Kartic's Musings on Corporate Information and Knowledge Management

June 19, 2008

Legal Statement / Conditions of Use / Privacy Statement for a SharePoint site

Filed under: SharePoint — Tags: , , , — kartickapur @ 5:04 am

For our last project there was requirement for users to review privacy statement and other legal documents on their first access to SharePoint portal. The other requirements where:

  • User had to accept the changes whenever any changes where made to document.
  • There was a requirement for particular legal document to be issued to user’s from preselected countries.
  • The administrator will be able to hold a user accountable for any breach of legal documents and furnish of proof of user accepting it.

We made use of User Profile Properties to achieve this. Here is how we did it:

  • We created a list to hold legal statements (multiple line Rich text). Each legal document/statement was targeted to countries (All was selected if legal document is not targetted)
  • User profile property (yes/no field type) for each legal document type was created.
  • When a user accepted a document, user profile property was selected.
  • On each subsequent event user could access the portal without accepting legal document, if the user profile property was checked. Cookie session was used to enhance performance.
  • A log file was created on each access, thus giving administrator information about date and version of document accepted.
  • Versioning was turned on the legal document list. A custom solution was developed to reset all user profile to ‘not accepted’ whenever a new version of legal document was published.



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