Workspace Report
Workspace report lists site collections, Microsoft 365 Groups, Microsoft Teams, and Viva Engage communities managed by AvePoint Cloud Governance and their corresponding information. To access the Workspace report in the Cloud Governance admin center, click Workspace report on the homepage or the left navigation panel under Directory.
In the Workspace report, you can manage different kinds of workspaces, view workspace details, and perform various actions on workspaces. To better view and manage workspaces as you require in the report, you can choose columns that you want to display in the report, sort, and filter workspaces, and change the views of the report.
Choose Columns
You can select the columns that you want to display in the Workspace report. Click the choose columns (
) button in the upper-right corner, and select the column names in the Choose columns panel from the following column groups: Basic information, User information, Advanced information, Lifecycle information, and Metadata. Then, click Save to save your choices.
Sort and Filter
To sort and filter workspaces in the report, click the Sort and filter (
) button in the upper-right corner and complete the following steps:
-
Sort by – Select a column name from the drop-down list to sort the workspaces, and then choose to arrange the workspaces in the Ascending or Descending order of the selected column.
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Filter by – Select one or more columns from the drop-down list, and then configure the column values as the filter of the workspaces.
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If you want to reset the filters you configured, click Reset.
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Click Save to save all your configurations.
Change View
To include various kinds of workspaces in the report as you require, you can select from the built-in views, as well as configure custom views based on the built-in views. AvePoint Cloud Governance provides the following built-in views:
- **All workspaces** – Displays all workspaces managed by AvePoint Cloud Governance, and this is the default view of the **Workspace** **report**. You can set another view as the default view.
- **All site collections** – Displays all site collections managed by AvePoint Cloud Governance.
- **All Microsoft 365** **Groups** – Displays all Microsoft 365 Groups managed by AvePoint Cloud Governance.
- **All** **Microsoft Teams** – Displays all Microsoft Teams managed by AvePoint Cloud Governance.
- **All** **Viva Engage** **communities** – Displays all Viva Engage communities managed by AvePoint Cloud Governance.
- **Workspace renewal** – Displays all workspaces that have the renewal process enabled.
- **Workspace lifecycle** – Displays all workspaces whose lease period or inactivity threshold has been enabled in the workspace policy.
To change the view, click the Change view (
) button, and then select a view from the list. You can also enter the keywords of a view name in the search box to search for a view.
To configure your custom views, perform the following actions:
- **Save view as** – When you are using a built-in view, you can choose your desired columns, sort, and filter workspaces. If you want to save the current view as a new view, click the Change view () button, and then click **Save view as**. In the **Save view as** window, enter a view name in the text box and click **Save** to save the view. The view that you created will be displayed under the **Custom views** category in the view list.
- **Publish view** – If you want to publish a custom view as a public view, select a custom view in the view list, and then click **Publish view**. The published view will be displayed under the **Published views** category in the view list. Note that all the IT administrators in your tenant can view, edit, or delete the published view.
- **Set current view as default** – If you want to set a view to be the default view, select a built-in view or a custom view in the view list, and then click **Set current view as default**. This view will only become your default view and will not become the default view of other IT administrators.
- **Delete view** – If you want to delete a view, select a built-in view or a custom view in the view list, and then click **Delete view**. Note that the built-in view **All workspaces** cannot be deleted.
- Modify a view – If you change the columns, sorts, and filters in a view and you want to save the changes, you can click the Change view () button, and then click **Save changes to current view**. Note that the built-in view **All workspaces** cannot be modified.
Manage Workspaces
You can perform the following actions on site collections, groups, teams, and communities in the Workspace report. To select workspaces to perform actions, you can choose to Select all filtered workspaces or Select workspaces manually.
Workspace Renewal
You can perform the following renewal related actions on selected workspaces:
- **Restart renewal** – To restart the renewal process of workspaces, complete the following steps:
1. Select one or more workspaces.
2. Click **Renewal** on the ribbon, and then choose **Restart renewal**.
3. The **Restart renewal** window appears, asking for your confirmation.
If one or more selected workspaces have ongoing renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
> ***Note**: Restarting renewal will cancel all ongoing renewal tasks and automated escalation tasks.
4. Click **Restart** to confirm.
- **Auto-complete** – To manually complete the renewal process of workspaces, complete the following steps:
1. Select one or more workspaces.
2. Click **Renewal** on the ribbon, and then choose **Auto-complete**.
3. The **Auto-complete** window appears, providing two-phase statuses of the workspaces. When the renewal process is completed, the workspace phase will be changed. Select one of the following phases:
- **In compliance**
- **Renewal canceled**
If one or more selected workspaces have renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email.
4. Click **Confirm** to confirm your selection.
- **Assign** – To assign the renewal tasks of workspaces to an additional user, complete the following steps:
1. Select one or more workspaces.
2. Click **Renewal** on the ribbon, and then choose **Assign**.
3. In the **Assign** window, enter the name of the user whom the renewal task will be assigned to. Then, click **Assign** to confirm. Then, the specified user will become one of the renewal task assignees apart from the existing renewal task assignees.
> ***Note**: If you assign the renewal task to a user who is already an assignee of the renewal task, they should complete the renewal task originally assigned to them, as a new renewal task will not be generated.
Lifecycle and Policy
You can perform the following actions for workspace lifecycle and policy management on selected workspaces:
- **Lock** **site** (site collection) – Complete the following steps to manually lock site collections:
1. Select one or more site collections.
2. Click **Action** on the ribbon, and then choose **Lock**.
3. The **Lock** **workspace** window appears. In the window, choose to **Lock in “read-only” status** or **Lock in “no access” status**.
If one or more selected site collections have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
4. Click **Lock** to confirm.
- **Unlock** **site** (site collection) – To unlock a locked site collection, complete the following steps:
1. Select a site collection, click **Action** on the ribbon, and then choose **Unlock**.
2. The **Unlock** **workspace** window appears, asking for your confirmation. Click **Unlock** to confirm.
- **Lock** **site** (group, team, community) – To manually lock a workspace connected site, complete the following steps:
1. Select a group, team, or Viva Engage community, click **Action** on the ribbon, and then choose **Lock site**.
2. The confirmation window appears, asking for your confirmation. Click **Lock** to confirm.
- **Unlock** **site** (group, team, community) – To unlock a locked workspace connected site, complete the following steps:
1. Select a group, team, or Viva Engage community, click **Action** on the ribbon, and then choose **Unlock site**.
2. The confirmation window appears, asking for your confirmation. Click **Unlock** to confirm.
- **Delete** – Complete the following steps to delete one or more workspaces:
1. Select one or more workspaces, click **Action** on the ribbon, and then choose **Delete**.
2. The **Delete workspace** window appears asking for your confirmation.
- You can choose whether to remove workspaces from Cloud Governance at the same time. If you choose to remove workspaces, all corresponding information will be removed as well.
- If one or more selected workspaces have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
3. Click **Delete** to confirm.
- **Archive** (site collection) – Complete the following steps to archive one or more site collections:
1. Select one or more site collections, click **Action** on the ribbon, and then choose **Archive**.
2. The **Archive** window appears. If you have an available subscription for AvePoint Cloud Archiving only, select an Archiver profile configured in Cloud Archiving that will be used to archive the site collection. For more information about the Archiver profile, refer to [Configure an AvePoint Cloud Archiving Profile](../cloud-management-administrator/index.md).
If you have an available subscription for AvePoint Opus, this field is unnecessary for you and will be hidden.
If one or more selected site collections have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
3. Click **Archive** to confirm. You can go to **Job monitor** to view the archive site collection job status and result.
- **Archive** (team) – Complete the following steps to archive one or more Microsoft Teams:
1. Select one or more teams, click **Action** on the ribbon, and then choose **Archive**.
2. The **Archive** window appears. Select a team archiving profile that will be used to archive the team. For more information about the Microsoft Teams archiving profile, refer to [Configure Team Archiving Profiles](../manage-profiles-for-microsoft-teams/configure-team-archiving-profiles.md).
If one or more selected teams have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
3. Click **Archive** to confirm. You can go to **Job monitor** to view the archive team job status and result.
- **Restore** (team) – Complete the following steps to restore one or more archived Microsoft Teams:
1. Select one or more teams, click **Action** on the ribbon, and then choose **Restore**.
2. The **Restore** window appears asking for your confirmation. Click **Restore** to confirm. You can go to **Job monitor** to view the restore team job status and result.
- **Activate** (group) – Complete the following steps to activate one or more Microsoft 365 Groups that have been restricted access due to incomplete lifecycle tasks:
1. Select one or more groups, click **Action** on the ribbon, and then choose **Activate**.
2. The **Activate** window appears, asking for your confirmation. Click **Activate** to confirm. You can go to **Job monitor** to view the activate group job status and result.
- **Apply policy** – To apply a new policy to one or more workspaces, complete the following steps:
1. Select one or more workspaces, click **Action** on the ribbon, and then choose **Apply policy**.
Note that the selected workspaces must be in the same workspace type.
2. In the **Apply policy** panel, select a new policy that you want to apply from the drop-down list.
3. Select the settings in the new policy that you want to apply to the workspaces. Note the following if you apply **Lifecycle and renewal/recertification settings**:
If the lease period management has been enabled in the selected policy, you can decide how to configure the workspace lease start date after a policy change by choosing from one of the following options:
- **Keep the original lease expiration date** – Choose this option to keep the original lease expiration date of the workspaces.
- **Select a new lease start date** – Choose to set the **Workspace created date** as the new lease start date or select a **Specific date** by clicking the calendar () button.
If one or more of the selected workspaces have ongoing lifecycle management processes, renewal tasks, or recertification tasks, you can choose how to handle these workspaces by choosing from one of the following options:
- **Do not apply the new policy to these workspaces** – Select this option to skip all workspaces that have ongoing lifecycle management processes, renewal, or recertification tasks.
- **Cancel all ongoing lifecycle management requests, renewal tasks, and recertification tasks** – Select this option to cancel all the ongoing lifecycle management processes, renewal tasks, and recertification tasks before the new policy is applied to the selected workspaces.
You can choose to **Send a cancellation email to the approvers, renewal task assignees, and** **requesters of** **lifecycle management requests** and select an email template for the cancellation email. You can also view the selected email template details by clicking **View details**.
4. Click **Submit** when you finish the configuration.
> ***Note**: After the policy is applied to a team, the external sharing settings, unique access settings, and site storage of the team’s private channels will inherit the settings of the team’s policy.
- **Apply profile** – You can apply lifecycle profiles to teams, groups, or site collections. For more instructions, see [Transition from Classic Policies to Modern Lifecycle Profiles (for Existing Customers)](#missing-link).
- **Reassign import process** – To reassign the confirm governance details tasks for the automatically imported workspaces to other users, complete the following steps:
