orchestry Workspace Governance

Enhanced Compliance with Orchestry’s Group and SharePoint Options

Erica Hakonson August 12, 2021

5 MIN READ

Group and SharePoint controls are pivotal in maintaining a compliant digital workplace that leverages Microsoft 365. Let us take a look at how you can achieve compliance in your Microsoft 365 environment with Orchestry’s exciting features around Group and SharePoint sharing options.

Who Can Create Microsoft Teams, Sites and Groups?

What organizations are looking for is to put a limit on the creation of Microsoft Teams teams, SharePoint Hub/Communication Sites and Microsoft 365 Groups (hereon referred to as Workspaces) to gain better control of user activity. This is really apparent for organizations that have faced significant Microsoft Teams’ challenges. Organizations want to have the ability to limit Microsoft Teams team creations to IT groups, or a particular set of individuals in the organization, so that creation can be managed centrally.

Limiting teams’ creation in MS Teams can therefore aid in controlling sprawl. With limitations in place, end users can go through an approval process through Orchestry or other third-party tools to enforce structure and help lift the additional load off of IT professionals.

Admins have three clear options: (1) allow everyone, (2) no one, or (3) a particular Azure Active Directory group to create Workspaces. The Azure Active Directory option is becoming an increasingly common way for organizations to establish restrictions.

Controlling Creation with Microsoft OOTB Features

If you choose to allow everyone to create Workspaces, you’ll need some sort of additional governance policies in place. Microsoft 365 has some out-of-the-box (OOTB) capabilities that help create limitations. You can configure controls through Azure AD (Active Directory) via PowerShell and update settings in a bunch of different places within Microsoft 365. Another, somewhat easier route, is to ensure you deliver adequate training in Microsoft Teams so that end-users know all aspects of the platform and are more aware of the consequences of sprawl and duplication.

Workspace Creation Controls with Orchestry

With Orchestry you also gain valuable Workspace creation controls. Orchestry delivers a ton of capabilities and controls around the provisioning of new Workspaces. You can control everything from who, what to when Workspaces are created.

  • Who – Define who can create teams and sites. You can restrict some people to see only a subset of all the Workspace templates available. For example, if you want only Project managers to be able to request a Project Workspace template in Orchestry then all you need to do is set up a template in such a way so that those in the Azure Active Directory Group can see it and others can’t. Microsoft Teams has recently added this to their capabilities too.
microsoft 365 compliance in Orchestry - template permissions
Image: Controlling Workspace Template Visbility for Users in Orchestry.
  • What – This determines the level of permissions granted to users to control what they can do within Workspaces. Control features they can add as part of the request process, and control certain parts of the Workspace that are available to them, such as channels, tabs, SharePoint Site, documents, Planner, Lists, etc.
  • When – Monitor when a Workspace is provisioned through an approval process and also keep an eye on when changes are made to existing Workspaces. This is an effective way to keep all concerned parties updated on new Workspaces and major changes to existing Workspaces.

Setting Minimum Owners and Minimum Members

Orphan teams in Microsoft Teams is a huge issue for many organizations. It occurs when a user requested a team and is the owner of that team, but if that owner leaves the organization, then no one can continue using the Microsoft Teams team without IT getting involved.

A simple fix to this is to have a minimum of two owners for every Microsoft Teams team!

Another problem organizations face is a lack of visibility. Here comes the concept of default owners, with the ability to set default owners/members based on the Workspace requested, organizations can ensure that the right people are aware of new Workspaces. For example, you can set PMOs are default members or owners of Project Management Workspaces.

OOTB Microsoft capabilities are limited when it comes to setting minimum owners and members. With OOTB features of MS Teams, the user who requests a team becomes the owner and any changes can only be made post provisioning with custom code or PowerShell.

On the other hand, when provisioning a Workspace with Orchestry, you will come across permissions like having minimum owner and members that can be pre-determined for each template.

Microsoft 365 compliance in Orchestry - setting owners and members
Image: Setting Workspace Minimum Owners and Members in Orchestry

Controlling Guest Access and Group Sharing

Guest access is another control concern that organizations often battle. Unfortunately, the ability to control guest access on a group-by-group basis is not available OOTB in Microsoft Teams unless you are using Microsoft 365 Sensitivity Labels.

If you are looking to implement sensitivity labels in your Microsoft 365 environment, hear all about it from Microsoft 365 MVP, Joanne C. Klein: https://www.orchestry.com/event/sensitivity-labels-microsoft-365-what-how-and-why-to-inform-and-engage/

Within Microsoft 365, there are only two options – either guest access is enabled or disabled and the setting applies to all Groups and Workspaces. Unfortunately, the only way to maintain internal and external teams in the same environment with OOTB features is through custom code post provisioning or by using PowerShell.

Workspace Group Options from Orchestry

Now, most organizations want to be able to control guest access based on the Workspace template or use case. Microsoft 365 Group options determine what type of Workspaces you are provisioning, making it an important configuration setting in the Microsoft platform. Therefore, allowing users to choose if guest access is available when creating a new Workspace or not is critical.

With Orchestry you can allow guest access on a Workspace-by-Workspace basis and set it to suit your needs.

Microsoft 365 compliance in orchestry - group configuration options
Image: Orchestry's Microsoft 365 Group Configuration Option on a Workspace-by-Workspace Basis.

Let’s take a look at how comprehensive Microsoft 365 Group options are within Orchestry:

microsoft 365 compliance in orchestry - range of group options available for workspaces
Image: Microsoft 365 Compliance Group Options for Workspaces with Orchestry

SharePoint Document Sharing Options

Document sharing control in SharePoint and Microsoft Teams is somewhat limited within Microsoft. You can set the SharePoint sharing configuration but understand that it is set at the tenant level, so the same sharing options are applicable across all sites.

The primary requirement among organizations is to be able to control these options on a site-by-site basis. The ability to do this on such a granular level can only be achieved by updating settings manually in the admin center with Microsoft’s existing capabilities.

SharePoint Configurations with Orchestry

Orchestry now offers you the ability to better control your SharePoint sites and have sharing options available based on the type of template that you are using. These capabilities are useful for driving adoption and compliance.

Orchestry’s new SharePoint sharing options include:

  • External Sharing Options –
    • Anyone – Provisioning a public Workspace will function efficiently if sharing option is set to ‘anyone’ to keep all parties well-informed and updated.
    • New and Existing Guests – Every time someone tries to share something with this option configured, the external user will get a link and will have to answer verification questions, providing enhanced security.
    • Existing Guests – Only pre-determined guests will have access.
    • Only People in Your Organization – This is a good choice if you are provisioning an intranet site and do not want any external members to have access to it.
microsoft 365 compliance in orchestry - sharepoint configuration options
Image: SharePoint Sharing Options in Orchestry
  • Default Link Type – Access to links can be decided in three ways: (1) allow people with existing access, (2) allow only the people user specifies, or (3) allow everyone within your organization.
  • Default Link Permissions – You can allow members to either view or edit links.

With Orchestry you can even limit the domains you want people to share content on by allowing or blocking specific domains. Moreover, you can also set expiration to these ‘anyone’ links!

There is a lot of control that you can apply with Group and SharePoint configuration options. These capabilities really help automate that entire process of compliance.

Unparalleled Control with Orchestry

Orchestry aims to fulfill the needs of organizations and users that leverage Microsoft 365 and from our learnings, we understand the importance of compliance for them. Upon taking a closer look at what is already available out-of-the-box, Orchestry strives to fill the gaps in order to improve the management of your Microsoft 365 ecosystem.

Learn how Orchestry has added the support of Sensitivity Labels to empower workplaces with unmatched control capabilities. If you are interested in experiencing better compliance in your digital work environment, request free access to Orchestry and test it out for yourself!

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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