Understanding Site Policies In SharePoint 2013

Since SharePoint sites can quickly grow large and be hard to control, you have to create new ones as you need them. However, it is going to be very infrequent that you will be deleting any of them. You can use site policies to help you monitor and control your SharePoint sites. Make sure there is a life cycle defined for a site so that it can be deleted or closed at a given point in time.

Should you close or delete such a site, then any sub sites of it will also be closed or deleted. The ability to close sites is a new concept offered in SharePoint 2013. When you close a site, you state that you no longer need it and it will be deleted at a given point based on scheduling.

The policies of a site specify the conditions for it to be closed or deleted by automation. There are 4 options that you can consider:

  • Don’t close or delete  – It will only allow closures or deletes if they are done manually by the owner
  • Delete automatically The policy can have an option that allows it to be deleted automatically. There has to be specific rules in place for when to delete it.
  • Close the site automatically This offers the same option as deleting but it is to close it and for how long it will remain closed before it is then automatically deleted. A site owner can manually re-open any site that is closed but not yet deleted.
  • Run a workflow to close and then delete automatically This allows for automation but specific information also has to be given regarding closing the site after the workflow has completely run. You can also configure it so that the workflow can be run again periodically even after the site is closed.

It is possible to create a site policy that can be applied to the root site in a collection site. However, once that site is closed, then it and all of the sub sites will be read only.

You will need to define the site policies from the root site of a collection. This can be done by going to the Site Policies page under the Site Collection Administration menu. You will be able to use those policies for all sites in the site collection. Owners of the sites can apply a policy by going to the Site Closure and Deletion page under the Site Settings menu. In order to successfully delete a site manually, the site owner needs to select Delete this Site from the Site Settings menu. On the Site Closure and Deletion page, you can see the sites that will be deleted automatically. There isn’t an option there for an owner of a site to delete it manually.

You can publish policies and share them across the various site collections if you would like to. There is more information offered about publishing content types and site policies in future sections.

The site policies are very valuable when you combine them with self-service site creation. A farm administrator can enable self-service on a web application. They can then specify the users that have to clarify a new site. This is accomplished by choosing a policy to apply to that site. The farm administrator will specify the site classification. It can be:

  • Hidden
  • Optional
  • Required

When the site policies are used in conjunction with self-service site creation, then users have more freedom. However, there is also the control over the sites and they can be deleted after a certain amount of time.

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Advanced Incoming Email Configuration In SharePoint 2013

When the SMTP service is running on another server besides SharePoint sever, you have to specify the location for it to retrieve the incoming email. The drop folder that you pick allows the program to know where to retrieve that incoming e-mail from. If you change the email drop folder, SharePoint 2013 is unable to determine those configuration changes on the remote e-mail server.

As a result, when an administrator configures the e-mail server to delivery email to a different folder, it can’t be detected by SharePoint 2013. This option is only available in advance mode. Therefore, you can’t specify an email drop folder. You will need to specify at least one safe email server.

Then you aren’t going to be able to retrieve the files from that new location. When you have incoming mail set in advanced mode, you have to make sure you have the right permissions in place on the email drop folder.

The administrators can specify which email server address will be displayed in the web pages when creating the incoming email address for a group, list, or site. Often, such a setting is used to provide a friendly email server address for users in the SharePoint Directory Management service.

There are several procedures that have to be completed if you wish to use SharePoint Directory Management Service. The typical steps involved include:

  • Create a new SharePoint group by the site collection administrator.
  • Selecting and creating a distribution list to share with the SharePoint group. An email address has to be assigned to that distribution list.
  • The administrator will add and remove users from this SharePoint group over time as needed.

The Management service will be stored in AD DS. The distribution lists are associated with a given SharePoint group, but the distribution list is offered to all members within a given group. The email addresses will be generated for discussion boards and calendars by default on team sites and then added to the distribution lists. Including the email addresses for calendars and discussion boards to the distribution lists, the emails and meeting invites can be sent to the distribution list and then archived on the team site.

Configuring the SharePoint Directory Management Service is necessary to create specific distribution groups and contacts in AD. In order for this to occur, you need to provide some information. The name of the AD container for the new distribution groups and contacts needs to be created in this format:

  • OU ContainernName
  • DC DomainName
  • DC TopLevelDomainName

It is necessary to name the SMTP server for incoming email if you aren’t going to accept the default SMTP server. To do this, you need to the following format:

Server.subdomain.domain.top-level_domain

If you decide you would like to allow users to create distribution groups in SharePoint sites, then you also need to choose if users can do all or some of the following actions:

  • Change the email address of a distribution group
  • Change the title and description of a group’s distribution
  • Create a new distribution group
  • Delete a distribution group

While configuring the SharePoint Directory Management Service for creating distribution groups and contacts, you will need to provide various types of information including:

  • URL of the remote directory management service
  • Name of the SMTP server for incoming email use
  • If you wish to accept messages only from users that have been authenticated
  • If you wish to allow users to be able to create distribution groups with SharePoint site

 

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Get All Workflow Names Including Content Type Reference In SharePoint

Started using this handy method at the advice of a co-worker:

[csharp]

         public static List<string> GetWorkflowNames(SPList list)
        {
            List<string> workflowNames = new List<string>();
            if (list != null)
            {
                foreach (SPWorkflowAssociation workflowAssociation in list.WorkflowAssociations.Cast<SPWorkflowAssociation>().Where(workflowAssociation => !workflowNames.Contains(workflowAssociation.Name)))
                {
                    workflowNames.Add(workflowAssociation.Name);
                }
                foreach (SPWorkflowAssociation workflowAssociation in
                    from SPContentType type in list.ContentTypes
                    from SPWorkflowAssociation workflowAssociation in type.WorkflowAssociations
                    where !workflowNames.Contains(workflowAssociation.Name)
                    select workflowAssociation)
                {
                    workflowNames.Add(workflowAssociation.Name);
                }
            }
            return workflowNames;
        }

[/csharp]

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