Provisioning a New Workspace

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Summary

In this section, we go through the New Workspace provisioning.

Create new workspace order

The end users can order a new Group by using Order new workspace -wizard.

The end users can order a new Group, by selecting from the dropdown the type of the group and then defining its metadata and members.

"Create new workspace order

  • Select + New Workspace
  • Choose the Template and click Next
  • Fill in at least mandatory metadata
    • Title
    • Group Description
    • Other template specific metadata
  • Add Group Owners and Members
  • Define Privacy and Allow external users settings or choose Sensitivity labels if enabled
  • Accept Terms and Conditions if needed with used template
  • Click on Finish
  • Click on Close to return to dashboard

Order new workspace metadata

If the 'Allow external users' toggle is disabled, it will do the following:

  • Block guest users from the created Group. For more details, see this article.
  • Disable the external sharing for the SharePoint site associated with the group. For more details, see this article.

If Sensitivity labels are in use in the template Privacy and Allow external users will be set according to selected sensitivity label.

You can hide the fields you don't want to be shown to the users by following these instructions.

If there is a Description field set for any of the columns on the Orders list, they will be shown on the order form with an exclamation (!) mark. Also, the default privacy setting for a new group can be set from the Orders list.

Approve/reject a Workspace

Administrators accept/reject the order by modifying the corresponding item in the Teamwork orders list from Admin UI.

For instructions how to approve or reject teamwork orders please see Admin UI Manual.

Workspace provisioning

The provisioning engine reads the orders list and provisions all the new and accepted orders. Provisioning starts up to 5 minutes after Workspace Order is created and approved. It creates the new Group and assigns its metadata and members as ordered.

The chosen Workspace type (Team, Project, etc.) defines the “default application” assigned to the Group. The chosen default application will open when the user clicks on the Group title.

By default, the solution is shipped with the following options that are configurable:

  • Team -> Creates a Group with a Modern SharePoint Site as default app
  • Project -> Creates a Group with Microsoft Planner as default app
  • Steering Group -> Creates a Group with a customized Modern SharePoint Team Site as default app. The custom site includes:
    • One custom content type: Valo Meeting
    • Three lists: Meeting calendar, Meetings, Tasks
    • Modified left navigation where the above mentioned three lists are displayed, everything else removed
  • Interest Group -> Creates a Group with a Yammer as a default app.
  • HR Onboarding -> Creates a customized Microsoft Teams team as default app with a customized Modern SharePoint Team Site.
    • Custom teams include:
      • Pre-defined Teams icon/logo
      • General channel without Wiki tab
      • Pre-configured Planner plan tab in General channel: Onboarding Tasks
      • Team info tab that refers to site's home page in General channel
    • Custom site includes:
      • Home page configured with Group/Site information web part
Note

When template contains private channel – channel owners become Private channel member