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How to Show All SharePoint Hub Sites and Manage Site Retention
Question details
The user needs to display all SharePoint hub-associated project sites, including those viewers do not have permission to access, and wants to understand how to automatically close or delete sites using retention policies.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Managing project status visibility and lifecycle policies for SharePoint hub sites.
- Observed behavior
- The default Sites web part hides hub-associated sites if the viewer lacks permission. Additionally, Microsoft Purview retention policies delete content but do not automatically close or delete the entire SharePoint site.
Ensure you have SharePoint Administrator privileges to configure site policies, and verify that the Site Closure and Site Policy features are enabled in your tenant's site collection settings.
Use a SharePoint List or Quick Links for a Complete Site Directory
Since the default Sites web part is security-trimmed (hiding sites without access), creating a centralized directory using a List or Quick Links ensures all project sites remain visible.
SharePoint automatically limits visibility based on individual user permissions. To present a unified directory of active and closed projects, a manual or custom approach is necessary.
Navigate to your main SharePoint Hub site, click on 'New' in the top menu, and select 'List' to create a centralized project directory.
Add custom metadata columns to your list, such as 'Project Status' (Active/Closed), 'Site Link', and 'Project Manager', to accurately track both active and closed projects.
Alternatively, edit your hub site homepage, add a 'Quick Links' web part, and manually paste the URLs of all associated sites you want displayed.
Click 'Republish' on the page. All users can now see the complete directory of project sites, bypassing the default security-trimming limitation.
Configure Site Policies for Closure and Deletion
Use SharePoint Site Policies to manage the lifecycle of a project site, ensuring it is properly closed or deleted when the project concludes.
Apply Microsoft Purview Retention Policies
Use Microsoft Purview to manage document and list data retention inside the site rather than the site container itself.
Manage Your Project Documents Seamlessly with WPS Office
While SharePoint handles site hosting and complex tenant access, WPS Office is an excellent lightweight alternative for creating, editing, and collaborating on the actual project documents. It offers a familiar interface and high compatibility with standard document formats, making project management easier and more cost-effective.
Frequently Asked Questions
Why can't I see all associated sites in the SharePoint Sites web part?
The SharePoint Sites web part uses 'security trimming.' This means it only displays sites to which you have been granted owner, member, or visitor permissions. It automatically hides any sites you lack permissions to view.
Do SharePoint retention policies automatically delete the entire site?
No, Microsoft Purview retention policies only retain or delete the content (files, list items) within the site. To delete the site container itself, you must configure a Site Closure and Deletion policy.
Why am I missing the Site Policies option in SharePoint Site Settings?
The 'Site Policies' link only appears if the 'Site Closure and Deletion' feature is activated at the site collection level. You may need a tenant administrator to enable this feature in Site Collection Administration.
