Create External Content Type in SharePoint Designer 2013
SharePoint Designer 2013 is a powerful tool that allows you to create and customize external content types in SharePoint. External content types enable you to connect to data sources that are external to SharePoint, such as databases, web services, and business applications. In this article, we will guide you through the process of creating an external content type using SharePoint Designer 2013.
Key Takeaways:
- SharePoint Designer 2013 is a powerful tool for creating external content types in SharePoint.
- External content types allow you to connect to external data sources.
- External content types can be created using SharePoint Designer 2013.
To create an external content type in SharePoint Designer 2013, follow these steps:
- Open SharePoint Designer 2013 and navigate to the site where you want to create the external content type.
- Click on “External Content Types” in the navigation pane.
- Click on “External Content Type” in the ribbon to create a new external content type.
Once you have created the external content type, you can define the various properties and relationships of the content type. These properties include the name, display name, namespace, and primary key. You can also define the operations that can be performed on the external content type, such as read, insert, update, and delete.
It is important to carefully define the properties and relationships of the external content type to ensure accurate and efficient data integration.
After defining the properties and relationships, you can then map the external content type to the external data source. This involves specifying the connection information, such as the data source type, connection string, and credentials. You can also define the filters, sort orders, and parameters for the external data source.
| Property | Description |
|---|---|
| Data Source Type | The type of external data source, such as SQL Server or web service. |
| Connection String | The connection string used to connect to the external data source. |
| Credentials | The credentials used to authenticate with the external data source. |
Mapping the external content type to the external data source allows SharePoint to retrieve and display data from the external source within SharePoint lists and libraries.
Once the external content type is mapped to the external data source, you can then create and customize external lists and external data columns based on the content type. External lists are SharePoint lists that are based on the external content type and display the data from the external data source. External data columns, on the other hand, are columns that can be added to other SharePoint lists and libraries to display data from the external data source.
| Feature | Description |
|---|---|
| External Lists | Lists in SharePoint that display data from the external data source based on the external content type. |
| External Data Columns | Columns that can be added to other SharePoint lists and libraries to display data from the external data source. |
Creating external lists and external data columns provides users with a seamless experience of accessing and interacting with data from external sources within SharePoint.
In conclusion, SharePoint Designer 2013 is a powerful tool that allows you to create and customize external content types in SharePoint. By following the steps outlined in this article, you can create an external content type, define its properties and relationships, map it to an external data source, and create external lists and external data columns based on the content type. This enables you to integrate external data seamlessly into your SharePoint environment, enhancing collaboration and productivity.
Common Misconceptions
Misconception 1: It is difficult to create External Content Type in SharePoint Designer 2013
- Creating an External Content Type may seem overwhelming at first, but SharePoint Designer 2013 provides a user-friendly interface with step-by-step instructions.
- There are several online tutorials and resources available to guide users through the process of creating External Content Type in SharePoint Designer 2013.
- With a little bit of practice and patience, anyone can learn to create External Content Type in SharePoint Designer 2013.
Misconception 2: External Content Type can only be used for connecting to external data sources
- While External Content Type is commonly used for connecting to external data sources, it can also be used to connect to internal data sources within SharePoint.
- External Content Type allows you to integrate data from various sources and display it seamlessly in SharePoint, providing a unified view for users.
- This feature is not limited to just external data sources, making it a versatile tool for data integration in SharePoint.
Misconception 3: Creating External Content Type requires coding or development skills
- SharePoint Designer 2013 simplifies the process of creating External Content Type by providing a visual design interface, eliminating the need for coding or programming skills.
- Through the use of wizards and templates, users can easily configure and customize External Content Type without writing a single line of code.
- No prior development experience is necessary to create External Content Type in SharePoint Designer 2013.
Misconception 4: External Content Type is only for advanced SharePoint users
- While External Content Type may seem advanced due to its connectivity capabilities, it is a feature that can be utilized by users of all skill levels.
- SharePoint Designer 2013 provides a user-friendly interface and step-by-step instructions, making it accessible to both beginners and advanced users.
- With the right resources and guidance, even beginners can create and utilize External Content Type effectively in SharePoint Designer 2013.
Misconception 5: External Content Type is only useful for displaying external data in SharePoint
- External Content Type not only facilitates displaying external data in SharePoint but also enables users to interact with the data, such as creating, editing, and deleting records.
- Through the use of External Content Type, users can perform various operations on the data, making it a versatile tool for data management within SharePoint.
- External Content Type goes beyond displaying data and provides a comprehensive solution for integrating and working with external and internal data sources in SharePoint.
Create External Content Type in SharePoint Designer 2013
External Content Types (ECT) in SharePoint Designer 2013 allow you to connect to external data sources, such as databases or web services, and integrate that data into your SharePoint environment. This not only enables you to surface external data in SharePoint lists, but also enables you to perform actions, like add, edit, or delete, on that external data. Let’s explore the process of creating an External Content Type using SharePoint Designer 2013.
Table: Steps to Create External Content Type
In this table, we outline the step-by-step process to create an External Content Type in SharePoint Designer 2013:
| No. | Step | Description |
|---|---|---|
| 1 | Create a new SharePoint solution | Launch SharePoint Designer 2013 and create a new SharePoint solution. |
| 2 | Add an External Content Type | Navigate to the “External Content Types” section and click on “External Content Type”. |
| 3 | Configure the connection settings | Provide the necessary connection details, such as the database server or web service URL, authentication settings, etc. |
| 4 | Define the data source | Specify the data source type and set up the query or filter to retrieve the required data. |
| 5 | Create operations | Add operations for CRUD actions, such as Read, Insert, Update, and Delete, to your External Content Type. |
| 6 | Configure method execution | Set up how each operation is executed, including the method name, parameters, and return type. |
| 7 | Generate the associated external lists | Automatically create external lists in SharePoint for your External Content Type. |
| 8 | Create custom actions (optional) | If desired, add custom actions to your External Content Type, like workflow initiation or custom forms. |
| 9 | Publish the External Content Type | Verify and publish your External Content Type to make it available for use within your SharePoint environment. |
| 10 | Utilize the External Content Type | Start using the External Content Type by interacting with the associated external lists or through custom actions. |
Table: Benefits of External Content Types
This table highlights the benefits of using External Content Types in SharePoint Designer 2013:
| Benefit | Description |
|---|---|
| 1. Data Integration | Seamlessly integrate external data sources into your SharePoint environment. |
| 2. Real-time Updates | Enable real-time updates between SharePoint and external data sources. |
| 3. Centralized Data Management | Manage external data within SharePoint, providing a centralized location for data retrieval and manipulation. |
| 4. Improved User Experience | Enhance user experience by surfacing external data in SharePoint lists and allowing users to interact with it. |
| 5. Business Process Automation | Automate business processes by leveraging external data sources and performing actions on that data. |
Table: Supported External Data Sources
In SharePoint Designer 2013, you can connect to various external data sources. Here are some of the supported types:
| Data Source Type | Description |
|---|---|
| 1. SQL Server Database | Connect to Microsoft SQL Server databases and retrieve data using SQL queries. |
| 2. SharePoint Online | Integrate with SharePoint Online and access data from external SharePoint sites. |
| 3. Custom .NET Assembly | Create custom connectors using .NET assemblies to interact with proprietary or specialized data sources. |
| 4. OData Service | Connect to any web service that supports the Open Data Protocol (OData). |
| 5. WCF Service | Retrieve data from Windows Communication Foundation (WCF) services. |
Table: Permissions Required for External Content Type
Working with External Content Types in SharePoint Designer 2013 requires appropriate permissions. This table outlines the required permissions to create and manage External Content Types:
| Permission Level | Description |
|---|---|
| 1. Design | Allows users to create, modify, and delete External Content Types. |
| 2. Full Control | Grants complete control over External Content Types, including the ability to manage permissions and define operations. |
| 3. Edit | Enables users to modify existing External Content Types, but not create or delete them. |
| 4. Read | Allows users to view and interact with External Content Types, but not make any changes. |
Table: Limitations of External Content Types
While External Content Types offer various advantages, there are some limitations to be aware of. Here are a few:
| Limitation | Description |
|---|---|
| 1. Authentication Requirements | External data sources may require specific authentication methods that may need to be configured. |
| 2. Performance Impact | Retrieving data from external sources can have an impact on performance, especially when dealing with large datasets. |
| 3. Data Security | Consider security implications when exposing external data in SharePoint, ensuring appropriate access controls are in place. |
| 4. Limited Offline Availability | External data can be limited in its availability when users are offline or working in disconnected environments. |
Table: Common Use Cases for External Content Types
External Content Types offer flexibility in integrating external data into SharePoint. Here are some common use cases:
| Use Case | Description |
|---|---|
| 1. Line of Business Systems | Integrate data from ERP, CRM, or other line of business systems into SharePoint. |
| 2. External Data Reporting | Retrieve external data for reporting purposes and create dashboards or visualizations in SharePoint. |
| 3. Collaboration with Partners | Share and collaborate on data with external partners or third-party organizations. |
| 4. Custom Application Integration | Integrate custom applications or legacy systems with SharePoint to leverage their data within the SharePoint environment. |
Table: Considerations for External Content Types
When creating External Content Types, there are several considerations to keep in mind. This table provides some important factors to consider:
| Consideration | Description |
|---|---|
| 1. Data Source Permissions | Ensure the account used to access external data has the necessary permissions to retrieve and update the data. |
| 2. Connectivity and Performance | Plan for optimal connectivity to external data sources and consider performance implications when retrieving data. |
| 3. Data Caching and Refresh | Implement appropriate data caching and refresh strategies to ensure data consistency and minimize performance impact. |
| 4. Error Handling and Logging | Design robust error handling and logging mechanisms to capture and handle any exceptions or errors that may occur. |
Creating External Content Types in SharePoint Designer 2013 empowers organizations to seamlessly integrate external data sources into their SharePoint environment. Whether it’s integrating line of business systems or retrieving external data for reporting, External Content Types provide a powerful toolset to bridge the gap between SharePoint and external data. By following the step-by-step process and considering the various aspects outlined in this article, organizations can harness the full potential of their data and enhance collaboration and decision-making within their SharePoint ecosystem.
Frequently Asked Questions
Question 1: What is an External Content Type (ECT) in SharePoint Designer 2013?
An External Content Type (ECT) in SharePoint Designer 2013 is a representation of an external data source that is defined and managed in SharePoint. It allows users to interact with the external data within SharePoint and perform actions like displaying, creating, modifying, and deleting the data.
Question 2: How can I create an External Content Type in SharePoint Designer 2013?
To create an External Content Type in SharePoint Designer 2013, you can follow these steps:
- Open SharePoint Designer 2013 and connect to the desired site.
- Select “External Content Types” in the Site Objects section of the navigation pane.
- Click on “External Content Type” in the External Content Types ribbon.
- Provide a Name and Description for the External Content Type.
- Choose the desired External System Type for the data source.
- Configure the connection settings and specify the source of the data.
- Define the operations like Read, Insert, Update, and Delete.
- Map the fields between the external data and SharePoint.
- Save the External Content Type to complete the creation process.
Question 3: Can I use multiple external data sources within a single External Content Type in SharePoint Designer 2013?
No, SharePoint Designer 2013 allows you to work with only one external data source per External Content Type. If you need to incorporate data from multiple external sources, you will need to create separate External Content Types for each data source and then combine them in SharePoint using external lists or other methods.
Question 4: Can I customize the forms and views associated with an External Content Type in SharePoint Designer 2013?
Yes, SharePoint Designer 2013 provides the capability to customize the forms and views associated with an External Content Type. You can modify the display, edit, and new item forms as well as create custom views to tailor the user experience according to your requirements.
Question 5: Can I create relationships between External Content Types in SharePoint Designer 2013?
Yes, SharePoint Designer 2013 allows you to define relationships between External Content Types. You can create associations between the main External Content Type and other related External Content Types, enabling you to display and interact with data from multiple sources in a coordinated manner.
Question 6: Is it possible to secure access to an External Content Type in SharePoint Designer 2013?
Yes, SharePoint Designer 2013 provides options to secure access to External Content Types. You can utilize SharePoint’s permission management capabilities to control who can view and interact with the External Content Type and its associated data. Additionally, you can also configure authentication settings for the external data source to ensure secure access.
Question 7: Can I use External Content Types in SharePoint Designer 2013 with SharePoint Online (Office 365)?
Yes, you can use External Content Types in SharePoint Designer 2013 with SharePoint Online (Office 365). However, please note that the availability of certain features and the integration options may vary between on-premises SharePoint and SharePoint Online environments. It is always recommended to check the specific documentation and guidelines provided by Microsoft for SharePoint Online.
Question 8: What tools or technologies are required to work with External Content Types in SharePoint Designer 2013?
To work with External Content Types in SharePoint Designer 2013, you need to have SharePoint Designer 2013 installed on your computer. Additionally, you also need access to the SharePoint site where you want to create or modify the External Content Types. It is recommended to have knowledge of SharePoint administration, data connection configuration, and SharePoint Designer functionalities to effectively use External Content Types.
Question 9: Can I export and import External Content Types in SharePoint Designer 2013?
Yes, SharePoint Designer 2013 provides the capability to export and import External Content Types. You can export an External Content Type as a .bdcm file and then import it into another SharePoint site or farm. This allows you to reuse the External Content Type configurations and settings in different environments or for backup purposes.
Question 10: Are there any limitations or considerations to keep in mind when working with External Content Types in SharePoint Designer 2013?
Yes, there are some limitations and considerations when working with External Content Types in SharePoint Designer 2013. Some important points to keep in mind include:
- Permissions and access to the external data source must be properly configured for seamless interaction.
- The performance of External Content Types may be influenced by factors like the size and complexity of the external data source.
- Certain features and integration options may vary between on-premises SharePoint and SharePoint Online (Office 365) environments.
- Proper error handling and exception management is crucial to provide a smooth user experience when working with External Content Types.
