Introduction
Teams and SharePoint sites need updating over time - changes in settings and metadata. With Powell Governance, the 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 Governance administrator or a workspace owner. If you are a standard user, you can access the workspace 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 workspaces from several entries:
1. The user dashboard
Workspace owners can directly edit their workspaces from the user dashboard. To act, click the three dots icon for each workspace. Then, hit the button "edit team" or "edit site". It will directly open the workspace information page - with all the information regarding the workspace. You can make modifications directly on the page.
For more details, visit the Welcome Page.
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.
3. From a tab in a teams channel in Microsoft teams
The Powell Governance 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 Governance 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.
4. From a link sent by a Powell Governance admin
Additionally, you can now edit workspaces directly from a link. This link will redirect you to the edition page on your browser.
To configure the link, you will need the TeamID. You can get it by clicking on the three dots next to the team in Microsoft Teams and selecting "Get link to team".
You will find the TeamID after "groupId=" and before "&tenantId=". For example, in the following link:
https://teams.microsoft.com/l/team/19%3A6PGnyQApVn_Vknh6PeW46owsyfO34LwxkLSO21M5c4k1%40thread.tacv2/conversations?groupId=fc02c373-91ba-4f99-aaee-055544eb3f90&tenantId=da579fe4-9d66-42eb-b128-6504e8ef282c
The TeamID is : fc02c373-91ba-4f99-aaee-055544eb3f90.
- To configure the link for a user, use this format:
https://governance.powell-software.com/home/index?redirUrlAfterLogin=/Home/%23/team/[teamid]
- To configure the link for an admin, use this format:
https://governance.powell-software.com/home/index?redirUrlAfterLogin=/Home/AdminIndex%23/team/[teamid]
Workspace edition
The workspace edition panel maintains a consistent layout across all workspaces, providing a clear overview of workspace.
The page is structured in 3 main sections:
- Workspace summary – Key details at a glance.
- General information tab – Displays essential metadata.
- Governance tab – Provides governance-related settings and controls.
- Documents tab - Display all documents in the workspace
In the top right corner, two action buttons allow you to edit the workspace or perform direct actions such as archiving or deleting it.
This page contains comprehensive workspace information, which will be detailed in the following sections.
Team edition
1. Team summary:
- Name - editable
- Description - editable
- KPIs: tabs, storage, documents
- Links: SharePoint site, Microsoft Teams, Notebook, Associated SharePoint site
2. General information:
-
Team membership: owners, members
-
Channels: List of the team channel with the option to edit, archive or delete the channels
3. Governance:
-
Team settings:
- Privacy settings - Editable
- Sensitivity labels - Editable
- Tags: Any tag associated to the team - Editable
- Team history: the creation date, last modifications done on Powell Governance and last editor
- Template configuration: If a template is associated to the team, it can be possible to edit this template and all of the template rules are displayed.
The edition of sensitivity labels is not available yet with application permissions. It is therefore only possible to edit labels on workspaces with users that have active AAD premium licence.
Some information are not editable on archived teams. To edit it, restore it before. Visit the page archived teams.
4. Documents:
List of all the documents in the Team with the option to manage the sharing links linked to the document (revoke access to the document)
Edit a SharePoint site
1. Site summary:
- Name - editable
- Description - editable
- KPIs: storage, documents
- Links: SharePoint site, Microsoft Teams, Associated team
2. General information:
-
Team membership: owners, members
3. Governance:
- Type: SharePoint site type
- Site URL: URL of the site - Editable
- External sharing: Editable
- Storage limit: Editable
- Sensitivity labels: Editable
- Tags: Any tag associated to the team - Editable
- Team history: the creation date, last modifications done on Powell Governance and last editor
- Template configuration: If a template is associated to the team, it can be possible to edit this template and all of the template rules are displayed.
The edition of sensitivity labels is not available yet with application permissions. It is therefore only possible to edit labels on workspaces with users that have active AAD premium licence.
4. Documents:
List of all the documents in the site with the option to manage the sharing links linked to the document (revoke access to the document)
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 Governance 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 Governance 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 Governance template.
So how does it work?
1. In the section "template selection," select your template.
The workspace will import the settings from this new template.
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.
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.
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.