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    Home > Additional Configurations > Configure Metadata

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    Configure Metadata

    In AvePoint Cloud Governance, you can create metadata that can be made available in services for users to select when submitting a request to create a new site collection or site. The metadata created by AvePoint Cloud Governance is stored in the property bag of the site collection/site and can be used to maintain information such as the purpose of creation, geography, compliance and records standards, etc.

    You can now configure metadata in the modern Cloud Governance admin center. For more instructions, refer to Configure Metadata.

    Note that you can only edit metadata in the User Profile Property type in the classic Cloud Governance admin center, any metadata provisioning in the classic admin center is no longer available since the AvePoint Cloud Governance May 2022 version release date. If your tenant signed up for AvePoint Online Services and started using AvePoint Cloud Governance before the release date, you can still edit or delete existing User Profile Property metadata in the classic Cloud Governance admin center. The release dates vary with the AvePoint Cloud Governance environment you’re using:

    • Insider environment – April 22, 2022

    • Commercial environment – May 8, 2022

    • U.S. Government environment – May 15, 2022

    To edit existing User Profile Property metadata created by AvePoint Cloud Governance, click Metadata in the Request Management group within Settings. In the window for editing metadata, configure the following metadata settings:

    1. Allow a variable role reference to this metadata in the approval process – If you enable this option, the metadata will be referenced as a variable role that can be assigned as an approver in an approval process.

    2. Automatically update the stored metadata value if there are user profile property changes in Microsoft 365 – If there are any user profile property changes in Microsoft 365, the value of the User Profile Property metadata will be automatically updated.

    3. Automatically update the stored metadata value if the variable role used to define the value is changed – If you select a variable role in the Get user profile from Microsoft 365 user field below, the user that acts as the role may change. If there are any user role changes, the value of the User Profile Property metadata will be automatically updated.

    4. Description – Enter an optional description for the metadata.

    5. SharePoint Online admin center – Select a SharePoint Online admin center from the drop-down list.

    6. Get value from user profile property – Select a property from the drop-down list. The value of the selected property will be used as the metadata value.

    7. Get user profile from Microsoft 365 user – Select a user to get the user’s property value for this metadata or allow business users to select users to get the metadata values. You can enter a username or enter $ to select from the following roles:

      • $Requester

      • $Primary site collection contact

      • $Secondary site collection contact

      • $Primary site collection administrator

      • $Primary group/team/community/shared mailbox/Power App/environment contact

      • $Secondary group/team/community/shared mailbox/Power App/environment contact

      • $Group/Team/Power App/Power Automate flow owner or community admin

      For detailed descriptions of the roles, refer to Appendix F - Supported Variable Roles.

      Choose who will assign the metadata value.

      • Assign by Business User – Allows the business user to assign the metadata value when submitting requests via services. You can select the Require Business User Input checkbox to require the business user to assign the metadata value.

      • Assign by IT Admin – The default value you set here will be assigned to requests via services. Select either Show as Read-Only to Business User or Hide from Business User.

      NOTE

      Select Assign by Business User if both of the following conditions are met.

      • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

      • In the template file, you will set different values for the objects.

      If you do not allow business users to set the metadata value, you can change it to Assign by IT Admin after importing the objects.

      NOTE

      Currently, User Profile Property metadata with the value of a variable role can only be added to Create Site Collection services, Create Site services, Create Group/Team/Community services, and Change Group/Team/Community Settings services.

    You can choose whether to display the metadata in reports. If you select the Display the metadata in reports checkbox, select one or both of the following options:

    • Display the metadata in Administration Reports

      *Note: Administration Reports include Site Collection Report, Site Report, and Team and Group Report.

    • Display the metadata when users view workspace details in the Cloud Governance Portal

    When you finish, choose one of the following actions:

    • Save – Click Save to save the configurations and return to the Metadata Management window.

    • Save and Update to All Applied Services – If the metadata you are editing has already been added to existing services, click Save and Update to All Applied Services to save and update this metadata for the corresponding services.

    • Cancel – Click Cancel to return to the Metadata Management window without saving any configurations.