Sep 08
SharePoint 2013 Governance – How-to use Site Policies

This blog post series is about publishing Centralized Site Policies on a SharePoint 2013 farm.

  1. Setup, publish and maintain centralized site policies (this post)
  2. Consume centralized policies with the self-service site creation service
  3. Leverage the power of site policies by using workflows

SharePoint 2013 has a new feature called site policies. This feature can be activated on site collection level and allows you to define policies to handle closure and deletion of sites. This policies are offering a predefined range of actions or the option to trigger a workflow.

The options provided by default are:

  • Do not close or delete the site automatically
  • Delete the site automatically
  • Close the site automatically and delete the site automatically
  • Run a workflow to close the site, and delete the site automatically

More information: http://technet.microsoft.com/en-us/library/jj219569(v=office.15).aspx

To activate the feature, it's necessary to activate the Site Collection Feature "Site Policy" and a new link will appear bellow Site Settings à Site Collection Administration à Site Policy. Unfortunately in an enterprise environment it cannot be expected from an administrator that he will review all the sites, activate and creating the policies. Because of that SharePoint 2013 provides the feature to manage and publish Site Policy through a centralized content type hub.

The following how-to explains the process to publish and consume site policies with the self-service site creation.

Setup Content Type Hub

Before we start, a content type hub has to be created and published. This process hasn't changed a lot between SharePoint 2010 and SharePoint 2013. To achieve the goal the following manual will help: http://gallery.technet.microsoft.com/office/Configuring-the-Content-ee9a0723

Setup and publish centralized site policies

  1. Open the content type hub site collection
  2. Open Site Settings
  3. Open Site Collection Features

  4. Go back to site settings
  5. Now, a new entry Site Policy is listed below site collection administration. Open the entry Site Policy.

  6. On this site you can configure create and manage the policies according to your internal policies provided by your stakeholders.

  7. Finally after creating all the policies you want to deploy it to all site collections associated with your managed metadata service. This can be achieved by selecting "Manage publishing for this policy"

    Note: Please be aware, if you don't see the column "Publish Policy" then somehow your content type hub configuration is not correct.

  8. Verify that Publish is selected and as soon as you click ok, the policy is scheduled for publishing.

    Note: Publishing of policies is done through the normal content type subscription process. Out-of-the-box this is scheduled every hour. To speed up the publishing on test environment, you can go to the Central Admin à Monitoring àReview job definitions à Content Type Subscriber (There is one per web application) àand click "Run Now". This will push the site policy to all sites in the next minutes.

  9. To verify if the policy was correctly deployed, you can open the site settings of any site and see on site policies if the centralized policies are listed there.

      

Maintain published policies

Afterwards if you get some changes from your stakeholders and you want to modify your policies, you can do that again through the same site policies page on the content type hub site collection.

Important: Changes to site policies in the content type hub are not published until it's triggered manually.

Executing the republishing or to unpublish of site policies can be done again by selecting "Manage publishing for this policy" (See screenshot step 8).

  1. Select republish
  2. Verify date to see when it was published the last time
  3. Click Ok

    Note: Again you have to wait until the timer job is executed. The job is normally executed every hour, to execute it manually see note on previous step 9.