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  • 1.  User Groups within User Governance - Best Practices

    Posted 11-21-2019 15:11
    Hello, 

    I'm new to User Governance and was curious if anyone had best practices around how to best structure them - by task or department for example? 

    Thanks!
    Jamie

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    Jamie Borja | Sr. PM
    Refresco Beverages North America, Inc. | 7277448622
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  • 2.  RE: User Groups within User Governance - Best Practices

    Posted 11-22-2019 08:08
    There are several ways of organizing content or UG sites, each with pros and cons: folders, libraries, or more UG sites.

    Folders allow users to remain in the default libraries which are accessible through the UG menu. Most users will use the Excel Addin or Studio to open files, so this may or may not have much impact. Each folder gets it's own 5k SharePoint item limit. But you have to break inheritance and carefully manage permissions. I'm not sure if you can set a folder as a default location, and if not that means users have to click into folders to find files.

    Libraries are similar but allow you to have different library settings, metadata, and can be set as the default location for individual users. You'll still have to break inheritance on the permissions and manage special group access.

    Adding different UG sites adds the overhead of running the Foundation Setup process, but grants a completely separate site for different usage, different settings, policies, SAP systems, and so on.

    Deciding how to use the above basically falls into a set of questions:

    1. Do you need different administrators for different departments/task?
      • Separate UG site, otherwise stay on a single site and use libraries or folders.
    2. Do you need different polices or overall settings?
      • Separate UG site, otherwise stay on a single site and use libraries or folders.
    3. Does your auditing and usage need to be separated?
      • Separate UG site, otherwise stay on a single site and use libraries or folders.
    4. If no to the above, is your folder structure going to be more than one level deep?
      1. Use separate libraries, otherwise use folders in the default libraries.


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    Joshua Whitener | Technical Advisor
    Exxon Mobil Corporation | 8326258441
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    Original Message