#Use the Service Request Setup Assistant

On the Cloud Governance admin center homepage, you can quickly set up Cloud Governance service requests by using the setup assistant. In the Service request setup assistant, click Go to setup, and then follow the instructions in the sections below:

#Create Site Collection Service

To define a Create site collection service request template for your business users, click the Create site collection service card and configure the following settings in the panel:

#Service

Configure the following basic service settings:

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

2. Language – Choose the language for this service. When starting a request, your business users can filter the services by their languages.

3. SharePoint admin center – Select a SharePoint admin center where site collections will be created.

4. Site collection storage – Enter the storage for site collections.

5. Would you like to enable external sharing? – Turn on the toggle if you want to enable external sharing for site collections. Choose from the following options:

   • Existing guests only - users can only share with guests already in your organization's directory

   • New and existing guests - guests must sign in or provide a verification code

   • Anyone - users can share files and folders using links that don’t require sign-in

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

#Lifecycle

1. Turn on the toggle if you would like to enable lifecycle management for site collections, and then configure the following settings:

   • Enable the inactivity threshold for site collections – Select this option to enable the inactivity threshold for site collections. If a site collection is not accessed within the amount of time entered here, a site collection inactivity threshold task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • Enable the lease for site collections – A site collection lease period is the amount of time a site collection is available for use. Select this option to enable the lease for site collections. When the lease of a site collection expires or when the last lease extension expires, a site collection lease expiration task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • What user will be responsible for completing the lifecycle management task? – Enter the names of users, Microsoft 365 Groups, or security groups that will be the task assignees for completing the inactivity threshold tasks and lease expiration tasks. You can also enter $ to select user roles.

     • In a site collection inactivity threshold task, the task assignee can choose to:

       • Continue allowing access to the site collection

       • Change a policy for the site collection

       • Delete the site collection

     • In a site collection lease expiration task, the task assignee can choose to:

       • Extend the site collection lease

       • Change a policy for the site collection

       • Delete the site collection

     If you add multiple task assignees, they will review the task one after another. The lifecycle outcome selected by the last assignee will take effect.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous page.

#Approval process

To ensure your organization’s Microsoft 365 resources are correctly consumed, you may want the requests for new site collections to be reviewed by other users. If the requests do not require approval, you can set the requests to be automatically approved.

Choose from the following options:

• Auto-approve – Requests for this service will be automatically approved, and the new site collections will be created.

• One stage – Requests for this service will require one stage of approval. In the First stage approver field, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Two stages – Requests for this service will require two stages of approval. In the First stage approver and Second stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Three stages – Requests for this service will require three stages of approval. In the First stage approver, Second stage approver, and Third stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous pages.

#Renewal

The renewal process allows users to periodically review and modify site collection contacts, site collection permissions, and site collection metadata.

Turn on the toggle if you would like to enable a renewal process for the team, and then complete the following steps:

1. Configure the renewal recurrence – Select Daily, Weekly, or Monthly as the renewal recurrence of the site collection renewal process.

2. Duration for each renewal process – Configure the duration for each renewal process. Enter a number in the text box and select Days or Weeks from the drop-down list as the unit of time.

3. What user will be responsible for completing the renewal task? – Enter the names of Microsoft 365 Groups or security groups that will be responsible for the renewal task. You can also enter $ to select user roles.

   You can add multiple task assignees. If a task assignee does not complete the renewal task within the duration, the task assigned to this assignee will be overdue, and the task will be assigned to the next assignee.

When you complete the configurations, click Save to save all your configurations. You can also click Back to reset the settings on the previous pages.

#Create Microsoft 365 Group Service

To define a Create Microsoft 365 Group service request template for your business users, click the Create Microsoft 365 Group service card and configure the following settings in the panel:

#Service

Configure the following basic service settings:

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

2. Language – Choose the language for this service. When starting a request, your business users can filter the services by their languages.

3. Tenant – Select a Microsoft 365 tenant from the drop-down list. Microsoft 365 Groups created using this service will reside in the tenant.

4. Group team site storage – Enter the storage for Microsoft 365 Group team sites that are created along with new Microsoft 365 Groups.

5. Would you like to enable external sharing? – Turn on the toggle if you want to use Cloud Governance to manage external sharing for Microsoft 365 Groups and group team sites.

   • Manage group external sharing settings – With this option enabled, you can choose whether to Allow group owners to add people outside the organization to the group. Here, people outside the organization refer to guest users who have been added to your organization’s Microsoft Entra. If you allow guest users to become group members, you can also choose whether to Allow to invite external users who are not in your organization’s directory. When external users need to be added to groups, AvePoint Cloud Governance will add external users to your Microsoft Entra first.

   • Manage group team site external sharing settings – With this option enabled, you can choose whether to Allow users to share the group team site content with people outside the organization. If you allow this, select the scope of external users:

     • Anyone

     • New and existing external users

     • Existing external users

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

#Lifecycle

1. Turn on the toggle if you would like to enable lifecycle management for Microsoft 365 Groups, and then configure the following settings:

   • Enable the inactivity threshold for groups – Select this option to enable the inactivity threshold for Microsoft 365 Groups. A group will reach the inactivity threshold in one of the following circumstances:

     • The group settings have not been changed for a certain amount of time.

     • No content has been added or modified in the corresponding group team sites, files, notebooks, calendar, mailbox, or Outlook group conversations.

     When a group reaches the inactivity threshold, a group inactivity threshold task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • Enable the lease for groups – A group lease period is the amount of time allotted wherein a Microsoft 365 Group is valid in Microsoft 365. Select this option to enable the lease for groups. When the lease of a group expires or when the last lease extension expires, a group lease expiration task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • What user will be responsible for completing the lifecycle management task? – Enter the names of users, Microsoft 365 Groups, or security groups that will be the task assignees for completing the inactivity threshold tasks and lease expiration tasks. You can also enter $ to select user roles.

     • In a group inactivity threshold task, the task assignee can choose to:

       • Continue allowing access to the group and the corresponding group team site

       • Change a policy for the group

       • Delete the group

     • In a group lease expiration task, the task assignee can choose to:

       • Extend the group lease

       • Change a policy for the group

       • Delete the group

     If you add multiple task assignees, they will review the task one after another. The lifecycle outcome selected by the last assignee will take effect.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous page.

#Approval process

To ensure your organization’s Microsoft 365 resources are correctly consumed, you may want the requests for new groups to be reviewed by other users. If the requests do not require approval, you can set the requests to be automatically approved.

Choose from the following options:

• Auto-approve – Requests for this service will be automatically approved, and the new groups will be created.

• One stage – Requests for this service will require one stage of approval. In the First stage approver field, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Two stages – Requests for this service will require two stages of approval. In the First stage approver and Second stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Three stages – Requests for this service will require three stages of approval. In the First stage approver, Second stage approver, and Third stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous pages.

#Renewal

The renewal process allows users to periodically review and modify group contacts, group membership, group team site permissions, and group metadata.

Turn on the toggle if you would like to enable a renewal process for the group, complete the following steps:

1. Configure the renewal recurrence – Select Daily, Weekly, or Monthly as the renewal recurrence of the group renewal process.

2. Duration for each renewal process – Configure the duration for each renewal process. Enter a number in the text box and select Days or Weeks from the drop-down list as the unit of time.

3. What user will be responsible for completing the renewal task? – Enter the names of Microsoft 365 Groups or security groups that will be responsible for the renewal task. You can also enter $ to select user roles.

   You can add multiple task assignees. If a task assignee does not complete the renewal task within the duration, the task assigned to this assignee will be overdue, and the task will be assigned to the next assignee.

When you complete the configurations, click Save to save all your configurations. You can also click Back to reset the settings on the previous pages.

#Create Microsoft Team Service

To define a Create Microsoft Team service request template for your business users, click the Create Microsoft Team service card and configure the following settings in the panel:

#Service

Configure the following basic service settings:

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

2. Language – Choose the language for this service. When starting a request, your business users can filter the services by their languages.

3. Tenant – Select a Microsoft 365 tenant from the drop-down list. Microsoft Teams created using this service will reside in the tenant.

4. Group team site storage – Enter the storage for group team sites that are created along with new Microsoft Teams.

5. Would you like to enable external sharing? – Turn on the toggles if you want to enable external sharing for Microsoft Teams and group team sites.

   • Manage team external sharing settings – With this option enabled, you can choose whether to Allow team owners to add people outside the organization to the team. Here people outside the organization refer to guest users who have been added to your organization’s Microsoft Entra. If you allow guest users to become team members, you can also choose whether to Allow to invite external users who are not in your organization’s directory. When external users need to be added to teams, AvePoint Cloud Governance will add external users to your Microsoft Entra first.

   • Manage group team site external sharing settings – With this option enabled, you can choose whether to Allow users to share the group team site content with people outside the organization. If you allow this, select the scope of external users:

     • Anyone

     • New and existing external users

     • Existing external users

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

#Lifecycle

1. Turn on the toggle if you would like to enable lifecycle management for Microsoft Teams, and then configure the following settings:

   • Enable the inactivity threshold for teams – Select this option to enable the inactivity threshold for Microsoft Teams. A team will reach the inactivity threshold in one of the following circumstances:

     • The team settings have not been changed for a certain amount of time.

     • No content has been added or modified in the corresponding group team sites, files, notebooks, calendar, mailbox, Microsoft Teams channel conversations, or Outlook group conversations.

     When a team reaches the inactivity threshold, a team inactivity threshold task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • Enable the lease for teams – A team lease period is the amount of time allotted wherein a Microsoft Team is valid in Microsoft 365. Select this option to enable the lease for the team. When the lease of a team expires or when the last lease extension expires, a team lease expiration task will be assigned to the users selected below.

     Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

   • What user will be responsible for completing the lifecycle management task? – Enter the names of users, Microsoft 365 Groups, or security groups that will be the task assignees for completing the inactivity threshold tasks and lease expiration tasks. You can also enter $ to select user roles.

     • In a team inactivity threshold task, the task assignee can choose to:

       • Continue allowing access to the team and the corresponding group team site

       • Change a policy for the team

       • Archive the team

       • Delete the team

     • In a team lease expiration task, the task assignee can choose to:

       • Extend the team lease

       • Change a policy for the team

       • Archive the team

       • Delete the team

     If you add multiple task assignees, they will review the task one after another. The lifecycle outcome selected by the last assignee will take effect.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous page.

#Approval process

To ensure your organization’s Microsoft 365 resources are correctly consumed, you may want the requests for new teams to be reviewed by other users. If the requests do not require approval, you can set the requests to be automatically approved.

Choose from the following options:

• Auto-approve – Requests for this service will be automatically approved, and the new teams will be created.

• One stage – Requests for this service will require one stage of approval. In the First stage approver field, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Two stages – Requests for this service will require two stages of approval. In the First stage approver and Second stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

• Three stages – Requests for this service will require three stages of approval. In the First stage approver, Second stage approver, and Third stage approver fields, respectively, enter the names of users, Microsoft 365 Groups, or security groups. You can also enter $ to select user roles.

  If you add multiple approvers for an approval stage, they must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

When you complete the configurations, click Next and go to configure settings on the next page. You can also click Back to reset the settings on the previous pages.

#Renewal

The renewal process allows users to periodically review and modify team contacts, team membership, group team site permissions, and team metadata.

Turn on the toggle if you would like to enable a renewal process for the team, and then complete the following steps:

1. Configure the renewal recurrence – Select Daily, Weekly, or Monthly as the renewal recurrence of the team renewal process.

2. Duration for each renewal process – Configure the duration for each renewal process. Enter a number in the text box and select Days or Weeks from the drop-down list as the unit of time.

3. What user will be responsible for completing the renewal task? – Enter the names of Microsoft 365 Groups or security groups that will be responsible for the renewal task. You can also enter $ to select user roles.

   You can add multiple task assignees. If a task assignee does not complete the renewal task within the duration, the task assigned to this assignee will be overdue, and the task will be assigned to the next assignee.

When you complete the configurations, click Save to save all your configurations. You can also click Back to reset the settings on the previous pages.