Published: 30 August 2016
In this video you will learn about when to create site collection.
Or Listen about considerations while creating Site Collection
When how to consider like when you want to create a Site Collection.The first thing will be Permission Levels. For example, you have a project where two different clients using, let's say you have, a Google and Yahoo, and if you are creating something for both of them, and they should not share the information between those two clients. So that's where you'll be creating Site Collections. Because when you create a Site collection, there is no link between a Site collection A and Site collection B, and the Permission Levels will be different. And if you want that way, then that is when you're going to create the new Site collection. So that is the first consideration.
And the next one is each Site collection will come with a different set of features. So, features are nothing but it provides a different kind of functionality for your Site Collection, and I'll show you how those features are going to be. You can go to Site Settings; you have Site Features and Site Level Features. These are the different kinds of features that are available. Then if you create a different Site Collection, then you will see different features. So some of them are activated, some of them not activated. That's the second criteria.
The next one is Database. So we've spoken about the database, we want to use it for each Site collection. So if you want to create a Site Collection in a New Database, because you can't store a Site, New Database. So Site collections can be only stored in a different database. Because that's where we've spoken about the limit of the size you want to store. If I'm storing a lot of video files, then I ought to create a separate Site Collection for that so I can store it in the different database, so that I can take the backup of the Database and restore it somewhere. So that's where I'm going to create a new Site Collection.
The next one is Quotas. A Quotas in a sense, you can limit what kind of information you want to store, the size of data you want to store in each Site collection. That's where you can use; you can create a Site Collection.
The next one is Recycle Bin. If you want to delete some items and if you want to restore it, that's where the Recycle...it's going to be the similar approach to what we see in the normal desktop. But here we have two levels of recycle bins. I'm going to show that as well, what is Recycle Bin. When you delete something it's going to sit in the primary Recycle Bin, then the secondary Recycle Bin, so those are the two Recycle Bins that are available.
And this is another important thing which we have spoken about already, SharePoint Groups. So we saw that, when you create a sub-site, those SharePoint Groups are getting shared. Let's say I want, for Google and Yahoo, if I say Google members, if I have already Yahoo users there, it doesn't make sense. Because that is going to be the same group. So that's where we're going to, I want to use a different SharePoint group altogether, then I'm going to create a Site Collection.
And the last one is URL; this is critical. For example, if I create a Site collection for any one of the customers, so then the URL should always be unique. But if you see here, I have a planning tool site. If I create a sub-site, it doesn't serve my purpose, because it's going to be under this training tool. Then if I want to create a new Site Collection then that should solve the problems, right? Then if I create a new site collection, for example, let's open the other Site collection which I have, which is the training site. So, if you see here, this is a different URL, so this is a Site collection. But if I create a sub-site, I'll still see the whole URL here. So that's where you want to create a Site Collection. These are very, very important considerations, depends on your requirement of when to create a Site Collection.
The first one is Permission Level and the kind of features you want to enable. And next one is, if you want to store them in a different database, that's where you're going to create a Site Collection. If you want specific Quotas, Recycle Bin and SharePoint Groups. Most of the times these two play very critical rolls, Permission Level and SharePoint Groups. Especially the scenario which I have spoken about if you are doing for different clients. But if you are doing for various departments within the same company, then you might be looking at the same Site Collection.
what are consideration you make when you want to create a site collection? Leave comment below.
Devendra Velegandla is a five-time recipient of Microsoft's Most Valuable Professional (MVP) award (2014-2019) for Office Apps and Services, Office Servers and Services MVP and SharePoint Server. He received the MCC award for his contributions in Microsoft MSDN/TechNet forums. He loves sharing articles, videos, and tutorial on SharePoint and Office 365.