Today I will be showing you step by step process of how to use Content Organizer in a SharePoint Document Centre.
When Companies have lots of documents & data, and they want to deploy a single platform for Document Management where they can manage the unmanaged and unstructured data and of course SEARCH is super FAST then we deploy Document Centre in SharePoint. Selection of a site collection template really depends on the Solution Architect and Customer’s Data Structures. When we handle with Data, the biggest challenge I have seen is with the category and structure of Customer Data.
Lets get started with DC,
Document Centre is a site collection template in SharePoint (2010, 2013, Office 365) in which you can store and manage your documents efficiently and with less stress. Just think of a scenario where customer come to a restaurant and give their car keys to the valet driver. Same as the case with Content Organizer Feature, by using this feature the user (customer) can park the documents in a drop off library (Drop off car park) and Content Organizer (valet driver) can park the documents at its correct place.
The features and benefits of Document Centre are: https://support.office.com/en-za/article/Use-a-Document-Center-site-06096070-d83f-45b8-b02d-ec7a4cf85cac (Reference: Microsoft Website).
First step is to create a site collection of the template “Document Centre”. I am using SharePoint Online for this demo, you can also do this in SharePoint 2013 version as well. Go to the Central Administration or SharePoint Admin Centre and make a new site collection.
Throughout the demo I will be using SharePoint Online Admin Centre. You can create a new Private Site Collection as below:
1 – Click “New” à “Private Site Collection “
2 – Fill in the details as below in the new site collection and click “Ok “
3 – Now after sometime (15 to 20 minutes), your new site collection “Document Centre” is created as https://greenred.sharepoint.com/sites/dcoumentcentre (this is my test domain site) Click Close and open this in a new browser
4 – This is your Document Centre (template of site collection)
5 – Now let’s get started. Click the gear icon on the top right and come in the “Site Contents”. Make a new Library using “Add an app” option
6 – Click “Document Library”
7 – Fill in the details and Click “Create”
8 – Now your library by the name “Finance” is created. Now again go to “Site Settings”.
9 – Under Site Actions, click Manage Site Features
10 – Locate the Content Organizer feature to activate it
11 – After activation, it will show a blue Active bar in front of the feature
12 – Now, go back to Site Settings then Site Administration then click Content Organizer Setting. Here we are doing some settings, so that when a user drops any document in the “Drop off Library”, it can go to the respective library.
13 – Now, check the boxes as it’s mentioned below and highlighted in red box and then click “Ok”
14 – Some little more work, we need to setup a rule that whenever user uploads a Document it should move in Finance Library. For this we need to setup a Content Organizer Rule. Go to Site Settings then Site Administration then Content Organizer Rules
15 – Below you can see the Content Organizer Rules screen, click new item and fill in the details as below. We are keeping it simple for the time being, therefore give a meaningful name to the rule like I have given “ RouteToFinanceLibrary”, in the Submission’s Content Type section put Group as Document Content Type and Type as Document. Define the target location, in this case I have selected my Finance Library.
16 – Click “Ok”
17 – Now your new rule is created. Let’s test the rule.
18 – Go to your Drop Off Library and upload any word document. Like I have uploaded Sumayya Aslam.docx which is a word document. Click “Ok”
19 – Submit Document will ask you the Title of the document and will notify you that this document will be automatically moved to the correct library and folder after required properties are filled out i.e. the Finance Library
20 – When you click Submit button, it will save the document to final location and will generate a message.
The document was submitted successfully and saved to its final location.
Use this URL to find or request access to the document: https://greenred.sharepoint.com/sites/dcoumentcentre/_layouts/15/DocIdRedir.aspx?ID=25TM4UJHUQ5P-2-3&hintUrl=Finance/Sumayya Aslam.docx
21 – You can see your document in Finance Library and your Drop off Library will be empty. This is good as you want your documents to be neat and clean and parked in the proper place.
Using this template, it is convenient and easy to manage your documents. The biggest advantage is for users as they would just upload the documents in the Drop off library and based on the predefined rules and settings, documents will automatically route to its correct folder. If you want to retrieve the documents or data, simply use the Search Function of SharePoint.
If you come across any issues or challenges while deploying a Document Centre, feel free to drop me a message.
Useful Tip: You can also activate this feature in your Team Site and just work like as you are working in a Document centre. No need to make several site collections and drop off libraries.
Note: It is not possible to define a target location other than the current Site Collection, in which you are applying Content Organizer Rule as below: