How to create a SharePoint subsite

Overview

There are benefits to a subsite rather than a document library or list within a main site.  It allows you to create unique permissions and have all the functionality associated with a site. 

Review steps

When creating a sub-site there are several steps you need to review in order to ensure that the site is ready for use:

  1. Subsite Settings
  2. Site Permissions 
  3. Page Settings - Webparts
  4. Document Views
  5. Taxonomy Defaults

Create Subsite Settings:

  1. Template Selection: ensure you select Custom > Acadia Site
  2. User Permissions: Use same permissions as parent site or unique permissions.  Depending on the permissions required.  If you require different permissions, edit these first. 
  3. Navigation Quick Launch: Add this site to the quick launch of the parent site
  4. Navigation Inheritance: Use the top link from the parent site. 

Unique Permissions

  1. If you select Unique Permissions when creating the subsite, you will get an additional screen for permissions. 
    1. To create Unique Permissions select "Create New Group." The names will default to the Dept Site Permissions.  If there is no change, you may leave the default.
      • If you add people at this level, they will not receive an email that they are members of a group.
    2. The group names will default to the name of the subsite with visitor, member or owner. 
      • You cannot remove yourself from the member/owner groups.
    3. Once the groups have been created, go to Site Settings > Site Permissions to add update the permissions to see members as well as members to the groups. 
      • Under group settings:
        • Who can view the membership of the group: ensure group members selected.
        • Who can edit the membership of the group: ensure group owner selected. 
      • Under Membership Requests:
        • Allow requests to join/leave this group: select No.
        • Auto-accept requests: will default to no, with the request of no selection. 
        • If you do allow requests to join/leave the group, ensure that there is an email address in the box associated with email requests. 
      • It is recommended that users always receive access to a site via groups.  It supports site security. 

 

Once the Subsite is Created - Edit the Page 

1. Edit webpart Change the appearance of the document library 

2. Switch Document library from "Picture on Left" to "Two Lines".

3. Save Settings

Edit the Quick Launch Bar

  1. Edit Links: Add a Go-To Parent link in the Quick Launch Bar. This is optional, as there is a breadcrumb at the top, but it will make navigation easier. 
  2. Change the name of the Dept Site - Documents Library to reflect the subsite name. This is optional but will make navigation easier. 

Site Administration - Site Libraries and Lists

There are some steps to ensure you are capturing the correct metadata. 

1. Site Settings > Site Libraries and Lists > Customize Documents > Column Default Value Settings

  • Classification: ensure this reflects the appropriate department or sub-department, as required.  It will not default from the parent site.

2. Document library > Library Settings > Content Types > Add from Existing site content types

  • Add from Existing Site Content Types (Optional). This step is required if you are using a different Content Type that is different that "Acadia Document." You require different pieces of metadata and different columns to appear than those that appear in the Acadia Document (Name, Document Type, Classification, Academic Year, Fiscal Year, Degree).  For example, TS Document has a column for Vendor. 
    • Once the content type has been selected, it will appear in the content types.  
  • Change New Button Order and Default Content Type
    • Change the order of the Content types so that one you just added (e.g. ATS Document) appears first in the list and becomes the default content type.  
    • De-Select the Acadia Document Content Type so that it is not visible when you create a new document within SharePoint. 
  • Delete the Acadia Content Type if you plan to make a library template. If you do not, it will automatically default as the first content type. (You may have to set the Acadia Document to Not-Read Only first if you get an error). 

3. Edit Document Views 

If you are using a library/list template the views will be set up based on the template. If you are not, or it is the first time that you have used these columns/content types, you will have to modify the views to reflect the new columns.

** please note that if you are changing the Acadia Document with new views you will have to do further work to existing sites.  

Metatagging Column Defaults

Go to Site Settings > Column Default Value Settings or

Site Settings > Columns > select appropriate column to edit

1. Check the following:

  • Classification column allows multiple values & defaults the appropriate value for the site/subsite
  • Document Type: displays the entire pather to the term in the field
  • Use managed metaterm set 
  • If you are in a department that is going to use the degree field, you might want to have that default as well.

Site and Site Contents Permissions

To protect the integrity of the security settings, it is best practices to add users to a group.  If you did not create unique permissions when you created the sub-site, it can still be accomplished: 

  1. Add members to an existing group:  
    • Site Settings > Site Permissions: select the group to which you wish to add members.
  2. Create a new group
    • Site Settings > Site Permissions > Create group
      • Ensure you have selected the appropriate permissions for the group
    • Once the group is created, add members.
  3. Break inheritance from parent site if required
    • Site Settings > Site Permissions 

 

 

 

Print Article