tech Microsoft Teams

Microsoft Teams Management with Orchestry’s Workspace Directory

Erica Hakonson January 30, 2021

6 MIN READ

Too often Microsoft 365 Administrators are locking down Microsoft Teams to restrict access for fear that opening the gates to self-service and team/site provisioning in MS Teams may wreak havoc through endless sprawl of creation. Sadly, they aren’t wrong to have such fear as over the past few years many organizations have fallen to this foil.

 

microsoft-teams-management-workspace-directory
Image: Orchestry's Workspace Directory interface for MS Teams management.

Why Does Your Organization Need A Central, Informative Microsoft Teams & SharePoint Sites Directory?

At Orchestry, we recognized the need to have a centralized repository, a central Teams/Sites Workspace Directory, of all MS Teams teams, SharePoint teams sites, and SharePoint Communications sites that any user, from Microsoft 365 administrator down to end-user, can access to discover and find before requesting or setting up another workspace. This simple, but effective core capability of Orchestry is saving organizations tens of thousands of dollars in both time and productivity. Orchestry’s informative Workspace Directory enables businesses to minimize the risk and end the fear of sprawl through simplified Microsoft Teams and SharePoint Online Sites management.

There is nothing like an organized, all-encompassing Microsoft 365 Workspace Directory when it comes to getting an overview of your organization’s collaboration tools. Whether you are new to MS Teams or have been using it for years, it is always good to have a blueprint of existing teams and sites. 

Imagine a central repository where you can view all MS Teams teams, SharePoint teams sites, and SharePoint communications sites in one single location. This level of improved visibility has added advantages for users, such as knowing the naming conventions preferred at the organization, or new sites can be created based on the ones that already exist, and so on. 

A well-informed repository, like Orchestry’s Workspace Directory, overcomes the challenge of giving accessibility to end-users and delivers a simplified, user-friendly interface to Microsoft Teams. Moreover, Orchestry’s Workspace Directory’s navigation capability can be utilized by administrators and end-users alike, without needing permissions to access administrative tools.

Visibility is the Key to Microsoft Teams Sprawl Management

With the Orchestry informative Workspace Directory, end-users can view all existing Microsoft Teams teams and SharePoint Online sites, which in turn prevent the duplication of existing workspaces. In essence, knowledge is power and the transparency of the existing workspaces prevents additional workspace creation, minimizing sprawl.

Since duplication of collaboration assets is minimized, there is little to no decay of existing MS Teams teams and SharePoint sites. Your organization can leave behind the worries of heavy MS Teams sprawl as the informative Workspace Directory offers a comprehensive log. 

Orchestry has been designed with a beautiful user-experience in mind bringing to you a renewed level of convenience. Your organization members are empowered to access and manage their Favorite Workspaces, teams and sites, with one click, saving you time while increasing productivity.

microsoft 365 orchestry workspace directory with metadata support
Image: Orchestry Workspace Directory Filtering

How Does The Workspace Directory Streamline Microsoft Teams Management?

Classification capabilities with Orchestry’s Workspace Directory are vast and useful. You can use classification categories across Teams, Sites, and Groups to filter down what you are looking for.

Applying MetaData to Workspaces

Additionally, you can add your custom metadata to this, not just for Workspaces, teams and sites, created through Orchestry, but anything existing Workspaces that you already had in Microsoft 365. So you can apply any preexisting taxonomy and make use of the search and filter mechanism through them as well.

Search and Filter Workspaces Quickly

Additionally, the search and filter mechanism in Orchestry’s informative Workspace Directory is highly exhaustive and allows you to filter down at levels of ownership, privacy, division, and type of collaborative asset. Both administrators and users can create a sort of hierarchy using the catalog structure and organize it to maximize efficiency.

ms teams interface with orchestry search filter

Personalize Favorite Workspaces for Rapid Access

Orchestry’s Workspace Directory offers a user experience like no other, with many customization options. Each user can personalize their Microsoft Teams’ Directory interface with the option to “favorite” chosen Workspaces, team and sites.

ms-teams-directory-with-favourites

Orchestry also enables the capability of removing the ‘Favorite Workspace’ left-side rail for organizations looking to add additional columns to their Workspace Directory, expanding the real estate per column. Not to mention, even something as simple as the view can be adjusted between the list and table format, along with the ability to edit columns to showcase the information you need. 

ms-teams-directory-without-favourites

Extending Success with Microsoft Teams with Orchestry

The informative Workspace Directory is not all that Orchestry has to offer. After careful analysis of Microsoft 365 challenges, Orchestry has modeled several other added core capabilities that impact the management of Microsoft Teams and make work simple across Microsoft 365. 

Organizations are empowered with pre-built Workspace Templates, streamlined Workspace Provisioning, and transparent Microsoft 365 Governance strategies as well to help determine that the right tool is being used for the right goal. Let’s take a look at how each core capability complements Orchestry’s Workspace Directory feature: 

  • Transparent Workspace Governance: the filter attribute of the Workspace Directory allows you to filter down teams, sites, and groups based on governance policies like privacy settings. The repository even makes it easier to determine the naming convention followed within the organization.
  • Pre-Built Workspace Templates: as Orchestry’s Workspace Directory enables a quick way to find and access collaboration sites, users can take inspiration from existing teams/sites and their corresponding templates before creating new ones. The workspace log is an efficient way to determine if there is an existing pre-built Workspace Template that might be suitable for your foreseen business needs. 
  • Streamlined Workspace Provisioning: both Workspace Directory and Workspace Provisioning capabilities of Orchestry assist in curbing MS Teams and SharePoint sites sprawl. Microsoft Teams management is streamlined as all users can get an overview of existing assets through the directory before requesting a new Workspace accordingly.  

Workspace Directory, along with Orchestry’s other core capabilities, facilitates a straightforward interface for Microsoft Teams, SharePoint Online and across Microsoft 365. Orchestry is your technology adoption and governance platform that can elevate your overall Microsoft 365 success. 

Not only does Orchestry facilitate a change management strategy but also ensures seamless utilization of Microsoft tools, at the right time and for the right purpose. It is with this approach that you have the power to enable an end-to-end view of your organization’s collaboration with Orchestry. To get started with Orchestry you need no more than 15 minutes to download the application in Microsoft Teams, so go ahead and make use of its many benefits. 

If you are interested in testing Orchestry’s performance, request your free access now!

About the Author

Erica Hakonson Image

Erica Hakonson

Orchestry CMO, B2B Marketing Maven

The award-winning entrepreneur and B2B digital marketing maven brings a customer-first, maniacally results-driven focus, and digital expertise to Orchestry. Hakonson knows the struggles technology changes can bring to organizations and works to simplify the landscape through strengthening communication and education to enable better user adoption.  

Outside of the office, a mother of two awesome tiny humans, a wife of a daily hero and an amateur banjo player, Hakonson’s passion for life extends far beyond the office and into the woods as an ultra-marathoner, backpacker and outdoor adventurist.

Introduction

This Privacy Policy explains what information Orchestry Software Inc. and its associated entities (collectively “Orchestry”) collect about you, why, what we do with that information, how we share it and how we handle the content you place in our products and services. It also explains the choices available to you regarding our use of your personal information and how you can access and update this information.

Privacy Policy Scope

Our Privacy Policy applies to the information we collect when you use one of our services, or when you otherwise engage with Orchestry Software, including, but not limited to:
when you visit our websites (“Websites“);
when you contact us for assistance;
when we connect with you as a prospective customer or as a customer;
when you attend customer or prospective customer events;
when you meet us at third party events, gatherings or meetups.
Orchestry is committed to protecting your privacy. This Privacy Policy applies to our websites (Websites), including www.orchestry.com, www.success.orchestry.com and www.app-dev.orchestry.com, owned and controlled by Orchestry.

This Privacy Policy governs our data collection, processing and usage practices. It also describes your choices regarding use, access and correction of your personal information. By using the Websites, you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the Websites.

Information We Collect

We collect personal data that you submit to us via our website or third-party tools including, for example, when applying for a job via our website or requesting support in relation to one of our services.
You are free to explore the Websites without providing any Personal Information about yourself. When you visit the Websites, we request that you provide Personal Information about yourself, and we collect Navigational Information.

Information Collection & Access

Orchestry acknowledges that you have the right to access your Personal Information. If requested to remove data we will respond within a reasonable timeframe.

We may transfer Personal Information to companies that help us provide our service, such as those organizations as part of our Global Partner Alliance. Transfers to subsequent third parties for the sole purpose of responding to requests from Websites in the appropriate geography service territory.

“Personal Information”
This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information, such as your name, e-mail address, company name, address, phone number, and other information about yourself or your business. Personal Information can also include information that you enter into on the Websites, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.

“Navigational Information”
This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed.

We use Navigational Information to operate and improve the Websites. We may also use Navigational Information alone or in combination with Personal Information to provide you with personalized information about Orchestry.

Information About Children

The Websites are not intended for or targeted at children under 13, and we do not knowingly or intentionally collect information about children under 13. If you believe that we have collected information about a child under 13, please contact us at hello@orchestry.com, so that we may delete the information.

Information Usage

We use the information we collect only in compliance with this Privacy Policy.

In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to: (a) improve your browsing experience by personalizing the Websites; (b) send information to you which we think may be of interest to you by post, email, or other means; (c) send you marketing communications relating to our business.

We will never sell your Personal Information to any third party. However, we may share or disclose your Personal Information as follows:
we may provide your information to our business partners, vendors or service providers who perform functions on our behalf;
in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company;
as required by law, government officials, or other third parties pursuant to a subpoena, court order, or other legal process or requirement applicable to our Company;
when we believe, in our sole discretion, that the disclosure of personal information is necessary to prevent physical harm or financial loss;
to report suspected illegal activity or to investigate violations of our agreements.

Reviewing, Correcting and Removing Your Personal Information
Upon request, Orchestry will provide you with information about whether we hold any of your Personal Information. If you provide us with your Personal Information, you have the following rights with respect to that information:
To review the user information that you have supplied to us.
To request that we correct any errors, outdated information, or omissions in user information that you have supplied to us.
To request that your user information not be used to contact you.
To request that your user information be removed from any solicitation list that we use.
To request that your user information be deleted from our records.
To opt out of being solicited by Orchestry or third parties.

To exercise any of these rights, please contact us at hello@orchestry.com or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.

Retention of Personal Information

We retain Personal Information that you provide us as long as we consider it potentially useful in contacting you our services, or as needed to comply with our legal obligations, resolve disputes and enforce our agreements, and then we securely delete the information. We will delete this information from the servers at an earlier date if you so request, as described in “Unsubscribe from Communication” below.

Customer Testimonials and Comments

We post customer testimonials and comments on our Websites, which may contain Personal Information. We obtain each customer’s consent via email prior to posting the customer’s name and testimonial.

Security of your Personal Information

We use a variety of security technologies and procedures to help protect your Personal Information from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure.

Social Media Features

Our Websites include Social Media Features, such as the Facebook Like button and Widgets, such as the Share This button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features.  Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

External Websites

Our Websites provide links to other websites. We do not control, and are not responsible for, the content or practices of these other websites. Our provision of such links does not constitute our endorsement of these other websites, their content, their owners, or their practices. This Privacy Policy does not apply to these other websites, which are subject to any privacy and other policies they may have.

Public Forums

We offer publicly accessible blogs, message boards and community forums. Please keep in mind that if you directly disclose any information through our public message boards, blogs, or forums, this information may be collected and used by others. We will correct or delete any information you have posted on the Websites if you so request, as described in “Opting Out and Unsubscribing” below.

International Transfer of Information

To facilitate our global operations, we may transfer and access Personal Information from around the world, including the United States. This Privacy Policy shall apply even if we transfer Personal Information to other countries.

Corporate Events

If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by Orchestry on the Websites. In this event, you will be notified via email and/or a prominent notice on our website, of any change in ownership, uses of your Personal Information, and choices you may have regarding your Personal Information.

Cookies & Similar Technologies

Orchestry uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole.

The cookies we use on this website are broadly grouped into the following categories:

Essential: Some of the cookies on our website are essential for us to be able to provide you with a service you have requested. You may not be able to use our website effectively without these cookies.
Analytics: We use analytics cookies to help us understand how users engage with our website. An example of this is for counting the number of different people coming to our website, visiting a particular page or using a particular feature. Without this cookie, if you visited the website once each week for three weeks, we would count you as three separate users and this wouldn’t be a true representation. These cookies do not let us identify specific users as the information is aggregated.
Social sharing: We use cookies to allow you to share content directly to your social networking sites for example Facebook, Twitter and Google+ i.e. clicking Like on Facebook and Share on Twitter.
Interest-based advertising: You may have noticed that when you visit websites, you will be shown advertisements for products and services you may be interested in. Cookie information about certain pages you have visited on our website helps us be more relevant in our advertising. Having these cookies does not increase the number of adverts you will be shown on these specific sites. These ‘persistent’ cookies last no longer than 90 days, or until you clear them. These and the other cookies we use do NOT allow us to see what other sites you have been visiting, they simply act as a record of our web pages and advertisements that you may see.
Opt Out of Cookies
When you first visited the websites you will have been shown a status bar notifying you that this website uses cookies and inviting you to review this cookie policy. Once you have clicked to go further into our website, the cookie prompt will disappear, this confirms that you consent to us using the cookies detailed in this policy.
Please note that we can’t always control third party cookies (such as from social networks) stored on your machine from our website and where this is the case you will need to visit the relevant third party’s website directly to understand their cookies stored on your machine by them. Please see our ‘third party cookies’ section below.
If you want to reject cookies we use from this website you will need to:
Delete the cookies from your browser. Most browsers also allow you to prevent all or some cookies being stored on your machine in the future. For more information on how to delete or disable cookies from your browser please use the ‘help’ function within your browser, or alternatively visit www.allaboutcookies.org. By deleting our cookie preference cookie, the next time you visit our website the cookie status bar will appear again inviting you to again reconsider your preferences.
AND/OR: If you only want to reject the Internet Based Advertising cookies we store on your machine, you can opt-out of receiving these cookies at any time by going to the Internet Advertising Bureau website at http://www.youronlinechoices.com and following the opt-out instructions.
Please do be aware that disabling cookies may impact the functionality of this website.
Third Party Cookies
Some of the cookies described above are stored on your machine by third parties when you use our website. We have no control over these cookies of how the third party uses them. They are used to allow that third party to provide a service to us, for example website analytics. For more information on these cookies and how to disable them, please see:
Internet Advertising Bureau website at http://www.youronlinechoices.com/ where you will be able to opt-out of receiving Internet Based Advertising cookies from some of the third parties, such as Google, LinkedIn, Facebook and Twitter.
The use of cookies and web beacons by any tracking utility company is not covered by our Privacy Policy.

Log Files

We may collect demographic information, such as your region, preferences, interests and favorites using log files that are not associated with your name or other personal information. There is also information about your computer hardware and software that is automatically collected by us. This information can include: your IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times and referring website addresses. This information is used by Orchestry to provide general statistics regarding use of the Websites. For these purposes, we do link this automatically-collected data to Personal Information such as name, email address, address, and phone number.

Clear Gifs (Web Beacons/Web Bugs)

We employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), that help us better manage the Website by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users.  In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages or in emails and are about the size of the period at the end of this sentence. We use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients.  This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. We tie the information gathered by clear gifs in emails to our customers’ Personal Information. If you would like to opt-out of these emails, please see “Opting Out and Unsubscribing”.

Advertising

We partner with a third-party ad network to either display advertising on our Web site or to manage our advertising on other sites. Our ad network partner uses cookies and Web beacons to collect non-personal information about your activities on this and other Web sites to provide you targeted advertising based upon your interests.  If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by clicking here: http://preferences.truste.com/ (or if located in the European Union, by clicking here: http://www.youronlinechoices.eu/). Please note this does not opt you out of being served advertising.  You will continue to receive generic ads.

Unsubscribe from Communications

You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our e-mails, or by sending us email us at hello@orchestry.com or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy.

Contact Us

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at hello@orchestry.com or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy.

Changes

We may amend this Privacy Policy from time to time. When there are changes to this Privacy Policy, we will update this page. The date on the bottom will always indicate when we last made changes.
Last Updated: July 28, 2020

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