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    Home > SharePoint Site Provisioning and Management > Create Site Service

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    Create Site Service

    Configure Create Site services to define the Create Site service request template for business users. You can customize the settings for sites created by this service as well as configure available options for business users to choose from when requesting this service. Sites created by AvePoint Cloud Governance inherit data protection and content retention policies from 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 Site service, configure the following settings.

    NOTE

    For information about common service settings that exist in all types of services, refer to Common Service 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 site under.

      1. Choose one of the following methods to configure the scope:

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

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

        Choose to define the request scope mode for this service or allow business users to configure this in the service request form. Choose from the following:

        • Assign by IT Admin – Business users can only define the request scope via the request scope mode selected in this service.

        • Assign by Business User – Allows business users to choose the request scope mode when submitting requests for this service. The request scope mode selected in this service will become the default mode.

      2. 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:

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

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

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

      3. Site URL – You can choose the following options:

        • Use site title in URL – Select this checkbox to have the site URL filled automatically after entering the site title in the service request.

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

    2. Language – Specify the language for the sites. If more than one language is selected, choose a default language from the Default Selection drop-down list.

      Choose whether to assign a language to sites created by this service, or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Language configuration area. Choose from the following:

      • Assign by IT Admin – The language selected in the Default Selection drop-down list will be associated with all sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

      • Assign by Business User – Allows the business user to choose from the languages you have selected in the Language configuration area.

    3. Site Template – Specify the templates which can be used to create the site. In the Select templates text box, enter the site collection URL where all your site templates are centrally stored. Then click Retrieve to retrieve the available templates and select the desired templates by selecting the corresponding checkboxes. Note that site templates will only be available to be retrieved from your SharePoint library if they are in the .wsp format. Select a template as the default template from the drop-down list in the Default Selection section.

      Choose whether to assign a template to sites created by this service, or allow the business user to choose the site template when submitting a service request for this service. Choose from the following:

      • Assign by IT Admin – The site template selected in the Default Selection drop-down list will be associated with all sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

      • Assign by Business User – Allows the business user to choose from the site templates you have selected in the Template Selection configuration area.

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

    5. Site Permissions – Select to inherit permissions from the parent site or use unique permissions.

      • Use same permissions as parent site – Select this option to inherit the parent site’s permissions settings. Assign by IT Admin will be the default selection and business users cannot configure site permissions. Choose whether to Show as Read-Only to Business User or Hide from Business User.

      • Use unique permissions – Select this option, and refer to the instructions in step 6 and step 7 to customize the site permissions for sites created by this service.

    6. Site Permissions: Use unique permissions (the Common tab) – Configure the common permission settings to assign permissions to specific groups and users. By default, the common groups are displayed. Click the edit button to edit the settings of a specific group or click the delete button to delete a specific group.

      • Create Group – Click Create Group to create a new group and add it into the common permission settings. In the Add a Group window, configure the following settings:

        1. Custom Group Name – Enter a name for the group and enter an optional description for future reference. Enter $SiteName to automatically add the site title as the group name prefix in Create Site service request.

        2. Group Owner – Choose to assign a Microsoft 365 user or a SharePoint Online group to be the group owner. Configure the following settings:

          • Microsoft 365 user – Choose this option and enter the username of a Microsoft 365 user in the text box as the group owner. Press Enter to check if the name is valid.

          • SharePoint Online group – Choose this option and select a SharePoint Online group from the drop-down list as the group owner.

          Choose to assign the group owner to the custom group that will be created together with the site created via this service, or allow business users to assign the group owner when submitting requests for this service. Choose from the following:

          • Assign by IT Admin – The group owner assigned here will be the group owner. Select either Show as Read-Only to Business User or Hide from Business User.

          • Assign by Business User – Allows business users to assign the group owner when submitting requests for this service.

        3. Select Users – Select your desired users to add into the group. Click Add a User and enter the usernames in the pop-up window. You can also enter the following roles: $Requester, $Manager of requester, $Primary site collection contact, $Secondary site collection contact, $Primary site contact, and $Secondary site contact. Then, click OK to save your configurations.

          Optionally, select the Enforce Permission checkbox after a username. On the request page, the user cannot be deleted and the user permissions cannot be modified. For the enforced permission user, you can hide the enforced permission user from the request page by selecting the Hide checkbox.

          Choose to assign group members to the custom group that will be created together with the site created via this service, or allow business users to assign group members when submitting requests for this service. Choose from the following:

          • Assign by IT Admin – The users assigned here will be the group members. Select either Show as Read-Only to Business User or Hide from Business User.

          • Assign by Business User – Allows business users to assign the users as group members when submitting requests for this service.

        4. Permissions – Configure the permissions for this group. Select your desired permission levels by selecting the corresponding checkboxes.

          Optionally, select the Allow Business User to change the permission level of this group checkbox, so that the business users can modify the permission level when creating a request.

        5. Click Save to save the group settings.

      • Grant Permissions – Click Grant Permissions to grant permissions to specific users. In the Grant User Permissions window, configure the following settings:

        1. Select Users – Enter the names of the users that you are about to grant permissions.

        2. Assign By – Choose who will assign the user permissions, IT Admin or Business User.

        3. Permissions – Configure the permissions for the users. Select your desired permission levels by selecting the corresponding checkboxes.

        4. Click Save to save your configurations.

    7. Site Permissions: Use unique permissions (the specific template tab) – The template tab depends on the selected site template. The default groups of the site template are displayed. Click the edit button to edit the settings of a custom group or click the delete button to delete a custom group.

      • Use common permission settings – Select the checkbox to apply the permission settings in the Common tab. If there are group names that already exist in the Common tab, the group settings will be replaced by those of the Common tab.

      • Create Group – Click Create Group to create a new group and add it into the specific template permission settings. In the Add a Group window, configure the following settings:

        1. Custom Group Name – Enter a name for the group and enter an optional description for future reference. Enter $SiteName to automatically add the site title as the group name prefix in Create Site service request.

        2. Group Owner – Choose to assign a Microsoft 365 user or a SharePoint Online group to be the group owner. Configure the following settings:

          • Microsoft 365 user – Choose this option and enter the username of a Microsoft 365 user in the text box as the group owner. Press Enter to check if the name is valid.

          • SharePoint Online group – Choose this option and select a SharePoint Online group from the drop-down list as the group owner.

          Choose to assign the group owner to the custom group that will be created together with the site created via this service, or allow business users to assign the group owner when submitting requests for this service. Choose from the following:

          • Assign by IT Admin – The group owner assigned here will be the group owner. Select either Show as Read-Only to Business User or Hide from Business User.

          • Assign by Business User – Allows business users to assign the group owner when submitting requests for this service.

        3. Select Users – Select your desired users to add into the group. Click Add a User and enter the usernames in the pop-up window. You can also enter the following roles: $Requester, $Manager of requester, $Primary site collection contact, $Secondary site collection contact, $Primary site contact, and $Secondary site contact. Then, click OK to save your configurations.

          Optionally, select the Enforce Permission checkbox after a username. On the request page, the user cannot be deleted and the user permissions cannot be modified. For the enforced permission user, you can hide the enforced permission user from the request page by selecting the Hide checkbox.

        4. Permissions – Configure the permissions for this group. Select your desired permission levels by selecting the corresponding checkboxes.

          Optionally, select the Allow Business User to change the permission level of this group checkbox, so that the business users can modify the permission level when creating a request.

        5. Click Save to save the group settings.

      • Grant Permissions – Click Grant Permissions to grant permissions to specific users. In the Grant User Permissions window, configure the following settings:

        1. Select Users – Enter the names of the users that you are about to grant permissions.

        2. Assign By – Choose who will assign the user permissions, IT Admin or Business User.

        3. Permissions – Configure the permissions for the users. Select your desired permission levels by selecting the corresponding checkboxes.

        4. Click Save to save your configurations.

      • Business User action control – Choose how to control the business user actions on the security group.

        • Allow Business User to grant user permissions directly – Select this checkbox to allow business users to directly grant permissions to specific users in the request.

        • Prevent Business User from requesting to grant permissions with the following permission levels – Select this checkbox and select your desired permission levels. The selected permission levels will not be displayed in the request.

    8. Navigation – Configure navigation options for sites created using this service:

      • Choose whether to Display this site on the Quick Launch bar of the parent site.

      • Choose whether to Display this site on the top link bar of the parent site.

      Choose whether to apply this option to sites created by this service, or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

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

      • Assign by Business User – Allows the business user to configure the navigation options.

    9. Navigation Inheritance – Choose whether to have sites created by this service Use the top link bar from the parent site by choosing the corresponding option.

      Choose whether to apply the option to this service and sites created by this service, or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

      • Assign by Business User – Allows the business user to choose the option when submitting a service request for this service.

      • Assign by IT Admin – The selected option will be applied for this service. Select either Show as Read-Only to Business User or Hide from Business User.

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

    11. Primary Site Contact – The primary site contact will be the user designated for managing the site created by this service. Assign a user to be the primary site contact by entering the username into the text box. Press Enter to check if the name is valid.

      You can also enter one of the following roles:

      • $Requester – The requester will become the primary site contact.

      • $Manager of requester – The manager of the requester will become the primary site contact.

      • $Primary site collection contact – The primary site collection contact of this service will become the primary site contact.

      • $Secondary site collection contact – The secondary site collection contact of this service will become the primary site contact.

      Choose whether to assign the primary site contact to sites created by this service, or allow the business user to designate one when submitting a service request for this service. Choose from the following:

      • Assign by IT Admin – The primary site contact configured here will be associated with all sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

      • Assign by Business User – Allows the business user to configure the primary site contact.

      You can send an email to notify the primary site contact when the site is created successfully. Select the Notify the contact upon site creation checkbox and select an email template from the drop-down list.

    12. Secondary Site Contact – The secondary site contact will be the user designated for managing sites created by this service in case the primary site contact is unable to respond to a notification. Assign a user to be the secondary site contact by entering the username into the text box. Press Enter to check if the name is valid.

      You can also enter one of the following roles:

      • $Requester – The requester will become the secondary site contact.

      • $Manager of requester – The manager of the requester will become the secondary site contact.

      • $Primary site collection contact – The primary site collection contact of this service will become the secondary site contact.

      • $Secondary site collection contact – The secondary site collection contact of this service will become the secondary site contact.

      Choose whether to assign the secondary site contact to sites created by this service, or allow the business user to designate one when submitting a service request for this service. Choose from the following:

      • Assign by IT Admin – The secondary site contact configured here will be associated with all sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

      • Assign by Business User – Allows the business user to configure the secondary site contact.

      You can send an email to notify the secondary site contact when the site is created successfully. Select the Notify the contact upon site creation checkbox and select an email template from the drop-down list.

    13. AvePoint Cloud Management Deployment Manager Plan – Select the Apply AvePoint Cloud Management Deployment Manager Plan checkbox to apply a Deployment Manager plan to the new site. The source design elements in the plan will be deployed to the new site.

      NOTE

      To use the Deployment Manager plan, your tenant must have a Microsoft 365 service account profile. The service account will be automatically added to the Site Collection Administrators group during the deployment process, and it will be automatically removed from the administrator group when the deployment is completed.

      Select at least one plan in the table. For details on configuring Deployment Manager plans, refer to Configure a Deployment Manager Plan.

      If more than one Deployment Manager plan is selected, you must choose a default Deployment Manager plan from the Default Selection drop-down list.

      You can assign the selected Deployment Manager plan to sites created by this service, or allow the business user to choose the Deployment Manager plan when submitting a service request. Choose from the following:

      • Assign by IT Admin – The Deployment Manager plan selected in the Default Selection drop-down list will be applied to all sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

      • Assign by Business User – Allows the business user to choose from the Deployment Manager plans you have selected in the Select plans area.

    14. AvePoint Cloud Governance App and App Part – Choose to automatically enable the AvePoint Cloud Governance App during site creation. If you choose Automatically enable AvePoint Cloud Governance App, you can select the app parts: Site Information Card, Site Lifecycle Timeline, and/or Cloud Governance Panel. AvePoint Cloud Governance will automatically add the selected app parts into the homepage of the site that will be created by this service.

      The display language of Cloud Governance Panel depends on the display language of the site. If the site’s display language is not one of the following languages: English, Japanese, French, German, Italian, and Korean, the panel will be displayed as English.

    15. Viva Engage Integration – Choose to enable the integration of AvePoint Cloud Governance and Viva Engage. If you enable it, you must create a Viva Engage app profile in AvePoint Online Services first. Note that when an approver approves a request via this service, the site users who will have unique permissions to the site will be automatically added to the new Viva Engage internal group or the existing Viva Engage group. Configure the following settings:

      1. Viva Engage network – Select a Viva Engage network from the drop-down list to connect AvePoint Cloud Governance to a Viva Engage tenant.

      2. Add a Viva Engage group feed to the site homepage – Allows to add a Viva Engage group feed to the site homepage via one of the following methods:

        • Allow business uses to create a Viva Engage internal group – Choose this option to allow business users to create a new Viva Engage internal group when submitting a request for this service. The feed of the new Viva Engage internal group will be added to the site homepage. Then, configure the following settings:

          • Group Type – Allows you to choose who can view the group content. Choose Public – Anyone in this network to allow every user in this network to view the group content, or choose Private – Only approved members to allow users approved by members of this group to view the group content. If you choose the Private – Only approved members option, you can select the List in group directory checkbox to have the approved members listed in the group directory.

          • Group Permission – Allows you to choose who can join the group. Choose Anyone in this network to allow every user in this network to join the group, or choose Only those approved by an admin to allow users approved by a group administrator to join the group.

          Choose to apply the new Viva Engage internal group settings configured here to the sites created by this service, or allow business users to configure the new Viva Engage internal group settings when submitting requests via this service. Choose from the following:

          • Assign by IT Admin – Apply the new Viva Engage internal group settings configured here to the sites created by this service. Select either Show as Read-Only to Business User or Hide from Business User.

          • Assign by Business User – Allows business users to configure the new Viva Engage internal group settings.

        • Allow business users to use an existing Viva Engage group – Choose this option to allow business users to use an existing Viva Engage group when submitting a request for this service. The feed of the existing Viva Engage group will be added to the site homepage.

          If you did not select the Allow business users to create a new Viva Engage internal group checkbox above, you can select the Apply an existing Viva Engage group checkbox to apply an existing Viva Engage group to the site created via this service. Then, you must enter the name or ID of an existing Viva Engage group in the text box and click Validation Test to validate the group name or group ID.

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

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

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

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

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