#Use Built-in Actions

The built-in actions are available to be added in a Create site collection service, Create Microsoft 365 Group service, Create team service, Create library service, or Change library settings service. After you add a built-in action to a service, you must complete the corresponding configurations. For more details on how to configure each built-in action, refer to the instructions in the corresponding section below:

#Define a document library to use as a template

Configure the following settings to specify a SharePoint document library as a template:

• Specify a SharePoint library URL – Enter the URL of a SharePoint document library which will be used as the template. The specified document library will act as a template when creating a new document library.

• Choose whether to Include folder structure from library template when creating a new document library.

#Set default column value for the library folder

Configure the following settings to set default column values for documents added to folders, subfolders, or root folders in the library or site collection:

• Default column values – You can manually set default column values for multiple columns, or match column values with workspace metadata or service metadata. To add one or more default column values, click Add to open the Add default column value panel, and then configure the following settings in the panel:

  • Column name – Enter a column name.

  • Default column value – Choose how to set the default column value by configuring one of the following options:

    • Manually enter the column value – Enter the default column value. If you enter multiple column values, separate each value with a semicolon.

    • Match column value with metadata – Choose to match column value with Workspace metadata or Service metadata, and then enter the metadata name in the text box.

      NOTE

      If the workspace metadata or service metadata that you selected is to be matched with the column value, make sure the metadata is in the format of TermSetName|TermName|SubTermName.

  When you finish, click Add.

• Apply default column value to folder – Choose to apply default column value to the root folder or to the specific folder. If you choose to Apply to specific folder, choose one of the following options:

  • Manually specify the folder name – To manually specify the folder name, click Add and then enter the name for a folder in the table. You can add multiple folders, and duplicate folder names are not allowed.

    NOTE

    If you want to specify a subfolder to apply default column values, make sure to enter the relative path of the subfolder (e.g., folder/subfolder1/subfolder11). If there are different default column values for the same folder's column, the first setting added in the service will take effect.

  • Match folder name with metadata – Choose to match the folder name with Workspace metadata or Service metadata, and then enter the metadata name in the text box.

#Apply content type from the content type gallery

To apply the content type from the content type gallery, which are retrieved from the specified Microsoft 365 tenant, click Add to open the Add content type panel.

In the panel, select a tenant from the drop-down list, and then click Retrieve to retrieve content types. The retrieved content types and their categories will be shown in the list below. When you finish, click Add.

#Activate features

To activate a desired feature for the newly created site or site collection, click Add, choose to activate a site collection feature or site feature and manually enter the feature ID for the feature.

To use PowerShell to access all of the features available in SharePoint Online, refer to Appendix R – How to Get All Features using PowerShell for more information.

#Specify alternate CSS URL

Specify a CSS file URL to be used by the created site collection and all sites that inherit from it.

#Add site columns

To add site columns to the created site collection, click Create to open the Create site column panel and configure the following settings:

• Creation method – Choose the creation method to create a column from the following options:

  • Create a column from scratch

  • Create a column from a Cloud Governance metadata

• Column settings (Available when you choose to create a column from scratch) – Complete the configurations for the column.

  • Column name – Enter a column name.

  • Column type – Select a column type that indicates the type of data that you want to store in the column. You can choose the following types:

    • Single line of text

    • Date and time

    • Managed metadata

  • Skip creating a column if the column name already exists – Choose whether to skip creating a column whose column name already exists. Otherwise, an error task will be generated if the column name already exists.

  • Column description – Enter the column description.

  • Allow multiple values – This option is only available when you select Date and time as the column type. Specify whether the column will allow more than one value.

  • Term set or term – Click the select term set or term button. In the Select term set or term panel, select a container and then select term sets or terms within the scope, then click Add.

  • Date and time format – Set the date and time format for the column.

  • Display format – Set the display format for the column.

  • Default value – Choose from the following ways to define the column default value:

    • Manually enter the default value

      With the Single line of text selected as the column type, enter the default column value.

      With the Managed metadata selected as the column type, specify the default value for the column. Click the select term button to select terms. In the Select default value window, expand the term set tree to select a term, and then click OK.

    • Match column value with metadata – This option is only available when you select Single line of text or Managed metadata as the column type. Choose to match column with the following metadata types: Single line of text, Yes/No, Choice, and Managed metadata.

      NOTE

      Only metadata of the Managed Metadata type can be selected when you choose Managed metadata as the column type.

• Column mapping settings (Available when you choose to create a column from a Cloud Governance metadata) – Configure the column mapping settings.

  • Select a metadata – Select a metadata that you want to map to the column value. You can choose to match column with the following metadata types: Single line of text and Managed metadata.

  • Map to another column name – Choose whether to map the selected metadata to another column. With this option selected, enter the name of the specific column.

  • Skip creating a column if the column name already exists – Choose whether to skip creating a column whose column name already exists. Otherwise, an error task will be generated if the column name already exists.

  • Column group – Enter a column group name.

• Additional column settings – Add the properties that will be included in the column. Click Add to open the Add property panel, select a property and the property value, and then click Save to add the selected property to the table. You can add no more than three properties.

#Publish site columns to libraries or lists

To add site columns to libraries or lists in the created site collection, click Add to open the Add column panel and configure the following settings:

• Column name – Enter a column name.

• Add this column to specific libraries/lists – Enter the name of the libraries or lists to which you want to add the column. Keep each library or list name in a separate line if you want to add multiple libraries or lists.

• Add to default view of the libraries or lists – Choose whether to add the column to the default view of the libraries or lists.

When you finish, click Add. You can add multiple columns to the table.

#Add columns to the library

To add a site column to the created library, click Add to open the Add column panel and enter the name for the column. Choose whether to Add to default view to include this column in the default view of the library. When you finish, click Add. You can add multiple columns to the table.

#Library record declaration settings

Configure the following settings to allow or disallow the manual creation of records, as well as declare all items as records as they are added:

• Manual record declaration availability – Configure records management settings to allow or prevent the creation of records within specific lists or libraries on a site. You can choose one of the settings from the following:

  • Use the site collection default setting – Select whether you want to use the site collection default setting.

  • Always allow the manual declaration of records – Select this option to allow for the manual declaration of records for this list or library.

  • Never allow the manual declaration of records – Select this option to never allow for the manual declaration of records for this list or library.

#Set column default value

To set default values for columns at the library level, you can manually set default column values for multiple columns, or match column values with workspace metadata or service metadata. To add one or more default column values, click Add to open the Add default column value panel, and then configure the following settings in the panel:

• Column name – Enter a column name.

• Default column value – Choose how to set the default column value by configuring one of the following options:

  • Manually enter the column value – Enter the default column value. If you enter multiple column values, separate each value with a semicolon.

  • Match column value with metadata – Choose to match column value with Workspace metadata or Service metadata, and then enter the metadata name in the text box.

    NOTE

    If the workspace metadata or service metadata that you selected is to be matched with the column value, make sure the metadata is in the format of TermSetName|TermName|SubTermName.

When you finish, click Add.

#Create structured folders

To create a predefined set for folders and subfolders in the library, complete the following steps:

1. Click Create folder.

2. In the Create folder panel, enter a folder name and click Save to create the folder.

3. For an existing folder, you can:

• Click the Create subfolder button to create a subfolder of it.

• Click the Edit button to edit the folder name.

• Click the Delete button to delete the folder.

4. Use the steps above to create multiple folders and subfolders based on your desired structure.

#Create library columns

To create a library column, click Create to open the Create library column panel and configure the following settings:

• Creation method – Choose the creation method from the following options:

  • Create a column from scratch

  • Create a column from a Cloud Governance metadata

• Column settings (Available when you choose to create a column from scratch) – Complete the configurations for the column.

  • Column name – Enter a column name.

  • Column type – Select a column type that indicates the type of data that you want to store in the column. You can choose the following types:

    • Single line of text

    • Date and time

    • Managed metadata

    • Choice

    • Yes/No

    • Person or group

  • Skip creating a column if the column name already exists – Choose whether to skip creating a column whose column name already exists. Otherwise, an error task will be generated if the column name already exists.

  • Column description – Enter the column description.

• Column mapping settings (Available when you choose to create a column from a Cloud Governance metadata) – Configure the column mapping settings.

  • Select a metadata – Select a metadata that you want to map to the column value. You can choose to match column with the following metadata types: Single line of text and Managed metadata.

  • Map to another column name – Choose whether to map the selected metadata to another column. With this option selected, enter the name of the specific column.

  • Skip creating a column if the column name already exists – Choose whether to skip creating a column whose column name already exists. Otherwise, an error task will be generated if the column name already exists.

• Additional column settings– Add the properties that will be included in the column. Click Add to open the Add property panel, select a property and the property value, and then click Save to add the selected property to the table. You can add no more than three properties.

Click Save to save the library column.

#Customize default view

You can add columns to the default view and rearrange them by dragging. Note that this built-in action only applies to the standard view.

To add a column to the view, click Create to access the Add column panel. In the panel, enter the column name and click Add. Follow the step to add multiple columns to the default view.

For an added column, you can:

• Click the Move up or move down button, and drag the column to your desired location.

• Click the Delete button to delete an added column.