Kevin Hughes

LEADER | TEAM BUILDER | MENTOR

 

I help people and companies be better – more effective, efficient and profitable.

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Custom Search Solution – Part 3

This is the Part 3 in a multi-post series where we explore a custom Enterprise Search solution I designed for one of my clients.

In Part 1, I described the series, the client environment, an overview of the project requirements and presented an overview of the implementation steps.

In Part 2, we looked at implementing Managed Metadata Configuration to standardize metadata used in various document libraries.

In Part 3, we cover Step 2 - Create and Configure a Content Type Hub

This step shall include the design and provisioning of a Content Type Hub to allow the centralized management of the content types used in multiple site collections.

SharePoint supports accessing content types from one site collection to another site collection through content type hub. In these steps we will set up a Content Type Hub (which is a part of the Metadata Service Application), which is a hub for all Content Types that other Site Collections can subscribe to. That is you only need to manage your content types in one location.

1.Create a new site collection for the Content Type Hub
2.Navigate to Application Management > Site Collections > Create Site Collections
3.Choose the web application http://intranet.NALCO.com

Title: Content Type Hub

URL: http://intranet.NALCO.com/sites/ContentHub

Template Selection:

Select experience version: 2013

Select a template: Collaboration > "Team Site"

Primary Site Collection Administrator:

Secondary Site Collection Administrator: NALCO\sjones

4.Navigate to the Content Type Hub site collection features

Site Settings > Site Collection Administration > Site Collection Features

5.Activate the feature "Content Type Syndication Hub"

6.Create Site Columns for use in the new content types

Site Columns

  • Brand

  • Country

  • DocTypeCode

  • Document Type

  • Language (Should be a default Base Column)

  • Language Code

  • Market Segment

  • NIC Code

  • Product Line

  • Region

  • Category

  • Product Number

  • Product Name

  • Version Date

  • Version Number

  • Entry Date

  • Document Description

  • Document ID

  • File Format

  • Bulletin Title

  • Published Date

7.Navigate to the Content Type Hub Site Settings
8.Create a new site column: Site Settings > Web Designer Galleries > Site Columns and click on Create

Brand

  • Name: Brand

  • Type: Managed Metadata

  • Group: New Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Brand term set

  • Allow Fill-in: No

  • Default Value: leave blank

9.Create Site Columns for the rest of the site columns using the same steps as above.
Country
  • Name: Country

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Country term set

  • Allow Fill-in: No

  • Default Value: leave blank

DocTypeCode

  • Name: Country

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > DocTypeCode term set

  • Allow Fill-in: No

  • Default Value: leave blank

Document Type

  • Name: Document Type

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Document Type term set

  • Allow Fill-in: No

  • Default Value: leave blank

Language Code

  • Name: Language Code

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Language Code term set

  • Allow Fill-in: No

  • Default Value: leave blank

Market Segment

  • Name: Market Segment

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Market Segment term set

  • Allow Fill-in: No

  • Default Value: leave blank

NIC Code
  • Name: NIC Code

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > NIC Code term set

  • Allow Fill-in: No

  • Default Value: leave blank

Product Line
  • Name: Product Line

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Product Line term set

  • Allow Fill-in: No

  • Default Value: leave blank

Region
  • Name: Region

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Region term set

  • Allow Fill-in: No

  • Default Value: leave blank

Category
  • Name: Bulletin Category (Must use a different name here because there is already a default Core Column called "Category" which is a single line of text.

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Multiple Value Field: Do not check

  • Display Format: Display term label in the field

  • Term Set Settings: In the window, choose the Nalco > Category term set

  • Allow Fill-in: No

  • Default Value: leave blank

Product Number

  • Name: Product Number

  • Type: Single Line of Text

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Default Value: leave blank

Product Name

  • Name: Product Name

  • Type: Single Line of Text

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Default Value: leave blank

Version Date
  • Name: Version Date

  • Type: Date and Time

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Date and Time Format: Date Only

  • Display Format: Friendly

  • Default Value: (none)

Version Number

Assuming you are not going to be tracking the actual version number and instead wish to manually enter the version number with each document.

  • Name: Version Number

  • Type: Number

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Minimum Allowed Value: 1

  • Maximum Allowed Value: leave blank

  • Number of decimal places: 0

  • Default Value: leave blank

Entry Date

  • Name: Entry Date

  • Type: Date and Time

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Date and Time Format: Date Only

  • Display Format: Friendly

  • Default Value: (none)

Published Date

  • Name: Published Date

  • Type: Date and Time

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Date and Time Format: Date Only

  • Display Format: Friendly

  • Default Value: (none)

Document Description
  • Name: Document Description

  • Type: Multiple Lines of Text

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Allow unlimited length in document libraries: No

  • Number of Lines for Editing: 6

  • Type of Text: Enhanced rich text

  • Append Changes to existing text: No

Document ID

Assuming you do not wish to use the Document ID Service to assign IDs to documents in the site collections (which can be used to retrieve items independent of their current location in the site collection).

  • Name: Document ID

  • Type: Managed Metadata

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Minimum & Maximum allowed values: Leave blank

  • Number of decimal places: 0

  • Default Value: leave blank

Bulletin Title
  • Name: Product Name

  • Type: Single Line of Text

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Default Value: leave blank

File Format
  • Name: File Format

  • Type: Choice

  • Group: Existing Group - Nalco

  • Description: Enter if desired

  • Required: No

  • Unique: No

  • Choices:

  • DOC

  • DOCX

  • XLS

  • XLSX

  • PDF

  • Any others you need to track

  • Display Choices using: Drop-down buttons

  • Allow "fil-in" choices: No

  • Default Value: Blank

10.Create Content Types

Navigate to Site Settings > Web Designer Galleries > Site content types
Click Create

Content Types

  • Product Document

  • Product Bulletins

  • Safety Data Sheet

Product Document
  • Name: Product Document

  • Description: Enter if desired

  • Parent Content Type:

  • Select parent content type from: Document Content Types

  • Parent Content Type: Document

  • Group: New Group - Nalco

Configuration

Add columns to the content type.

Add from Existing Site Columns.

Choose the Nalco Group.

From available columns choose:

  • Brand

  • Document Type

  • Country

  • NIC Code

Choose the Base Columns Group

From available columns choose:

  • Language

Alter the column order:

Product Bulletins

  • Name: Product Bulletin

  • Description: Enter if desired

  • Parent Content Type:

  • Select parent content type from: Document Content Types

  • Parent Content Type: Document

  • Group: Existing Group - Nalco

Configuration

Add columns to the content type.

Add from Existing Site Columns.

Choose the Nalco Group.

From available columns choose:

  • Bulletin Title

  • Bulletin Category

  • Document Description

  • Market Segment

  • Product Line

  • Published Date

  • Version Number

  • Language

Choose the Base Columns Group

From available columns choose:

  • Language

Alter the column order:

Safety Data Sheet

  • Name: Safety Data Sheet

  • Description: Enter if desired

  • Parent Content Type:

  • Select parent content type from: Document Content Types

  • Parent Content Type: Document

  • Group: Existing Group - Nalco

Configuration

Add columns to the content type.

Add from Existing Site Columns.

Choose the Nalco Group.

From available columns choose:

  • Document ID

  • File Format

  • Language Code

  • DocTypeCode

  • Product Name

  • Region

  • Entry Date

  • Version Date

  • Version Number

  • Country

  • Product Number

Choose the Base Columns Group

From available columns choose:

  • Language

Alter the column order:

11.Configure Managed Metadata Service for Content Type Hub publishing
12.Log into Central Administration for your SP Farm.
13.Navigate to Application Management > Manage Service Applications
14.Click to HIGHLIGHT the Managed Metadata Service.
15.Click the Properties button in the ribbon.
16.Enter the full path URL to the site collection used for the Content Type Hub.

17.Click to HIGHLIGHT the Managed Metadata Service Connection

18.Click the Properties button in the ribbon.
19.Check the box for "consumes content type from the content type gallery”
20.Click OK.

21.Publish the Content Type

22.Navigate back in the Content Type Hub site.
23.Choose each of the content types just created:

  • Product Bulletin

  • Product Document

  • Safety Data Sheet

24.Click on Manage publishing for this content type.
25.Click the button for "OK"

26.Navigate back to Central Administration
In order to receive the published content types immediately in the subscribers, you can go and run two timer jobs immediately: Go to Central Admin and run the timer jobs:
  • Content Type Hub

  • Content Type Subscriber (of the web application which is going to receive the content type’s updates)

Your SP Admin should do this.

Also note that the content types and managed properties will not actually be retrievable until a full crawl is performed by the SP Admin.

We continue in the next article with Step 3 – Create an Enterprise Search Center

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