Terminology and Use Cases

In this section, explains Site (Collection) and subsites with Use cases and appropriate examples.

Terminology

Term	Description	Example
Site (Collection)	When referring to a site, we are discussing a site collection, which can optionally contain subsites and cannot contain other site collections.	https://{mySiteCollection}.mytenant.com
Subsite	In the context of SharePoint, a subsite is a website that is created within the structure of a parent or main site. It exists within a site collection and inherits permissions and features from the parent site. Subsites are used to organize and manage content within a SharePoint site collection, providing a way to structure information and collaborate on specific projects or areas of focus within the broader site collection. Each subsite can have its own unique content, settings, and permissions while being part of the larger SharePoint environment.Below are examples of subsites	https://{mytenant.com Opens in new window or tab}/sites/{mySiteCollection}/{mySubsiteA}/{mySubsiteB} https://{mytenant.com Opens in new window or tab}/{mySubsiteA}/{mySubsiteB}

Use Cases

Setup A - One site collection (common setup)

Connector	Recommended Scope
Create one connector	Permissions at connector level: Site.Manage
	User authentications: Web.Write

Example 1: A small company wants to share resources with everyone within the company. There are very little restrictions. Everyone can touch all files. For this setup only one connector is needed.

 

Example 2: A larger organization has both a Microsoft SharePoint site for sales and for marketing. Only sales is using Experlogix Smart Flows. So Sales only need access to their own site. They can create a Microsoft SharePoint connector to that one specific site.

 

Setup B - Small static amount of site collections

Create a connection to a static, small amount of site collections. To reduce the permission scope, it is best to create one connector for each instead of 1 global connector. This enables Smart Flows to ask less permissions for both the connector setup as well as for user authentications.

Connector	Recommended Scope
Create one connector per site	Permissions at connector level: Site.Manage
	User authentications: Web.Write

Example: A larger organization has a Microsoft SharePoint site for sales and for marketing. Both want to store documents in their own site. In this case, we would create 2 Microsoft SharePoint connectors, one referring to the sales site and the other referring to the marketing site.

Setup C - Large variable amount of site collections

We want to create a connection to a variable or large amount of site collections. Using site path mappings within the Store in Microsoft SharePoint step, Smart Flows can automatically resolve the site during flow execution.

In order to use this, Smart Flows needs most of the permissions available in Microsoft SharePoint for the connector user. In the case of user authentications, all users would require read-write access to all sites.

Connector	Recommended Scope
Use one connector	Permissions at connector level: AllSites.Manage
	User authentications: AllSites.Write

Example: A large organization automatically creates Microsoft SharePoint sites per customer. This company has hundreds of customers. It's unmaintainable to create a connector for each one.

Setup D - Working with different tenants

According to the setup, create connectors for each tenant, and create connectors for each tenant according to their own setup.