SharePoint site governance template settings

We're thrilled to share that Powell Teams is now Powell Governance, marking our expanded focus on Microsoft 365 governance.


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Expect documentation updates to 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 creatinf a workspace).

All of those information can be edited by Powell Governance administrators.
The size of the image of a template is 294x160 px.

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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 to the template. Learn more about Site design here

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This configuration does not impact existing sites when applying a template on it.

 

Governance

As for team templates, SharePoint site template propose 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:

  • Company policy
  • Audience
  • Minimum number of owners and members
  • Automation

New features as tags, naming conventions, expiration dates are planned for the next release for SharePoint site templates.

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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. 

 

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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 profiles properties. How to create profiles is described here: Manage audience targeting for templates

 

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.

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Automation

You can associate your an 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.   

 

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You can add various automation to your template.

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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 to this template.Capture_d__cran_2023-02-27_154507.png

 

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. 

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If you select the option "YES," then, you will have another option to configure. Do you want to allow the addition of new guests while adding one of them into a site or not? Concretely, it means that if you say "NO" to this second option, only the internal users and external users that have already been invited into your Azure Active Directory will be available to add to the team created or updated with this template.
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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's owners in the image below. 

Click the little arrow to see the two options

  1. You can expand this group
  2. No - you can leave it as is

For now groups are automatically expanded during the site creation process.

 

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The image below shows the result of the first option—the case when you expand the group. 

 

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