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An Office of Science User Facility

Includes

Includes

Good design practices for SharePoint files, web pages, sub-sites:

General

  • Create names for new filenames, document libraries, lists, sites in SharePoint without spaces, instead use no spaces or underscore 'name_name' or hyphens 'name-name'.
    SharePoint creates the URL based on the name. Not using spaces will avoid the long, ugly URL that contains '%20%' due to the spaces.

    For document libraries, lists and sites - once you have created the document library, list or site - then you can go back to edit the name to include spaces. This will not work for filenames.

Document Libraries, Folders and Files

  • Avoid using a hierarchy of folders - this creates long ugly URLs, instead use metadata which is the better way to work in SharePoint.
    e.g.,
    Research Support Building SharePoint site, where metadata and filters are used instead of folders

Web Pages

  • Do you need a nicely formatted web page to link to the SharePoint library or list?
    e.g.,
    EPD Configuration Management site
    if yes, create a new page within a Publishing Site (only Publishing Sites can have more than 1 page per site)


Sites and Sub-Sites

  • Have a design discussion before creating a new site or subsite, since many functions can be accomplished in SharePoint 2007 by creating separate navigation, web pages, document libraries, lists, content types, etc. within the same site. Generally a new site is only needed if you need clear security boundaries and delegation.



Checklist for new top site collection requests:

  1. Top leve site collections should only be created for directorates, divisions and department levels (60+ objects similar to the top level of the V drive). Top level site collections are a drain on server resources.

    One reason that divisions and departments may be top level sites, rather than being subsites under a directorate, is that there have been more frequent organizational changes at this level where divisions/departments change directorates. Therefore having divisions/departments as top level site collections give them stability for their URLs.
  2. Types of site to request:
    • Do you need multiple web pages per site and features for web authoring? If so, you need one of the Publishing Site templates (e.g., Publishing Site - without workflow).
    • Team site - this will only allow one web page per site. Legacy sites are team sites since SharePoint 2003 did not have Publishing Sites.
  3. Are the site administrators the same as the parent site?
    If yes, then you likely do not need a new subsite - skip to Step 4.
    If no, then you might need a new site for easier management of security.
  4. Is it the same contributors for all documents
    If yes, then you likely need only one document library or lists.
    If no, then you likely need separate document libraries or lists.
  5. Is the metadata collected consistent across all the files (including the defaults on site column pick lists)?
    If yes, then you likely need only one document library or list.
    If no, then you likely need separate document libraries or lists.
  6. Do you need a nicely formatted web page to link to the SharePoint library or list?
    e.g.,
    EPD Configuration Management site
    if yes, create a new page within a Publishing Site (only Publishing Sites can have more than 1 page per site)