Content approval can be used on both lists and libraries in a SharePoint site. With content approval enabled, you have additional options to control the visibility of items. Content approval is enabled through the list/library settings page.
Content can be approved manually through the context menu and toolbar of an item or it can be automated with workflows. SharePoint includes a workflow specifically for approving content.
In this lesson, you will learn how to create custom workflows with SharePoint Designer 2013. Microsoft did not create a 2016 version of SharePoint Designer, but SharePoint Designer 2013 is fully supported to work with SharePoint 2016.
The Managed Metadata service in SharePoint Server 2016 provides central term storage and management. The Term Store is what allows you to have common sets of terms that can be shared across all sites and site collections within a farm.
Term Store terms are organized within a Term Set, which is created within a Term Group forming a hierarchy nested within the Managed Metadata Service. The parent service defines Term Store Administrators that are responsible for creating the Term Groups. The Term Groups define the Group Managers and Contributors.
Once Term Sets have been defined within the Managed Metadata Service, they can be linked to lists and libraries through a Managed Metadata column type. Managed Metadata columns create fields on the SharePoint forms that are linked to the Term Sets and provide IntelliSense that provide users with choices of terms based on what they type.
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.
SharePoint's Document ID service, available with the pay versions of SharePoint, creates unique IDs for documents that are prefixed with text the Site Collection Administrator defines. What's more is that the ID assigned to the document creates a fixed URL that can be used to link to the document even if it is moved to another library or site. The Document ID service can only be used on documents and cannot be used on list items.
The Document ID service is enabled at the Site Collection level by activating a feature. Once the service is activated the Site Collection Administrator can define the prefix string to be used. SharePoint uses a Timer Job, Document ID assignment job, to set the IDs on existing documents once the Document ID Service has been activated. The Timer Job runs every 24 hours by default so existing documents will not have the IDs until the job has run. A Farm administrator can manually run the job to have the IDs created sooner. New documents will have IDs created when the document is saved to the library.
SharePoint's Documents Sets are like enhanced versions of folders. As with folders, you primarily use them to group similar documents together. They are enhanced with the ability to have their own metadata, workflows, and home page.
To use Document Sets, the feature must be active at the Site Collection level. Once activated, there will be a new Document Set content type in the Site Collection's content type gallery. To best take advantage of the enhancements offered by Document Sets, you should create custom content types that inherit from the Document Set content type.
SharePoint's publishing infrastructure provides an enhanced way to create and store information displayed through the site's web pages. The publishing infrastructure can be enabled by activating features at both the site collection and site level.