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Document Library - Setup a Content Type (Link to a Document)
In SharePoint 2003 many users wanted to be able to have a document library the was used as a central repository even if the document was not housed in that library.  In SharePoint 2007 this became a possibility with the improvement of content types.  Document libraries now can have multiple content types, which allows us to add content types.
 
This post will focus on the specific steps to adding a Content Type, Link to a Document.
 
Step 1:
 
From your document library select settings and then Document Library Settings.
 
 
Step 2:
 
Look for General Settings.  From there click on Advance settings.  Here is where you will be able to set up the document library to have multiple Content Types.
 
Step 3:
 
In Advance settings you will need to change Content Types from No to Yes. Click OK.
 
 
Step 4:
 
Now it is time to add the Content Type Link to a Document (you can also add any other Content Type).  Click on Add from existing site content types.
 
 
Step 5:
 
Here is where you would select and add the Link to a Document Content Type. Click OK.
 
 
Step 6:
 
Now you will see that you have a new Content Type of click to a Document.
 
 
Step 7:
 
You now have a selection to add a Link to a Document.  this will allow you to have an actual document and a link to another document or site.
 
 
Enjoy,
 
Peter

Comments

Great instructions -- thank you!

I sent this link to my SharePoint admin (who is really a layperson), and she was able to easily add the content type.
at 2/21/2010 10:15 AM

Group Document Content Types

Is there a way to group this content types.
When creating a content type we asign a parent content type.
But is there any way to show them grouped in document library?

We have about 50 document templates in at least 5 diferent categories.

Would be perfect to know a solution how to display them in a drop down menu or something like that.

I really apreciate any hints

at 4/5/2010 10:46 PM

Grouping document content types

This should be easy - you can sort and group by content type or by content type icon in your view of the library.

And to show them in a drop down menu (filter) you already have this built in - just click the the heading and it shows you a dropdown menu of the types stored there - you can sort or filter from that dropdown.

or you can do it the overly complicated way like I did and add a webpart to the library page containing a link to a html page containing javascript which invokes a soap call to the same page and populates a dropdown list (but I don't use this to pass info back to the view - I have my own view as part of the webpart page).  Can't help you with the details but it CAN be done.
at 4/15/2010 11:43 PM

Security issue

Have you found that when you link to a document in a more secure site that the security on the site the has the link to document overwrites the security of where the orgional document resides.

Should it act like this and would you know why?
at 9/23/2010 2:50 PM

Re: Document Library - Setup a Content Type (Link to a Document)

If you have a link to a document in another site.  So link is in Site A and the document is in Site B.  Any one who has access to site A will see the link.  If there person does not have access to Site B, but has access to to Site A will see the link.

If that same person clicks on the link and does not have access to Site B then they will not be able to access the document.
Peter Allen at 9/23/2010 5:25 PM

Re: Document Library - Setup a Content Type (Link to a Document)

Would this security/permissions break across farms?
at 9/24/2010 8:42 AM

Re: Document Library - Setup a Content Type (Link to a Document)

No this would not break permissions.  The link takes you to another site and if the user does not have permission to that file or site they would not be allowed in. 

What every you make as the link will be visible to who ever has access to the site where you put the link.  So do not add a link to a project that no one in the current site should know about as they will see the link, but wont have access to the project.
Peter Allen at 11/7/2010 11:01 AM

Re: Document Library - Setup a Content Type (Link to a Document)

This was really useful. I created some pages which are links to documents (other aspx pages). Only issue is that the Title that I use while creating the page appears as <Title>.aspx in my navigation menu. Any work around?

Thanks,
Sam
at 11/14/2010 7:24 PM

Re: Document Library - Setup a Content Type (Link to a Document)

Sam,

What do you mean by navigation menu?  When you create a Link to a Document you have a place to put the name that people will see and then the link to document or page.  If you leave the name plank then it will default to the (title).aspx.
Peter Allen at 11/15/2010 10:18 AM

Re: Document Library - Setup a Content Type (Link to a Document)

Thanks for the quick reply. I created a Link to a Document and while creating I gave 'Promotions' as name and for the URL I provided the location of Promotions page. But in the left hand side Qucick Launch menu and the site top navgation menu (Horizontal menu) the title says Promotions.aspx instead of just Promotions. Any ideas?

Thanks,
Sam
at 11/15/2010 2:32 PM

Re: Document Library - Setup a Content Type (Link to a Document)

You will need to go into site settings and change this in the quick launch and navigation areas.
Peter Allen at 11/15/2010 2:38 PM

Re: Document Library - Setup a Content Type (Link to a Document)

I was not able to change it in Site Navigation Settings as it was read-only. But I was able to open the page in Sharepoint Designer and change the title in Page Properties. Is there any way to open the link in a different window? In Sharepoint Designer in Page Properties, I set Default Target Frame to New Window, but still the link opens in the same window.

Thanks,
Sam 
at 11/15/2010 4:32 PM

Re: Document Library - Setup a Content Type (Link to a Document)

I was not able to change it in Site Navigation Settings as it was read-only. But I was able to open the page in Sharepoint Designer and change the title in Page Properties. Is there any way to open the link in a different window? In Sharepoint Designer in Page Properties, I set Default Target Frame to New Window, but still the link opens in the same window.

Thanks,
Sam 
at 11/15/2010 6:11 PM

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