Optimize SharePoint Modern Lists: Version Limits, Sync & Folders

Aligning ProvisionPoint with Microsoft’s SharePoint Evolution

As SharePoint continues to evolve, so does ProvisionPoint, ensuring seamless integration with Microsoft’s latest releases. Our ongoing updates enhance governance and provisioning capabilities, making it even easier to manage your SharePoint environment. In this post, we’ll highlight some key new functionalities in ProvisionPoint that align with SharePoint’s latest improvements: Version Limits, Sync Content Types, Folders, and the Create List Action. 

Version Limits: Better Control, Smarter Storage 

Versioning in SharePoint lists allows you to store, track, and restore items whenever they change. Each modification creates a new version, preserving the history of changes. This is invaluable for tracking data evolution and recovering previous states if necessary. Administrators can configure settings to limit the number of versions retained, ensuring optimal storage management.  

With the latest update, ProvisionPoint now provides enhanced control over versioning policies by setting a limit on the amount of versions saved. This helps organizations maintain storage efficiency while retaining essential data history. 

Sync Content Types: Standardize Across Teams and Departments 

Content types in SharePoint enable consistent management and organization of content across lists and libraries. By synchronizing content types, updates made at the site or global level can be propagated to associated lists and libraries. However, managing content types across multiple SharePoint sites can be complex.  

ProvisionPoint simplifies this process by allowing administrators to define content types at the tenant level and synchronize them across multiple site collections using the Content Type Hub. By doing so, any updates made to a content type are automatically propagated to all associated sites, ensuring consistency and centralized management. You can now create content types to suit your business needs and use ProvisionPoint to add them to your lists and libraries. 

Folders: Logical Structure for Teams and Archives 

Organizing items into folders within SharePoint lists can enhance data management and improve access efficiency. Folders can be created using PnP templates, but this can be challenging for those unfamiliar with the process. That’s why ProvisionPoint now allows the creation of folders and subfolders in files associated with Teams or within your SharePoint Document Libraries, making it easier than ever to organize your data effectively. 

“Create List” Action: Consistent Data Collection Across the Organization 

The “Create List” action in SharePoint empowers you to generate new lists tailored to specific data management needs. You can start with templates, import data from Excel, or build a list from scratch. Once created, these lists can be customized by adding or removing columns, configuring views, and setting up metadata navigation.  

With the latest ProvisionPoint update, provisioning these lists is now even more efficient. This action allows new lists and document libraries to be created with the same settings as one of your pre-configured list templates. All ProvisionPoint actions can also include email notifications or have permissions defined, ensuring that only owners or admins can run these actions. 

Conclusion 

As SharePoint continues to enhance its capabilities, ProvisionPoint remains committed to supporting these advancements by providing powerful governance and provisioning tools. From streamlining version limits to simplifying content type synchronization, folder management, and the “Create List” Action, ProvisionPoint helps you optimize SharePoint’s features while maintaining control and efficiency.