#Configure Lifecycle Services

This section details services that provide workspace lifecycle actions to keep workspaces aligned with organizational governance needs.

After you add an element to a dynamic service, you must complete the corresponding configurations. For more details on how to configure each type of element, refer to the instructions in the corresponding section below:

#Guest User Lifecycle Management Service

A guest user lifecycle management service allows you to define the guest user lifecycle management service request template for your business users. Business users can request to delete, block, or unblock a guest user via this service.

The following settings are the default settings of a guest user lifecycle management service, and are required to be configured:

• Scope – Select a Microsoft 365 tenant as the scope. Business users can submit requests for this service to manage the guest users in the selected tenant.

  • Lifecycle management actions – Select the lifecycle management actions that you allow business users to request.

    • Allow requesters to delete the guest user

      • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to guest user deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

      • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

    • Allow requesters to block the guest user

      • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the guest user is blocked. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

      • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

    • Allow requesters to unblock the blocked guest user

      • Choose whether to Allow requesters to unblock the guest user blocked by escalation.

        NOTE

        If the second stage in the escalation profile is configured to delete the guest user, the unblock guest user request will not affect the stage two action. When the task reaches the stage two threshold, the guest user will be deleted.

      • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

#Microsoft 365 Group Lifecycle Management Service

A Microsoft 365 Group lifecycle management service allows you to define the Microsoft 365 Group lifecycle management service request template for your business users. Business users can request to delete a Microsoft 365 Group via this service.

The following settings are the default settings of a Microsoft 365 Group lifecycle management service, and they are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the Microsoft 365 Groups in the selected tenant.

  • Select containers as the scope – Business users can only manage the Microsoft 365 Groups in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

  • Limit the groups whose lifecycle can be managed – With this checkbox selected, select a people picker filter profile from the drop-down list to determine the Microsoft 365 Groups whose lifecycle that business users can specify to manage in the request form. You can click View profile details to view details of your selected profile.

    You can click the create utton or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles. You can also click the refresh button to retrieve the latest available profiles.

• Lifecycle management actions – Select the lifecycle management actions that you allow business users to request.

  • Allow requesters to delete the group

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the Microsoft 365 Group deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to Opus Archive the group

    • Enable membership and group team site permission changes before group Opus Archiving – With the checkbox selected, select a Microsoft 365 Group limit access profile from the drop-down list. You can click View profile details to view the details of the selected Microsoft 365 Group limit access profile. You can also click the create button to create a new profile. For more information about how to create a Microsoft 365 Group limit access profile, refer to Configure Microsoft 365 Group Limit Access Profiles.

      To retrieve the latest Microsoft 365 Group limit access profiles that are available, you can click the refresh button.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the group archive. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

      Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

#Microsoft Entra Group Lifecycle Management Service

A Microsoft Entra group lifecycle service allows you to define the group lifecycle management request template for your business users. Business users can request to delete a distribution group, security group, or mail-enabled security group via this service.

The following settings are the default settings of a Microsoft Entra group lifecycle management service, and they are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the groups in the selected tenant.

  • Select containers as the scope – Business users can only manage the groups in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

    To ensure this setting takes effect, make sure an app profile for Cloud Governance for Exchange service app has been created in AvePoint Online Services. If your tenant uses the custom app, make sure you add the Exchange.ManageAsApp permission to the custom Azure app, assign the Exchange Administrator role to the app, and re-authorize the app.

  • Limit the groups whose lifecycle can be managed – With the checkbox selected, select a people picker filter profile from the drop-down list to determine the groups whose lifecycle that business users can specify to manage in the request form. You can click View profile details to view details of your selected profile.

    You can click the create button or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles. You can also click the refresh button to retrieve the latest available profiles.

• Lifecycle management actions – The lifecycle management action that the business users can request is to delete the group.

  • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the group deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent in your selected email template.

  • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent in your selected email template.

#Shared Mailbox Lifecycle Management

A shared box lifecycle management service allows you to define the shared mailbox lifecycle management service request template for your business users. Business users can request to delete a shared mailbox via this service.

The following settings are the default settings of a shared mailbox lifecycle management service, and they are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the shared mailboxes in the selected tenant.

  • Select containers as the scope – Business users can only manage the shared mailboxes in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

• Lifecycle management actions – The lifecycle management action that the business users can request is to delete the shared mailbox.

  • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the shared mailbox deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

  • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

#Site Collection Lifecycle Management Service

A site collection lifecycle management service allows you to define the site collection lifecycle management request template for your business users. Business users can request to delete, lock, or unlock a site collection via this service.

The following settings are the default settings of a site collection lifecycle management service, and are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the site collections in the selected tenant.

  • Select containers as the scope – Business users can only manage the site collections in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

• Lifecycle management actions – Select the lifecycle management actions that you allow business users to request.

  • Allow requesters to delete the site collection

    • Choose whether to Permanently delete the site collection. If this checkbox is not selected, the site collection will be deleted to the SharePoint site collection recycle bin.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the site collection deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to lock the site collection

    • Choose whether to Allow requesters to lock the site collection in “no access” status. With this checkbox selected, business users can request to lock site collections in “no access” status.

    • Choose whether to Allow requesters to lock the site collection in “read-only” status. With this checkbox selected, business users can request to lock site collections in “read-only” status.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the site collection lock. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to unlock the site collection

    • Choose whether to Allow requesters to unlock the site collection locked by escalation.

      NOTE

      If the second stage in the escalation profile is configured to delete the site collection, the unlock site collection request will not affect the stage two action. When the task reaches the stage two threshold, the site collection will be deleted.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to archive the site collection – This option is only available if you have an available subscription for AvePoint Opus.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the site collection archiving. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, mail-enabled security groups, or shared mailboxes) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

#Team Lifecycle Management Service

A team lifecycle service allows you to define the team lifecycle management request template for your business users. Business users can request to delete, archive, or restore a team via this service.

The following settings are the default settings of a team lifecycle management service, and they are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the teams in the selected tenant.

  • Select containers as the scope – Business users can only manage the teams in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

  • Limit the teams whose lifecycle can be managed – With this checkbox selected, select a people picker filter profile from the drop-down list to determine the teams whose lifecycle business users can specify to manage in the request form. You can click View profile details to view details of your selected profile.

    You can click the create button or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles. You can also click the refresh button to retrieve the latest available profiles.

• Lifecycle management actions – Select the lifecycle management actions that you allow business users to request.

  • Allow requesters to delete the team

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the team deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to Microsoft 365 Archive the team

    • Choose whether to Enable team membership and team site permission changes before team Microsoft 365 Archiving. With the checkbox selected, select a Team archiving profile from the drop-down list. You can click View profile details to view the details of the selected team archiving profile. You can also click the create button to create a new profile. For more information about how to create a team archiving profile, refer to Configure Team Archiving Profiles.

      To retrieve the latest team archiving profile that is available, you can click the refresh button.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the team archive. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to restore the archived team

    • Choose whether to Allow requesters to restore the teams archived by escalation.

      NOTE

      If the second stage in the escalation profile is configured to delete the team, the restore team request will not affect the stage two action. When the task reaches the stage two threshold, the team will be deleted.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

  • Allow requesters to Opus Archive the team

    • Enable team membership and team site permission changes before team Opus Archiving – With the checkbox selected, select a Team archiving profile from the drop-down list. You can click View profile details to view the details of the selected team archiving profile. You can also click the create button to create a new profile. For more information about how to create a team archiving profile, refer to Configure Team Archiving Profiles.

      To retrieve the latest team archiving profile that is available, you can click the refresh button.

    • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the team archive. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent to your selected email template.

    • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent to your selected email template.

#Viva Engage Community Lifecycle Management Service

A Viva Engage community lifecycle management service allows you to define the Viva Engage community lifecycle management request template for your business users. Business users can request to delete a community via this service.

The following settings are the default settings of a Viva Engage community lifecycle management service, and they are required to be configured:

• Scope – The service scope can be a Microsoft 365 tenant or specific containers.

  • Select a tenant as the scope – Business users can submit requests for this service to manage the Viva Engage communities in the selected tenant.

  • Select containers as the scope – Business users can only manage the Viva Engage communities in specific containers. Click Add to open the Select scope from tree panel, select one or more containers from the data tree, and then click Add to add the selected containers to the table.

    In the panel, you can also enter the keyword of a container in the search box to search for a container.

  • Limit the communities whose lifecycle can be managed – With this checkbox selected, select a people picker filter profile from the drop-down list to determine the Viva Engage communities whose lifecycle that business users can specify to manage in the request form. You can click View profile details to view details of your selected profile.

    You can click the create button or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles. You can also click the refresh button to retrieve the latest available profiles.

• Lifecycle management actions – The lifecycle management action that the business users can request is to delete the community.

  • Choose whether to Send a cancellation email to the task assignees of the ongoing lifecycle management requests, service requests, renewal tasks, or contact election tasks when the related requests or tasks are canceled due to the community deletion. With the checkbox selected, select an email template from the drop-down list, and the cancellation notification email will be sent in your selected email template.

  • Choose whether to Notify the following people when the lifecycle action is completed. With the checkbox selected, specify users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the notification email will be sent in your selected email template.