Using SharePoint 2010 Content Organizer to Route Documents

Video length: 10:20

Video description: This video walks through the process of uploading, saving, and routing documents based on content type metadata values by levereging Microsoft SharePoint Server 2010 Content Organizer feature.

Documented video steps below:

 First a few comments around the content organizer feature:

  • The Content Organizer feature enables you to automatically route documents to different libraries and to folders in these libraries.
  • You can also use it for day-to-day administrative tasks such as making sure that no folder in a document library contains more than 5,000 items.
  • Administrators and users can use the Content Organizer site-level feature to classify, route, and store content by using rules that are based on metadata.
  • After you activate the Content Organizer feature, you configure the settings and rules. Instead of directly uploading a document to a library or folder, your users can save, route, and apply rules to a document by using one of the following methods:
  • Content Organizer rules are at the center of your strategy for routing and storing content based on metadata. The conditions in the rules that you create determine whether a rule should be applied to an item; if all of your rule conditions have been met, the target location (which can be a site, library, or folder) that you specify determines where the items are sent to.  

The steps:

  • Activate and configure the Content Organizer feature
  • Create a new Send To Connection
  • Create a mew Content Organizer rule
  • Test the new Content Organizer rule

Activate and configure the Content Organizer feature

  • Browse to the site you want to organize content from. Going forward, I’ll be referring to it as the SENDING SITE
  • Under Site Actions click Manage site features and Activate Content Organizer
  • Back in Site Settings – Site Administration, select Content Organizer Settings
  • Under Sending to Another Site check Allow rules to specify another site as a target location, and then click OK.
  • On a different Tab, navigate to your (I’m calling it) RECEIVING SITE and Activate the Content Organizer feature there as well as highlighted above
  • Stay on the RECEIVING SITE and under Site Administration, click Content Organizer Settings. Select the Create subfolders after a target location has too many items check box. Copy the Web service URL entry and click OK.

Create a new Send To connection

  • Launch Microsoft SharePoint 2010 Central Administration and click General Application Settings.
  • Under External Service Connections, click Configure send to connections.
  • Under Connection Settings, in the Display name box, type HR Docs and paste the URL that you copied previously next to Send To URL. Make sure you delete any spaces at the end of the URL.
  • Click Add Connection. You can scroll up to verify that the new connection is listed, and then click OK.

Create a new Content Organizer rule

  • Switch to the SENDING SITE
  • Go to Site Settings and under Site Administration, click Content Organizer Rules
  • Add a new item and in the name type copy docs to HR Docs
  • Under Content type, in the Group list, click Document Content Types. (Obviously, if you have your custom content types, you can choose them and this logic will follow to the actions you can perform below)
  • In the Type list, click Document.
  • In the Conditions section, under Property-based conditions will be Property “Title”, Operator “starts with”, Value “hr”
  • Target Location should be set to Another content organizer and select HR Docs, and then click OK.

Test the new Content Organizer rule

  • Create a couple of dummy docs onto your desktop. Name one “hr doc” and the other “non hr doc”
  • Switch to your SENDING SITE and go into the Drop Off Library (this was added) and first add the “hr doc”, you will see a message saying the document has been saved to its final location. Then add the “non hr doc” and notice that this doc will stay in the Drop Off library
  • Navigate to your RECEIVING SITE and select the Drop Off library and notice that your “hr doc” is there.

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