#Workspace Report

Workspace report lists site collections, Microsoft 365 Groups, Microsoft Teams, and Viva Engage communities managed by AvePoint Cloud Governance and their corresponding information. To access the Workspace report in the Cloud Governance admin center, select Workspace report on the homepage or the left navigation panel under Directory.

In the Workspace report, you can manage different kinds of workspaces, view workspace details, and perform various actions on workspaces. To better view and manage workspaces as you require in the report, you can choose columns that you want to display in the report, sort, and filter workspaces, and change the views of the report.

#Choose Columns

You can select the columns that you want to display in the Workspace report. Select the choose columns button in the upper-right corner, and select the column names in the Choose columns panel from the following column groups: Basic information, User information, Advanced information, Lifecycle information, and Metadata. Then, Save to save your choices.

#Sort and Filter

To sort and filter workspaces in the report, select the Sort and filter button in the upper-right corner and complete the following steps:

1. Sort by – Select a column name from the drop-down list to sort the workspaces, and then choose to arrange the workspaces in the Ascending or Descending order of the selected column.

2. Filter by – Select one or more columns from the drop-down list, and then configure the column values as the filter of the workspaces.

   If you want to reset the filters you configured, Reset.

3. Save to save all your configurations.

#Change View

To include various kinds of workspaces in the report as you require, you can select from the built-in views, as well as configure custom views based on the built-in views. AvePoint Cloud Governance provides the following built-in views:

• All workspaces – Displays all workspaces managed by AvePoint Cloud Governance, and this is the default view of the Workspace report. You can set another view as the default view.

• All site collections – Displays all site collections managed by AvePoint Cloud Governance.

• All Microsoft 365 Groups – Displays all Microsoft 365 Groups managed by AvePoint Cloud Governance.

• All Microsoft Teams – Displays all Microsoft Teams managed by AvePoint Cloud Governance.

• All Viva Engage communities – Displays all Viva Engage communities managed by AvePoint Cloud Governance.

• Workspace renewal – Displays all workspaces that have the renewal process enabled.

• Workspace lifecycle – Displays all workspaces whose lease period or inactivity threshold has been enabled in the workspace policy.

To change the view, select the Change view button, and then select a view from the list. You can also enter the keywords of a view name in the search box to search for a view.

To configure your custom views, perform the following actions:

• Save view as – When you are using a built-in view, you can choose your desired columns, sort, and filter workspaces. If you want to save the current view as a new view, select the Change view button, and then select Save view as. In the Save view as window, enter a view name in the text box and Save to save the view. The view that you created will be displayed under the Custom views category in the view list.

• Publish view – If you want to publish a custom view as a public view, select a custom view in the view list, and then select Publish view. The published view will be displayed under the Published views category in the view list. Note that all the IT administrators in your tenant can view, edit, or delete the published view.

• Set current view as default – If you want to set a view to be the default view, select a built-in view or a custom view in the view list, and then select Set current view as default. This view will only become your default view and will not become the default view of other IT administrators.

• Delete view – If you want to delete a view, select a built-in view or a custom view in the view list, and then select Delete view. Note that the built-in view All workspaces cannot be deleted.

• Modify a view – If you change the columns, sorts, and filters in a view and you want to save the changes, you can select the Change view button, and then select Save changes to current view. Note that the built-in view All workspaces cannot be modified.

#Manage Workspaces

You can perform the following actions on site collections, groups, teams, and communities in the Workspace report. To select workspaces to perform actions, you can choose to Select all filtered workspaces or Select workspaces manually.

#Workspace Renewal

You can perform the following renewal related actions on selected workspaces:

• Restart renewal – To restart the renewal process of workspaces, complete the following steps:

  1. Select one or more workspaces.

  2. Renewal on the ribbon, and then choose Restart renewal.

  3. The Restart renewal window appears, asking for your confirmation.

     If one or more selected workspaces have ongoing renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

     NOTE

     Restarting renewal will cancel all ongoing renewal tasks and automated escalation tasks.

  4. Restart to confirm.

• Auto-complete – To manually complete the renewal process of workspaces, complete the following steps:

  1. Select one or more workspaces.

  2. Renewal on the ribbon, and then choose Auto-complete.

  3. The Auto-complete window appears, providing two-phase statuses of the workspaces. When the renewal process is completed, the workspace phase will be changed. Select one of the following phases:

     • In compliance

     • Renewal canceled

     If one or more selected workspaces have renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email.

  4. Confirm to confirm your selection.

• Assign – To assign the renewal tasks of workspaces to an additional user, complete the following steps:

  1. Select one or more workspaces.

  2. Renewal on the ribbon, and then choose Assign.

  3. In the Assign window, enter the name of the user whom the renewal task will be assigned to. Then, Assign to confirm. Then, the specified user will become one of the renewal task assignees apart from the existing renewal task assignees.

  NOTE

  If you assign the renewal task to a user who is already an assignee of the renewal task, they should complete the renewal task originally assigned to them, as a new renewal task will not be generated.

#Lifecycle and Policy

You can perform the following actions for workspace lifecycle and policy management on selected workspaces:

• Lock site (site collection) – Complete the following steps to manually lock site collections:

  1. Select one or more site collections.

  2. Action on the ribbon, and then choose Lock.

  3. The Lock workspace window appears. In the window, choose to Lock in "read-only" status or Lock in "no access" status.

     If one or more selected site collections have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

  4. Lock to confirm.

• Unlock site (site collection) – To unlock a locked site collection, complete the following steps:

  1. Select a site collection, Action on the ribbon, and then choose Unlock.

  2. The Unlock workspace window appears, asking for your confirmation. Unlock to confirm.

• Lock site (group, team, community) – To manually lock a workspace connected site, complete the following steps:

  1. Select a group, team, or Viva Engage community, Action on the ribbon, and then choose Lock site.

  2. The confirmation window appears, asking for your confirmation. Lock to confirm.

• Unlock site (group, team, community) – To unlock a locked workspace connected site, complete the following steps:

  1. Select a group, team, or Viva Engage community, Action on the ribbon, and then choose Unlock site.

  2. The confirmation window appears, asking for your confirmation. Unlock to confirm.

• Delete – Complete the following steps to delete one or more workspaces:

  1. Select one or more workspaces, Action on the ribbon, and then choose Delete.

  2. The Delete workspace window appears asking for your confirmation.

     • You can choose whether to remove workspaces from Cloud Governance at the same time. If you choose to remove workspaces, all corresponding information will be removed as well.

     • If one or more selected workspaces have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

  3. Delete to confirm.

• Archive (site collection) – Complete the following steps to archive one or more site collections:

  1. Select one or more site collections, Action on the ribbon, and then choose Archive.

  2. The Archive window appears. If you have an available subscription for AvePoint Cloud Archiving only, select an Archiver profile configured in Cloud Archiving that will be used to archive the site collection. For more information about the Archiver profile, refer to Configure an AvePoint Cloud Archiving Profile.

     If you have an available subscription for AvePoint Opus, this field is unnecessary for you and will be hidden.

     If one or more selected site collections have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

  3. Archive to confirm. You can go to Job monitor to view the archive site collection job status and result.

• Archive (team) – Complete the following steps to archive one or more Microsoft Teams:

  1. Select one or more teams, Action on the ribbon, and then choose Archive.

  2. The Archive window appears. Select a team archiving profile that will be used to archive the team. For more information about the Microsoft Teams archiving profile, refer to Configure Team Archiving Profiles.

     If one or more selected teams have ongoing lifecycle management tasks, renewal tasks, or recertification tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

  3. Archive to confirm. You can go to Job monitor to view the archive team job status and result.

• Restore (team) – Complete the following steps to restore one or more archived Microsoft Teams:

  1. Select one or more teams, Action on the ribbon, and then choose Restore.

  2. The Restore window appears asking for your confirmation. Restore to confirm. You can go to Job monitor to view the restore team job status and result.

• Activate (group) – Complete the following steps to activate one or more Microsoft 365 Groups that have been restricted access due to incomplete lifecycle tasks:

  1. Select one or more groups, click Action on the ribbon, and then choose Activate.

  2. The Activate window appears, asking for your confirmation. Click Activate to confirm. You can go to Job monitor to view the activate group job status and result.

• Activate (community) – Complete the following steps to activate one or more Viva Engage communities that have been restricted access due to incomplete lifecycle tasks:

  1. Select one or more communities, click Action on the ribbon, and then choose Activate.

  2. The Activate window appears, asking for your confirmation. Click Activate to confirm. You can go to Job monitor to view the activate community job status and result.

• Apply policy – To apply a new policy to one or more workspaces, complete the following steps:

  1. Select one or more workspaces, Action on the ribbon, and then choose Apply policy.

     Note that the selected workspaces must be in the same workspace type.

  2. In the Apply policy panel, select a new policy that you want to apply from the drop-down list.

  3. Select the settings in the new policy that you want to apply to the workspaces. Note the following if you apply Lifecycle and renewal/recertification settings:

     If the lease period management has been enabled in the selected policy, you can decide how to configure the workspace lease start date after a policy change by choosing from one of the following options:

     • Keep the original lease expiration date – Choose this option to keep the original lease expiration date of the workspaces.

     • Select a new lease start date – Choose to set the Workspace created date as the new lease start date or select a Specific date by selecting the calendar button.

     If one or more of the selected workspaces have ongoing lifecycle management processes, renewal tasks, or recertification tasks, you can choose how to handle these workspaces by choosing from one of the following options:

     • Do not apply the new policy to these workspaces – Select this option to skip all workspaces that have ongoing lifecycle management processes, renewal, or recertification tasks.

     • Cancel all ongoing lifecycle management requests, renewal tasks, and recertification tasks – Select this option to cancel all the ongoing lifecycle management processes, renewal tasks, and recertification tasks before the new policy is applied to the selected workspaces.

       You can choose to Send a cancellation email to the approvers, renewal task assignees, and requesters of lifecycle management requests and select an email template for the cancellation email. You can also view the selected email template details by selecting View details.

  4. Submit when you finish the configuration.

  NOTE

  After the policy is applied to a team, the external sharing settings, unique access settings, and site storage of the team's private channels will inherit the settings of the team's policy.

• Apply profile – You can apply lifecycle profiles to teams, groups, or site collections. For more instructions, see Transition from Classic Policies to Modern Lifecycle Profiles (for Existing Customers).

• Reassign import process – To reassign the confirm governance details tasks for the automatically imported workspaces to other users, complete the following steps:

  1. Select one or more workspaces whose phases are Pending confirmation of governance details, Import process completed with exception, or Governance details confirmation overdue, and then click Reassign import process on the ribbon.

  2. In the Reassign governance details confirmation task window, enter the name of the user whom the confirmation task will be reassigned. Then, click Reassign to confirm.

  Note that the reassign import process action is not available for Viva Engage communities.

• Remove from Cloud Governance – To remove specific workspaces from AvePoint Cloud Governance as well as all related information shown in reports, complete the following steps:

  1. Select one or more workspaces, and then click Remove from Cloud Governance on the ribbon.

  2. The Remove from Cloud Governance window appears, showing all your selected workspaces, and the reports contain the workspace information. Select I agree that everything related to the selected workspaces will be removed from AvePoint Cloud Governance.

  3. Click OK to remove specific workspaces from Cloud Governance.

  Note that it will take a while to remove workspaces from Cloud Governance. You can go to Job monitor to view the job status and results.

#Export Report

To export the report, including the information of all workspaces, complete the following steps:

1. Click Export report on the ribbon.

2. In the Export report window, choose to Export to a local path or Export to a storage location. If you choose to export to a storage location, select a location from the drop-down list.

3. Select a file type for the report from the drop-down list: CSV or XSLX.

4. Click Export.

#Workspace Contact

You can perform the following actions to manage workspace contacts on selected workspaces:

• Trigger workspace contact election task – To trigger contact election tasks for workspaces, select one or more workspaces and click Contact on the ribbon, and then choose Trigger workspace contact election task. In the Trigger workspace contact election task window, click Trigger to confirm.

• Mail contacts – To send an email to the contacts of specific workspaces, select one or more workspaces and click Contact on the ribbon, and then choose Mail contacts. The email application on your computer is opened, and the email addresses of workspace contacts are automatically filled in.

• Specify contacts – To assign contacts for specific workspaces, complete the following steps:

  1. Select one or more workspaces.

  2. Click Contact on the ribbon, and then choose Specify contacts to open the Specify contacts panel.

  3. In the Specify contacts panel, configure the following settings:

     • Primary contact – Enter the name of a user to be the primary contact.

       Choose whether to Notify the primary contact when the workspace is assigned. If you enable the notification, select an email template for the notification email from the drop-down list.

     • Secondary contact – Enter the name of a user to be the secondary contact.

       Choose whether to Notify the secondary contact when the workspace is assigned. If you select this checkbox, then you can select an email template for the notification email from the drop-down list.

  4. Click Save to save all your configurations.

#Refresh Report

You can click Refresh to refresh the workspace report.

#View Workspace Details

To view the detailed information of a workspace, complete the following steps:

1. Click the name of the workspace.

   NOTE

   If no name has been specified for a workspace, (No name) is displayed in the Name column of the workspace. You can click (No name) to access the View details panel.

2. In the View details panel, you can view the following workspace details under the Workspace details tab:

   • Basic information of the workspace – Name, Description, Type, Hold status, Membership assignment method, Phase, Policy, etc.

   • User information

   • Advanced information

   • Lifecycle information

   • Metadata

   • Links – Links for accessing group/team/community resources, such as Conversations, Notebook, Site, etc.

#View Workspace Timeline

To view the timeline of a site collection, group, team, or Viva Engage community, complete the following steps:

1. Click the name of a workspace.

2. In the View details panel, click the Timeline tab, and you can choose All, Renew workspace, Import workspace, Manage workspace, or Contact election from the Action type drop-down list to view the renewal history, import history, management history, or contact election history of the site collection, group, team, or community. Note that only contact election history triggered by the profiles of the modern Cloud Governance admin center will be displayed here.

3. To define the time scope for the renewal process, import process, workspace management, or contact election, select 1 year or 2 years from the Action within drop-down list.

#Export Renewal Audit Report

For a completed workspace renewal, to view the workspace information and renewal actions performed by the renewal task assignee, you can export the renewal details by completing the following steps:

1. Click the workspace renewal completion record on the timeline to open the Renewal details panel.

2. Click Export renewal audit report button on the ribbon.

3. In the Export renewal details as an Excel file (.xlsx) window, choose a location to store the exported Excel file:

   • Export to a local path – Export the report locally to your computer.

   • Export to a storage location – Export the report to a storage location on Microsoft Azure or SharePoint Online library or folder. Select a location from the drop-down list. For more information about how to configure a storage location, refer to Configure Report Export Locations.

4. Click Export to export the report.

#View Specify Contact Details

For a completed specify workspace contact action, you can click the specify workspace contact record on the timeline to open the Specify contact details panel to view details.

#View Workspace Policy Information

To view the detailed information about the policy applied to a site collection, group, team, or Viva Engage community, complete the following steps:

1. Click the name of a workspace.

2. In the View details panel, you can view the following information about the policy on the Policy info tab:

   • Basic information of the policy – Name, Description, Category, Type, etc.

   • Basic policy settings

   • Workspace lifecycle management

   • Workspace inactivity threshold management

   • Workspace lease management

   • Deactivated workspace contact election

   • Recertification or renewal

   • Advanced policy settings