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When organizations proceed to Office 365 and embrace the Microsoft Cloud, concerns like scalability and managing on-premises infrastructure rapidly disappear. However, to be able to make certain that systems, data, and users don’t get beyond control, effective governance continues to be crucial within the cloud. That is why we introduced DocAve Governance Automation Online – a part of AvePoint Online Services, our Azure-based Software-as-a-Service solution for Office 365 management and protection.

DocAve Governance Automation Online allows you to implement an extensible Office 365 governance strategy that empowers users, is low maintenance, and scales as the organization grows. Business proprietors receive oversight into provisioning in addition to content and permissions management, as well as your information architecture is proactively enforced based on the way your business works.

As our cloud-based governance offering, we’ve labored to constantly innovate DocAve Governance Automation Online to fulfill the requirements of our customers within the cloud. For the latest update, that is available these days, we’ve added some exciting new abilities around content and user lifecycle management in addition to integration with Microsoft’s key enterprise social platform, Yammer.

Listed here are the very best three additional features in DocAve Governance Automation Online:

DocAve Governance Automation On the internet is the best complete SaaS governance solution that allows your business to completely manage your website collection content throughout its lifecycle. Additionally to supplying a strong provisioning engine that proactively enforces policy-based site creation by having an approval process, managers will also be given effective Office 365 governance controls to proactively manage content throughout its lifecycle. Site collection contacts or proprietors are delegated various responsibilities to handle their website collections, whether it’s reviewing who can access what content, maintaining up-to-date classification information, or evaluating if your site lease ought to be restored. With all this extensive group of abilities, it can often be difficult to stick to the chain of lifecycle occasions and know precisely what governance enforcements work when.

The brand new Site Collection Lifecycle Timeline enables managers to preview their configured lifecycle policy settings to enable them to easily stick to the sequence of planned governance activities before committing their changes.

Figure 1. Administrator view of Site Collection Lifecycle Timeline on Policy
Figure 1. Administrator look at Site Collection Lifecycle Timeline on Policy

Business users will have the Lifecycle Timeline inside the SharePoint Online interface so they possess a obvious look at the governance plan of action on their own websites content. The function-based Lifecycle Timeline application part will instantly display the appropriate lifecycle activities in line with the login user role.

Figure 2. Site collection contact or owner view of Lifecycle Timeline app part.
Figure 2. Site collection contact or owner look at Lifecycle Timeline application part.

If your task is open and allotted to the login user, the consumer can click the Timeline task and become redirected towards the specific task to do the right governance action.

Figure 3. Site lease expiration task based on context from Lifecycle Timeline app part.
Figure 3. Site lease expiration task according to context from Lifecycle Timeline application part.

Website visitors that aren’t the designated site contacts or proprietors will discover a simple site lease timeline.  Upon approaching the lease expiration, the Lifecycle Timeline will warn users concerning the approaching lease expiration and assist them to request lease extension if there is an excuse for ongoing accessibility site.

Figure 4. Site collection members and visitors view of Lifecycle Timeline app part.
Figure 4. Site collection people and visitors look at Lifecycle Timeline application part.
Figure 5. Request form for site lease extension based on context from Lifecycle Timeline app part.
Figure 5. Request form for site lease extension according to context from Lifecycle Timeline application part.

In DocAve Governance Automation Online, Site Collection Contacts play a vital role in governing their website collection content lifecycle, for example building a site’s lease or monitoring proper user access according to websites content sensitivity. When these users leave the business as well as their accounts are deactivated without system administrator understanding, gaps in possession and accountability can lead to elevated security risk, especially on sites with sensitive content.

Using the latest release, DocAve Governance Automation Online are now able to scan and appearance for deactivated site collection contact accounts in Azure Active Directory (AD) on the configurable schedule. If your deactivated primary contact is located, an election process is invoked to rapidly identify a appropriate substitute to guarantee possession continuity.

Figure 6. Policy settings for Deactivated Site Collection Contact Election
Figure 6. Policy settings for Deactivated Site Collection Contact Election

The Election Process is definitely an automated nomination procedure that notifies and assigns possession claims tasks to users according to their roles inside the site collection.

Figure 7. Election Process nomination hierarchy
Figure 7. Election Process nomination hierarchy

When a nominee claims possession because the Primary Site Collection Contact, that user will assign another Site Collection Contact. When another Contact is discovered to be deactivated, the main Contact is going to be directly notified and given down to assigning a brand new Secondary Contact.

Organizations are more and more adopting Yammer for enterprise social collaboration. Customers in highly controlled industries for example pharmaceutical and financial services have expressed Office 365 governance concerns round the proliferation of Yammer groups and content. With new updates to DocAve Governance Automaton Online, organizations can drive a far more effective utilization of Yammer through integration using the product’s governed site collection provisioning process.

Embedding a Yammer feed right into a SharePoint site today needs a user to by hand copy a script from Yammer and paste it right into a script editor web part around the SharePoint page. This method ‘s time-consuming and tiresome, particularly in large enterprises with lots of sites. Our Office 365 governance solution enables business users to produce a new Yammer group or pick from a current Yammer group, after which instantly embed the audience feed to the recently provisioned site collection.

Figure 8. Yammer integration settings in site collection provisioning service
Figure 8. Yammer integration settings in site collection provisioning service

Within the arena of Office 365 governance, user lifecycle management originates under focus because of the operational challenges of handling the Office 365 licenses of joiners, movers and leavers. The complex nature from the Office 365 licensing model mandates that different users are assigned different teams of licenses according to their roles and responsibilities. In organizations rich in churn, it’s a challenge to efficiently onboard and offboard users with appropriate licenses, which discomfort is particularly apparent in organizations having a centralized IT team managing large teams of users across multiple regional offices or stores. We’ve plans for further Office 365 governance services to facilitate the onboarding and offboarding of Office 365 users, where managers can pre-define user request templates using their connected licenses and Azure AD groups to rapidly provision and de-provision users. For instance, a request onboarding a brand new Project Manager user could be pre-configured by having an E3 license plus a Project Online license, as well as add some user towards the appropriate Project Management Software Azure AD groups.

We’re also carefully monitoring the evolution from the new Office 365 Groups feature and also the concerns and discomfort points expressed through the community. Later on releases, we are searching to deal with issues like the proliferation of Office 365 Groups and the opportunity to manage the lifecycle of Group content.

As DocAve Governance Automation is made for admins and business users alike, we continuously add value for admins through automation they are driving operational efficiency, as well as for business users and knowledge proprietors through embedded user interfaces in SharePoint Online to become where they work, once they require it.

Prepared to try DocAve Governance Automation yourself? Visit this website to download a totally free trial of AvePoint Online Services today!