Campaigns

We are thrilled to share with you that Powell Teams is now Powell Governance, marking our expanded focus on Microsoft 365!

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Expect documentation to be reflect this change in the coming days. For more information, please have a look at this article.

Elevate your Microsoft Teams governance management to a whole new level with Powell Governance Campaigns!

For over two years, Powell Governance has offered a bot notification feature, providing valuable notifications to keep your environment on track. But now, with the introduction of Campaigns, you can do so much more. Campaigns unlock a world of possibilities, allowing you to configure sequences based on Powell Governance reports, whether they are custom reports tailored to your unique needs or our pre-built reports.

Discover how Campaigns can revolutionize your Microsoft Teams management and take your governance to new heights.

 

Campaign creation

From the campaign page: You can directly create new reports from the "Campaigns" page visible in the "Control" section of the administration menu.


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From a report: You can create a new campaign directly from a report. From the report card or in the detail of the report. If you have an existing campaign on your report, you will be able to edit it at any time.

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Several actions can be chained one after the other. The most common usage is to notify owners, send them a reminder, and take an automatic corrective action.

Different exemples are listed below.

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When creating your campaigns, you will have to configure several information:

  • A title
  • A description
  • A source report
  • The actions realized within the campaign

Actions are done when a team arrives in the report at the end of the day. The sequence is launched and all the actions configured are done until the team is still in the report.

Note that several actions can be done in a single campaign. A delay can be configured to manage your workflow.

A campaign can be paused using the toggle button "Campaign status".

 

What kind of actions can be configured?

Campaigns are necessarily associated to a report. It can be a prebuilt report or a custom report. For now, campaigns can only be built on reports based on teams.
With Powell Governance campaigns, several actions can be done:


🔔 Ask owners to take action

This option allows to notify workspace owners and ask them to take action on their workspaces.

 

1. Audience: You can first select an audience to restrict the recipients of the notifications thanks to Powell Governance audience (ex profiles).

 

2. Action(s) requested: Then you must select the action you want team owners to take. Only 2 maximum actions are allowed to be selected to make it as clear as possible for end-users.

  • Archive the team(s)
  • Delete the team(s)
  • Apply a template the team(s)
  • Remove guests the team(s)
  • Add owners the team(s)
  • Turn the team(s) private 

3. Channel: You can choose to send notifications with two methods:

  • Send a Microsoft Teams message to owners (sent by Powell Governance application)
  • Send an email to owners (sent by an internal user that you have to select)

In both cases, a button redirects to a end-user detailed page of the campaign.

 

4. Content: The last part of the notification is the content that will be sent to owners. You can configure the object and content of the message.

You content can be configured in several languages.

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🛡️ Take action (automatically)

This option allow you to automatically take corrective actions on the workspaces of the report.

  • Archive the team(s)
  • Delete the team(s)
  • Apply a template the team(s)
  • Remove guests the team(s)
  • Add owners the team(s)
  • Turn the team(s) private

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↔️ Trigger automation 

Trigger automation: Automation can be triggered sending all the team information to a third party tool if you have more complex scenario to handle.

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Actions are done when a team arrives in the report at the end of the day. The sequence is launched and all the actions configured are done until the team is still in the report.

Note that several actions can be done in a single campaign. A delay can be configured to manage your workflow.

A campaign can be paused using the toggle button "Campaign status".

 

Throughout your configuration, you'll find a summary of your campaign on the right-hand side of your screen.
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Campaign exemples

We invite you to test your campaigns when you chose to send a message to team owners. To do so, you can use restricted audience by selecting a profile in the list. You can for exemple restrict your audience with a profile that includes only Powell Governance administrators.

 

Inactive teams

Send an alert to team owners when their teams are inactive and archive the team is nothing is done.

Associated report: Inactive teams

Steps:

  1. Notification sent to owners
  2. Reminder sent to owners
  3. Automatic archive

Follow theses steps to build an inactive campaign:

  1. Create the campaign: Click on the 3 dots button of the "Inactive teams" report and click on "Create a new campaign"
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  2. Configure the first step: Select the action: " Send a Teams message to team owners". If you want to avoid sending notifications to some people of your organization, you can restrict the audience using profiles.
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  3. Set up a reminder notification: Click on "Add an action". Chose how long after the first notification the second one should be sent with the field "Delay campaign start (in days). And repeat the action and configure a message to remind owners that they should take an action.
    Capture d'écran 2024-06-27 192549.png
  4. Set up an automatic action: Add a third action in the campaign. Chose a delay between the second and the third action. And delect "archive the team" in the type of action. 
  5. Save your campaign: Add a campaign name and description and save it.

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Other scenario

Expired teams:

Ask owners to archive or delete their inactive teams.

Associated report: Expired teams

Steps:

  1. Notification sent to owners
    • Action requested: Archive or delete teams
    • Title: "Attention Required: Team Expiry Notice"
    • Content: "Some of your teams are expired. Please archive or delete to maintain workspace hygiene. Auto-archiving will proceed without action."
  2. Reminder sent to owners 
    • Title: "Urgent: Team Expiry Final Reminder"
    • Content: "Action needed to prevent auto-archive of your expired teams. Please review and confirm."
  3. Automatic archive 

 

Public teams:

Ask owners to change the privacy of their public teams to private ones.

Associated report: Public teams

Steps:

  1. Notification sent to owners
    • Action requested: Turn teams private
    • Title: "Action Needed: Team Privacy Alert"
    • Content: "Some of your teams are public and at risk. Switch to private to secure your space. Auto-archiving will proceed without action."
  2. Reminder sent to owners
    • Title: "Reminder: Secure Your Public Team"
    • Content: "Your public teams needs to be set private to protect your work. Auto-archiving will proceed without action."
  3. Automatic archive 


Teams without templates:

Automatic template application:

Ask owners to apply a governance template to their teams and automatically apply one if no action is taken.

Associated report: Teams without templates

Steps:

  1. Notification sent to owners
    • Action requested: Associate a template
    • Title: "Template Association Needed"
    • Content: "Some of your teams lacks a governance template. Please associate to standardize operations. Auto-archiving will proceed without action."
  2. Reminder sent to owners 
    • Title: "Reminder: Teams Template Missing"
    • Content: "Avoid auto-archive by assigning a governance template to your teams promptly."
  3. Automatic archive 

 

Teams with guests:

Ask owners to review the guests of their teams.

Associated report: Teams with guests

Steps:

  1. Notification sent to owners
    • Action requested: Remove all guests
    • Title: "Guest Access Review Required"
    • Content: "Some of your teams has external guests. Please review and remove if not needed. Auto-archiving will proceed without action."
  2. Reminder sent to owners 
    • Title: "Final Notice: Review Team Guests"
    • Content: "Last chance to remove unnecessary guests from your team to avoid auto-archiving."
  3. Automatic archive 

 

Your own scenario:

Use your custom reports to cover the most important scenario for your organization.

Associated report: Your custom report

Steps:

Please share with us any scenario you built to benefit the Powell community.

 

Save all documents in a SharePoint site (third-party tool):

Save all team documents in a specific SharePoint site when teams are archived.

Associated report: Archived teams

Steps:

  1. Trigger automation (your automation must be configured and associated with a flow to manage the rest of the sequence).

 

Enduser governance alerts

When a campaign can be built to send alerts to team owners, those users will receive messages directly in their Microsoft Teams chat interface or by email. 

Powell Governance provide a dedicated interface to be able to manage those governance alerts. From the enduser dashboard, it is accessible from the notification bell, accessing to the "Campaign" tab.

 

In the campaign page, multiple information are visible in the table:

  • Campaign name
  • Action asked
  • Workspaces
  • Automated action

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Then end-users have access to the detail of the campaign. They can see the list of their teams concerned by the campaign with information about those teams.

They are aware of the potential automatic action that will be done and the delay of this action. They can perform the action requested by administrators for teams one by one or in bulk actions.

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Depending on the action(s) that have been requested by the administrators, they are guided to do so.
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Endusers have also a visibility on the past actions concerning the workspaces of the campaigns.

Actions can be taken by:

  • The user himself
  • Another owner of the team
  • An automatic action

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