#Best Practices

AvePoint Cloud Governance delivers automated, self-service governance for SharePoint, Microsoft 365 Groups, Teams, Viva Engage, and other Microsoft 365 assets, enabling streamlined management through renewal workflows, contact elections, and lifecycle controls to keep workspace ownership and settings accurate.

Below is an overview of best practices for managing different objects.

#Best Practices for Managing SharePoint Site Collections

AvePoint Cloud Governance provides self-service provisioning and management solutions with automated approval processes for SharePoint site collections. Apart from service requests for site collection provisioning and management, the following best practices for managing site collections are recommended:

• Configure Site Collection Renewal Profiles – A site collection renewal profile automates the periodical review and update for key site collection information, including the site collection contacts, permissions, and metadata, within a single task. Optionally, you can empower users to lock, archive, or delete site collections during the process, letting them to first confirm if the site collection is still needed.

• Configure Site Collection Contact Election Profiles – A site collection contact election profile structures an automated nomination process to determine the site collection contacts when the primary or secondary contact is invalid. The election tasks will be assigned to the nominated users, who in turn will decide if they want to be accountable for the site collection and become the primary site collection contact. The secondary site collection contact will be defined by the primary site collection contact during the election process.

For more resources on the SharePoint site collection management, refer to Manage Profiles for Site Collections.

#Best Practices for Managing Microsoft 365 Groups

AvePoint Cloud Governance provides self-service provisioning and management solutions with automated approval processes for Microsoft 365 Groups. Apart from service requests for group provisioning and management, the following best practices for managing groups are recommended:

• Configure Microsoft 365 Group Renewal Profiles – A Microsoft 365 Group renewal profile enables a structured renewal process for users to periodically review and update group contacts, owners, members, metadata, and group team site permissions, all in one task. If a group is inactive for two years, it will expire and be deleted, along with all its data. Group owners receive notifications before expiration and can renew the group to avoid deletion.

• Configure Microsoft 365 Group Contact Election Profiles – A Microsoft 365 Group contact election profile structures an automated nomination process to determine the group contacts when the primary or secondary contact is invalid. The election tasks will be assigned to the nominated users, who in turn will decide if they want to be accountable for the group and become the primary group contact. The secondary group contact will be defined by the primary group contact during the election process.

For more resources on the Microsoft 365 Group management, refer to Manage Profiles for Microsoft 365 Groups.

#Best Practices for Managing Microsoft Teams

AvePoint Cloud Governance provides self-service provisioning and management solutions with automated approval processes for Microsoft Teams. Apart from service requests for team provisioning and management, the following best practices for managing teams are recommended:

• Configure Team Renewal Profiles – A Microsoft Team renewal profile enables a structured renewal process for users to periodically review and update team governance details, including contacts, membership, permissions, and sensitivity labels. You can set renewal triggers, define which items are available for review and editing, configure renewal settings for private and shared channels, and establish rules for approval processes, overdue task escalations, and lifecycle actions.

• Configure Team Contact Election Profiles – A team contact election profile structures an automated nomination process to determine the team contacts when the primary or secondary contact is invalid. The election tasks will be assigned to the nominated users, who in turn will decide if they want to be accountable for the team and become the primary team contact. The secondary team contact will be defined by the primary team contact during the election process.

For more resources on the Microsoft Team management, refer to Manage Profiles for Microsoft Teams.

#Best Practices for Managing Viva Engage Communities

AvePoint Cloud Governance provides self-service provisioning and management solutions with automated approval processes for Viva Engage communities. Apart from service requests for community provisioning and management, the following best practices for managing communities are recommended:

• Configure Viva Engage Community Renewal Profiles – A community renewal profile automates the periodical review and update for community contacts, admins, members, metadata, and Viva Engage community site permissions, all in one task. If you allow users to delete communities in the renewal process, they will be asked to confirm if the communities are still required.

• Configure Viva Engage Community Contact Election Profile – A community contact election profile structures an automated nomination process to determine the community contacts when the primary or secondary contact is invalid. The election tasks will be assigned to the nominated users, who in turn will decide if they want to be accountable for the community and become the primary community contact. The secondary community contact will be defined by the primary community contact during the election process.

For more resources on the Viva Engage community management, refer to Manage Profiles for Viva Engage Communities.

#Best Practices for Managing Inactive Workspaces

To maintain essential workspaces such as site collections, Microsoft Teams, Microsoft Groups, and communities while appropriately disposing of others, AvePoint Cloud Governance can initiate de-provisioning for idle or unneeded workspaces based on user inactivity. The inactivity threshold is customizable within renewal profiles. When the inactivity threshold is met, renewal tasks will be automatically triggered for the workspaces governed by these profiles, ensuring that only relevant workspaces are retained.

#Best Practices for More Supported Objects

The table below lists more objects that can be effectively governed using AvePoint Cloud Governance. A resource link is included for further exploration of the specific management features available for each type:

Supported Objects	Resource Link
Guest users	Manage Profiles for Guest Users
Microsoft Entra groups	Manage Profiles for Microsoft Entra Groups
Shared mailboxes	Manage Profiles for Shared Mailboxes
Power Apps	Manage Profiles for Power Apps
Power Platform environments	Manage Profiles for Environments
Power Automate flows	Manage Profiles for Power Automate Flows
Power BI workspaces	Manage Profiles for Power BI Workspaces
OneDrives	Manage Profiles for OneDrives
Copilot Studio agents	Manage Profiles for Copilot Studio Agents
Confide projects	Manage Profiles for Confide Projects
Power Pages sites	Manage Profiles for Power Pages Sites
Loop workspaces	Manage Profiles for Loop Workspaces