#Create Library/List Service

Configure Create Library/List services to define the Create Library/List service request templates for business users. You can predefine the settings for libraries or lists created by this service as well as configure available options for business users to choose from when requesting this service. Libraries or lists created by AvePoint Cloud Governance are included in the data protection plan and content retention rules of the site collection they live in.

To create or manage services, click Service in the Request Management group within Settings.

On the interface for creating or editing a Create Library/List service, configure the following settings.

1. Scope – Choose the site collections you wish to be made available in this service. Business users will be able to choose which site collection to create the new library or list under.

   Choose one of the following methods to configure the scope:

2. Manually input URL – Select this option and click Add Your Own URL to enter the site collection URL in the URL text box. To add more site collections click Add Your Own URL after entering a URL.

3. Select scope from tree – Select this option and then select the site collections from the data tree.

   You can also choose to Use SharePoint Online context to automatically populate the service request scope. Select this checkbox to retrieve and use the SharePoint Online context in the service request scope. In the request triggered from the Site Information Card app part, the URL of the site where the Site Information Card resides will be retrieved. The site URL will be automatically used as the request scope. Choose one of the following options:

4. Allow Business User to Edit the URL – The site URL will be automatically filled into the text box, and the requester can edit it.

5. Show as Read-Only to Business User – The site URL will be displayed as read-only, and the requester cannot edit it.

6. Hide from Business User – The site URL will be hidden from the requester.

7. Permission Management – Choose whether to Allow business users to break permission inheritance for the library/list. If you enable this option, you can also choose whether to define the permission level scope. Select the Prevent business users from requesting grant permissions with the following permission levels checkbox, and then select the permission levels you want to exclude from the permission level scope. When business users grant permissions to users/groups, the selected permission levels are not displayed in the service requests.

8. Navigation – Specify whether to display this library or list in the Quick Launch of its parent site.

   Choose whether to assign the navigation option to the library or list created by this service, or allow the business user to choose this option when submitting a service request for this service in the Navigation configuration area. Choose from the following:

9. Assign by IT Admin – The option selected here will be associated with all libraries or lists created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

10. Assign by Business User – Allows the business user to choose the option in the Navigation configuration area.

11. Type – Select the type of the object that you allow to be created: Library or List.

    Choose whether to assign the type to the library or list created by this service, or allow the business user to choose the type when submitting a service request for this service in the Type configuration area. Choose from the following:

12. Assign by IT Admin – The type selected here will be associated with all service requests created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

13. Assign by Business User – Allows the business user to choose the type in the Type configuration area.

14. Click the arrow on the right-hand side to proceed to the next step.

15. Library/List Template – Enter the address in which the templates are stored in the Templates store text box to load the templates. Click Retrieve to retrieve the templates. Then, select the template for the library or list that you are about to create by selecting the corresponding checkboxes.

    Select a template from the Default template drop-down list to set it as the default template.

    Choose whether to assign the selected templates to the library or list created by this service, or allow the business user to select templates when submitting a service request for this service in the Library/List Template configuration area. Choose from the following:

16. Assign by IT Admin – The templates selected here will be associated with all libraries or lists created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

17. Assign by Business User – Allows the business user to select templates in the Library/List Template configuration area.

18. Document Version History (This section appears when you select Library as the Type.) – Specify whether a version is created each time you edit a file in this library.

19. Require content approval for submitted items? – Specify whether new files or changes to existing files should remain in a draft state until they have been approved.

20. Create a version each time you edit a file in this library?

21. No versioning – Do not create a version when a file in this library is edited.

22. Create major versions – Create a major version each time a file in this library is edited.

23. Create major and minor (draft) versions – Create major and minor versions each time a file in this library is edited.

24. Optionally limit the number of versions to retain – Allows you to limit the number of versions that you wish to retain. To limit the number of major versions, select the checkbox before Keep the following number of major versions and enter a number in the text box. You can also keep drafts for major versions by selecting the checkbox before Keep drafts for the following number of major versions and enter a number in the text box.

    Choose whether to assign the configured settings to the library created by this service, or allow the business user to configure these settings when submitting a service request for this service in the Document Version History configuration area. Choose from the following:

25. Assign by IT Admin – The settings configured here will be associated with all libraries created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

26. Assign by Business User – Allows the business user to configure the settings in the Document Version History configuration area.

27. Item Version History (This section appears when you select List as the Type.) – Specify whether a version is created each time you edit an item in this list.

28. Require content approval for submitted items? – Specify whether new items or changes to existing items should remain in a draft state until they have been approved.

29. Choose whether to Create a version each time you edit an item in this list.

30. Optionally limit the number of versions to retain – Allows you to limit the number of versions that you wish to retain. To limit the number of versions, select the Keep the following number of versions checkbox and enter a number in the text box. You can also keep drafts for approved versions by selecting the Keep drafts for the following number of approved versions checkbox and entering a number in the text box.

    Choose whether to assign the configured settings to the list created by this service, or allow the business user to configure these settings when submitting a service request for this service in the Item Version History configuration area. Choose from the following:

31. Assign by IT Admin – The settings configured here will be associated with all lists created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

32. Assign by Business User – Allows a business user to configure the settings in the Item Version History configuration area.

33. Click the arrow on the right-hand side to proceed to the next step.

34. Library or List Address – You can choose the following options to validate or construct the library or list URL:

    • Construct URL – Select the checkbox to build the library or list URL using specific rules. Click Add and select a rule from the drop-down list. The following rules are available:

      • Library or List Name

      • Custom metadata with the types of Single line of text, Choice, Person or group, Managed metadata, and Microsoft Entra property.

        NOTE

        If the metadata with the type of Choice – Checkboxes, Person or Group, or Managed Metadata has multiple values, the values will be separated with semicolons in the constructed URL.

      If you add multiple rules, you can enter one or more connection characters for connecting the values of those rules. If you choose not to define a connection character, the rule values will be connected by spaces.

      Choose whether to allow business users to modify the library/list URL when submitting requests via this service. Choose from the following:

      • Assign by IT Admin – The URL rules configured here will be used to generate the URL of the library/list created via this service. The generated library/list URL will be displayed to business users as read-only in the request form.

      • Assign by Business User – The URL rules configured here will be used to generate the URL of the library/list created via this service. In the request form, the generated library/list URL will be displayed to business users as the default URL, and business users can modify the URL if desired.

    • URL validation – Select the checkbox to enable library or list URL validation. Then, select a text validation rule from the drop-down list. The library or list URL defined by the requester will be validated according to the regular expression set in the text validation rule.

35. When you have finished configuring settings for this service, choose one of the following options:

36. Click the arrow on the left-hand side to go to the previous steps to review and modify your configurations.

37. Click Save to save all of the configurations and return to the Service Management interface.

38. Click Save and Activate to save all of the configurations and activate this service, which allows users to submit requests for this service.

39. Click Cancel to return to the Service Management interface without saving any configurations.