Matthew was a speaker at the European SharePoint Conference 2011. Check out this
insighful blog by Matthew Hughes.
The Content Organiser is a new feature in SharePoint 2010 that
provides the ability to move content based on a set of rules.
The Content Organiser can be activated on a per site bases and
when activated creates a "Drop of Library" which is where you
upload your documents and then have them moved based on the rules
In this post we will take a look at how to activate the content
organiser and make use of it by setting up a rule.
Activating the feature
As the Content Organiser is a site feature, you will find
the feature in Site Actions > Site Settings > Site Actions
> Manage Site Features and clicking
As you can see in the screenshot above, the feature is activated
and you can see the Drop Off Library on the left hand side in the
If you head back to Site Settings you can now see a couple of
new options under Site Administration
Setting up a Rule
We could take a look at the settings at this point but it's
probably worth creating a rule and seeing how it works before we
check out the settings.
Assuming you are still looking at the Site Settings, click on
Content Organizer Rules and you may be surprised to see this,
That's right, it's a standard SharePoint List, well sort of.
The Content Organizer Rules is a custom list and if you click on
Add New Item, you will see the following form
The options in the form should be fairly self explanatory but
some of the most common problems you will have are either picking
the wrong Content Type or incorrectly setting up the rule, I always
suggest setting up a fairly loose rule when testing this for the
first time just so you can see it working.
In my example above, I have created a rule that will move any
document that has a Title that isn't empty.
So any Document without a title will be moved to the Shared
Documents Library and unless I get time to make a video, you will
have to take my word for it that this works perfectly.
Content Organizer Settings
If we head back over to Site Actions > Site Settings
we can go ahead and click on the Content Organizer Settings and
have a look at some of the settings within it.
Most of the settings have descriptions so I won't labour over
them too much but points of interest in the settings are (top of
the form to bottom),
a. Notice in the description area for this list you can jump
straight to the rules (purple link) which is quite handy.
b. Sending to another site - I know what you're thinking
and yes you can send to another content organiser for further
sorting for those of you not thinking that and instead thinking why
would that be a good idea, imagine a situation where users upload
to a central location and then when the documents are re routed the
go into sub sites with their own content organizers and rules, this
allows for central management of the main Content Organizer and
then having sub site owners to manage their own Content Organizers
too without having to manage the top site Content Organizer.
Sounds cryptic but re-read it and you will get it, if not leave a
comment here and i'll make a diagram.
c. Folder Partitioning - Let's say you want to make sure no
folder hits that magical 5000 item limit, this will allow the
document libraries to magically create a new folder when it hits
that limit. Genius!
d. Rule Managers - Great if you you want to delegate the
management of the Content Organizer and also notice the "Email rule
managers when submissions do not match a rule setting" this is
great as if the documents do not match a rule, they just hang about
in the drop off library, not so good.
Anyways, that is it, Content Organizer in a nut shell, any
questions let me know and I hope that helps some of you out
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