memos in the Type field under the Submission's Content Type area. Exercise - Content Organizer
    6. Select Contoso Department in the Property field and Sales in the Value field under Conditions area. Exercise - Content Organizer
    7. Click the Browse... button next to the Destination field in the Target Location area. Exercise - Content Organizer
    8. Select Sales Docs from the list in the Select Target Location dialog and click the OK button to save the setting. Exercise - Content Organizer
    9. Click the OK button to save the new rule.
    10. Click the new item link. Exercise - Content Organizer
    11. Type "Marketing Memo Rule" in the Name field. Exercise - Content Organizer
    12. Select Custom Content Types in the Group field and Department Memos in the Type field under the Submission's Content Type area. Exercise - Content Organizer
    13. Select Contoso Department in the Property field and Marketing in the Value field under Conditions area. Exercise - Content Organizer
    14. Click the Browse... button next to the Destination field in the Target Location area. Exercise - Content Organizer
    15. Select Marketing Docs from the list in the Select Target Location dialog and click the OK button to save the setting. Exercise - Content Organizer
    16. Click the OK button to save the new rule.
  7. Test the Content Organizer rules by creating two Department Memo documents in the Drop Off Library and setting the Contoso Department field and verifying they are automatically moved to the appropriate document library.
    1. Click the Drop Off Library link in the site's Quick Launch menu. Exercise - Content Organizer
    2. Click the FILES tab to open the toolbar and click the New Document drop-down and choose the Department Memos option. Exercise - Content Organizer
    3. Type "Sales memo. Testing Content Organizer Feature." In the body of the document, type "January Sales Memo" in the Title field and select Sales in the Contoso Department drop-down field. Exercise - Content Organizer
    4. Click the Save icon in the upper-left corner of the Microsoft Word window. Exercise - Content Organizer
    5. Click the DropOffLibrar link under Other Web Locations on the Word Save As page. Exercise - Content Organizer
    6. Type "January Sales Memo" in the File name field of the Save As dialog and click the Save button.
    7. Wait for the a banner message labeled Content Organizer to appear at the to of the Word document and click the Check In... button in the banner when it does. Content Organizer banner
    8. Click the OK button on the comments dialog.
    9. Close Microsoft Word.
    10. Verify the document is not in the Drop Off Library but that it is in the Sales Docs library. Exercise - Content Organizer
    11. Repeat the previous steps but replace the references to "Sales" with "Marketing" to verify the Content Organizer rules are working.