Phone Messages Enterprise Solution – List Template

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn the previous demonstration Peter Kalmstrom, CEO and Systems Designer of Business Solutions, created a phone message content type that allows a scalable solution for automation of phone messages.

In the demo below Peter shows how to create a template and upload it to another site collection. The tecniques Peter uses for content type and template creation can of course be applied to any data.

As Peter created and published his content type in the Content Type Hub, it has become available to the whole tenancy after a delay of about an hour. This time can differ, and in SharePoint Online there is no way to manipulate it.

Find a content type created in the Content Type Hub

  1. Open the site collection where you want to use the content type.
  2. Click on the settings gear and select Site settings.
  3. Click on 'Site content types' in the Web Designer Galleries group.
  4. Select the group where you saved your content type.
  5. Now all content types in that group will be visible.
The content type gives the columns and settings you wish to use for each list item, but it does not give the views. Therefore you should add the content type to a list in the Content Type Hub, create the views you need and then save the list as a template. Then new lists can be created from the template in the whole tenancy, and these lists will have both the content type and the views.

Create list template with a content type

  1. In the Content Type Hub, open the settings gear and click on 'Add an app'.
  2. Select the Custom List app.
  3. Give the list a name and click on Create.
  4. Open the new list.
  5. Click on the List Settings button under the ribbon LIST tab.
  6. Click on 'Advanced settings' in the General Settings group.
  7. Select the Yes option under 'Allow management of content types', and click OK. (The default setting for this is No in most list types, with the exception of Tasks and Issue Tracking lists.) This shows a new Content Type group in the settings.
  8. Under the new Content Type group, click on 'Add from existing content types'.
  9. Select the group and content type you want to use. Click Add and then OK.
  10. Delete the default content type by clicking on it and then on the link,Delete this content type. (The content type is only removed from the library. It is not actually deleted.)
  11. Create the views you need.
  12. Click on the List Settings button under the ribbon LIST tab.
  13. Click on 'Save list as template' in the Permission and Management group.
  14. Give the template a file and template name and Click OK. Now the list template will be saved to the List Template Gallery in the Content Type Hub site collection.
  15. Click on the 'list template gallery' link in the 'Operation Completed Successfully' page.
  16. Download the template file to your PC and then upload it to the List Template Gallery in the site collection where you want to use it. The template will now be displayed among the other templates when you add an app to this site collection.

In a later demo Peter shows how to create a workflow that distributes the phone messages list template to all site collections in the tenancy.

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