ControlPoint 8.9 - User Guide

How New Sites and Site Collections Are Requested

An end user can request a new site or site collection from the SharePoint Site Actions menu as long as the ControlPoint Site Provisioning feature has been activated for that site.  

When the user chooses Request a New Site Collection or Site, the Request Site or Site Collection page is launched, and the user can select from the  available Profiles that were created via the ControlPoint Provisioning Profile Manager.

Upon selecting a Profile, the Create Site (or Site Collection) page displays, prompting the requester for the following information:

·a Title and Description for the new site

·the Web Site Address that the requester wants to use for the new site

NOTE:  The requester must enter a full URL, including the name of the new site.  For example, if the requester wants to create a subsite called Employee Contact Information under myportal/sites/hr, a valid URL might be http://myportal/sites/hr/employeecontacts

The Requester Name and Requester Email address pre-populate with the login name and email address of the current user.  The Requester Email Address can, however be changed.  If the request is for a Site Collection, Primary Site Collection Administrator and Primary Site Collection Email Address fields are pre-populated with the current user's information, but they can also be changed.

·When the requester places the request, ControlPoint validates the information provided by the requester, including that the URL is valid and available.  If the validation fails, an error messages display at the top of the form.

If the validation is successful, a confirmation number is generated and displays at the top of the form, and a confirmation email is automatically sent to the requester.

NOTE:  Once a request is submitted, it is registered in the Site Creation Requests list on the ControlPoint Configuration Site.

Managing Site Provisioning Requests

From the Manage Site Provisioning Requests page, you can:

·monitor incoming requests for site collections and sites

·approve or reject the requests, and

·edit request details, such as title, description or url.

As an alternative to manually approving or rejecting requests, you can use a SharePoint workflow to handle the approval process.  For details, refer to the topic "Configuring the Site Provisioning Workflow Settings" in the ControlPoint Administration Guide.

To launch the Provisioning Requests Manager:

From the Manage ControlPoint tree, choose Governance Policy Manager and Provisioning > Provisioning Requests Manager.

Note that you can filter your view based on the state of the request:

·The Incomplete view, includes requests with a status of:

§Requested

§Approved

§In Process

§Error

·The Completed view shows all requests which have been processed and  for which site collections/sites have been created and all of the Additional Profile Settings (properties and Governance Policies) been applied.

·The Rejected view shows all Rejected requests.

If the approval process uses a workflow:

The grid displays an additional column, Workflow Status, so that you can  monitor the progress of workflow instances.  You can also view/update a workflow in SharePoint.  (For example, if the Workflow Status is Failed on Start, you may want to start in manually.  

To view/update a workflow instance, check the box to the left of the applicable request, then click [Workflow].

To edit/view details of a Provisioning Profile:

1In the Manage Provision Requests grid, check the box to the left of the request that you want to view/edit.  

2Click [Edit].

Note that you can edit the Title, Description, and URL of the request.  You can also approve or reject the request by changing the Request Status.

If a request is Rejected, an email is automatically sent to the requester.  If a request is Approved, it automatically starts Processing and is Completed when the site collection or site is created.  Once the site or site collection is created, an email is automatically sent to the requester.

Note that you can edit the Title, Description, and URL of the request.  You can also approve or reject the request by changing the Request Status.

If a request is Rejected, an email is automatically sent to the requester.  If a request is Approved, it automatically starts Processing and is Completed when the site collection or site is created and all of the Additional Profile Settings (properties and Governance Policies) been applied per the new site collection or site.  Once the site or site collection is created, an email is automatically sent to the requester.

NOTE:  Additional Profile Settings are applied the next time the scheduled job that has been defined for the operation has run.

3Click [Update].

To approve one or more requests without viewing or editing details:

1From the Provisioning Request Manager main page, check the box to the left of each request you want to approve.

2Click [Approve].

To delete one or more requests:

1From the Provisioning Requests Manager main page, check the box to the left of the request(s) that you want to delete.

2Click [Delete]

You will be prompted to confirm your action before continuing.

Default Menu Options for ControlPoint Users

The following tables identify ControlPoint default menu items at all levels of the SharePoint Hierarchy as well as the Manage ControlPoint panel.

The following terms are used to describe menu item behavior in a Multi-farm  installation:

·Home Only - The operation can be performed on the home farm only.

·Home or Remote - The operation can be performed on a single farm; either home or remote

·Multiple - The operation can be performed on multiple farms.

·Farm-Independent - The operation is not farm-specific.

Farm-Level Default Menu Items