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
Users can create a new workspace based on company templates via the “Create a workspace" button on top of the Welcome page. As you click on this button, a workspace creation form appears. To successfully create a new team or site you need to follow the steps.
Template selection
To create a workspace, you need to choose a template on which your team/site will be based. When you click on the button "create a workspace", the list of available templates appears. These are all templates, created by your organization and visible for your user profile.
To create and configure templates, you need to be a Powell Governance Administrator.
To see how to create templates: Create your first template
Click on the template “Classic Template”. A small window will pop up that will give you short information about this template.
Specifically, it will list the name and a short description of the template along with all the channels and tabs existing in that specific template. It means that if you choose this template for your new workspace, your team will duplicate the channels and tabs listed below.
For SharePoint sites, it will list the name and a short description of the template along with governance settings and template configuration.
Click “Use this template”.
If you do not like your selection, you can change it by clicking the “change” button. Choose another template from the list and click "next".
General Information
On this page, you will:
- Assign tags to your workspace
- Give your workspace a name
- Give your workspace a description
The chosen template defines how the page looks like, as tags and their default values are configured within the template. You can choose the tag values. An asterisk at the Tag name identifies a tag as mandatory.
For example: in "Department", you can choose the value "Marketing". For "Location" "France", etc. Since all three tags created by the administrator are selected as “mandatory” you must configure values to create a new team.
Choose the values for each tag and continue with the next step.
Tags are created by administrators in the Template creation form or on the Tags page in the admin section.
Check the page Manage Tags and Refiners for more information.
The next step is to give your workspace a name. If your organization has set a naming convention, your workspace name will change accordingly. A naming convention is how you implement the governance regarding the naming of workspaces.
For example: if we choose the value “Marketing” for "Department", and “France” for "Location" and add the name “ My Workspace”, your workspace name will change to "Marketing - France - My Workspace". The tag “Shared with” is not included in the workspace name, since this particular tag was not applied to the naming convention used in this template. If we change "Marketing" to "Sales", we will see the name changing too – “Sales - France - My Workspace”.
Invite people to your workspace
On this page, you are adding people to your team. For Teams, you need to choose the privacy of your team first.
Privacy (only for teams)
In the example shown in the image below: the team privacy has already been defined as "private" and you do not have the option to choose. In this case, every time this template is applied to a team, the team privacy will be automatically set to “private”.
Templates can be set to public, or private, or the requester can choose between both.
Add workspace owners, members, and visitors (only for sites)
After this step, you start adding people as team/site owners and team/site members. A warning message at the bottom of the page informs us if a minimum number of owners and users has been defined for this template. In this case, to continue, you need to add at least the required number.
Powell Governance Administrators can define default owners and members within the template. You will still be able to add additional owners and members. Default members and owners chosen in the Template will be automatically added to your workspace.
External users
External users are supported in the Powell team creation for members. You will still be able to add missing external people with the standard Microsoft Teams functionality after the workspace creation.
When the Powell Governance administrator has defined it, a warning message notifies the user that the template chosen for this workspace does not allow the addition of external users.
Azure Active Directory groups
The message above Default owners and member stab say: start typing a name, distribution list, or security group to add to your workspace.
It means that you can users can add AAD groups when they select the owners and members of the workspace. It’s a quick way to add your owners/members to your workspaces.
When the workspace is created, the AAD groups are decomposed with the unique users and they will be added to the workspace one by one (like in Microsoft Teams).
Click on the little arrow under a group and choose whether you want to expand the group or not.
The image below shows the result of choosing the option “yes, expend”.
Resume and Validation
On this page, you have a summary of your configurations. You should validate the workspace name, description, privacy, owners, members, and tags.
If any information is not accurate, you can always return to the previous pages to make your modifications. Use the previous button or the form tabs at the top of the page.
After validating the information, click on the “Create Team” or "Create Site" button. Powell Governance will create the workspace based on the chosen template with the configured settings.
If your workspace does not require approval, it will be created automatically. You will be notified on the user dashboard when the workspace creation is completed.
If your workspace does require approval, you will need to wait until the workspace approver (approver that was selected in the template settings) approves the workspace creation. You will be notified if the workspace approver approves/rejects the workspace creation.
To find out more about approval workflows, view the page approval workflows.