The number of active monthly Microsoft Teams’ users is growing exponentially, currently totaling more than 250 million. This is a clear indication that organizations and users have now adapted remote, digital and hybrid workspaces for the long term. However, to stay efficient, businesses must invest in ways to manage this growth to not lose their productivity. Orchestry’s Comprehensive Lifecycle Management in Microsoft Teams helps handle the longevity of collaboration assets at a granular level and through an intuitive interface.
Why did Orchestry Build the New Capability?
Microsoft has its own archival features and there are other tools out there, but their method of managing MS Teams teams and SharePoint sites is relatively fragmented with little granularity. In the name of archiving, it is extremely common for tools to pack up content within Microsoft Teams and move it into Azure storage. While this may sound like a sensible approach, this also means users lose the ability to search it, and use some compliance capabilities on them, making it more of a pain than a pleasure to use.
From the administration perspective, there is a misnomer that admins can simply go in and delete Microsoft Teams teams and SharePoint sites. It is not that simple! Even though they can process this content, they cannot make decisions around the content and need approval from content owners. This entire cycle is extremely time-consuming and frustrating for both admins and users.
Let’s not forget that many of the Workspaces created in collaboration environments are transitory and time-limited, making it is essential to have efficient methods in place that help manage these workloads.
Systematic Method of Archiving Workspaces
After carefully identifying the pain points around lifecycle management in Microsoft 365, the Orchestry team worked to create extensive archive policy options and actions. It is by far the most powerful Orchestry functionality and solves a multitude of issues Microsoft 365 customers face.
More than anything, there is a lot of flexibility available for both admins and end-users. Archival policies can be created depending upon the application in question, so specific policies can be set for Communication sites, Team sites, or MS Teams teams. They can also be configured on a template-by-template basis within Orchestry and be applied as a default policy to assets created outside of Orchestry as well.
The entire process of archiving workspaces is through a systematic workflow that is triggered on inactivity. It is easy to set an inactivity threshold for Workspaces, which the policy can kick in.
In addition, you can assign policy approvals to owners, members, or individuals. Orchestry has understood that the only way to get long-term governance is to empower everyone as the IT department alone cannot shoulder the burden.
Multiple Archiving Use Cases
There is so much you can do with Archival Policies in Orchestry, it is not just about deleting workspaces and removing content from your environment.
- Remediate Existing Workspaces: Take control of your Microsoft Teams environment and tackle sprawl by attaching an archival policy to unwanted Workspaces. The applied policy goes ahead and asks users if the workspace is still in use and archives it if not active.
- Renew and Extend Workspaces: After you attach an archival policy to a Workspace Template, it will be triggered based on the configured inactivity threshold. But Orchestry checks with users if they would like to keep their Workspace, giving users the freedom to extend its lifecycle.
- Archive Existing Workspaces: Simply add the archival policy to many Workspaces and trigger them manually for them to get archived.
When setting up an archival policy, users have the flexibility to choose what happens to the content in the Workspaces. The content can be handled in three ways:
- Archive in Place: When you want to keep the MS Teams team, but also want to clean it up in the process. This allows you to make changes to its name, or remove members and update owners without moving the content.
- Copy and Delete: If you want to retain the content without allowing the MS Teams team and SharePoint site to grow further, then this is the option for you. This copies over the entire content of the Workspace and moves to another location before deleting the original workspace.
- Delete: As the name suggests, this simply deletes the Workspace.
Quick note: There is a possibility to rehydrate archived Workspaces through the Microsoft 365 Admin Center.
Archive actions set Orchestry apart from all the tools out there and even Microsoft 365 itself. Orchestry gives the flexibility to meet your requirements in several different ways at the time of archival.
Some of the many actions you can set and perform include associating a SharePoint Site to a Hub, renaming the Workspace, removing previous versions of documents, maintaining a secure environment by removing access for guests, and much more!
Archival Policy Execution
Orchestry has flexibility down to the last detail. Orchestry delivers the choice to either manual Workspaces archival, automatic triggers, or set policy approvers, Orchestry lets you decide if, how, and when you want archival policies to execute.
Involving owners and members into the process of archival policies, not only empowers them but also makes them accountable for adhering to governance policies. It gives them the ability to make decisions on their content while ensuring the health of the platform is not compromised.
At the same time, automatically assigning approvers allows for unlimited automation and scalability possibilities.
Comprehensive Lifecycle Management with Orchestry
It is time to change how you manage your Microsoft Teams and SharePoint Online platforms. Orchestry will provide the control you need to efficiently work and keep workloads from spiraling in your collaborative space.
Orchestry’s mission of ‘WORK MADE SIMPLE’ now extends from start to finish to all your Workspaces. Orchestry not only delivers Workspace provisioning and governance, but also Workspace sunsetting, renewal, and deletion that can all be taken care of from a single interface. Watch the official public release of ‘Orchestry’s Actionable Insights & Comprehensive Lifecycle Management’ to learn more: https://www.orchestry.com/event/orchestry-lifecycle-management-official-public-release/
Unlock the power of Orchestry and gain much greater capabilities than what standard Microsoft OOTB features can offer you. Get in touch with us at firstname.lastname@example.org and get FREE ACCESS to Orchestry to experience the incredible functionalities for yourself!