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.


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.


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).


Or you can use the fabulous SharePoint 2010 Manager


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



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


3. Security

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


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



– 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.



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