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Best practices for managing your SharePoint sites

SharePoint Development Company

The pandemic has forced many companies to switch their employees to telecommuting. This new configuration is unprecedented for some and remote work can sometimes be a hindrance to good collaboration within teams. The question is therefore: how can a team in the process of adapting to this environment still be motivated to evolve with this constraint?

That’s where SharePoint Online comes in, providing a great collaboration space for every business. Microsoft describes it as a “cloud-based service for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to Microsoft 365 or the standalone SharePoint Online service with SharePoint Development Company. Employees can create sites to share documents and information with colleagues, partners, and customers. »

But how does SharePoint work?

In SharePoint Online, users can create sites where all team members can collaborate. It can be a site for storing documents accessible only by certain users or a platform for informing everyone. You can create two types of sites: team sites and communication sites

The site collection is one of the main components of SharePoint. These collections essentially consist of a top-level site and all of its subsites. Managing all these sites in a large enterprise can be a daunting task, but this article will help you better understand site collections and give you best practices for managing them well. SharePoint Online is integrated with Microsoft 365, so global admins can assign users a SharePoint admin role that will give them access to the SharePoint admin center from where you can manage your existing sites.

What can a SharePoint administrator do?

The administration center allows you to create and delete sites, manage permissions and site administrators, and set site addresses and storage limits, among other things.

Website creation

To create a site, go to the SharePoint admin center > Active sites > Create.

Select Team site (to create a team site connected to a Microsoft 365 group), Communication site , or Other (to create a new team site without a Microsoft 365 group or to create a classic site), then follow the steps to proceed with the creation of the site.

Site deletion

As a SharePoint administrator, you can create a site but also delete existing sites in your organization. When you delete a site, you delete everything on it:

Site owners should be notified before deletion so that they can move important data. To do this, go to the SharePoint admin center > Active sites. Select the site you want to delete and click the Delete icon.

Management of site administrators

Global and SharePoint admins can add and remove site admins. From the admin center, you can change the owners of sites created from team and communication site templates. To do this, go to the Active sites page in the admin center and log in as a SharePoint administrator. Select a site from the list, then click the Permissions button. You can then add or remove a site owner.

This is just an overview of what SharePoint admins can do to manage their organization. These functions and services cannot be automated. It therefore requires a lot of work for the administrator to create or administer several sites when users request it. So, is there a solution to facilitate the administration of these sites?

can help meet enterprise site governance needs. It enables businesses to use Microsoft 365 as a service by automating how users request configurable services. This includes, for example, content management, lifecycle management, authorization management and configuration.

How does Cloud Governance help you manage your company’s SharePoint sites?

This tool provides a portal for administrators and business users. It offers self-service site configuration services and integrated management solutions with automated approval processes for SharePoint sites or site collections. From creating a service that allows users to request the creation of a site collection to managing the renewal of those sites, let’s learn how you can govern your company’s SharePoint sites with Cloud Governance using this use case. -below.

Scenario: Tony receives daily emails about requests to create site collections. Each requester has their own requirements for site collection settings and permissions, and some configuration requests don’t always match overall company policies.

Problem: Tony has to review each request to make sure it’s valid, and sometimes he even has to contact the requester’s manager for confirmation. When setup is confirmed, Tony must manually create site collections in Microsoft 365, configure site collection settings and permissions, and then respond to the requester via email, which can be very time-consuming.

This is where Cloud Governance can help SharePoint administrators manage site creation requests.

Solution: Tony can create a site collection creation service and policy in Cloud Governance for users. Users can use this service to submit site collection creation request according to their need. This request will then be approved by persons named in the approval process selected in the request.

This eliminates the need for administrators to review individual site creation requests or manually create sites in SharePoint. This governance solution dramatically reduces and streamlines the time spent managing SharePoint.

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