We are thrilled to share with you that Powell Teams is now Powell Governance, marking our expanded focus on Microsoft 365!
Expect documentation to be reflect this change in the coming days. For more information, please have a look at this article.
Introduction
Clicking on a template card on the template directory page allows you to modify template settings at any time.
When you edit a template, you can configure all of its business and governance rules.
Template general information
The first tab of the template edition shows the template's general information. The top of the page shows the template's name, description, image, and URL (template URL can be used to redirect users to an external URL when creating a workspace).
All of this information can be edited by Powell Governance administrators.
The size of the image of a template is 294x160 px.
Business
This section concerns the SharePoint site creations made with the template.
It is possible to configure a SharePoint site type.
And associate an existing site design with the template. Learn more about Site design here.
This configuration does not impact existing sites when applying a template to them.
Governance
As for team templates, the SharePoint site template proposes plenty of governance rules to be set up in a template.
In this section, you configure the governance policies of your Team Template.
This includes:
- Naming convention
- Approval workflow
- Company policy
- Audience
- Tags
- Minimum number of owners and members
- Storage limit
- Expiration date
- Automation
- Template lock
Naming Convention
Naming conventions automatically add important information to the site name and enforce naming schemes defined in an organization's policies. In Powell Governance, you create a naming convention with different rules.
There are three options for the configuration of Naming conventions in a template.
1. The default choice is to not use a naming policy for your site.
2. Use an existing naming convention. Click on the radio button "Use an existing one" and choose the naming policy from the dropdown list. Every naming convention created is available in this list.
3. Create a new naming convention.
Click "Create a new one." Discover how to create one on the naming conventions article.
Approval Workflow
You have two options
- Yes
- No
1) Yes: You can add people as approvers by using the search box; when you turn on the approval feature by selecting "yes," you can add people as approvers by using the search box. You can also select the direct manager of the user as an approver for team creation.
If the manager is not found in the AD, then all Powell Governance administrators
are designated as approvers for the team creation.
You also can keep the approver as an owner of the Team.
| As you set multiple approvers, take into consideration that: the first person who validates or refuses the team creation, acts for all other approvers. Consequently, as soon as the request is approved or declined by one person, the rest of the approvers will not be able to see the request any longer. |
2) No - By choosing this option, team creation will be automatic after a user fills the team creation wizard using this template.
For more information regarding the Approval workflow, visit the page Manage Approval Workflow.
Company policy
To associate a company policy with a template, you have to select the one you want in your template configuration wizard's "Governance" tab.
Company policies are shared between teams and SharePoint site templates.
Audience
Choose who can use this Template during the team creation process. The option "Everyone" is the default configuration. All users can use this template when enabled.
To target the template to specific users and hide it for others, choose "Specific users." Select an existing audience/profile from the dropdown list.
An audience/profile can be created for a single person or a group of people. Groups are defined either via group membership or based on Microsoft 365 profile properties. How to create profiles is described here: Manage audience targeting for templates.
Tags
You categorize teams by adding tags to the Template. Users can use these tags as refiners on the user dashboard.
Users can choose tags during the Team's creation process from the dropdown list or keep the default values.
When you add a tag to your naming convention, it appears automatically.
In "Categorize your teams with tags," you define default values. Users can change values during the team creation process.
To add or create additional tags, click on the search box. Choose a tag from the list or click "CREATE" to create a new tag.
A tag added in this section is not used in the naming convention.
Mandatory: Click the Checkbox "Mandatory" to define any tag as mandatory. Every user selecting a mandatory tag is obliged to choose a value for this tag. Tags not set as mandatory are allowed to have empty values.
Hidden for users: Administrators can hide some tags associated with a team template to use these tags only when needed.
Use only tags with a value to either users or IT. Avoid unnecessary tags as too many fields in a form complicate adoption.
Create a workspace that describes the use of admin-created tags in the team creation form.
Find out more about tags on the page Tags and Refiners.
Storage limit
The storage limit option will let you choose between an automatic configuration or a manual one. You will be able to choose one or the other depending on your tenant configuration defined on SharePoint administration center.
Manual: you have the choice to add a limit template by template. Depending on the end-user business scenario, we advise adding a limit to your sites for a well-governed environment.
Automatic: automatically set the limit to the maximum limit (the site will have the tenant maximum limit).
Minimum number of owners and members
Enter the number of minimum members and minimum owners for your SharePoint site. Every time a user uses this template, they have to add at least the minimum number of owners and members to the site during the site's creation process.
Add at least two owners to have a fallback alternative if one isn't available.
Add a minimum number of members to reduce team sprawl as it isn't possible to create sites for a single user or to collaborate with only two participants. You should explain the best alternatives during site education.
Expiration Date
Set an expiration delay for the created Team.
For example, the user chose 90 days, which means that the workspace created based on this template will expire in 90 days.
To find out more about expired teams, visit the page Reports.
Automation
You can associate your automation with your SharePoint site template.
Create your automation on the automation page in the menu, and then choose the created automation from the dropdown list shown in the image below.
You can add various automation to your template.
Locked template
If you don't want to let the site owners change the template of their site after the creation, you can still activate the following feature. Once activated, only Powell Governance administrators can change the template of the site associated with this template.
Owners & Members
Define external users and default site owners, members, and visitors. The selected default owners, members, and visitors are automatically added to every site created using the template.
External users
If you select the option "NO," it won't be possible to add external users as default members into the default members of the template. Respectfully, the end-users won't be able to add external users in the creation wizard for the site creator.
Users cannot remove default owners, members, or visitors during the site's creation or edition process.
Azure Active Directory groups
Administrators can add Azure Active Directory groups to the default owners, members, or visitors.
The group will be decomposed only when a new team will be created based on the template. When users are added or removed from the Azure Active Directory groups, you will not need to edit your site template; the change will be automatically applied to the next new teams based on the template.
The "Sales and Marketing" Azure Active Directory group has been added in the tab default site owners in the image below.
Click the little arrow to see the two options
- You can expand this group
- No - you can leave it as is
For now, groups are automatically expanded during the site creation process.
The image below shows the result of the first option—the case when you expand the group.