Content Type Forms

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconContent types are the base of everything in SharePoint, and in earlier articles we have explained how content types work and can be used.

In the demo below Peter Kalmstrom, CEO and Systems Designer of Business Solutions, shows how to modify list web parts using content types.

Peter uses a content type to design an entry form for a tasks list, and in that form he hides several of the form fields so that only the fields that are important at task creation are shown. When the work on the task starts, the full form can be selected in a dropdown.

The switch to the other form can also be done automatically with a workflow. In the second demo below, Peter explains how to create such a workflow.

Please refer to our earlier articles, if you need to learn more about content types and workflows.

Create a Form using a Content Type

  1. Open the Site Settings.
  2. Click on the 'Site content types' link in the Web Designer Galleries group.
  3. At Show Group, select List Content Types.
  4. Click on Create to create a new content type.
  5. Give the content type a name and select the parent content type to be fetched from List Content Types. Then select Tasks as the parent content type.
  6. Add the new group to an existing or new group. Peter creates a new group and gives it a name.
  7. Click OK.
  8. Open each column that you want to modify. As Peter wants to create a simple task entry form he chooses to hide several of the columns.
  9. In the list where you want to use the new form, go into the List Settings and click on the Advanced Settings link and allow management of content types.
  10. Click OK and then open the List Settings again. It now has a new Content Type group.
  11. Click on 'Add from existing site content types' and select first the content type group and then the newly created content type.
  12. Click OK and then open the List Settings again. It now has a new content type in the Content Type group.
  13. Click on the link 'Change new button order and default content type' and set the new content type as number one.
  14. Click OK.

Now, when you create a new task, it will open with the new content type. Next time you open the same task, you can select to instead use the earlier content type.

The demo below shows how to create a workflow that automatically switches content type after a new task has been created. This means that the task first has the newly created content type form and then the original task form.

Create a Workflow that switches Content Type

  1. Open the list in SharePoint Designer.
  2. Create a new SharePoint 2013 workflow and give it a name. Click OK.
  3. At Transition to stage, end the workflow by entering 'go to End of Workflow'.
  4. Set the Start Option to 'Start the workflow automatically when an item is created'.
  5. Select the Action 'Set Field in Current Item'.
  6. Select the field 'Content Type ID' and set the value to the content type you wish to switch to.
  7. Publish the workflow.

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