#Manage Services

You can manage AvePoint Cloud Governance services in the Cloud Governance admin center. AvePoint Cloud Governance services allow users to submit requests for workspace provisioning, guest user management, and lifecycle/content/setting/security management.

To access Services in the Cloud Governance admin center, click Services on the homepage or the left navigation pane under Management.

You can perform the following actions to manage services in the Cloud Governance admin center:

• Edit services – You can edit inactive services. Select an inactive Invite new guest user service and click Edit on the ribbon to edit the service settings.

• Copy services – You can duplicate a service to make minor changes and then save it as a new service. Select a service and click Copy on the ribbon.

• Activate inactive services – Select one or more services whose statuses are Inactive, and then click Activate on the ribbon.

• Deactivate active services – Select one or more services whose statuses are Active, and then click Deactivate on the ribbon. The Deactivate service window appears, asking for your confirmation. Click Deactivate to confirm.

• Delete services – Select one or more inactive services that you created, and then click Delete on the ribbon. The Delete service window appears asking for your confirmation. Click Delete to confirm.

#Create Private Channel Service

Users may want to use a private channel in Microsoft Teams if they want a focused space to collaborate without creating a separate team or if they want a private channel to discuss sensitive information. Each private channel created by AvePoint Cloud Governance will have the same policy as the parent team. The private channels will have the same external sharing settings, unique access settings, and site storage as set in the parent team policy to ensure the private channel stays consistent with the parent team governance policy. Note that when the policy of a team is changed, the external sharing settings, unique access settings, and site storage of the team’s private channel will also be updated based on the newly applied policy.

To define a Create private channel service request template for your business users, click the Create private channel card and configure the following settings:

#Basic info

Configure the following basic service settings:

1. Service name – Enter a name for this service.

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

3. Choose whether to Hide the “Request summary” field from the request form, and use the service name and timestamp to automatically generate the request summary.

4. Language – Choose the language for this service. When starting a request, users can filter the service according to the language.

5. Service category – Categories are used to organize your services. Select a category for this service from the drop-down list.

6. Service initiation – Choose how users will be able to initiate requests for this service.

   • Available in the service catalog – Select this checkbox to allow users to access this service via the service catalog.

   • Available as a questionnaire result – Select this checkbox to allow users to access this service via questionnaire results. Then, choose one of the following options:

     • Users must meet the service permissions below – Users who meet the permission conditions in the Service permissions field below to access this service via questionnaire results.

     • Allow all users to use this service from questionnaire results (Regardless of the service permission conditions)

7. Service permissions – Choose who gets to have permissions to request this service. Note that Microsoft 365 users or Microsoft 365 Groups entered here must be existing AvePoint Online Services users.

   • Allow all users to request this service

   • Define conditions for users who can request this service

     1. Click Add to open the Add condition panel. In the panel, select one of the following options:

        • Microsoft 365 users/groups – Only allows specific Microsoft 365 users or users in specific Microsoft 365 Groups to submit requests using this service.

        • Microsoft Entra property – Only allows users whose Microsoft Entra property values match with specific values to submit requests using this service.

        • User role (Microsoft 365 Group/Microsoft Teams) – Only allows the user who takes the specified Microsoft 365 Groups or Microsoft Teams role to submit requests using this service.

     2. Configure the Allowed values field.

        • If you select Microsoft 365 users/groups as the condition, enter the usernames or group names in the text box, and then select your desired one from the suggested values.

        • If you select Microsoft Entra property as the condition, select a Microsoft 365 tenant at first. Select from the Built-in properties or Custom properties, and then enter property values in the text box. If you enter multiple values, make sure to separate each value with a semicolon.

        • If you select User role (Microsoft 365 Group/Microsoft Teams) as the condition, enter $ and select from the $Primary contact role and/or the $Secondary contact role.

     3. Click Save to save your configurations.

     4. You can add multiple conditions to the table. If you add multiple conditions, choose one of the following options to define the logic option for these conditions:

        • Match any single condition – If you choose this option, the users who conform to any one of the conditions in the table are allowed to request this service.

        • Match all conditions – If you choose this option, the users who conform to all conditions in the table are allowed to request this service.

8. Administrator contact – Specify a user, Microsoft 365 Group, distribution group, security group, or mail-enabled group as the administrator contact who will be responsible for the successful completion of the service. You will be the default administrator contact.

When you complete the configurations, click Next and go to configure settings on the next page.

#Settings

Configure the following service settings:

1. Microsoft 365 tenant – Select a Microsoft 365 tenant as the service scope.

2. Private channel owner – You can enter $ to select users who take the $Team owner role from the drop-down list to be the private channel owner. Choose one of the following options to determine how to set the private channel owner:

   • Require business users to configure this field – Business users are required to assign the private channel owner in the request form. If you select the private channel owner here, the user will become the default owner, and requesters can change the owner in the request form.

   • Show this field as read-only to business users – You select the owner for all private channels created via a request for this service. Users cannot change the channel owner shown in the request form.

   • Hide this field from business users – You can select this option if you want to select the private channel owner and do not want to show this field in the request form.

When you complete the configurations, click Next and go to configure settings on the next page.

#Advanced settings

Configure the following advanced service settings:

1. Approval process – Choose the Single approval process or Multiple approval processes that will be used for this service.

   • Single approval process – Select an approval process from the drop-down list. After you select one approval process, you can click View approval process to see the approval process details.

   • Multiple approval processes – Add one or more conditional approval processes. The conditions will determine which approval process will be used for this service request according to the metadata criteria. Click Add conditional approval process to open the panel. In the Add conditional approval process panel, configure the following settings:

     1. Name – Enter a name for the conditional approval process.

     2. Conditional settings – Choose to Always run this approval process or Run this approval process if the conditions below are met. When you choose to Run this approval process if the conditions below are met, configure the following settings:

        • Source – Select Group property as the source from the drop-down list. The property within this source will be a condition of the conditional approval process.

        • Property name – Select a property name from the drop-down list.

        • Condition – Select a condition from the drop-down list.

        • Property value – Enter or select a value for the property,

        Click Add to add the configured criteria to the table. You can repeat to configure the settings above to add multiple criteria.

        If you choose to add multiple criteria, select And or Or from the Logic option drop-down list. If you select And, the approval process will be applied to the service request when all criteria are met. If you select Or, the approval process will be applied to the service request when any of the criteria is met.

        If you want to reset the criteria, click Clear to clear the criteria that have been added to the table.

     3. Approval process – Select an approval process that will be combined with the conditions added in the table above as the conditional approval process. After you select one approval process, you can click View approval process to see the approval process details.

     4. Click Save to save all your configurations.

     5. When you add multiple conditional approval processes in the table, you can choose a number from the Order drop-down list to define the execution sequence for the approval process. You can also click the edit button to edit the approval process or click the delete button to remove the approval process.

     6. You can also click Preview to review the configured approval process.

     7. Default approval process – Select a default one from the drop-down list. Then select a circumstance that will use the default approval process:

        • Use the default approval process if none of the conditions above is met

        • Use the default approval process as the last approval stage for all requests submitted using this service

     8. Notify the requester and approver upon the request completion – Choose whether to notify the requester and the approver when the request is completed. If you enable the notification, select an e-mail template used for sending notification e-mail to the requester and approver.

2. Allow approvers to edit requests – Choose whether to allow approvers to edit requests. If you allow approvers to edit requests, you can choose to Notify requesters when their requests are edited by approvers, and then select an e-mail template used for sending notification e-mail to the requesters.

When you have finished configuring all settings for this service, click Save and activate to save all configurations and activate this service. If you want to publish this service to users later, click Save to save all configurations without activating it. The saved service will be an inactive one, and you can edit and activate the service on the Services page.

#Change Private Channel Settings Service

Users can change the membership or settings of a private channel via submitting a change private channel settings request. To define a Change private channel settings service request template for your business users, click the Change private channel settings card and configure the following settings:

#Basic info

Configure the following basic service settings:

1. Service name – Enter a name for the service.

2. Description – Enter an optional description for the service.

3. Choose whether to Hide the “Request summary” field from the request form, and use the service name and timestamp to automatically generate the request summary.

4. Language – Choose the language for this service. When starting a request, users can filter the services according to the language.

5. Service category – Categories are used to organize your services. Select a category for this service from the drop-down list.

6. Service initiation – Choose how users will be able to initiate requests for this service.

   • Available in the service catalog – Select this checkbox to allow users to access this service via the service catalog.

   • Available as a questionnaire result – Select this checkbox to allow users to access this service via questionnaire results. Then, choose one of the following options:

     • Users must meet the service permissions below – Users who meet the permission conditions in the Service permissions field below to access this service via questionnaire results.

     • Allow all users to use this service from questionnaire results (Regardless of the service permission conditions)

7. Service permissions – Choose who gets to have permissions to request this service. Note that Microsoft 365 users or Microsoft 365 Groups entered here must be existing AvePoint Online Services users.

   • Allow all users to request this service

   • Define conditions for users who can request this service – Allows business users who meet certain permissions to request this service.

     1. Click Add to open the Add condition panel. In the panel, select one of the following options:

        • Microsoft 365 users/groups – Only allows specific Microsoft 365 users or users in specific Microsoft 365 Groups to submit requests using this service.

        • Microsoft Entra property – Only allow users whose Microsoft Entra property values match with specific values to submit requests using this service.

        • User role – Only allows the user who takes the specified Microsoft 365 Groups or Microsoft Teams role to submit requests using this service.

     2. Configure the Allowed values field.

        • If you select Microsoft 365 users/groups as the condition, enter the usernames or group names in the text box, and then select your desired one from the suggested values.

        • If you select Microsoft Entra property as the condition, select a Microsoft 365 tenant at first. Select from the Built-in properties or Custom properties, and then enter property values in the text box. If you enter multiple values, make sure to separate each value with a semicolon.

        • If you select User role (Microsoft 365 Groups/Microsoft Teams) as the condition, enter $ and select from the $Primary contact role and/or the $Secondary contact role.

     3. Click Save to save your configurations.

     4. You can add multiple conditions to the table. If you add multiple conditions, choose one of the following options to define the logic option for these conditions:

        • Match any single condition – If you choose this option, the users who conform to any one of the conditions in the table are allowed to request this service.

        • Match all conditions – If you choose this option, the users who conform to all conditions in the table are allowed to request this service.

8. Administrator contact – Select a user, Microsoft 365 Group, distribution group, security group, or mail-enabled security group as the administrator contact who will be responsible for the successful completion of the service. You will be assigned as the default administrator contact.

9. When you complete the configurations, click Next to configure the settings on the next page.

#Settings

Configure the following service settings:

1. Microsoft 365 tenant – Select a Microsoft 365 tenant as the service scope.

2. Choose whether to allow business users to change private channel name, description, member, owner, or site storage in the service request by enabling one or more of the following options.

   • Change private channel name

   • Change private channel description

   • Change private channel member

   • Change private channel owner

   • Change private channel sitestorage – If you enable the site storage change, select one of the following storage change options:

     • Allow storage change to any available size – Allows business users to request to change site quota to any available size.

     • Allow storage upgrade or downgrade within [Specific Size] GB – Allows business users to increase or decrease site storage, and the storage change cannot exceed the size defined here. For example, if you enter 5 here and the site quota is 10 GB, then business users can only change the site quota to 5-15 GB.

     NOTE

     • If you allow business users to change the private channel site storage, make sure Manual storage management is enabled in SharePoint Online admin center > Settings > Site storage limits.
     • The maximum private channel site storage cannot exceed 25600 GB.
     • The private channel site storage cannot be reduced to be less than its current size.

3. When you complete the configurations, click Next and go to configure settings on the next page.

#Advanced settings

Configure the following advanced service settings:

1. Approval process – Choose the Single approval process or Multiple approval processes that will be used for this service.

   • Single approval process – Select an approval process from the drop-down list. After you select one approval process, you can click View approval process to see the approval process details.

   • Multiple approval processes – Add one or more conditional approval processes. The conditions will determine which approval process will be used for this service request according to the metadata criteria. Click Add conditional approval process to open the panel. In the Add conditional approval process panel, configure the following settings:

     1. Name – Enter a name for the conditional approval process.

     2. Conditional settings – Choose to Always run this approval process or Run this approval process if the conditions below are met. When you choose to Run this approval process if the conditions below are met, configure the following settings:

        • Source – Select Group property as the source from the drop-down list. The property within this source will be a condition of the conditional approval process.

        • Property name – Select a property name from the drop-down list.

        • Condition – Select a condition from the drop-down list.

        • Property value – Enter or select a value for the property,

        Click Add to add the configured criteria to the table. You can repeat to configure the settings above to add multiple criteria.

        If you choose to add multiple criteria, select And or Or from the Logic option drop-down list. If you select And, the approval process will be applied to the service request when all criteria are met. If you select Or, the approval process will be applied to the service request when any of the criteria are met.

        If you want to reset the criteria, click Clear to clear the criteria that have been added to the table.

     3. Approval process – Select an approval process that will be combined with the conditions added in the table above as the conditional approval process. After you select one approval process, you can click View approval process to see the approval process details.

     4. Click Save to save all your configurations.

     5. When you add multiple conditional approval processes in the table, you can choose a number from the Order drop-down list to define the execution sequence for the approval process. You can also click the edit button to edit the approval process or click the delete button to remove the approval process.

     6. You can also click Preview to review the configured approval process.

     7. Default approval process – Select a default one from the drop-down list. Then select a circumstance that will use the default approval process:

        • Use the default approval process if none of the conditions above is met

        • Use the default approval process as the last approval stage for all requests submitted using this service

     8. Notify the requester and approver upon the request completion – Choose whether to notify the requester and the approver when the request is completed. If you enable the notification, select an e-mail template used for sending notification e-mail to the requester and approver.

2. Allow approvers to edit requests – Choose whether to allow approvers to edit requests. If you allow approvers to edit requests, you can choose to Notify requesters when their requests are edited by approvers, and then select an e-mail template used for sending notification e-mail to the requesters.

When you have finished configuring all settings for this service, click Save and activate to save all configurations and activate this service. If you want to publish this service to users later, click Save to save all configurations without activating it. The saved service will be an inactive one, and you can edit and activate the service on the Services page.