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Working with Subsite Creation

When using a SharePoint repository in Document Central, most document libraries rely on the cycle-based creation mechanism. With this approach, libraries are organized into yearly subsites. To enable a smooth transition to a new yearly subsite, Document Central provides a Subsite Management List.

This list displays all available subsites and allows administrators to preconfigure future subsites, ensuring a seamless and automated switch at the end of each year.

Subsite Entries

The Subsite Entries page consists of two sections:

  • A list showing all current subsite entries already known to Document Central.
  • A list of document libraries assigned to each subsite.

How Subsite Entries Are Created

1. Via Document Library Publishing

When a document library is published in Document Central, the required subsite entries are automatically created as part of the publishing process.

2. Via Job Queue or Page Action

You can also manually generate subsite entries using the "Fill from Configuration" action in the Subsite Entries page. This action evaluates the configuration and automatically creates entries based on the following criteria:

  • Cycle Configuration: Only document libraries with active cycle creation are considered.
  • Cycle Start Date: Only libraries whose cycle start date lies in the past are included.
  • Future Subsite Setting: The repository definition contains a setting that determines how far into the future subsites should be created (e.g., 3 years ahead).

Configuring Future Subsites in a Repository

To define how far in advance future subsites should be created:

  1. Navigate through Document Central Role Center.
  2. Select Setup → Repository from the ribbon baar.
  3. Choose your active repository.
  4. In the field "Future Subsites", enter the number of years for which future subsites should be created.

Filling the Subsite List from Configuration

To automatically fill the subsite list based on repository and library settings:

  1. Navigate through Document Central Role Center.
  2. Use the search bar to open Document Central – Subsites.
  3. Click on Configuration → Fill List from Config in the action bar.

Info

This action only populates the list; document libraries are not published automatically at this point.

Automating Subsite Creation via Job Queue

Document Central includes a Job Queue called "Cycle Creation" that can be used to automatically create future subsites and publish their document libraries.

Info

This job queue handles both future subsite creation and publishing of the assigned libraries.

Manual Subsite Creation

If a subsite entry was added manually or via configuration but has not yet been created, follow these steps:

  1. Navigate through Document Central Role Center.
  2. Use the search bar to open Document Central – Subsites.
  3. Select one or more entries from the list.
  4. Click Create in the action bar.
  5. Choose whether to: Create only the subsites or Create subsites and publish all assigned document libraries

Manual Publishing of Document Libraries

If you configured additional libraries after a subsite already exists, you can manually publish them:

  1. Navigate through Document Central Role Center.
  2. Use the search bar to open Document Central – Subsites.
  3. Select the subsite to which the library should be published.
  4. In the sublist, mark the libraries you want to publish.
  5. Click Publish in the action bar.

General Notes

  • A maximum of two subsite entries can be processed simultaneously. Additional entries are queued.
  • If a process stalls, use Reset to set the entry back to the "Not Created" state.
  • If a subsite already exists but was not correctly marked as created, use Set Created.

Important

Only use Set Created if you are absolutely sure the subsite already exists in SharePoint. Otherwise, this may cause inconsistencies or errors.