Workspace edition

Introduction

Teams and SharePoint sites need updating over time - changes in settings and metadata. With Powell Teams, workspace edition becomes very easy. To manage your workspaces easily and effectively, we provide a team and SharePoint edition page and tab which accessible from everywhere. You can constantly ensure that your workspaces are up to date and follow the right guidelines and governance rules.

 

To edit the workspace, you need to be a Powell teams administrator or a workspace owner. If you are a standard user, you can access the team information you are a member of (not owner), but you will not be able to make any modifications to the workspace. 

You can edit your teams from several entries: 

1. The user dashboard

Workspace owners can directly edit their teams from the user dashboard. The feature from the user dashboard is only available for teams now. To act, click the three dots icon for each team. Then, hit the button "edit team." It will directly open the team information page - with all the information regarding the team. You can make modifications directly on the page. 

On the user dashboard, team members can also access the team information tab - but they will have read-only access. 

For more details, visit the Welcome Page. 

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2. The administration Center

In the administration center, a workspace edition is possible each time a workspace is displayed. In the "Understand" section - on the page "Workspaces" and the "Reports" page. 

 

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3. From a tab in a teams channel in Microsoft teams  

The Powell Teams edition tab can be also accessed in Microsoft Teams as a tab in a team channel. This is only available for teams for now. The team information tab is a new tab that will be automatically created in the general channel in the team for newly created teams based on a Powell Teams template. You just need to add the tab through a "+" button. Team owners can directly make changes to the team information within the tab. Standard users will have read-only access.

For more details, visit the page team information tab. 

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Team edition

The team edition panel is the same everywhere. Here you can find an overview of what is happening in your team. You can access a team's

1. General information: Team name, Team Description, Privacy Settings
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2. Tags: The tags associated with the team
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3. Template Configuration: all the template governance rules are detailed and explained to the team owners
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4. The team overview of key metrics
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5. Useful links 
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6. Team membership - a list of team owners and team members
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6. Team history - the team creation date and last edition date made within Powell Teams

Editable team settings and information:

  • Change the team image
  • Change the team name and description
  • Choose the team's privacy 
  • Change the tag values from the dropdown list. You can choose different values for each tag from the dropdown list
  • Archive the team
  • Review owners and members
  • Reappply the site design on the SharePoint site of the team
  • Change the template for the team in the template configuration section

To archive a team, just click the archive button button. 

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For more information about the "archive" feature and archived teams, visit the page archived teams.

Do not forget to save your modifications.

 

 

Edit a SharePoint site

The SharePoint site edition panel is the same everywhere. Here you can find an overview of what is happening on your site. You can access a site's

1. General information: Site name, site description, site type, site URL, external sharing, storage limit
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2. Template configuration: all the template governance rules are detailed and explained to the team owners
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3. The site overview of key metrics 
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4. Team membership - a list of team owners and team members
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5. Useful link - to the SharePoint site home page
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6. Site history - the SharePoint site creation date and last edition date made within Powell Teams

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Editable site settings and information:

To archive a team, just click the archive button button. 

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For more information about the "archive" feature and archived teams, visit the page archived teams.

Do not forget to save your modifications.

 

Change the template on an existing workspace

When you edit your teams or SharePoint site, you can apply a new template to your workspace. What happens in this case?

When you apply a new template to your workspace, Powell Teams will take the governance rules and settings existing in this chosen template and apply them to your workspace. 

You might ask, what would happen to all your existing information in your workspace - channels, links, members owners, etc. 

The good news is: 

When you apply a Powell Teams template on an existing workspace, the existing content like users, channels, tabs, and documents will not be deleted. We only add the governance rules and missing content available in the Powell Teams template.

It will preserve all your previous information.
The template change can be forbidden for workspace owners in the template configuration.
 

So how does it work? 

1. In the section "template selection," select your template.

The team will import the settings from this new template. 

 

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2. Next, you can review the new template settings in the general information section.

These settings include: 

For teams:

  • Missing channels
  • Missing tabs
  • Missing applications
  • Additional configurations
  • Minimum number of owners and members
  • Template lock
  • External user rule
  • Members and owners

For SharePoint sites:

  • Minimum number of owners and members
  • Template lock
  • External sharing rule
  • Members and owners

The page will display imported channels and imported owners, members, or visitors. 

A summary of the modification is displayed before you apply the template to the workspace.

 

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3. In the third step, In the "tags and team name" section, you can choose the tag values and modify the team name according to the naming convention rules existing for this template.

This is only available for teams for now.

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Keep in mind that when you change the tag values, your team name might change as well, since some of the tags can be included in the naming convention. 

Read more about the naming conventions here

Find more information about tags here.

You can find detailed information on template settings and configurations here

 

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