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Three issues to tackle in SharePoint

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in Office software,Office Technology

Q. How can I keep people from putting documents in the wrong libraries?

A. This has always been a challenge. SharePoint Standard and Enterprise have a site template called a Document Center. With this site template and the activation of the Content Management feature, you can have one Drop-off Library, which uses Content Organizer rules that you create to direct certain content types to particular libraries. You can base it just on the content type or any column associated with it.

For example, if you have a content type called Contract and that content type had a deal value field, you could conceivably route it to a Contracts Library for Deals Over $500,000.

Q. How can I limit the kind of document that can be created with the New Document button?

A. You have to allow the library to manage content types. This is done in Library Settings, Advanced. Click the first check box to allow content types. Now, you should notice a section of the Library Settings screen called Content Types. Add the content types you want to allow here. Then, click the “Change new button order and default content type.” From here you can make content types visible or not and reorder how they appear when you click the New Document button in the ribbon or click Add Document in the list.

Q. I want SharePoint to automatically delete contracts one year after they have expired or been terminated. How would I do that?

A. If you do not have retention policies set at the top site level or have not implemented a Records Center, you may have the ability to set specific retention policies on a content type, such as contracts. From Site Settings, in the Galleries (Web Designer Galleries) section, choose Site Content types and locate yours. Under settings in that screen, you’ll see Information Management policy settings. Click this. In the Edit Policy screen, click the Enable Retention button, and choose the date on which you wish to base a retention stage, then what you want to have happen when it reaches that stage.

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