how to Microsoft 365 Provisioning

Microsoft Teams, Groups & SharePoint Provisioning using Orchestry

Valerie Sergienko David Francoeur October 20, 2022

6 MIN READ

In one of our previous articles, we covered in detail what out-of-the-box and more custom workspace (Microsoft Teams, Groups, SharePoint, and Communication sites) provisioning options exist. 

In a nutshell, out-of-the-box, IT admins can either open the floodgates and let users create what they want, when they want to, or restrict creation, thus taking on a huge burden of processing and provisioning workspace requests.

Although more complex provisioning options exist, for example, workspace request and approval workflows using Power Automate, they do require in-depth technical knowledge, and lots of time and effort to set up and configure. The user interface is far from easy to follow or delightful to use, and neither is the IT Admin side of the interface. 

In our article, we would like to introduce you to one of the core functionalities of Orchestry – Workspace Provisioning, as well as give you a brief overview of other features that are essential to effective Microsoft 365 governance, content lifecycle management, and cross-organizational adoption of Microsoft 365 tools.

Orchestry's Workspace Templates

One of the root causes of the slow adoption of new technology tools (especially Microsoft 365) is the fact that end-users often lack the training and the deep technical knowledge of the tools, therefore they are uncertain what to use when which tool is right for the job and what set of solutions will meet their unique business and project needs.

In the case of Microsoft Teams, Groups, SharePoint, or Communications sites, they either end up creating a lot of “test” workspaces which end up abandoned days or weeks later or become plagued by Analysis Paralysis and come to the IT teams with questions, or requests to give them the right tools. In worst-case scenarios, they turn to third-party solutions which do not meet the security and privacy standards of your organization – this is called Shadow IT.

A great way to solve this problem is to develop a set of templates for workspaces, which are centered around common specific business needs and are pre-configured with all the right tools and resources. This makes it ridiculously easy for the end-users to find and request templates that can fulfill their needs and start using them effectively from day 1.

Orchestry’s comprehensive library of business scenario templates created by M365 MVPs and validated by 1000s of real users, along with the intuitive and user-friendly Workspace Template creation features let IT admins meet the unique needs of every team and department, without having to write a single line of code.

Using existing, creating new templates, or turning some of your existing workspaces into templates will help you standardize common business processes including employee onboarding and offboarding, inter-departmental communication & collaboration, project management, and more. 

Save hours and even days of coding and configuration of templates with Orchestry’s custom web parts that fill common M365 gaps, including advanced tasks and the People web part. 

Want to learn more about Orchestry’s Workspace Templates and how they can save you more than 2 hours of customizations per workspace?

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Once you have prepared your first template, you can immediately make it available for provisioning to the end users.

Orchestry's Workspace Provisioning

Different workspace templates require different approaches. Some workspaces can be provisioned to the end user without any delay (especially if your templates are configured very well). Others, depending on their type and sensitivity level may need to go through approval before provisioning. The added approval steps also help reduce Microsoft 365 sprawl – after all, if a workspace has been approved before being provisioned, the likelihood of it needing to be archived or it being abandoned later on is much reduced. 

In Orchestry’s exquisite Workspace Provisioning interface, IT admins can create an endless number of workspace provisioning workflows of any complexity. Simpler workflows, that engage specific individuals to review workspace requests can be built with a couple of clicks of a button. For example, any workspace that is part of the marketing department can be assigned to the manager of the marketing team for the initial review, and a secondary review and final approval can be assigned to the IT team. You can add as many steps as required, and customize the message that the approvers will receive when a new workspace is being requested by the end user, and you can easily associate existing templates with the approval workflows.

You can also create more complex workflows, that require automation using Power Automate. You would simply create a new approval workflow, and generate a “dummy account” as an approver in that workflow. You would then proceed to set up your Power Automate approval workflow and set up a unique trigger for the automation to begin – a message which will be automatically sent by Orchestry when a new workspace with the approval workflow is being requested by the end user. 

Once the approval is done on the Power Automate end, it will send a message back to Orchestry, which will then take care of the provisioning of the workspace.

Power Automate allows you to set up workflows of any complexity, like the example we have below. 

Orchestry coupled with Power Automate gives you the ability to:

  • Manage approval workflows
  • Associate workflows with templates, existing and new workspaces
  • Review & respond to workspace requests, all in a single beautifully designed interface built with Microsoft 365 and UX best practices in mind. 

Orchestry's Workspace Request Wizard

Every workspace template in Orchestry’s library, as well as those you have built from scratch, can be made available for requests by end-users. Since Orchestry was built for IT Administrators, with end users in mind, we put a lot of effort into making the workspace request process absolutely seamless and truly intuitive for the end users. 

End users can access the Orchestry app within their Teams app. Once in the requests section, they will be taken through an easy step-by-step process to request a new workspace which requires zero technical knowledge to complete. 

The entire process only has 5 steps, which include selecting the right template for their needs, customizing it with features and documents, adding details about their workspace, configuring channels and permissions, and submitting it for either direct provision (when approval is not required) or review. 

The Workspace Provisioning Wizard has an automatic duplicate content scan, so when a user is trying to request a workspace that is similar to one that already exists, they will be notified and provided with links to view or request access to the similar content. This feature greatly reduces potential Microsoft 365 sprawl.

If you are interested in learning more about Workspace Provisioning Wizard and what the experience of requesting workspaces looks like for the end users, read our comprehensive blog.

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Orchestry's Workspace Governance

The magic of Orchestry is in the fact that it’s a complete solution that takes care of every aspect of Microsoft 365 environment administration, and lets you manage it all within a single interface. Microsoft 365 governance is no exception. In Orchestry, IT admins are able to set up default governance configurations for the tenant including:

  1. Configure default access and permissions
  2. Apply sensitivity labels
  3.  Associate approval workflows
  4. Generate and apply naming policies
  5. Create and enable new metadata fields, for example, department, location, division
  6. Configure Microsoft 365 behavior including Guest access, allow or disable external emailing to the group, and more
  7. Configure SharePoint site behavior including external sharing options, default link types and permissions, and more

When it comes to workspaces and templates, you can apply tenant default governance configurations, or override them and apply configurations unique to the individual workspace.

We have put together a comprehensive blog which covers Microsoft 365 Governance made easy with Orchestry. Have a read to learn more!

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Orchestry's Workspace Lifecycle Management

Every workspace in Microsoft 365 has a shelf life. To avoid hundreds of abandoned and inactive workspaces cluttering up your tenant, it is considered best practice to provision workspaces with the end game in mind. Orchestry lets you define lifecycle policies and apply them to individual workspace templates which are then made available to be requested by end users. As soon as the workspace is provisioned, the lifecycle policy will come into effect and the countdown will begin. 

Your lifecycle policies can be based on a specific timeframe – for example, a project usually takes 3 months to complete, so upon reaching the presumed end of the project, the workspace owners will be automatically notified to either archive or renew the workspace.

Other policies may be based on inactivity. Once the workspace has been inactive for a certain number of days, the workspace owners will receive a notification to review the workspace in question and, once again, renew or archive it.

Read more about Microsoft Teams Lifecycle Management made easy with Orchestry.

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As you can see, Orchestry is a complete Microsoft 365 self-service Provisioning solution that is bound to delight the end-users and Microsoft 365 admins alike. It lets you:

  • Go beyond out-of-the-box MS Teams templates with support for preconfigured Channels, Tabs, Apps, and more.  
  • Build or modify Orchestry’s pre-built business-first Workspace templates and embed them with security, governance guardrails, and adoption resources.  
  • Drive adoption by letting the users create & customize Workspaces in Orchestry’s intuitive Workspace Request Wizard with control, but without the endless bottlenecks.  
  • Provide feedback, approve, and govern Workspace requests in a single interface.  

Orchestry users save on average 30 minutes provisioning a single Team, Group, SharePoint, or Communication site 

Want to see Orchestry in action?

Orchestry offers a free full-experience trial for 28 days.

  • Trusted by thousands of IT admins, and leading Microsoft 365 partners worldwide
  • Fully secure application attested by SOC2 Security certification
  • Full features, zero commitment
  • No credit card required
  • Orchestry apps installation takes less than 15 minutes
  • No obligation – if Orchestry is not your cup of tea, simply delete the apps at the end of the trial and all the content you created using Orchestry will remain

Book your demo today to chat with one of our Microsoft 365 experts about the opportunities you can unlock with Orchestry and see it in action.

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About the Authors

Valerie Sergienko Image

Valerie Sergienko

Director, Product Marketing

An accomplished marketing strategist, Valerie brings over a decade of experience in digital marketing and has a profound love and appreciation for agile, purpose-driven, and results-oriented growth.

In her free time, you can find Valerie exploring local amusement parks, playgrounds, cafes, and movie theatres with her daughter, reading a new science book, or working up a sweat at the gym.

David Francoeur Image

David Francoeur

Orchestry Director of Product Delivery

As a speaker, author, and consultant operating across industries, David brings to Orchestry a diversified perspective on solving problems in the Digital Workplace. Working cross-functionally to guide products from conception to launch, he carefully connects the technical and business worlds. Passionate about user experience and design, David thrives on outcomes that are not only successful from a technological perspective but more critically; adopted, championed, and valued by the business.

Beyond his passion for the digital workplace, David enjoys spending time with his spouse and daughter, playing soccer, or reading a good book.

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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