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Home > Manage Additional Profiles > Configure Stage Profiles

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Configure Stage Profiles

1With a stage profile, you can define the assignment and duration of different stages that will be applied in the confirm governance details or renewal tasks.

To access Stage profiles, click the Stage profiles card on the Profiles & templates page.

To create a stage profile, click Create on the ribbon to open the Create stage profile panel and configure the following settings:

  1. Name – Enter a name for this stage profile.

  2. Description – Enter an optional description for this stage profile.

  3. Type – Select the type of this stage profile.

    • Automatic import - require end user confirmation – This stage profile can be used in the automatic import process to define the assignees and duration for confirming governance details.

    • Renewal – This stage profile can be used in the renewal process to define the assignees and duration for renewal.

  4. Stages – Click Add stage to configure the assignment and duration for one stage. Up to 5 stages can be added to a stage profile. For the information you need to complete for the selected type, see the corresponding section below.

    When you finish, click Save to save the stage.

    After adding stages, you can also perform the following actions to manage stages:

    • Click the link under the Stage name column to view the stage details.

    • Click the [number] assignees link under the Assignees column to view the assignees of the stage.

    • Click the edit button under the Action column to edit the stage.

    • Click the delete button under the Action column to delete the stage.

    • Click the manage button and select Move up, Move down or Move to the top to adjust the order of the stage.

  5. When you finish, click Save to save all your configurations.

Automatic import

  1. Stage name – Enter a name for this stage.

  2. Description – Enter an optional description for this stage.

  3. What user will be responsible for completing the confirm governance details task? – Enter the names of users or groups (Microsoft 365 Groups, distribution groups, security groups, or mail-enabled security groups) in the text box to define the assignees of this stage. You can also enter $ to select from the following user roles. For detailed descriptions of the roles, refer to Appendix F - Supported Variable Roles.

    • $Primary contact

    • $Secondary contact

    • $Environment admin of Power Automate flow or Power App

    • $Environment contact – primary/secondary contact of the environment that Power Automate flow/Power App belongs to

    • $Manager of object admin – manager of the role $Object admin when the object admin is a user

    • $Manager of primary contact

    • $Manager of secondary contact

    • $Object admin – Microsoft 365 Group owner/team owner/site collection administrator/Power App owner/Power Automate flow owner/Power BI workspace admin

    • $Object creator – creator of Microsoft 365 Group/team/Power App/Power Automate flow

    • $Power App co-owner

    • $Power BI workspace member

    • $Site collection owners group – users or groups within the SharePoint site collection Owners group

    • $Site property ("Property name") – Replace Property name with the name of the property in the SharePoint site. Make sure the property value is a user or group.

    • $Object members – Microsoft 365 Group members/team members. 100 users are chosen randomly when more than 100 users have full control permissions in the associated team/Microsoft 365 Group.

    • $Users with the Full Control permission – Users in site collections with the Full Control permission. 100 users are chosen randomly when more than 100 users have full control permissions in the associated site collection.

    • $Users with the Edit permission – Users in site collections with the Edit permission. 100 users are chosen randomly when more than 100 users have edit permissions in the associated site collection.

    • $Users with the Contribute permission – Users in site collections with the Contribute permission. 100 users are chosen randomly when more than 100 users have the contribute permissions in the associated site collection.

    • $Object metadata ("Metadata name") – Enter the role in this format. Replace Metadata name with the metadata name in the following types: Person or group, Microsoft Entra property, or Lookup. The "Allow a variable role reference to this metadata in the approval process or reminder profile" option must be enabled for the metadata. If your Microsoft Entra property metadata is set to get value from the custom Microsoft Entra property, make sure the property value is a user or group.

  4. Choose whether to Allow confirm governance details task assignees to reassign the task to other users.

  5. Choose whether to Allow confirm governance details task assignees to state they are not responsible and are unsure who is responsible to complete the task.

    NOTE

    The task will be skipped and assigned to the administrator contact if task assignees are unsure who is responsible for the renewal process.

  6. Notification email template for the confirm governance details task – Select an email template for the notification email to notify the task assignees when the confirm governance details task is assigned to them.

  7. To define the duration for the confirm governance details task assignee to complete the confirm governance details task of this stage, enter a number in the text box, and then select Days, Weeks, Months, or Years as the unit of time. The confirm governance details task of this stage will be overdue if the task assignee doesn’t complete the task within your specified amount of time.

  8. When a confirm governance details task is overdue, the task will be assigned to next stage task assignees. If this is the last stage, the task will be overdue and go to the escalation process configured in the automatic import profile.

  9. Choose whether to Send a reminder email to the confirm governance details task assignees before each task is overdue. With the option enabled, a reminder email will be sent to the assignees for this stage. Select a reminder profile from the drop-down list.

Renewal

  1. Stage name – Enter a name for this stage.

  2. Description – Enter an optional description for this stage.

  3. What user will be responsible for completing the renewal task? – Enter the names of users or groups (Microsoft 365 Groups, distribution groups, security groups, or mail-enabled security groups) in the text box to define the assignees of this stage. You can also enter $ to select from the following user roles. For detailed descriptions of the roles, refer to Appendix F - Supported Variable Roles.

    • $Primary contact

    • $Secondary contact

    • $Manager of primary contact

    • $Manager of secondary contact

    • $Object admin – team owner/group owner/site collection administrator/Power App owner/Power Automate flow owner/Power BI workspace admin/environment admin/environment system administrator

    • $Manager of object admin – manager of the role $Object admin when the object admin is a user

    • $Object creator – creator of group/team/site collection/environment/Power App/Power Automate flow (Note that the creator cannot be retrieved if the environment is created by the admin)

    • $Power BI workspace member

    • $Environment contact

    • $Environment admin of Power Automate flow or Power App

    • Power App co-owner

    • $Users with the Full Control permission – Users in site collections with the Full Control permission. 100 users are chosen randomly when more than 100 users have full control permissions in associated site collection.

  4. Choose whether to Allow renewal task assignees to reassign the renewal task to other users.

  5. Choose whether to Allow renewal task assignees to state they are not responsible and are unsure who is responsible to complete the renewal process.

  6. Notification email template for the assigned renewal task – Select an email template for the notification email to notify the task assignees when the renewal task is assigned to them.

  7. To define the duration for the renewal task assignee to complete the renewal task of this stage, enter a number in the text box, and then select Days, Weeks, Months, or Years as the unit of time. The renewal task of this stage will be overdue if the task assignee doesn’t complete the task within your specified amount of time.

    When a renewal task is overdue, the renewal task will be assigned to next stage task assignees. If this is the last stage, the renewal task will be assigned to administrator contact.

  8. Notification email template for an overdue renewal task – Select an email template for the notification email to notify the task assignee and the administrator contact when the renewal task is overdue.

  9. Choose whether to Send a reminder email to the renewal task assignees before each renewal process is overdue. With the option enabled, a reminder email will be sent to the assignees for this stage. Select a reminder profile from the drop-down list.