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SharePoint: Requesting a New Document Library or List

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Process

Introduction

NYSERDA uses an externally-facing SharePoint site as a secure web-based collaboration platform. With this platform, files can be shared with NYSERDA staff, external stakeholders, as well as with inter-agency personnel who require access to perform their specific job duties. Sharing files or information that contain Public, Confidential-Internal, Confidential-Private, and/or Confidential-Restricted information are subject to NYSERDA's Data Classification and Security Controls Policy.
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This page outlines the process involved in requesting new External SharePoint site. Click each tab below, in order, to review the complete process and all steps involvedsite components such as Document Libraries or Lists for external SharePoint sites. If you have questions or issues with any part of this process, please reach out to the Data Governance office Office for further supportassistance.

Instructions

UI Steps
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UI Step

Access the  Service  Service Desk  application from the NYSERDA Launch Page.

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UI Step

Select the Share Data with External PartiesRequest a New Document Library or SharePoint list in Service Desk option under the IT Support side-tab.

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UI Step

Include the following information in the ticket:

What's the purpose of the request?
Purpose of RequestProvide a high-level description of the data that will be included in the documents or list items.
Data Classification Type
  •  Public
  • Confidential – Internal
  • Confidential – Private

    • Document the data classification category:

    1. Low
    2. Moderate
    3. High
    Confidential – Restricted
    Site Name
  • Link to the Site
  • What is the name of your new Document Library?
  • Should all stakeholders have access to the documents in this document library?
    • Do stakeholders need edit or read-only access for collaboration on the document library(s)?
    Provide the name of the site where the Document Library or List should be created.
    Site LinkProvide the URL of your current site.
    New Document Library or List NameDocument the name of the Document Library or List that should be given.
    Who Needs AccessList stakeholders that will require access.
    What Access Level is Required

    Document which type of access each stakeholder will require.

    1. Edit with Delete
    2. Edit without Delete
    3. Read-Only
  • Edit
  • Read-Only
    • Edit Without Delete



    UI Step

    The ticket and information within will be reviewed by IT and Data Governance. Once approved, the new Document Library or List will be implemented by IT. IT will also send out an email notification providing details regarding the new Document Library or list.


    UI Step

    Review the new site component when you receive notification of implementation. Confirm that the site component was implemented correctly according to your requirements and verify that the following disclosure appears at the top of the page.

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    UI Step

    When your site is implemented, IT will update the Share Data with External Parties service desk ticket established during the Submit Request step. This action sends an automated email to the Requestor confirming the work completed, which includes a link to the Share Data with External Parties Service Desk ticket. The Requestor should access the ticket by clicking this link. Then, using the Comments field in the ticket, document any additional changes that are needed, or provide you approval for the new site component. When providing final approval, be sure to close the ticket by clicking the Passed UAT button at the top-right of the page. This action sends an email confirmation to the Data Governance Office and IT that the new component works as expected.

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    Contact Data Governance before adding new documents or data that do not align with the site classification or external stakeholders not under an agreement with NYSERDA.Please follow-up with the Project Lead that developed the site to determine if the information asset being added to the new document library falls within the original site requirements.  If not, you should complete a new Information Asset Identification Worksheet. 



    UI Step

    If you or other Project Leads require training on how to use your new site component, submit a 

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    urlhttps://servicedesk.nyserda.ny.gov/plugins/servlet/desk/portal/16/create/303
     ticket (only accessible from within your VM, otherwise access the Service Desk from the NYSERDA Launch Page and select the Request Training ticket type).


    UI Step

    Provide access for the new site component to the internal and external stakeholders following the instructions on the SharePoint: Managing Permissions page. Each user must have a unique Microsoft email account - shared accounts are not allowed.



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