Purpose

                This document describes the procedures to follow and the current structure of the Solutions Library SharePoint site.

Support Team's Role

When the support team receives a ticket asking about adding content to the Solutions Library or making changes to the Solutions Library, support should solicit the requester for a detailed description of details of their ask, if not already provided in the request, and the ticket should be escalated to the infrastructure team.

Current Structure

  • The Solutions Library concept was created to have a set structure of folders that allowed for documents to be automatically tagged with meta data in a way that made search results more relevant.  This structure is also a dependency of the Workspace application.  
  • The names of the folders and the contents of the first 3 tiers of the Solutions Library are fixed and should not be changed. Contents of tier 4 folders are writable. 
  • Now that this is in production, changes to those folders require a ticket to be opened and addressed by the infrastructure team.

When a file is placed in this Deliverable folder, it’s getting tagged with the following:

  • Deliverable
  • Automation and Analytics
  • Digital Solutions

If changes are made to the top 3 tiers without change control, it breaks auto tagging that is setup and what’s described in the previous step doesn’t occur.

  • With those requirements in mind a custom permission and folder was created to enforce the tagging that is in place:
  • Group members are made visitors in the top 3 tiers and do not have permission to add files or make changes, only site Owners can make changes at that level:

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Changes to Structure

 

  • All changes made to the top 3 tiers need to go through change control, to initiate that process an end-user can generate a ticket to the system.
    1. The receiver of the ticket gets approval from the project holder (Danny Russell) and creates a change control in Freshservice detailing the changes being made:

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  1. Part of any changes made to the top 3 tiers need to include making sure the meta-tags still work.
  2. The receiver of the ticket is the person making the changes to the folder structure.
  • If a user is placed in the owners group to make big changes, that process needs to be monitored and that access removed when those changes are complete.