#Provisioning Template Management

On the Provisioning templates page, the existing provisioning templates are listed in the table. You can view the template name and description, its status and type, the selected lifecycle policy, the tenants that are added to the scope of the template, and the number of provisioned workspaces, the modified time and the user who modified the template. Click a template name to view details of the provisioning template. Click Refresh to refresh the information on this page.

You can view the provisioning template type to the left of the template name through the type icon:

#Create a Provisioning Template

On the Provisioning templates page, click Create provisioning template in the upper-right corner to create a new template. In the Create provisioning template window, you have three methods to create the provisioning template.

#Create a provisioning template for Microsoft Team

1. In the Basic information step, enter a name and description for the provisioning template.

   • In the Privacy section, select the default privacy. You can also click the toggle to let requesters decide the Team privacy.

   • Choose whether to collect information from requesters when they request to create Teams using this template. Once the Custom metadata is enabled, three custom fields are displayed below. You can remove one or two custom fields as required and leave at least one.

2. In the Membership step, predefine the team owners and members separately. You can select Requester and/or Manager of requester as the owners and members, and click the toggle to allow requesters to add owners and/or members.

   If you select the Provisioning template for a single tenant from scratch or Provisioning template for a single tenant by cloning an existing site method to create the provisioning template, Specific users can also be predefined. Alternatively, you can select Custom conditions to specify the users who match the conditions to be team members.

3. In the Sharing settings step, you can click the toggle to let requesters decide the sharing settings and sharing permissions and predefine the available options for requesters to select in the provisioning requests. Alternatively, predefine the sharing settings and sharing permissions in this step. In addition, you can predefine the sensitivity label for the Team.

4. *Note: In the specific mode of a provisioning template, the published sensitivity labels in the tenant are displayed in the drop-down list and can be selected. However, in the general mode, you need to manually enter the sensitivity label in the text box. Ensure that the entered sensitivity label is published in the tenant where the Team is to be created. For more information about how to publish sensitivity labels, refer to . If you want to apply a sublabel to the Team, enter the sublabel in the format of l**abel \ sublabel. If no sensitivity label is entered, None will be applied to the workspace.

5. In the Compliance policy step, you can select an existing compliance policy from the drop-down list, and preview the policy settings below. You can click the refresh () button to refresh the policy settings or click the edit () button to open the edit page in a new tab.

   To create a new compliance policy, you can click Create compliance policy in the drop-down list and the create compliance policy page will be opened in a new tab. For more information, refer to Compliance Policy Management for details.

   Click the View all compliance policies link to view all compliance policies in a new tab.

6. In the Advanced settings step, the settings are configurable.

   • Naming rule – Define the name prefix and/or suffix.

   • Approval process – Select the approval type, auto approval or manual approval. If manual approval is selected, define who will be responsible for approval, the notification settings, and how long will the task be auto-completed if the task assignee does not complete it.

     You can also set the auto-approval scope when you select Manual approval as the approval type in a specific mode provisioning template. If requesters do not exist in this scope, manual approval is needed for their requests.

     *Note: Besides Manager of requester and Team owner / site administrator of the workspace, you can also select Specific users to specify desired users in a specific mode provisioning template.

   • Lifecycle policy – You can select an existing lifecycle policy from the drop-down list, or create a new lifecycle policy by clicking Create lifecycle policy in the drop-down list. Click the View all lifecycle policies link to view all lifecycle policies in a new tab.

#Create a provisioning template for a SharePoint site

1. In the Basic information step, enter a name and description for the provisioning template.

   Choose whether to collect information from requesters when they request to create SharePoint sites using this template. Once the Custom metadata is enabled, three custom fields are displayed below. You can remove one or two custom fields as required and leave at least one.

2. In the Membership step, choose whether to allow requesters to manage groups and grant user permissions. In addition, you can predefine the primary admin by selecting Request or Manager of requester.

3. In the Sharing settings step, you can click the toggle to let requesters decide the sharing settings and sharing permissions and predefine the available options for requesters to select in the provisioning requests. Alternatively, predefine the sharing settings and sharing permissions in this step. In addition, you can predefine the sensitivity label for sites.

   *Note: In the specific mode of a provisioning template, the published sensitivity labels in the tenant are displayed in the drop-down list and can be selected. However, in the general mode, you need to manually enter the sensitivity label in the text box. Ensure that the entered sensitivity label is published in the tenant where the site is to be created. For more information about how to publish sensitivity labels, refer to . If you want to apply a sublabel to the site, enter the sublabel in the format of Label \ sublabel. If no sensitivity label is entered, None will be applied to the workspace.

4. In the Compliance policy step, you can select an existing compliance policy from the drop-down list, and preview the policy settings below. You can click the refresh () button to refresh the policy settings or click the edit () button to open the edit page in a new tab.

   To create a new compliance policy, you can click Create compliance policy in the drop-down list and the create compliance policy page will be opened in a new tab. For more information, refer to Compliance Policy Management for details.

   Click the View all compliance policies link to view all compliance policies in a new tab.

5. In the Advanced settings step, the settings are configurable.

   • Managed path – Select a managed path for the site.

   • Approval process – Select the approval type, auto approval or manual approval. If manual approval is selected, define who will be responsible for approval, the notification settings, and how long the task will be auto-completed if the task assignee does not complete it.

     You can also set the auto-approval scope when you select Manual approval as the approval type in a specific mode provisioning template. If requesters do not exist in this scope, manual approval is needed for their requests.

     *Note: Besides Manager of requester and Team owner / site administrator of the workspace, you can also select Specific users to specify desired users in a specific mode provisioning template.

   • Lifecycle policy – You can select an existing lifecycle policy from the drop-down list, or create a new lifecycle policy by clicking Create lifecycle policy in the drop-down list. Click the View all lifecycle policies link to view all lifecycle policies in a new tab.

#Publish to Tenants

When a provisioning template is ready to be published, select it and click Publish to tenants above the table. The Publish to tenants window appears where you can view all tenants in the tenant scope of the provisioning template with their publish statuses.

You can manage the tenant scope for the provisioning template as follows:

When a provisioning template is published to a tenant, the template will be available for the tenant users to create workspaces. You can inform tenant users about the availability of the provisioning template by completing the following steps:

1. Click Settings on the left navigation, and click Email template under Notification.

2. Find and click the Workspace provisioning instructions email template to view details. This is the built-in email template which is provided to instruct tenant users on how to request a workspace using a provisioning template.

3. Click How to use MyHub.docx in the Attachment field to download it locally. Make changes as required.

4. To use a custom logo in the notification emails, navigate to Settings > Branding logo under Notification. Select A custom branding logo, click Upload to upload a custom logo image, and click Save.

5. Go back to the Email template page, and click Create.

6. In the Create email template window, complete the following settings:

   1. To use a custom logo in the notification emails, click the Branding logo link in the message on the top to access the Branding logo page.

   2. Select A custom branding logo, click Upload and select a custom logo image, and then click Save to save your custom logo and use it for all email templates.

   3. Go back to the Create email template window, enter a name for the new email template.

   4. Select Set as default to set this email template as the default one.

   5. Select Workspace provisioning instructions as the email template type.

   6. Edit the description, email subject, and email body as required.

   7. Click Upload in the Attachment section, and select the file you prepared in step 3.

7. Click Preview to preview the email, or click Save to create the email template. For more details, refer to Manage Email Templates.

Tenant users can locate the MyHub Teams app and use the provisioning template to start requests. The main steps of a workspace creation process are listed below:

1. Tenant users locate the MyHub or MyHub for US GCC app in Teams Desktop or Web App. If the Microsoft 365 Global Administrator or Teams Service Administrator has pinned the app to the app bar, tenant users can see the app in the app bar within their Teams client. If the app is not shown in the app bar, tenant users can add the app manually. For more information, refer to .

2. Tenant users start requests to create workspaces using the provisioning templates published to their tenants. For details on how to start requests to create workspaces, refer to .

3. The requests submitted can be viewed in the All provisioning requests tab of the Process center. For more information, refer to View Provisioning Requests.

4. When the approvers approve the requests, the workspaces will be automatically created. For details on how to approve or reject requests, refer to .