*VIDEO* Adding a Content Type’s Metadata into its Document Template

In this video, we demonstrate how we can add a Content Type’s metadata columns into its document template.

The benefit of this is to improve end user efficiency, by ensuring that the information entered into the document doesn’t also then have to be populated into the document’s metadata columns, as well as guaranteeing that the information is consistent across the document’s content and metadata.

The video starts by taking viewers through an overview of Content Types, followed by a summary of what has already been set up prior to the demo, as follows:

  • Created ‘Meeting Documents’ library
  • Created ‘Document Templates’ library
  • Created content types: Meeting Minutes & Meeting Agenda
  • Uploaded templates into ‘Document Templates’ library
  • Added Meeting Minutes & Meeting Agenda content types to ‘Meeting Documents’ library

We then take you through the process of adding the metadata columns into the document template as Quick Parts within Word, as follows:

  • Link content type to document template & test – Notice user must add Quick Parts each time
  • Add content types to ‘Document Templates’ library
  • Attempt to base templates on appropriate content types – Notice mandatory metadata must be populated for the template – not ideal!
  • Set all columns to “optional” in ‘Document Templates’ library
  • Now base document templates on appropriate content types
  • Use Word (Desktop) to insert Quick Parts into template
  • Set ‘Meeting Documents’ library to open browser compatible files in desktop app

The result is a great time-save for your users, which is relatively easy to implement within your organisation!

Watch the full video below, and be sure to share and comment:

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