Customizing Microsoft Teams Provisioning and-Governance
- 1. Customizing Microsoft Teams Provisioning and Governance 5.3.2020 Olli Jääskeläinen Lead Architect, Collaboration & AI Sulava
- 2. Olli Jääskeläinen • Lead architect, Collaboration & AI at Sulava - Finland • Microsoft MVP, MCM, MCT • Office 365 & SharePoint User Group Finland organizer • Twitter: @_opax
- 3. SharePoint Saturday Helsinki Saturday 18.4.2020 FREE M365 event @ K Kampus Register today: https://www.spsevents.org/event/helsinki2020/
- 4. Microsoft Teams Provisioning and Governance Why and for who Out of the box Customizing
- 5. Check Laura’s session tomorrow! SharePoint and Teams provisioning: How to choose the right tool for automation Friday at 10:10
- 6. Why and for who? Customizing Microsoft Teams Provisioning and Governance
- 7. This is not a new thing • Before Microsoft Teams we had • Email, distribution lists • Chat (Skype for Business, Lync, Microsoft Office Communicator) • Documents (file share, SharePoint site) • SharePoint site provisioning solutions and governance models since early 2000
- 8. It is all about content management More and more conversations and files Finding and utilizing the right information is key to success. Governance will bring order into the chaos CONTENT CONTENTCONTENT
- 9. So, it’s an IT thing, right?
- 10. So, it’s an IT thing, right? •The one who owns the data Who needs the governance? •Owners, IT and Service Providers Who provides the governance?
- 11. Who needs customization and governance? Smaller organizations Common sense as governance Good rules and practices when creating and archiving Teams. Bigger organizations Bigger the organization – greater the need for strict governance Customizations that streamline with internal processes
- 12. Out of the box Customizing Microsoft Teams Provisioning and Governance
- 13. Office 365 Group Governance • Manage creation of groups • Choose domain to create groups • Naming policy • Office 365 Group expiration policy • Manage guest access • Use Sensitivity labels (Public Preview) https://docs.microsoft.com/en- us/office365/admin/create-groups/plan-for-groups- governance?view=o365-worldwide
- 14. Teams Governance • Teams expiration, retention, and archival • Teams feature management • Settings • Meeting policies • Messaging policies • Security and compliance • Auditing, reporting, compliance content search • Retention labels and policies • Sensitivity labels and policies (Public preview) https://docs.microsoft.com/en- us/microsoftteams/plan-teams-governance
- 15. Office 365 Group / Teams Governance Public Preview • Sensitivity Labels applied to Office 365 Group (Teams/Modern SharePoint) • Per label • Privacy (public, private or both available) • External user access (yes/no) • Unmanaged devices (block, allow web only, allow all) https://docs.microsoft.com/en-us/microsoft- 365/compliance/sensitivity-labels-teams-groups- sites?view=o365-worldwide
- 16. Note: Sensitivity Label in Group/Team <> Sensitivity Label in a file • Word, Excel and PowerPoint file in SharePoint or OneDrive • Audit events (label applied, changed, removed) • Content marking (header, footer, watermark) • Encryption persist even when downloaded • Still very much work in progress https://docs.microsoft.com/en-us/microsoft- 365/compliance/sensitivity-labels-sharepoint- onedrive-files?view=o365-worldwide
- 17. Customizing Customizing Microsoft Teams Provisioning and Governance
- 18. Automated, customizable way of provisioning new teams •Metadata •Owners •Features Triggering the team creation •Creating the actual team Creation of the team •Settings •Features such as channels, tabs, … •Adding users Provisioning the team •Notify owners •Make the team discoverable Start using the team
- 19. Automated, customizable way of provisioning new teams • Metadata • Owners • Features Triggering the team creation Source of the trigger can be almost anything • New Teams Order Form (Forms, PowerApps, SharePoint Framework webpart) is saved • ERP system, Project Management system, or other external system triggers the creation Metadata, Owners and desired feature set should come with the triggering order.
- 20. Automated, customizable way of provisioning new teams • Creating the actual team Creation of the team Custom provisioning solution will use Microsoft Graph API to create the default team Azure AD application identity is used as the creator instead of normal user account Provisioning solution waits until all the parts of the new team are available
- 21. Automated, customizable way of provisioning new teams • Settings • Features such as channels, tabs, … • Adding users Provisioning the team Provisioning continues through Microsoft Graph API and other APIs as needed • Modifying the basic settings if needed • Channels and Tabs are created • Teams Apps could be added • SharePoint site customizations such document metadata and template documents • Planner plan could be added • Finally users are added to the team
- 22. Automated, customizable way of provisioning new teams • Notify owners • Make the team discoverable Start using the team Note: Newly created teams might not be available immediately for the users (~1 hour) when the team has been provisioned through Microsoft Graph API Notify the owners (out of the box or otherwise) Make sure you have saved the metadata of the team, so it can be more discoverable
- 23. Custom metadata describing the individual teams Typical customizationsOut of the box • Name and Description • Private/Public(/Org-wide) • Classification • Sensitivity • Owners, members, and guests • Purpose or type of the team (org. unit, project, recreational, …) • Owning organization unit or team • Project data (project dates, name, identifier, …)
- 24. Methods of Microsoft Teams provisioning Microsoft Graph API https://docs.microsoft.com/en-us/graph/api/resources/teams-api-overview?view=graph-rest-1.0 • Microsoft Teams PowerShell module from Azure Function https://docs.microsoft.com/en-us/powershell/module/teams • Flow or Logic App using Microsoft Graph API • Custom Application using Microsoft Graph API
- 25. Demo • Creating and configuring a team using PowerShell
- 26. Configurable Teams directory Microsoft Graph Custom Teams metadata Teams Directory Featured Your Teams Projects Filter Search Popular + New team
- 27. Automated governance scripts for existing teams • Run daily or weekly • Run different checks like • Ask for missing metadata if the team is created using the user interface • Update metadata values based on current settings • Ensure that there is at least two owners for each team • Check if a team is about to expire, archive the team automatically based on custom metadata • Delete archived teams after certain period of time • Check if the team is compliant to your own rules like “A Team shared with guests should not have documents labeled as ‘Internal’”
- 28. Key takeaways Customizing Microsoft Teams Provisioning and Governance
- 29. Key takeaways • Out of the box provisioning and governance of Teams might not cover all business needs • Team provisioning can be extended using Microsoft Graph API • In order to fulfill the business needs, you might want to collect more metadata of Team • Custom team metadata can be used in Teams directory for better discoverability • Automated scripts can be run daily to fulfill business needs
- 30. Thank you!
Editor's Notes
- #9: - The amount of information in conversations and files is growing. - Finding and utilizing the right information is key to success. - Without governance the chaos is ensured, and Microsoft Teams becomes the burial ground of information.