#Create Community Service

Configure Create Community services to define the Create Community service request template for your business users. You can customize the settings for Viva Engage communities created using this service as well as configure available options for business users to choose from when requesting this service.

To create or manage services, click Service in the Request Management group within Settings. The Create Community service is integrated with the Create Group/Team/Community service. When you create a service, choose the service type Create Group/Team/Community.

Before you start the service configuration, please note the following:

• All Viva Engage communities newly created via Cloud Governance service requests will be registered into both AvePoint Online Services containers based on AvePoint Online Services scan rules and AvePoint Cloud Management default containers. For more details, refer to Manage Scan Profiles. The service account used by the scan profile in AvePoint Online Services will be added as the Viva Engage community site administrator.

• If you want to Automatically enable AvePoint Cloud Governance App, your tenant must have a Microsoft 365 service account profile. The Microsoft 365 service account profile is configured in AvePoint Online Services > Management > Service account. For details on configuring Microsoft 365 service account profiles, refer to Manage Service Account Profiles.

On the interface of creating or editing a Create Community service, configure the following settings.

1. Workspace Type – Choose Viva Engage Community.

2. Tenant – Select a Microsoft 365 tenant where new Viva Engage communities will reside. Your Microsoft 365 tenant is displayed here when your tenant has an app profile for Viva Engage configured in AvePoint Online Services. For details, refer to Create App Profiles or Microsoft 365 Service Account Profiles.

3. Outlook Experience – Choose whether to Hide the community from the Outlook client. With this option enabled, the Viva Engage communities created via requests for this service will not be shown in the Outlook client.

4. Exchange Global Address List – Choose whether to Hide the community from the Exchange global address list. With this option enabled, the Viva Engage communities created via requests for this service will not be shown in the Exchange global address list.

5. Privacy – Viva Engage communities can be public communities or private communities.

   • Public – Anyone in the network can view conversations and post

   • Private – Only members can view conversations and post

   Choose from the following options to determine how to set the community privacy:

   • Assign by IT Admin – You define the privacy for new communities. Choose from the following:

     • Show as Read-only to Business User – The request form will show your selection and users cannot change the privacy.

     • Hide from Business User – The Privacy field will not be shown in the request form.

   • Assign by Business User – Business users are required to define the privacy of the community.

6. Community Classification – Select the classification for new Viva Engage communities created via this service. If you select more than one classification, you must select a default classification from the Default classification drop-down list.

   Choose from the following options to determine how to set the community classification:

   • Assign by IT Admin – You choose the classification for new communities. Choose from the following:

     • Show as Read-only to Business User – The request form will show your selection and users cannot change the classification.

     • Hide from Business User – The Classification field will not be shown in the request form.

   • Assign by Business User – Business users are required to define the classification for the community.

7. Hub Site – When a Viva Engage community is created, a site collection will be created along with the community. The Viva Engage community site can be registered as a hub site or associated with a hub.

   Choose from the following options to determine how to enable the hub site:

   • Assign by IT Admin – You decide whether to enable the hub site for new Viva Engage community sites. Choose from the following:

     • Show as Read-only to Business User – The request form will show your selection and users cannot change the configuration.

     • Hide from Business User – The Hub site field will not be shown in the request form.

     If you enable the hub site, choose from the following options:

     • Register the Viva Engage community site as a hub site

     • Associate the Viva Engage community site with a hub – Select an existing hub site from the drop-down list which will be associated with the community site.

   • Assign by Business User – Business users are required to choose whether to enable the hub site for the Viva Engage community sites.

8. Time Zone – Select the checkbox and select a standard time zone for the Viva Engage community site from the drop-down list.

   Choose whether to allow business users to configure this field in the request form. Choose from the following:

   • Assign by IT Admin – The time zone selected here will be applied to Viva Engage community site. Select either Show as Read-Only to Business User or Hide from Business User.

   • Assign by Business User – Allows business users to select the time zone.

9. Locale – Select the checkbox and select a locale for the Viva Engage community site from the drop-down list. The selected locale specifies the way the Viva Engage community site displays numbers, dates, and time.

   Choose whether to allow business users to configure this field in the request form. Choose from the following:

   • Assign by IT Admin – The locale selected here will be applied to Viva Engage community sites. Select either Show as Read-Only to Business User or Hide from Business User.

   • Assign by Business User – Allows business users to select the locale.

10. Click the arrow on the right-hand side to proceed to the next step.

11. Primary Community Contact – The primary community contact will be the user designated to manage the new Viva Engage communities created via this service.

    Choose from the following options to determine how to set the primary community contact:

    • Assign by IT Admin – You assign the primary contact for the Viva Engage community. Choose from the following:

      • Show as Read-only to Business User – The request form will show your selection, and users cannot change the primary contact.

      • Hide from Business User – The Primary community contact field will not be shown in the request form.

    • Assign by Business User – Business users are required to select the primary contact for the Viva Engage community.

    If you want to select the primary community contact here, enter the name of a user or enter $ to select from the following roles:

    • $Requester

    • $Manager of requester

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

12. Secondary Community Contact – The secondary community contact will be the user designated to manage the new Viva Engage communities created via this service if the primary community contact is unavailable.

    Choose from the following options to determine how to set the secondary community contact:

    • Assign by IT Admin – You assign the secondary contact for the Viva Engage community. Choose from the following:

      • Show as Read-only to Business User – The request form will show your selection and users cannot change the secondary contact.

      • Hide from Business User – The Secondary community contact field will not be shown in the request form.

    • Assign by Business User – Business users are required to select the secondary contact for the Viva Engage community.

    If you want to select the secondary community contact here, enter the name of a user or enter $ to select from the following roles:

    • $Requester

    • $Manager of requester

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

13. Community Admins – Each Viva Engage community can have one or more administrators.

    Choose from the following to determine how to select the community admins:

    • Assign by IT Admin – You assign the community admins for the Viva Engage community. Choose from the following:

      • Show as Read-only to Business User – The request form will show your selection and users cannot change the community admins.

      • Hide from Business User – The Community admins field will not be shown in the request form.

    • Assign by Business User – Business users are required to specify the admins for the Viva Engage community.

    If you want to select the community admins here, enter one or more usernames in the text or enter $ to select from the following roles in the text box to be the community admins:

    • $Requester

    • $Manager of requester

    • $Primary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • $Secondary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

14. Community Members – Users can be manually added to Viva Engage communities or be automatically assigned via custom rules.

    Choose from the following options to determine how to select the community members:

    • Assign by IT Admin – You choose how to select community members.

    • Assign by Business User – Business users are required to choose how to select community members.

    If you want to determine how to select the community members here, configure the following settings.

    • Select community members manually – Add members for new Viva Engage communities that will be created via this service. Enter one or more Microsoft 365 usernames, Microsoft 365 Group names, and/or security group names in the text box. Then, press Enter to check if the names are valid. You can also enter $ to select from the following roles:

      • $Requester

      • $Manager of requester

      • $Primary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

      • $Secondary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • Define rules to get community members dynamically – If you select this option, you can define the dynamic membership rules in the service, or allow business users to define the rules in the service request. Microsoft 365 users who meet the rules will automatically become community members. You can configure the following settings:

      • Logic option – If you add multiple rules to the list, select And or Or from the drop-down list. If you select And, the community members will be added based on all the rule conditions. If you select Or, the community members will be added based on any of the rule condition.

      • Category – Select a category for the dynamic community membership rule:

        • Contact information

        • License

        • Organization

      • Rule – Select a dynamic membership rule from the drop-down list.

      • Condition – Define the condition to Equals, Contains, or Is a certain value.

      • Value – Enter a value for the rule. Users whose properties conform to the value will be added to the community. You can choose whether to Allow requesters to define the value.

        NOTE

        If you choose Group Assignment as the dynamic membership rule and Belongs to as the condition, you can enter multiple values for the rule.

      If you want to reset the rule, click Clear Settings and set the rule settings above again. After you configure a rule, click Add to list to add it to the list. If you want to remove all the rules in the list, click Clear Table.

      You can choose whether to Allow requesters to add or remove dynamic rules in the request form.

      NOTE

      The dynamic membership feature was built by Cloud Governance. Cloud Governance did not leverage the dynamic membership feature of Microsoft Entra. Therefore, after a community with dynamic membership is created via a Cloud Governance request, the membership type of the community’s associated group shown in the Microsoft Entra and Microsoft 365 admin center is Assigned, rather than Dynamic.

15. Community Policy – Each Viva Engage community must be applied with a policy. Select the policy applied to the Viva Engage communities that will be created via this service. If you choose more than one policy, you must select a default policy from the drop-down list.

    Choose from the following to determine how to set the community policy:

    • Assign by IT Admin – You select the policy that will be applied to the policy. Choose from the following:

      • Show as Read-only to Business User – Your configuration will be shown in the request form and users cannot change the community policy.

      • Hide from Business User – The Community policy field will not be shown in the request form.

    • Assign by Business User – Business users are required to select the community policy.

    You can also choose whether to Allow requesters to configure the community lease period when they submit requests for this service.

16. Click the arrow on the right-hand side to proceed to the next step.

17. AvePoint Cloud Governance App and App Part – Choose to automatically enable the AvePoint Cloud Governance App during Viva Engage community creation. If you choose Automatically enable AvePoint Cloud Governance App, you can select the Automatically add Cloud Governance Panel app part into the Viva Engage community site checkbox. AvePoint Cloud Governance will automatically add the Cloud Governance Panel into the Viva Engage community site created along with the Viva Engage communities created via this service.

    Note the following:

    • Adding the Cloud Governance Panel to Viva Engage community sites will result in a blank homepage. If you want to avoid this issue, deselect the Automatically add Cloud Governance Panel app part into the Viva Engage community site checkbox, and install the Cloud Governance Panel manually. For details, refer to the Manage Site Information Card section.

    • The display language of Cloud Governance Panel depends on the display language of the Viva Engage community site. If the community site’s display language is not one of the following languages: English, Japanese, French, German, Italian, and Korean, the panel will be displayed as English.

18. Community Name – Select the Construct community name checkbox to set rules for the names of new Viva Engage communities created via this service, or leave the checkbox as deselected and business users can enter desired content as community names.

    If you select the checkbox, refer to the following steps to construct a group name:

    1. Click Add for the prefix and/or suffix of the community name.

    2. Select Text, Metadata, or Attribute as a rule from the drop-down list, and then define the value for the selected rule.

       NOTE

       The metadata with the type of Single line of text, Choice, Person or group, Managed metadata, or Microsoft Entra property can be used to set the rule.

    3. You can repeat the steps above to add more rules that will be used to build the community name.

    Choose to define names for Viva Engage communities created via this service or allow business users to define community names based on the prefixes/suffixes in your rules. Choose from the following:

    • Assign by IT Admin – You define rules for community names and do not allow business users to change community names. Community names will be displayed to business users as read-only.

    • Assign by Business User – The prefixes/suffixes you set here will be displayed to business users as read-only. Apart from the prefixes/suffixes, business users can enter additional content to construct community names. You can select the Require Business User Input checkbox to require business users to enter additional content for community names.

19. Links in Request/Task Details Page – Choose whether to display links of Community, Planner, Site, Files, and/or Notebook that will be created together with Viva Engage communities.

20. When you have finished configuring settings for this service, choose one of the following options:

    • Click the arrow on the left-hand side to go to the previous steps to review and modify your configurations.

    • Click Save to save all of the configurations and return to the Service Management page.

    • Click Save and Activate to save all of the configurations and activate this service, which allows users to submit requests for this service.

    • Click Cancel to return to the Service Management page without saving any configurations.