SharePoint Governance Tool

Enforce company policies across your SharePoint farm using queries and rules. This feature allows you to set up SharePoint rules easily and implement them on various targets, such as site collections, sites, lists, and document libraries. This customizable treat gives you the power to establish particular policies and execute queries successfully in just a few easy steps, saving you hours of work.

SharePoint Governance Rules

As useful to SharePoint administrators as they are to group admins, queries and rules can be set up in a few simple steps. Use the rule wizard to create manual or automatic procedures that will help you enforce SharePoint governance policies.

How to create a SharePoint governance rule in 5 simple steps?

  1. Open the wizard and determine the type of rule you wish to apply
  2. Based on the chosen rule, set up configuration details.
  3. Determine the execution type – manual or automatic.
  4. Select the conditions for the rule.
  5. And assign the target scope.

Wizard Scope: web applications, site collection(s), subsite(s), list(s) and libraries
Supported rule types:

  1. List Rules
    • Attachments – to specify if users can attach files to items in a list.
    • Dialogs – whether to launch a new, edit and display forms in the dialog.
    • Display on the quick launch – whether the documents will be displayed on the quick launch.
    • Document version history – whether a version is created each time you edit a file in a document library.
    • Folders – whether the “New Folder” command is available.
    • Item-level Permissions – specify which items user can read and edit.
    • Offline Client availability – whether this document library should be available for offline clients.
    • Opening Documents in the Browser – whether browser-enabled documents should be opened in the client or browser by default when user clicks on them.
    • Quick edit – whether Quick Edit can be used on this list to bulk edit data.
    • Rating Settings – whether or not items in a list can be rated.
    • Require Check Out – whether users must check out documents before making changes in this document library.
    • Search – list visibility in search results.
  2. Subsite Rules
    • Request Access Mail – specify an email address used for approving access requests for subsite.

Creating Queries

If you are not sure whether you need a specific rule or you want to check its efficiency, create a query for the particular problem you are interested in.

Query - Lists with more than 4500 items result

Creating a query is simple!

Example – you may want to find lists with more than 4500 items:
  • Open the Query wizard and define details such as name and scope.
  • Select the fields you want in your report and define their order.
  • Then set the execution type, filters and target location.

  • Visit resources center for videos and samples of SharePoint documentation and reports by SPDocKit.