Create External Content Type SharePoint Online
SharePoint Online offers several powerful features to enhance collaboration and streamline workflows. One such feature is the ability to create and use external content types, which allows users to access data from external systems directly within the SharePoint environment. In this article, we will explore how to create an external content type in SharePoint Online and the benefits it brings to your organization.
Key Takeaways:
- External content types in SharePoint Online provide seamless integration with external systems.
- Creating an external content type involves defining the metadata and establishing connections to external data sources.
- External content types enable users to access and interact with data from external systems directly within SharePoint Online.
What are External Content Types?
An external content type is a representation of data from an external system that can be accessed and used within SharePoint Online. It allows users to interact with data from external sources directly within SharePoint, without the need to switch between different applications or platforms. External content types provide a unified view of data, enabling seamless collaboration and streamlined workflows.
By creating an external content type, you can leverage the power of SharePoint Online and extend its capabilities to work with external data.
Creating an External Content Type
To create an external content type in SharePoint Online, follow these steps:
- Open SharePoint Designer.
- Select the SharePoint site where you want to create the external content type.
- Click on “External Content Type” in the “New” section.
- Enter a name and description for the content type.
- Define the external system that the content type will connect to.
With just a few simple steps, you can create an external content type and establish a connection to external data sources.
Benefits of External Content Types
External content types offer numerous benefits to organizations that rely on external systems. Some of the key advantages include:
- Seamless integration: External content types provide seamless integration with external systems, allowing users to access and interact with data from multiple sources within SharePoint Online.
- Unified view: By consolidating data from various systems into SharePoint, external content types offer a unified view of information, enabling better collaboration and decision-making.
- Streamlined workflows: With external content types, users can perform actions on external data directly within SharePoint, eliminating the need to switch between different platforms and applications.
External content types empower users to maximize the potential of SharePoint Online and improve productivity.
Example: External Content Type Integration
| External System | Data Source | Actions |
|---|---|---|
| CRM | Customer data | Edit, update, delete records |
| ERP | Product inventory | View stock levels, place orders |
| HRIS | Employee information | View profiles, request leave |
Considerations for External Content Types
When working with external content types in SharePoint Online, it is important to consider the following factors:
- Data security: Ensure that appropriate security measures are in place to protect sensitive data when integrating with external systems.
- Performance: Optimize the retrieval and display of external data to ensure smooth performance and user experience within SharePoint.
- Authentication: Configure authentication methods and credentials to authenticate users accessing external data sources.
By considering these factors, you can ensure the successful implementation and usage of external content types in SharePoint Online.
Conclusion
In conclusion, creating external content types in SharePoint Online can greatly enhance collaboration and improve productivity within your organization. By leveraging the power of external data, users can seamlessly access and interact with information from various systems directly within SharePoint. Take advantage of this feature to streamline workflows and boost the efficiency of your SharePoint Online environment.
Common Misconceptions
Misconception 1: It is difficult to create an External Content Type in SharePoint Online
One common misconception people have about creating External Content Type in SharePoint Online is that it is a difficult task. However, with the right understanding and guidance, creating an External Content Type can be a straightforward process.
- Proper documentation and tutorials can make the process easier.
- There are user-friendly tools available to assist in creating External Content Types.
- With practice, creating External Content Types becomes more intuitive.
Misconception 2: External Content Types are only useful for integrating with external data sources
Another misconception people have is that External Content Types are only useful when integrating with external data sources such as databases or web services. While it is true that External Content Types are commonly used for this purpose, they can also be utilized for other scenarios in SharePoint Online.
- External Content Types can be used to connect SharePoint lists in different site collections.
- They can be utilized to access and display data from different line-of-business applications.
- External Content Types can also be used to retrieve data from SharePoint itself.
Misconception 3: Creating External Content Types requires coding skills
Many people believe that creating External Content Types requires advanced coding skills. While having coding knowledge can enhance the customization of External Content Types, it is not a mandatory requirement for creating them.
- SharePoint Designer provides a visual interface to create External Content Types without coding.
- External Content Types can be created using the SharePoint Online browser interface without any coding skills.
- Basic understanding of SharePoint and its data sources can be sufficient to create simple External Content Types.
Misconception 4: External Content Types are only used for displaying data
Some people assume that External Content Types are solely used for displaying data retrieved from external sources. However, External Content Types offer more than just displaying data – they can also be used for actions and workflows.
- External Content Types can be used to create custom Business Connectivity Services (BCS) actions.
- They can trigger workflows in SharePoint Online when specific criteria are met.
- External Content Types enable the integration of external data into SharePoint Online’s search capabilities.
Misconception 5: Creating External Content Types requires SharePoint administration access
Another misconception is that creating External Content Types can only be done by a SharePoint administrator. While certain administrative privileges can provide more control and access, regular SharePoint users can also create External Content Types.
- SharePoint Online users can create External Content Types with the appropriate permissions.
- External Content Types can be created within SharePoint Online’s browser interface.
- No specialized admin access is required to create simple External Content Types.
Overview
In this article, we will explore the process of creating an external content type in SharePoint Online. External content types allow users to connect SharePoint to external data sources, bringing in data from external systems and displaying them in lists or libraries within SharePoint.
Table: Advantages of External Content Types
External content types offer several advantages, including:
| Advantages |
|---|
| 1. Seamless integration with external systems |
| 2. Real-time data synchronization |
| 3. Improved user experience |
| 4. Increased data accessibility |
| 5. Enhanced security controls |
Table: Steps to Create an External Content Type
Follow these steps to create an external content type:
| Step | Description |
|---|---|
| 1 | Define the external data source. |
| 2 | Create an external content type. |
| 3 | Configure the operations, such as read, update, delete. |
| 4 | Create an external list or library. |
| 5 | Set up permissions and security. |
Table: Supported Data Sources
SharePoint Online supports various data sources for external content types, including:
| Data Source | Description |
|---|---|
| 1. SQL Server | Connect to data stored in SQL Server databases. |
| 2. SharePoint Web Services | Access data from other SharePoint sites or webservices. |
| 3. WCF Service | Retrieve data from Windows Communication Foundation services. |
| 4. .NET Type | Connect to custom data sources created using .NET technologies. |
Table: External Content Types vs. Business Connectivity Services
While similar, external content types and Business Connectivity Services have some distinct differences:
| Feature | External Content Types | Business Connectivity Services |
|---|---|---|
| 1. Scope | Site Collection | Farm |
| 2. User Experience | List and library support | Advanced forms and search |
| 3. Data Source | Manages external data sources | Connects to various data sources |
| 4. Secure Store Service | Requires Secure Store Service configuration | Requires Secure Store Service configuration |
Table: External Content Type Permissions
When configuring permissions for external content types, the following options are available:
| Permission Level | Description |
|---|---|
| 1. Full Control | Allows users to perform all operations on the external content type. |
| 2. Design | Enables users to design the external content type. |
| 3. Read | Provides read-only access to the external content type. |
| 4. Execute | Allows users to execute operations on the external content type. |
Table: External Content Type Limitations
While powerful, external content types have some limitations to consider:
| Limitation |
|---|
| 1. Limited support for complex data types |
| 2. Performance may be affected with large datasets |
| 3. Requires proper configuration of authentication methods |
| 4. Some data sources may require additional configuration steps |
Table: Example External Content Type Use Cases
External content types can be used in various scenarios, such as:
| Use Case |
|---|
| 1. Integrating customer data from CRM systems |
| 2. Displaying inventory information from external databases |
| 3. Accessing financial data from ERP systems |
| 4. Connecting to external project management tools |
Conclusion
In conclusion, creating external content types in SharePoint Online enables seamless integration with external data sources, allowing users to bring in and manipulate data from various systems within SharePoint. By following the defined steps and leveraging supported data sources, businesses can enhance collaboration and improve decision-making using real-time data. Nevertheless, it is essential to be aware of the limitations and carefully configure permissions to ensure proper security and performance.
Frequently Asked Questions
Q: What is an External Content Type in SharePoint Online?
An External Content Type in SharePoint Online is a set of metadata that defines and represents an external data source, such as a database or web service, within SharePoint. It allows users to interact with external data as if it were native SharePoint data.
Q: How can I create an External Content Type in SharePoint Online?
To create an External Content Type in SharePoint Online, you can use SharePoint Designer or Visual Studio. SharePoint Designer provides a user-friendly interface for designing and deploying external content types, while Visual Studio offers more advanced customization options.
Q: What are the benefits of using External Content Types in SharePoint Online?
Using External Content Types in SharePoint Online allows you to integrate external data sources seamlessly into SharePoint, providing users with a unified view of both internal and external data. It enables you to build custom solutions that leverage external data and enhance collaboration across your organization.
Q: Can I connect to any type of external data source with External Content Types?
Yes, External Content Types in SharePoint Online support connections to various types of external data sources, including databases (such as SQL Server), web services (REST or SOAP), and business applications (such as SAP or Salesforce).
Q: Are there any limitations or considerations when using External Content Types in SharePoint Online?
While External Content Types offer powerful integration capabilities, there are a few limitations to consider. For example, some advanced features may only be available in certain editions of SharePoint Online. Additionally, performance can be impacted when dealing with large datasets or slow external data sources.
Q: How can I secure the connection to my external data source when using External Content Types?
You can secure the connection to your external data source by configuring authentication options in SharePoint Online. This can involve using secure store services, configuring authentication providers, or leveraging OAuth or other security protocols supported by your external data source.
Q: Can I perform CRUD operations (Create, Read, Update, Delete) on external data using External Content Types?
Yes, External Content Types allow you to perform CRUD operations on external data from within SharePoint Online. You can define specific operations for each external content type, enabling users to view, create, update, and delete records in the external data source.
Q: Can I customize the display of external data when using External Content Types?
Yes, you can customize the display of external data by creating and modifying external lists or by using custom forms and views. SharePoint Online provides various customization options to control the layout, formatting, and presentation of the external data.
Q: Can I search and index external data connected via External Content Types?
Yes, SharePoint Online’s search features can index and display external data connected via External Content Types. This allows users to search for and find relevant external data along with native SharePoint content.
Q: Can I use External Content Types in SharePoint Online with other SharePoint features and services?
Absolutely! External Content Types can be seamlessly integrated with other SharePoint features and services, such as workflows, business connectivity services, and custom applications. This integration allows you to build comprehensive solutions that leverage the power of SharePoint and external data sources.
