Managing and Identifying SharePoint Site Owners

1/26/2019: Site Owner Manager 2.0 is now available! Download it today!

The purpose of this solution is to help resolve a longstanding issue in SharePoint – Who owns a given site? Let’s start with defining who an ‘Owner’ is. While SharePoint has the concept of Site collection administrators (users with highly elevated permissions) it has no concept of who has responsibility for the content or upkeep of an individual site. In some cases they may be one and the same, but in many cases they are different people and with different levels of permissions on the site. Sites invariably have many users with Full Control permissions – but who is the single point-of-contact out of those people? There is the concept of the Site Author/Creator – but that is not exposed anywhere in the GUI – and that value is unalterable. Over time it may not represent the person responsible for the site they created.

This solution introduces the concept of a Site Owner. The Owner would be the primary point of contact for a site – and their name would be prominently displayed on each page of the site for easy identification. An owner can be identified at time of site-provisioning, in advance or through analysis of site content and permissions. Administrators can manage and assign site owners though an easy to use interface as well as quickly identify sites with missing owners and stale or inactive owners that need updating. Administrators can define if the owner is an individual or a SharePoint Group.

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Requirements

  • SharePoint 2013/2016/2019 Server (Standard or Enterprise)
    • SharePoint 2019 compatibility limited to Classic Experience sites
    • This will NOT work with SharePoint Online


Download Links

Click here to download the Site Owner Manager User Guide

Click here to download Site Owner Manager for SharePoint 2013/16/19

The product will run in Evaluation Mode for 15 days after it is first installed. During the evaluation only the first 5 sites in any web application will be scanned.

You can also buy a license and activate the full version of the product. The solution is licensed per-farm (not per user or front-end like a lot of other solutions).

Site Owner Manager License  $499.00 USD

Site Owner Manager License + 1 Year Maintenance/Support $749.00 USD

 

 

Original Article Below

If you’re like us you have struggled with this at one point or another: Who ‘owns’ a SharePoint site. We define the owner as the main business or technical contact for the site – the user responsible for the overall content, permissions, and management of the site. This is another area where SharePoint is lacking – sure there is an ‘Owners’ permission group – but that could have many users in it. It really does not identify the single point-of-contact we want to manage. When we set out to design our new templates one requirement was that we collect and display the site owner in the footer of every page so visitors had a way to identify and contact the site owner without a lot of difficulty or calling the helpdesk to inquire.

Our Site Owner control is deployed at the site collection level and is built-in to our site definition (you can also feature-staple it into existing site templates). Code in the master page renders the footer with the Site Owner stored in a property-bag:

When our users provision a new site, they are prompted to specify a Site Owner. The site cannot be provisioned without making a choice here:

Site Administrators can easily update this property at a later time via the Site Settings page:

Now this is all nice and good – users can identify the site owners and we reduced calls to our helpdesk and SharePoint support teams. But here is the cool bit. With a little PowerShell, we can instantly produce a report of all of the site owners (along with their site data) and marry that back to Active Directory to see if any of the users are disabled or deleted. This way we can make sure the Site Owner values are correctly populated and active users are managing these sites. Also great for sending out bulk-emails to the Site Owners when maintenance is required or changes are being deployed into their sites:

So there is our take on displaying and managing SharePoint Site Owners. Hope you found it interesting. Be sure to look for my tweets and blog updates from the SharePoint Connections Conference starting March 26th.

Download the free evaluation of Site Owner Manager Today. Click here for details!

The Mega Menu

As I look back through my notes on the design of our Intranet I am amazed at what we achieved in (what I consider) a very short 7 months. SunGard didn’t simply build a SharePoint 2010 farm and add a few webparts, we designed a complete user experience. That would not have been possible without the collaboration of many groups within SunGard – primarily ISS and Corporate Marketing. They led the way with the branding and the wireframes, which left my development team time to focus on the functional aspects and together we merged our efforts into an amazing solution. One example of how that collaboration worked was in the custom navigation system we built for the intranet: The Mega Menu.

Once we had SharePoint 2010 running on our development servers and saw how the top (global) navigation worked we quickly determined it would not be suitable for how SunGard is structured – and how quickly that structure can change. We wanted a way to group and organize the many divisions and departments of SunGard by their functional areas. It had to be dynamic and easy to update – and at the topmost level we wanted it to be as simple as possible so it would be clear to the users where they needed to go.

(The Mega Menu – Top Level, Home Page)

The Mega Menu sits immediately below the Header/Searchbar and overrides (via feature staple) the native global navigation. The first two menu options, HOME and MY SITE are fixed. Home always returns you to the intranet home page and My Site takes you to your personal page on SharePoint. When you are in your personal site or the My Site, the top navigation expands, adding links for MY NEWSFEED and MY PROFILE:

The last two menu options are part of the dynamic menu system. Their contents are managed by a custom SharePoint list, stored in the root site collection. As users mouse-over these menu options they expand into the Mega Menu:

The Mega Menu can have anywhere from 1 to 4 columns, and within those columns there is no limit (other than screen space and your personal sanity) to the number of categories or items you can have. In this example, The Our Company menu presents the many departments and businesses organized by category and division. Users simply click on the option and are taken to that site’s home page.

The menu system is extremely easy to edit – since it is a normal list in SharePoint. Options can be added, removed, or moved as necessary:

(View of an entry in the Mega Menu items list)

The Mega Menu adds value by allowing us to present a logical view of our Intranet. It makes it easier for our users to find the content they are looking for and contributes to their positive experiences with the system. It’s another example of how SunGard is expanding and enhancing SharePoint 2010 – and a testament to how flexible the platform truly is.

Coming up… I’ll talk about how SunGard is integrating SalesForce Chatter into its Intranet – via custom-designed webparts and enhancements to the SharePoint Ribbon.

Want to know more – look for me at the SharePoint Conference next week in Anaheim and chat me up on all things SharePoint. Follow me on twitter for updates from the conference: http://twitter.com/#!/marcrdavis