Versions Compared

Old Version 37

changes.mady.by.user Andy R. Andersen

Saved on

compared with

New Version 38

changes.mady.by.user Andy R. Andersen

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.


Panel
borderColor#d87b41#008b3f
bgColor#fbf2ec#e7f4ed
borderStylesolid

Procedure Process



Panel
bgColor#f0f0f0
borderStylesolid

Introduction

The below procedure outlines all required steps in order to request a new External SharePoint site. Each request will undergo a review and approval process prior to implementation. Timing is an important consideration for this process, especially when Establishing the Request because the Data Classification Form and the External Data Sharing Request Form must be reviewed by several teams including Data Governance and Legal. This review can take several weeks depending on the nature of the data or information being shared through your External SharePoint site. The Data Governance is available for any questions or guidance about this process or when completing any of the required forms. If you are having trouble, please reach out to them.


Process Overview


Outline Requirements

Expand
titlelearn more...

Outlining requirements is an extremely important first step in the process of establishing a new External SharePoint site. IT and Data Governance will rely largely on these requirements when building the site but will reach out to you if they have questions during implementation. To that end, the more detail you provide regarding how the site will be used and by whom, the easier the implementation will be.

UI Steps
sizesmall


UI Step

What is the purpose and goal of your new site?


UI Step

Do you currently have a site this new site will be aligned to? If so, what is the name and URL for your existing parent site?


UI Step

Who will require access to the site and what level of access should they be given?

Expand
titleinformation table


Permission Group IdentifierAccess Level ProvidedDefinition
Project LeadsAdministerProvides access to add and remove members from permission groups assigned to sites, sub-sites, document libraries and lists. Should only be assigned to users who will need to manage and maintain access to all site and site components. This access also provides all the access listed below as well.
MembersContributeProvides access to upload and delete document from document libraries as well as add, edit and delete list items. This access also provides all the access listed below.
VisitorsReadProvides view only access to sites, sub-sites, document libraries and lists including the ability to download documents.




UI Step

What will be the name of your new site?

Warning

While it is possible to change the names of sites and site components, it is not recommended. Be sure to think thoroughly through what the name of the site will be as changes, while possible, can have some negative downstream impacts to users who frequent your site.





Data Classification Form

Expand
titlelearn more...

Include Page
TD:SharePoint: Data Classification Form
TD:SharePoint: Data Classification Form


External Data Sharing Request Form

Expand
titlelearn more...

Include Page
TD:SharePoint: External Data Sharing Request Form
TD:SharePoint: External Data Sharing Request Form


Site Implementation, Review and Approval

Expand
titlelearn more...


UI Steps
sizesmall


UI Step

The Data Governance Office will review your submitted Data Classification Form, External Data Sharing Request Form and Share Data with External Parties service desk request and provide a recommendation to the Legal Contact aligned to your Program or Department.


UI Step

The Counsel's Office will also review the information provided and either approve, requests additional information or denies the request.


UI Step

Once the request is approved by Legal, the Data Governance Office will work with IT to implement the site based upon your submitted requirements. You will receive a notification from IT when the site has been implemented.


UI Step

Review the new site when you receive notification of implementation. Respond to the Share Data with External Parties service desk ticket you established documenting any additional changes that are needed or provide your approval for the new site.


UI Step

Share details with the external stakeholders on how to access the platform and data. Each user must have a unique Microsoft email account - shared accounts are not allowed.


UI Step

Ensure that the integrity, security requirements and access authorizations are managed properly.


UI Step

Remove stakeholders immediately that no longer work at an organization or on the program.





HTML
<style type="text/css">
.rwui_button {background-color: #0073A4;}
.rwui_button:hover {background-color: #002D72;} 
</style>