An important concept to organizing data in SharePoint is to use metadata.  Organizations are starting to see the benefit of moving away from a purely folder-based form of organization and are starting to embrace the use of metadata.  Metadata as a method of describing your content is great for filtering, sorting, and even creating custom views to help you find your data quicker and more efficiently.  In addition, having a strong metadata architecture for all of your content vastly assists organizations in adopting other key features such as records management, information protection, and now CoPilot.  When you create metadata for particular types or categories of content, you should organize it into a content type to help ensure only the relevant metadata is gathered for a file or document.  Content types exist at the library level, at the site level (for reuse in other libraries within the site), and at the tenant level in the content type gallery.  Creating the content type at the gallery (previously known as the Content Type Hub) is important for additional capabilities like linking to the tenant search schema to aid in additional capabilities, such as locating data for Microsoft Purview features.  This post will cover the process for the creation of content types in the content type gallery to further support Purview features such as records management, sensitivity labels, and other features found within Purview.

Create a Content Type in the Content Type Gallery

  1. Login to the SharePoint Admin console with the necessary credentials.
  2. Click on “Content Services” and click “Content type gallery.”

Auto-Apply Retention Label Policy - SharePoint Admin - Content Type Gallery

  1. Click “+Create content type”.
  2. Provide the content type with a meaningful name, description, category, and parent content type.

Auto-Apply Retention Label Policy - CTGallery - Create Content Type

  1. Once the content type is created, click on it to configure the settings.
  2. Click on “+ Add site column” to create the necessary site columns for the auto-apply label (you can create a new one or utilize an existing site column).
  3. Create the site column to meet the needs of the record management team. A suggestion is to use a choice column or a managed metadata column to ensure options are available for users and spelling is always correct.

Auto-Apply Retention Label Policy - CTGallery - Create Site Column

  1. Add any other site columns required.
  2. Once complete, review the content type and click publish if the configuration is done (note that the content type can be updated later if necessary).

Auto-Apply Retention Label Policy - CTGallery - Publish

  1. Publishing content types is relatively quick, but you should give the tenant some time to push it out to the updated sites.
  2. Once updated, the content type can be utilized in libraries, or the site column created can be added to existing content types within the site collection.

 

Thanks for reading!!