Team template settings

Table of contents

New to Powell Teams? Click here for the full product overview. 

 

Introduction

You configure Governance settings and default members after you create a template. Click on "Show Template Details" on the confirmation page during template creation. You can click on the Template on the template list to modify template settings at any time. 

 

Team template settings allow you to define the REFERENCE TEAM SETTINGSGOVERNANCE, and MEMBERS of your Team's Template. To apply your changes, click "SAVE." 

 

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Adding and changing template information

The top of the page shows the Template's name, description, and image. When you hover the mouse over the text, a pen icon appears. To modify the title or description, click the icon. Click the image to add a picture. To remove the image, click the cross.
The size of the image of a template is 294x160 px.

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Deleting a template

To delete the Template click the recycle bin icon at the upper right side of the page. Confirm the action.

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Reference team settings

This tab allows you to define the content and the organization of a team created based on this Template.

 

Configuring the associated Team

Associated Team shows you the team model assigned during the template creation form. Click "change" to change the associated team model for your Template.

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The section on the right side of the page defines the settings from the team model for new Microsoft Teams created based on this Template. Activate a checkbox to include settings or deactivate a checkbox to exclude it. To apply changes re-synchronize the Team settings. 

 

The screenshot visualizes the most common configuration to clone settings. Keep in mind that "Settings" does also include Office 365 Group configuration. To prevent guest users to join the team use this documentation from Microsoft

 

If your Team used as a reference team in your Template has been deleted, you will need to choose another team from the list. 

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Last synchronization result

When you sync a team in a Powell Teams template, you have an overview of all channels, tabs, and team settings included in your Template to help companies with multiple administrators better understand what is included in the Powell Teams template at a specific time.

 

The section highlighted in the image below shows the last synchronization result. 

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Private channel configuration in a team template

If any of your reference team channels is a private one, you will be able to configure it in your Powell Teams template. Click on the three dots menu at the right side of the channel line to edit the channel configuration.

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After the team creation, the team creator or requester will be the owner of this private channel. However, you can configure the users you want to set up as private channel owners or members while editing the track:

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In this example, the owner of the private channel will be "Allan Deyoung," even if he is not the owner of the created Team. The creator or requester of the Team will also be added to this private channel unless this user is "Jim Sand."

Private channel members will be "Debra Berger," "MOD Administrator," and "Megan Bowen."

 

Tab configuration in a team template

You can modify the settings and add additional configuration to the tabs in the channels after the team sync.

 

You can decide to keep the reference to the team model used for the Template or change the configuration of the tab to target other content.

 

Supported apps: Word, Excel, PowerPoint, OneNote, Planner, PDF, Site, SharePoint sites and lists.

 

Tokens in tabs

You can configure tokens in any URL to get the team Id and channel Id added to the URL during the team creation. 

  • {teamId}
  • {channelId}

Example :  https://website.com/{teamId} ▶️ https://website.com/a1a11a11-11aa-11a1-1a1a-1a111a11111a/

 

The list of channels displays each channel with its tabs and applications. To configure the tab, you can click on the edit button next to the tab. 

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  1. Keep the initial configuration - Option "No."

If you keep the same configuration -  in the tab of a newly created team,  you will have displayed a document, an existing tab in the reference team model of that Template. 

 

In that case, If there is a modification made in the document in any of the two teams, the change will be applied in both documents/teams. 

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2. Modify the configuration - Option Yes

 

You have two configuration override options that let you put a URL that will send the users to specific content. 

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  • Link to an existing document: You need to put just a link to an existing document that can be stored anywhere (absolute URL)
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  • Link to a document in the created Team - refers to a document already existing in the Team. This functionality can be used only if you upload a zip file into a template. you have to refer to the doc that exists in the zip (relative URL)
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How to configure a relative URL ?
For a document added in the created team use the following path :

shared documents/channel name/document name.pptx
 

How to configure

  • Word
    • Option 1: Link to an existing document - Absolute URL to document
    • Option 2: Link to a document in the created Team - Relative URL to the document (relative to the Team created)

  • Excel
    • Option 1: Link to an existing document - Absolute URL to document
    • Option 2: Link to a document in the created Team - Relative URL to the document (relative to the Team created)

  • PowerPoint
    • Option 1: Link to an existing document - Absolute URL to document
    • Option 2: Link to a document in the created Team - Relative URL to the document (relative to the Team created)

  • OneNote
    • Option 1: Link to an existing notebook  - absolute URL to the notebook
    • Option 2: You can create a new OneNote in the Team

  • Planner
    You can synchronize a Planner Plan with all the associated tasks.
    When a new team based on the team template is created, you will have everything configured with all the tasks available. You can immediately start to work. 
    • Option 1: Copy an existing plan - Title of the plan (will be suffixed by the name of the created Team) and choose the plan from the list.
    • Option 2: Create a new plan - Title of the plan (will be suffixed by the name of the created Team)
    • Option 3: Link to an existing plan - Select a plan from the  list

  • PDF
    • Option 1: Link to an existing document - absolute URL to the document
    • Option 2: Link to a document in the created team - relative URL to a document (relative to the Team created).
  • Site
    • Option 1: Absolute URL to the website

  • SharePoint (page or list)
    • Option 1: Link to an existing SharePoint page or list - absolute URL to a Sharepoint  page or list
    • Option 2: Link to a SharePoint page or list in the created Team - relative URL to a Sharepoint page or list (relative to the Team created).

  • Dynamics
    • Option 1: The URL to a dynamics page

For the second option, requiring a relative url: When you use a relative url to target a document in the newly created team, the document must exist and be uploaded through the feature "Default Content" in the Powell Teams template. View the next section "Associated documents" for more information. 

*WIKI tab in a team: If you remove a WIKI tab in a team and afterward use this Team as a reference team in the Template, the created Team through this Template will not have a Wiki tab. 
 
 

Associated Documents

You can upload default content in a Files tab through a team template.

  • Go to the files tab in teams and click on "Open in Sharepoint". Then click on "download." 
  • You will have your zip file downloaded on the desktop, which you can upload in a Powell Teams template. 
  • Then go to team Template settings and upload the zip file using an upload feature.  
  • In the associated documents section, click on the button "upload a zip" and choose a zip file you downloaded recently. 

The zip structure will be based on the initial names of the channels. ( if you change the name of a channel in Teams, it will still keep the channel's original name).

The first level of your ZIP path should always start with the channel names, so in any case, at least "General > folder name > document name"

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The existing zip file in the template settings can be downloaded directly on the desktop with the "download" button. 

As the ZIP file is downloaded, you will be able to 

  • use/upload it for a different Powell Teams template
  • re-configure it and re-upload it to the same Template
  • re-configure it and re-upload it to a different template
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Zip file are not working with private channels teams as for each private channel, a SharePoint site is created.

 

Configuring the SharePoint template

A Microsoft Team is part of a Microsoft 365 Group. A SharePoint Online Site Collection is automatically created to host the document library for Teams when creating a Microsoft Team. 

 

To integrate the SharePoint Site into your overall information architecture, you can use a Default team site or a Site design. 

 

Site design 

Checking "Site Design" into the template edition wizard allows you to associate one of your Sharepoint site designs to the Team within the creation. 

 

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Choose a site design from the dropdown list.
 
Powell Intranet site design templates cannnot be deployed without using the Powell Teams bearer. A credential authentication is mandatory on Powell Intranet to deploy those site designs.
An evolution is planned in the roadmap to let it available with AAD connected user.

 

 

 To be able to use this functionality, you need to have configured advanced or enterprise authentication

 

Learn more about Site design here

 

Governance

In this section, you configure the governance policies of your Team Template. 

This includes:

  • Naming convention
  • Approval Workflow
  • Privacy
  • Company policy
  • Classification
  • User Profiles
  • Tags
  • Minimum number of owners and members
  • Expiration date
  • Automation
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Naming Convention

Naming conventions automatically add important information to the Team name and enforce naming schemes defined in an organization's policies. In Powell Teams, you create a Naming Policy with different rules. 

There are three options for the configuration of Naming conventions. 

 

1. The default choice is to not use a naming policy for your Team.

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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.

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3. Create a new naming convention.

 
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How to create a new naming convention

Create a naming convention in the Global administration menu or in the template Governance configuration. 

 

Click "Create a new one." It is mandatory to assign a title to the naming convention. Created naming conventions are stored on the naming conventions page, where you manage and modify your naming convention list. 

 

Add rules to your naming policy. Click "Select a rule" to choose one of four options. 

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  • Tag's value: choose available tags or create a new one. When you add a "Tag's value" rule to the naming convention, it will be automatically added to your Team creation form and the name. You can choose several tags for your naming policy. When you create a new tag, check the option "use this tag as a refiner in the user dashboard" to show users these tags as refiners on the user dashboard. 
    More information regarding tag creation and management: Manage Tags and Refiners
  • Automatic number assignment: adds a number that will be automatically incremented with every Team created using this Template.
  • Team name: the name a user entered in the Team creation form.
  • String: a text.
 

Use a String-Rule (for example "-") to connect your rules for better readability. Keep the naming policy short and easy to read. 
For example: if you want to add a country tag use the official abbreviations instead of the full country name. FR = France, DE = Germany, etc.

 

A preview shows the configured naming convention.

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To choose the order, drag and drop the different options.

 

Although there might be exceptions with automatic number assignments do not forget to add the Team name as a rule.

 

Visit Managing naming conventions for more detailed information regarding creating and managing naming conventions. 

 

Approval Workflow

You have two options

  • Yes
  • No
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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 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, performs the action for all other approvers. Consequently, as soon as the request is approved or declined by one person, the rest of approvers will not be able see the request any longer.

 

2) No - This option uses delegated permission rights. By choosing this option, team creation will be authorized for everyone using this Template. 

 

For more information regarding the Approval workflow, visit the page Manage Approval Workflow.

 

To manage automatic approval workflow for your entire tenant, you will need to visit additional configurations page and check the option “create teams with Powell teams app permission”. 

 

Automatic approval uses the rights of "application permission." Companies lock the self-service creation of Microsoft Teams to force the employees to use Powell Teams to tag & use the templates provided by the application, BUT who wants to let the employees create teams without an approval workflow.  

 

By enabling this option on the additional configurations page, team creation will be possible even if the user does not have rights to it... 

 

The feature “Create Powell Teams with app permission" will be available on Additional configurations page only if you have authorized application permission on the page ”Authentication". 

 

Privacy

Define the privacy setting for teams created based on this Template

  • To create private teams only choose the option "Private".
  • To create public teams, choose the option "Public".
  • To give users a choice during the team creation process, choose "Let the user choose."
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Be aware of the consequences and differences between public and private teams. 

Enforce privacy based on the User Stories you use for Microsoft Teams. Use public teams for community or transparent teams while work primarily happens in private teams most of the times.

 

Company policy

To associate a company policy to a template, you have to select the one you want in your template configuration wizard's "Governance" tag.

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Classification 

You can apply a Microsoft Classification to your Template. If you have no classification configured for Microsoft 365 Groups, the section is hidden.

 

More information about Microsoft classification: https://docs.microsoft.com/en-us/office365/enterprise/powershell/manage-office-365-groups-with-powershell#create-classifications-for-office-groups-in-your-organization​

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User Profiles 

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 profile from the dropdown list. 

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A "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

 

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 Team's creation process from the dropdown list or keep the default values. 
When you add a tag in 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. 

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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 does complicate adoption. 

Create a team that describes the use of admin-created tags in the team creation form. 

Find out more about tags on the page Tags and Refiners. 

 

Minimum number of owners and members

Enter the number of minimum members and minimum owners for your Team. Every time a user uses this Template, they have to add at least the minimum number of owners and members to the Team during the Team'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 teams sprawl as it isn't possible to create teams for a single user or to collaborate with only two participants. You should explain best alternatives during teams education.

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Expiration Date

Set an expiration delay for the created Team. 

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For example, the user chose 90 days, which means that teams 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 Powell Teams automation to your Powell Teams template. 

 

Create your automation on the Automations 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 several automation to your Template.

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Visit the page "Automations" to view how to create an automation. 

 

Default members

Define external users and default Team owners and members. The selected default owners and members are automatically added to every Team created via this Template.

 

External users 

If you select the option "NO," you will not be able to add external users in the default team owners and members tabs. Respectfully, it will not be possible to add external users in the creation wizard for the team creator/requester. Furthermore, it will not be possible either to add external users after the Team is created in the Microsoft Teams interface. 

This feature has no relation with the  Microsoft Teams settings. If you allow external users  in Powell Teams, you also have to allow it at the Microsoft Teams level. Otherwise,  it will not work.

Users cannot remove default owners and members during the Team's creation process. 

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Azure Active Directory groups 

Administrators can add AAD groups to the default owners/members tabs. 

 

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 AAD groups, you will not need to edit your team template; the change will be automatically applied for the next new teams based on the Template.

 

The "Sales and Marketing" AAD group has been added in the tab Default team'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

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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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Check the Create a team page to see how default members/owners look like in the team creation wizard and how AAD groups are added to the Team. 

 

Template saving & multiple Team update

While you save your Template after having made modifications to it, you can apply these changes to the teams associated with this Template.

 

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