SharePoint – How to document your SP Applications

January 21, 2013

There are different levels of documentation to take care of:

– Fields of your lists or document library

– Custom Forms and workflow logics

– Security settings AD users and Groups – SP users and   Groups

To do this in a dynamic way I did not find any tool that could deal with this all.

So this is how I solved it.

Let’s take this Ticketing System Solution I developed in SP for example.

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1. Fields

To document your fields there are 2 tools at hand.

First of all you can use SharePoint Designer. Select your list or libr. and use the EDIT Column button.

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By adding the descriptions to the fields you get a dynamic way of documenting your application.

Which you can report on later using Powershell (see later).

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Or you can use the fabulous SharePoint 2010 Manager

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Once the data is completed, you can use Powershell to export it to Excel.

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2. Forms And Fields

This can only be done by using print screens.

Fields used in the WF :

– Plant code : based on the code it will set a email variable

– Status : is set to ACTIVE when sending mail.

– Send email based on the variable settings

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3. Security

– SP Users and groups can be enumerated, by using the SharePoint 2010 Manager

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Or use a custom SP add-on that will the job for you, like the free Permission Manager 2010

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– AD Users and groups are not available directly. Therefore you need to create a PS Script to list all users in an AD group if needed.

Or use a custom SP add-on that will the job for you reporting it against the AD via LDAP.

I use a custom developed application to export it to Excel.

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I hope this helps you to document your software development process, and get you control on the change management of your Sharepoint Business Applications.

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