Rule-based Master Site Synchronization

To add a new activation condition for rule based master site synchronization, follow step 5 in this guide.

This opens the "Add activation condition" page:

8. We need to provide a title for the activation condition. This is for later identification when pairing the activation condition with a synchronization rule.
9. We also need to select a field for the activation condition. The field combined with a value (provided in pt. 10) are what defined what the activation condition checks for.
10. When a field is selected in pt. 9, a value for the field can be selected in a control dependent on which type of field is selected. This means that is a field of type "single line of text" is selected, you can type in a value, if a field of type "Choice" is selected, you can choose from the field's options, etc.
11. To save the activation condition, click the "Save" button. To cancel and return to the previous page, click "Back".

To add a new activation condition for rule based master site synchronization, follow step 6 in this guide.

This opens the "Add/Modify synchronization rule" page:

12. You can activate or deactivate the synchronization rule using the "Active" checker. Active synchronization rules will execute if the activation condition they are paired with are met, wheres inactive synchronization rules will not.
13. The synchronization rule also requires a title.
14. In the "Activation Conditions" selector, you can select one or multiple activation conditions to pair this synchronization rule with. Activation conditions can be added by following the steps in section 3.1. If this (or these) activation condition(s) are met, the synchronization rule will execute.
15. In the "Activation Condition Criteria" selector, you can select if any or all of the selected activation conditions from pt. 14 need to be met in order for the synchronization rule to execute. You can e.g. select "Any" if any one of the activation conditions needs to be met for the rule to execute, or "All" if all selected conditions need to simultaneously be met for the rule to execute.
16. In the "Scope" selector, you can select the scope that the synchronization rule targets. This affects the options in step 17.
    • List: Select this if you want to synchronize a specific list from the Master Site to the affected entity(ies). With this option, a list must be specified in step 17.
    • Items: Select this if you want synchronize a specific item from the Master site to the affected entity(ies). For this option, you can select a list to get the item from, as well as a "Limitation field" and a "Limitation value" in step 17 in order to identify the item you want to synchronize.
    • Quick launch: Select this if you want to synchronize one or more components of the Master Site's Quick Launch menu to the affected entity(ies). with this option, in step 17 you can check or uncheck the Master Site's quick launch components you want or do not want to synchronize.
    • Welcome pages: Select this if you want to synchronize a specific welcome page from the Master Site to the affected entity(ies). The Master site could have multiple welcome pages configured, and you might want to use one over another in specific scenarios. In step 17 you can select which specific welcome page to synchronize out.
    • SharePoint Feature: Select this to synchronize specific SharePoint Features from the Master Site to the affected entity(ies). If the module on which you are currently configuring rule based master site synchronization is of type "One entity per site collection", you get two selectors in step 17; one for site collection features, and one for site features. You can use these to select which SharePoint features from each category to synchronize to affected entities.
17. In step 17, you define settings related to the selection in step 16. See each elements from that step for elaborations.
18. To save the configuration, click the "Save" button. To cancel and go back to the previous page, click "Back".

In this example case, we have a Projects list with a Choice field used to designate projects as either "Small project" or "Large project". We want to use rule-based master site synchronization to determine which lists should be present on Small and Large projects. We will also control which "welcome pages" to use for either project size. Finally, we will configure the Quick Navigation menus for both project sizes.

We start by navigating to the settings page for rule-based master site synchronization:

19. In the WorkPoint Administration, we click the header of the Projects business module.
20. In the business module menu, we click "Master Site Synchronization Rules".

We start by creating two activation conditions; one for small projects, and one for large projects:

21. In the "Edit master site synchronization rules for Projects" page, under "Conditions", we click "Add activation condition".

22. We give the new activation condition the title "Small", for small projects.
23. For the "Field", we select the "Project Size" field. This is a choice field used to designate projects as either "Small" or "Large".
24. For "Value", we select "Small".
25. To finish configuring the activation condition, we click the "Save" button.

The new activation condition now appears in the list of activation conditions:

In the same way, we create the activation condition for large projects:

Now we can begin creating the rules for which elements should by synchronized from the master site to either small or large projects. First, we create rules for which lists should be synchronized to small projects:

26. In the "Edit master site synchronization rules for Projects" page, under "Master Site Synchronization Rules", we click "Add synchronization rule".

27. First, we activate the rule.
28. We provide an informative title for the rule.
29. For "Activation Conditions", we select the "Small" condition we created previously.
30. For "Activation Condition Criteria", we select "Any condition". In this case, this setting is not very important as we only have one condition.
31. For "Scope", we select "List".
32. For "List", we select the "Documents" library.
33. We click the "Save" button to save the configuration.

The rule now appears in the list of Master Site Synchronization Rules:

In the same way, we create a similar rule for the Emails library:

Next, we will configure the navigation menu for "Small" projects:

34. We again click the button to create a new master site synchronization rule.

35. We begin by activating the rule.
36. We provide the title "Small - Quick Navigation" to the rule.
37. For "Activation Conditions", we select the "Small" condition.
38. For "Activation Condition Criteria", we select "Any Condition". In this case, this setting is not very important as we only have one condition.
39. For "Scope", we select "Quick Launch".
40. In the list of Quick Launch elements from the Master Site, we select only the "Home", "Documents", and the "Emails" elements.
41. We click the "Save" button to save the configuration.

The rule now appears in the list of master site synchronization rules:

As a last rule for the "Small" activation condition, we select which "Welcome page" to use for small projects:

42. Again, we click the "Add synchronization rule" button.

43. We activate the rule.
44. We title the rule "Small - Welcome page".
45. For "Activation Conditions", we select the "Small" condition.
46. For "Activation Condition Criteria", we select "Any condition".
47. For "Scope", we select "Welcome pages".
48. "For "Welcome pages", we can select between all pages created for the Master Site. In this instance, we have created a specific welcome page for small projects, which simply contains two List View webparts showing the Documents library and the Emails library. We select this welcome page here.
49. We save the master site synchronization rule by clicking the "Save" button.

We have now configured all the necessary rules for small projects:

Next, we can proceed to set up the library rules for the Large projects:

50. Once again, we click to create a new master site synchronization rule.

51. First, we activate the rule.
52. We provide the title "Large - Documents" for the rule.
53. For "Activation Conditions", we select the "Large" condition we created previously.
54. For "Activation Condition Criteria", we select "Any condition". In this case, this setting is not very important as we only have one condition.
55. For "Scope", we select "List".
56. For "List", we select the "Documents" library.
57. We click the "Save" button to save the configuration.

The rule now appears in the list of master site synchronization rules:

We now create similar rules for all available libraries for Large projects:

For Quick Navigation for Large projects, we create the following rule:

58. We activate the rule.
59. We call the rule "Large - Quick Navigation".
60. For "Activation Conditions", we select the "Large" condition.
61. For "Activation Condition Criteria", we select "Any condition".
62. For "Scope", we select "Quick Launch".
63. In the list of Quick Launch elements, we select all.
64. We save the configuration by clicking the "Save" button.

The rule now also appears in the list of master site synchronization rules:

We can now enable the master site synchronization rules:

65. In the top of the settings page, we check the option to enable the master site synchronization rules.

66. In the bottom of the settings page, we click the "Save" button.

We can now try and create two projects; one for each project size:

67. In this case, we have created two projects; "Road construction" which is a "Small" project, and "Foundation project" which is a large project. Both of these reside on the same business module - the Projects module. But due to our Master Site Synchronization rules, they have vastly different sites:

Road construction (small):

Foundation project (large):