SharePoint Policy & Procedure Aggregator

By Rokawoo

Caution

⭐ This script is superduper cool!! :3

Setup

1. Run and Complete SharePoint Online Management Shell Installer

• Link: SharePoint Online Management Shell Installer

2. Install PnP PowerShell Module

• Command:

  Install-Module -Name SharePointPnPPowerShellOnline -Force -AllowClobber; $env:PNPLEGACYMESSAGE='false'

3. Set Up a SharePoint List

• Instructions:

  1. Go to Your SharePoint Site: Navigate to your SharePoint Online site where you want to create the list.
  2. Create a New List:
     • Click on Site Contents.
     • Select New and then List.
     • Give your list a name and create it.

• Fields to Add:

  • Category (Single Line Text): A text field to specify the category of document (e.g., Policy, Procedure).

    • Field Type: Single Line Text

  • Title (Single Line Text): The title or name of the document.

    • Field Type: Single Line Text

    • Format Json:

    {
      "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
      "elmType": "a",
      "attributes": {
        "href": "[$DocumentLink]",
        "target": "_blank"
      },
      "style": {
        "color": "black",
        "text-decoration": "underline",
        "font-size": "14px",
        "font-weight": "600"
      },
      "txtContent": "@currentField"
    }

  • Department (Single Line Text): A text field to indicate the department associated with the document.

    • Field Type: Single Line Text

  • Last Modified (Date Time): A date and time field to record when the document was last modified.

    • Field Type: Date Time

  • Document Author (Single Line Text): A text field for the name of the document's author.

    • Field Type: Single Line Text

  • Document Link (Single Line Text): A text field for the name of the document's author.

    • Field Type: Multiple Line Text

    • Format Json:

    {
      "$schema": "https://developer.microsoft.com/json-schemas/sp/column-formatting.schema.json",
      "elmType": "a",
      "attributes": {
        "href": "=if(@currentField, @currentField, '#')",
        "target": "_blank"
      },
      "style": {
        "text-decoration": "none",
        "color": "=if(@currentField, '#0078d4', 'red')",
        "font-weight": "=if(@currentField, 'normal', 'bold')"
      },
      "txtContent": "=if(@currentField, 'Link', 'URL Error')"
    }

• Formatting List View:

  • Group the list by Department
  • Sort the list alphabetically by Title
  • Format Json:

  {
    "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/row-formatting.schema.json",
    "groupProps": {
      "headerFormatter": {
        "elmType": "div",
        "style": {
          "display": "flex",
          "align-items": "center",
          "width": "48vw",
          "height": "3vh",
          "padding": "8px 10px",
          "background-color": "#DEDEDE",
          "color": "#000000",
          "border": "1px solid #ABABAB",
          "border-radius": "5px"
        },
        "children": [
          {
            "elmType": "span",
            "txtContent": "=@group.fieldData",
            "style": {
              "font-weight": "550",
              "font-size": "16px"
            }
          },
          {
            "elmType": "span",
            "txtContent": "='(' + @group.count + ')'",
            "style": {
              "margin-left": "5px",
              "font-weight": "550",
              "font-size": "16px"
            }
          }
        ]
      }
    }
  }
  

4. Set Up the Valid Departments List

Note

The sites from which the .\SharePoint Policy & Procedure Aggregator.ps1 script will pull documents must be configured.

1. Locate the File:

   • Find the file named Valid Departments.txt. This file should be located in the same directory as your PowerShell script, .\SharePoint Policy & Procedure Aggregator.ps1.

2. Enter Department Site Names:

   • In the Valid Departments.txt file, list each department's site name exactly as it appears in the SharePoint URLs. Each department name should be on its own line. Ensure there are no extra spaces or incorrect characters.

   For example, if your SharePoint URLs are like:

   • https://example.sharepoint.com/sites/HumanResources
   • https://example.sharepoint.com/sites/Finance

   Then, you should enter:

   HumanResources
   Finance
   

3. Save the File:

• After entering all the department names, save the Valid Departments.txt file.

---

Example Usage

Note: The script defaults to the Rhoads SharePoint Domain and the "Polices & Procedures by Department" List.

.\SharePoint Policy & Procedure Aggreator.ps1

With Custom Parameters:

.\SharePoint Policy & Procedure Aggreator.ps1 -SiteUrl "https://example.sharepoint.com/sites/Policy" -ListName "Policies List"

---

Task Scheduler Setup

Opening Task Scheduler

1. Open the Run Dialog:

   • Press Win + R on your keyboard to open the Run dialog.

2. Launch Task Scheduler:

   • Type taskschd.msc and press Enter or click OK. This will open Task Scheduler.

Creating a New Task

1. Open Task Scheduler Library:

   • In the Task Scheduler window, navigate to Task Scheduler Library on the left sidebar.

2. Create a New Task:

   • Click on "Create Task" in the right-hand Actions pane. (Do not select "Create Basic Task".)

3. Configure General Settings:

   • Name: SharePoint Policy & Procedure Aggregator
   • Description: Aggregates Policy & Procedure PDF Documents to SharePoint Site
   • Security Options: Select "Run only when the user is logged on" to make sure the task runs interactively, which is required for connecting to the SharePoint site using -UseWeblogin.
     • If you're using the EntraID app version of the script, you can optionally choose "Run whether user is logged on or not".
     • If you need the task to run with elevated privileges, check "Run with highest privileges".
   • Configure for: Select the appropriate operating system version from the drop-down menu.

4. Set Triggers:

   • Go to the "Triggers" tab.
   • Click "New" to create a new trigger.
   • Define when you want the task to start (e.g., on a schedule, etc.).
   • Click OK to save the trigger.

5. Define Actions:

   • Go to the "Actions" tab.
   • Click "New" to define a new action.
   • Action: Select "Start a program".
   • Program/script: Enter the path for the program to run (e.g., Powershell.exe).
   • Add arguments: Enter the arguments needed (e.g., -ExecutionPolicy Bypass -File "C:\Path\To\Your\Script.ps1").
   • Click OK to save the action.

6. Save the Task:

   • Click OK to save and exit the task creation window.
   • You may be prompted to enter your user credentials if you selected "Run only when the user is logged on".

7. Test the Task:

   • To ensure everything is configured correctly, right-click the task in Task Scheduler and select "Run" to test it.

The SharePoint Policy & Procedure Aggregator task is now created and configured. You can monitor its execution and make adjustments as needed.