AvePoint Learn
Request article
Contact support
Request article
Contact support
English

    Home > Build a Service Catalog for End Users > Configure Services > Common Service Settings

    Export to PDF

    Common Service Settings

    The following fields are common service settings in all types of services:

    1. Service Name and Description – Enter a Name for the service and an optional Description for future reference.

      You can also select to Hide the Request Summary field from the request form and use the service and timestamp to automatically generate the request summary.

    2. Language – Choose the language for this service. When starting a request, you can filter the services according to their languages.

    3. Service Category – Categories are used to organize your AvePoint Cloud Governance services. Select an existing category from the drop-down list or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface.

    4. Service Initiation – Choose how users will be able to initiate requests for this service.

      • Available in service catalog (the Start a Request page) – Select this checkbox to allow business users to access this service via the service catalog (the Start a Request page).

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

        • Users must meet the service permissions below – Allows business 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) – Allows all business users to access this service via questionnaire results regardless of the service permission conditions.

    5. Service Permissions – Choose what kind of users have permission to use this service. Note that local users, Microsoft 365 users, or Microsoft 365 Groups entered here must be existing AvePoint Online Services users.

      • Allow all users to use this service – Allow this service to be requested by any user.

      • Define conditions for users who can use this service – Allows business users who meet certain conditions to use this service. Refer to the following steps:

        1. Select one of the following options from the Conditions drop-down list:

          NOTE

          The supported conditions vary with service types.

          • Local Users or Microsoft 365 Users/Groups – The AvePoint Online Services local users or Microsoft 365 users/groups entered in the text box below can view this service in the Start a Request page and can submit requests via this service.

          • Site Roles – The users who have the site roles for the request scope can submit requests via this service.

          • SharePoint Online Groups – The users of the entered SharePoint Online groups can submit requests via this service.

          • Microsoft 365 Group/Microsoft Team/Viva Engage Community Roles – The users who have the roles for the Microsoft 365 Groups, Microsoft Teams, or Viva Engage communities in the request scope can submit requests via this service.

          • SharePoint Permission Levels – The users who have the selected permissions to the request scope can submit requests via this service.

          • Microsoft Entra Property – The users whose Microsoft Entra property values match with the entered values can submit requests via this service.

        2. Configure the Allowed values field.

          • If you select Local Users or Microsoft 365 Users/Groups, enter the usernames or group names in the text box. Press Enter to check if the names are valid.

          • If you select Site Roles or Microsoft 365 Group Roles from the Users/Groups/Roles drop-down list, enter $ and select a role from the drop-down list.

          • If you select SharePoint Online Groups from the Users/Groups/Roles drop-down list, you can also enter the $SiteName Group Name Suffix role in the text box. Note that you must replace Group Name Suffix with your desired value. The SiteName part will be automatically replaced with the corresponding site title.

          • If you select SharePoint Permission Levels, click Add Permission Level. In the pop-up window, select one or more permission levels and click Add to List.

            NOTE

            The permission levels are retrieved from Settings > SharePoint Permission Level Management. If you have custom permission levels, add the permission levels in SharePoint Permission Level Management first.

          • If you select Microsoft Entra Property, select your Microsoft 365 tenant, select a built-in or custom Microsoft Entra property, and then enter property values in the text box.

        3. Click Add to List to add the conditions to the table or click Clear Settings to reset your configurations of conditions.

          After the conditions are added to the table, you can also perform the following actions:

          • Click Clear Table to remove the added conditions from the table.

          • Click the edit button to edit a condition.

          • Click the delete button to remove a condition from the table.

        4. Optionally, select the Require a user to meet all conditions above for using this service checkbox to allow business users who meet all conditions above to use this service.

    6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is the owner of the business process for this service. Enter the username in the Service Contact text box. Press Enter to check if the name is valid.

    7. Administrator Contact – Specify a user or a Microsoft Entra group to be the Administrator Contact. This user or group should be an administrator of AvePoint Cloud Governance and is responsible for service management. AvePoint Cloud Governance will assign a task to the Administrator Contact when an error occurs after the approval process starts. Enter a username or a group name in the Administrator Contact text box. Press Enter to check if the name is valid. Also, have an email notification be sent to the Administrator Contact when this service encounters an error, configure the Administrator Notification section of the System group within Settings. For more information, refer to Configure Administrator Notification.

    8. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click the Add Metadata to go to the Add Metadata window. In the Add Metadata window:

      • Create – Click Create to create new metadata in the Create Metadata window. For more information about how to configure metadata, refer to Configure Metadata.

      • Edit – Select metadata and click Edit. For more information about how to configure metadata, refer to Configure Metadata.

      • Add to List – Select desired metadata and click Add to List. The metadata displayed here is configured in Settings > Request Management > Metadata.

    9. Approval Process – Choose Single approval process or Multiple approval processes that will be used for the service. Follow the instructions below:

      • Single approval process – Select this option and then select an approval process from the drop-down list.

        Optionally, select the Allow all approvers to edit this service request checkbox to allow all of the approvers to edit the service request for this service when viewing the service request. You can Notify the requester when the service request is edited by selecting the corresponding checkbox, then, select an Email template from the drop-down list.

        NOTE

        If you select an approval process with Auto-approve enabled, the Allow all approvers to edit this service request option is invisible.

      • Multiple approval processes – Select this option to add one or more conditional approval processes, which determines which approval process will be used for requests for this service according to the metadata criteria. Click Add Conditional Approval Process and the Add Conditional Approval Process window appears. Complete the following settings:

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

        2. Conditional Settings – Choose to Always run this approval process or Run this approval process if the conditions below are met. If you chose the latter option, you must complete the following settings that will be combined with an approval process.

    Metadata SourceSettingsSettingsSettings
    The Current ServiceMetadata nameConditionMetadata value
    Group PropertyProperty nameConditionProperty value
    Click **Add to List** to add the criterion configured above to the table. You can repeat the settings above to add more criteria. If you 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 of the criteria are met. If you select **Or**, the approval process will be applied to the service request when any of the criteria is met. You can also perform the following actions: - **Clear Settings** – Click **Clear Settings** to clear all of the condition settings configured above. - **Clear Table** – Click **Clear Table** to clear all of the conditions you added to the table. 3. **Approval Process** – Select an approval process from the drop-down list that will be combined with the conditions configured above to create a conditional approval process. 4. Click **Save** on the ribbon to save your configurations or click **Cancel** to return to the service settings page without saving any configurations. 5. You can repeat the steps above to create multiple conditional approval processes. You can also click the **Order** drop-down list of an added approval process, then, select a number from the drop-down list to set the order of the approval process. 6. You can click **Preview** to preview the conditional approval process. 7. **Default approval process** – Select a default approval process from the drop-down list and select one of the following circumstances 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 of** **the requests submitted via this service** 8. **Notify the requester and the approvers upon the request completion** – You can select this option to notify the requester and the approvers when the request is completed. Then, select an email template used for sending notification email to the requester and approvers. >[!NOTE] > If you select the **Allow all approvers to edit this service request** option, but the default approval process or the approval process within the conditional approval process has **Auto-approve** enabled, this option will not take effect. When you select a single approval process from the drop-down list or a default approval process for multiple approval processes from the drop-down list, you can also click **Create New** to create a new approval process. This will bring you to the **Approval Process Settings** interface without saving any of the configurations you have made for this service. After you select an approval process, the approval stage, approver, and approval order are displayed. If the configurations of the selected approval process do not meet your requirements, you can create a new approval process based on the selected approval process. Click **Create from This Existing Approval Process** and the **Approval Process Settings** window appears. Configure the settings, and then save and activate the approval process. For more information on configuring the approval process, refer to [Configure Approval Processes](../configure-approval-processes.md).

    10. Custom Action – Allows you to define custom actions that can be taken via the methods in a published Web Service. Custom actions can be initiated during pending request validation, before request approval, after request approval, after request execution, and upon error task generation.

    - **Pending validation** – After business users submit the request, the defined custom action will be executed to validate the request. If the request is valid, a task will be generated and assigned to an approver. - **Before approval** – After business users submit the request, the defined custom action will be executed. Then, a task will be generated and assigned to an approver. - **After approval** – After business users submit the request, a task will be generated and assigned to an approver. After the approver approves the task, the defined custom action will be executed. - **After execution** – After business users submit the request and all of the settings configured in this service are executed, the defined custom action will be executed. - **Upon error task generation** – After business users submit the request, the defined custom action will be executed if an error task is generated during the execution process of the request. Note the following: - Custom Services only support custom actions for **Before approval** and **After approval**. - The **Pending** **validation** is only supported in Create Site Collection services, Create Group/Team services, and Invite new guest user services. Select the corresponding checkboxes and complete the following steps:

    11. Enter the URL of your published Web Service in the Web Service Address text box.

    1. Select Anonymous Access or Microsoft Entra Authentication as the authentication type that will be used to access the Web service from the drop-down list. If you select Microsoft Entra Authentication as the authentication type, you must enter the Client ID of the Microsoft Entra application in the text box.

      >[!NOTE] > To use the Microsoft Entra account to access the Web service, you must configure your App service application first. Refer to the following Microsoft technical article to configure your App service application: [Configure your App Service or Azure Functions app to use Microsoft Entra sign-in](https://docs.microsoft.com/en-us/azure/app-service/app-service-mobile-how-to-configure-active-directory-authentication).

    2. Click Retrieve to retrieve the methods in the Web Service.

    3. Select your desired method from the drop-down list.

    4. If there are parameters defined in the selected method, the parameters are displayed in a table. Enter the value for each parameter in the corresponding text box.

      See Appendix C - Use Custom Actions for the detailed instructions on how to create and publish a Web Service, as well as an example for applying a Web Service to a custom action.

    5. Run During – Select Enable service request execution schedule to define when AvePoint Cloud Governance executes the service request. Then, select a previously configured execution schedule from the drop-down list or click Create New to create a new one. For details on configuring an execution schedule, refer to Configure Execution Schedules.