Content Organizer with Lookup Columns for Auto Folder Creation - Part 1: Setting Up the Lists and the Content Type

This is the list of all the parts to this walkthrough if you need to skip ahead or back:

  1.     Part 1: Setting Up the Lists and the Content Type (This Post)
  2.     Part 2. Prepare the Document Libraries and the Content Organizer
  3.     Part 3: Create the Custom Content Router and Deploy
  4.     Part 4: Wrap up and SP 2013 Discussion

 

Setting Up the Lists and the Content Types

We are going to need 4 lists to contain the data that will be used by the Site Columns:

Functions

  1. This is the list that contains the Functions. Create a custom list and name it Functions.

Add a column with the following properties:

Field Value
Name Descriptor
Type Single line text
Size 2
Required Yes

Fill some values for this list. e.g.

Commerce CO
Management MA
Technical TE

 

Departments

This list will contain the departments, as well as a link back to the Function list so that we can specify which Departments belong to which Functions.

Create the custom list as normal, and add the following fields:

Field Value
Name Descriptor
Type Single line text
Size 2
Required Yes

 

Field Value
Name Function
Type Lookup
Lookup List Functions
Display Field Title
Additional Descriptor

 

Fill in some values for the list. e.g.

 

Title Descriptor Function Function Descriptor
Department 1 D1 Management MO
Department 2 D2 Management MO
Department 3 D3 Commerce CO
Department 4 D4 Technical TE

 

Areas

Similarly, create a Custom List for Area. Be sure to place a Lookup field back to the associated Department.

Field Value
Name Descriptor
Type Single line text
Size 2
Required Yes

 

Field Value
Name Department
Type Lookup
Lookup List Departments
Display Field Title
Additional Descriptor

 

Fill in some values for the list. e.g.

 

Title Descriptor Function Function Descriptor
Area 1 A1 Department 1 D1
Area 2 A2 Department 1 D1
Area 3 A3 Department 2 D2
Area 4 A4 Department 3 D3

 

Document Types

Similarly, create a Custom List called DocTypes, and add the fields and test data as shown below:

Field Value
Name Descriptor
Type Single line text
Size 2
Required Yes

 

Field Value
Name Area
Type Lookup
Lookup List Areas
Display Field Title
Additional Descriptor

 

Fill in some values for the list. e.g.

Title Descriptor Function Function Descriptor
DocType1 T1 Area 1 A1
DocType2 T2 Area 1 A1
DocType2 T2 Area 2 A2
DocType3 T3 Area 3 A3

 

Create the Site Columns

  1. On the site where you will be creating the Content Organizer, select Site Actions | Site Settings,  and select Site Columns from the ? section
  2. Select Create from the top
  3. Enter in the details as shown below:
  4. Repeat the process using the following information:

 

Create the Content Type

You are now ready to create the content type:

Richard

Richard is a Director and the principal Consultant at Dev iQ Pty Ltd. He specialises in SharePoint, Team Foundation Server/Visual Studio and .NET Development.

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