Demystifying the mapping between content types and record types

The integration provides two sets of mappings between content types (CT) to record types (RT).   These are known as: 

  1. Content Type to Record Type mappings (CT2RT)
  2. Record Type to Content Type mappings (RT2CT)

Often there is confusion about what these mappings are used for and therefore, where you should create mappings to achieve what you are trying to do.  Hopefully this simple explanation will assist in demystifying this. 

CT2RT

The CT2RT mapping is used to determine which record type should be used for the record that is created in HP TRIM.  The CT2RT mapping allows us to look at what the content type of the list item is, then determine which record type has been mapped to this content type, and therefore determine which record type to use for the record in HP TRIM. 

The CT2RT mapping is accessed from site settings via the following link:

To map a particular content type to a record type, simply locate the content type, then choose the HP TRIM record type to map to.  In the example below, the “Document” content type is mapped to the record type called “Document”

Whenever a list item is managed that has a content type of “Document” the record type “Document” will be used.

Note, although in this example the name of the content type and the record type are identical, they do not have to be. 

In the case that there is no mapping provided for a content type, then the mapping specified on the Site Collection Integration Settings as the “Default Item” record type is used.

Calculating the resultant record type to be used can be summarised using the following flow:

 

RT2CT

The RT2CT mapping on the other hand, is used to determine what content type to use when exposing a record into a list in SharePoint. 

The RT2CT mapping is accessed using the following link.

 

To add a mapping, locate the record type that you want to map and then add the content types that you want to map to.  In the following example, the “Document” record type is mapped to both the “Document” and the “Rich Media Asset” content types.

When exposing a record from HP TRIM, the RT2CT mapping is examined to determine if there is a map for the record type.  Note that unlike the CT2RT mapping, you can map a record type to multiple content types.  This is to account for the scenario where you require a record to be exposed differently depending on the type of list it is exposed into.

 

In the scenario where a list supports more than one of the mapped content types, the supported content type that is highest in the list is used.  You can use the “Move up” and “Move down” buttons to change the order of the content types.

The resultant content type to use when exposing is calculated using the following flow:

 

Automatic RT2CT mappings

One feature we have found that causes a little confusion we refer to as automatic RT2CT mapping.  Whenever a CT2RT map is added, the reciprocal of this is automatically added to the RT2CT mapping.

For example, if you mapped Content Type A to Record Type B in the CT2RT, you will automatically get an entry in the RT2CT mapping showing Record Type B mapped to Content Type A.

This is designed to help you, but you may remove this automatic RT2CT mapping if preferred.