Can I view request information outside of ProvisionPoint?

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Can-I-view-request-information-outside-of-ProvisionPoint

Question

Can I view the request information filled in on the request forms in ProvisionPoint outside of the app?

This can be useful when you need to add Directory of requests and monitor the changes or to display the information on the Sites created.

Answer

Yes you can!

Within each Service Definition there is the Integration tab, when configured it will export the request metadata, expiry date and status information to SharePoint lists.

There are 2 types of lists that can be created:

Site Directory List

The Site Directory list will contain information about any workspace that is created from the Service Definition. The location of the list must be provided and must already exist, the list name can be set for each Service Definition. If the same details are provided for all service definitions this will give you a full directory of all your workspaces, covering Teams, Groups, Sites, Planners and Viva Engage communities.

This is a useful list for your M365 Admins or Collaboration experts.

Custom List

A custom list, will be added to the SharePoint Site that is created with any Site Collection, Microsoft 365 Group or Team. It will be added to the Site contents in a list called 'PPSiteProvisioningInfo'.

It will only contain the request information for this Site and can be used to build up information about the Site for users or kept hidden for the admins.

From either list you can see when a workspaces was created, if it has an expiry date, if guest access is enabled or if a PnP template was used and much more.
You can also use PowerAutomate to add more automation to your provisioning requests using Power Automate.

When will the list be created?

The lists are created on the next successful creation after the service definition is saved. We will add the columns and all configuration needed.

When a provisioning request is started the Team or Site will be created and all other changes you have set up in our app will be made, then the list will be created or updated if it already exists.

If the list cannot be accessed or updated for any reason, the creation request will fail as this will now be part of our template.

Will the list be updated?

Yes, if you make changes to your workspaces via our actions all changes will be added to the lists whilst they remain configured in the Service Definition.

If you are concerned an update has been missed, there is a 'Sync Directory' action that can be run on individual workspaces, or on bulk via the API if needed.