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Office 365 Groups are an incredible a part of Microsoft’s ecosystem that give a key layer of collaboration towards the platform. With recent updates, creating a workplace 365 Group now also results in a team mailbox, task management tool, file library, team calendar, and notebook. By integrating the techniques used in creating and discussing information across Exchange/Outlook, SharePoint Online, Planner, and OneNote, Office 365 Groups causes it to be that rather more intuitive to collaborate on one project across departments and Office 365 apps.

Managing Office 365 Groups being an IT administrator, however, isn’t as simple. Activating Groups inside your atmosphere is sort of a circuit breaker. What this means is once switched on, it’s very easy for anybody to produce and possess a Group, share content inside a Group, modify membership, or delete an organization. It is also feasible for users to accidentally produce a Group, like a Group could be provisioned unintentionally when utilizing numerous Office 365 apps (for instance, creating a shared Planner or perhaps a Microsoft Team will instantly produce a Group).

Also, when managers switch on Office 365 Groups functionality for his or her finish users, the default for just about any provisioned Group will be public. Unless of course a person chooses to create a Group they’ve produced private, any content submitted or additionally Group is going to be published and appearance at work 365 search engine results. Which means that basically share a sensitive document with access permissions to my public Group, any user at work 365 is going to be be also given access. (There’s more for this story, but we’ll dive into that inside a later blog included in our Office 365 Groups Playbook).

Being an IT administrator managing Office 365 Groups with simply native processes, you’ll face three challenges:

  • Stopping a sprawl of Groups or redundant Groups from overtaking your atmosphere,
  • Enforcing permissions and online privacy policies on Group creation, membership, and discussing
  • Applying your data architecture to every Office 365 Group

managing office 365 groups

To deal with these challenges, Cloud Governance — AvePoint’s automated IT management solution (formerly Governance Automation Online) — uses simple self-service forms to strike that balance between enforcing governance over Office 365 Groups and becoming your users what they desire rapidly. Here’s how:

1) Controlled Provisioning of Office 365 Groups

Each request is instantly routed through necessary approval processes — which may be between automatic provisioning upon request, or pending approval from this and/or designated business users. Through getting Groups to become produced only via a service request form, managers can make sure that each Group is produced having a specific business purpose and without redundancy.

Each Group can also be provisioned having a lease to simplify the finish-of-existence process for any Group. In the finish from the lease, an organization is instantly marked for deletion, archival, or renewal — it really depends upon your record retention service level contracts (SLAs).

2)     Comprehensive Permissions Management for Office 365 Groups

The Cloud Governance service request to create a workplace 365 Group is seen in line with the user’s business role. This provides more scalable and granular permissions control over who can produce a Group. Office 365 Groups provisioned with Cloud Governance will also be pre-configured with proper privacy settings according to who’s requesting and also the intended utilisation of the Group, which is per the consumer within the form.

Sample business user request form in Governance Automation Online.
Sample business user request form in Cloud Governance.

More to the point, every Group provisioned with Cloud Governance designates the administrator as who owns the audience. This adds an essential layer for managing Office 365 Groups, helping prevent business users from accidentally discussing quite happy with unauthorized users or deleting a workplace 365 Group.

managing office 365 groups
Sample report of the approved Office 365 Group in Cloud Governance.

Additionally you can setup additional service demands for example add new Group people, renew an organization, delete an organization, or make changes to some Group’s privacy settings. By utilizing self-service request forms of these actions, managers obtain a obvious activity trail about how an organization can be used with time, who’s requesting the alterations, and why individuals changes are essential.

 

managing office 365 groups
IT dashboard view for developing a new Cloud Governance self-service form.

3)     Reporting and Classification for Office 365 Groups

When building work 365 Groups self-service form, IT managers can apply custom metadata values towards the request. This enables you to develop a catalogue list or export reports of the number of Groups appear in your atmosphere, just how much space they’re taking on, and just what classifications they’ve connected together via a single pane of glass.

managing office 365 groups
Administrator dashboard where one can generate a workplace 365 Groups Report
managing office 365 groups
Sample Office 365 Groups Report in Cloud Governance.

Don’t simply take our word for this. Try Cloud Governance free for thirty days!  Like a 100% Microsoft Cloud-based SaaS solution, there’s zero installation needed. Simply connect your workplace 365 account to obtain began.

managing office 365 groups