Target Audience: SharePoint Admins
Objective
This article provides a step-by-step guide for SharePoint Admins to provision a SharePoint Online (SPO) environment for the QorusDocs onboarding or to integrate QorusDocs with an existing SPO site.
Below is a list of the steps to complete:
Steps to Complete
1. Determine the Environment Setup
a. New SPO Site: Create a new site to manage and customize it for the QorusDocs onboarding.
b. Integrate with an Existing SPO Site: If an appropriate SPO site already exists, use that site for the QorusDocs onboarding.
a. Create a New SharePoint Online Site:
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Access SharePoint Admin Center:
- Navigate to the SharePoint Admin Center and log in with your admin credentials.
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Create a New Site:
- Select "Create site" and choose between a Team site or Communication site based on your organization’s needs.
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Configure Site Settings:
- Name the site (e.g., "QorusDocs").
- Set the appropriate privacy settings and add necessary owners and members.
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Add the Team Using QorusDocs to the Site: It is important to add the team that will be using QorusDocs to the site with the correct permissions so they can fully use the tool's features, including content creation, metadata management, and site settings.
- Add to Owners Group: Add the team to the Owners Group in SharePoint to give them full control over the site, ensuring they can take full advantage of QorusDocs.
- If Not Allowed: If adding the team to the Owners Group is not permitted, add them to the Members Group. This will allow them to edit content and contribute, though with more limited permissions.
b. Integrate with an Existing Site (If Applicable):
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Add the Team Using QorusDocs to the Site: It is important to add the team that will be using QorusDocs to the site with the correct permissions so they can fully use the tool's features, including content creation, metadata management, and site settings.
- Add to Owners Group: Add the team to the Owners Group in SharePoint to give them full control over the site, ensuring they can take full advantage of QorusDocs.
- If Not Allowed: If adding the team to the Owners Group is not permitted, add them to the Members Group. This will allow them to edit content and contribute, though with more limited permissions.
2. Test Access for the Team Using QorusDocs
To ensure that the team using QorusDocs has proper access, test the following features:
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Confirm Permissions:
- Log in as a member of the team or simulate their access.
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Test the Following Capabilities:
- Create Document Libraries: Ensure that the team can create new document libraries, which are essential for organizing content within QorusDocs.
- Create Site Columns: Verify that the team can create and manage site columns, which will allow them to structure metadata effectively.
- Access Site Settings: Confirm that the team can view and modify site settings, enabling them to configure necessary features for QorusDocs.
- Access the Term Store: Ensure the team can access the Term Store, which is critical for managing metadata and taxonomy within QorusDocs.
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Resolve Issues:
- If the team does not have the necessary permissions, review their group membership and adjust accordingly (e.g., move them to the Owners Group if needed).
3. Confirm Setup
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Finalize the Environment:
- Verify that the site is set up correctly and that all necessary permissions, including access for the team using QorusDocs, are applied.
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Notify the Onboarding Team:
- Inform the QorusDocs Onboarding Consultant that the SPO environment is ready.
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