Add a direct link to an Action or Info page
Combining some of our system tags in to a link in notifications can allow redirects to the info page of the workspace being referenced or to point to a specific action.
- Info Page: {app_domain}/service-instance/{service_instance_id}
- Timeline Page {app_domain}/service-instance/{service_instance_id}/timeline
For action links to work the action must be enabled, only people with permissions to run the action will be able to open the link successfully.
- Specific Action: {app_domain}/service-instance/{service_instance_id}/actions/13 (Change the Lease)
Expand to see other Action Ids
2 = Update Details
13 = Change the Lease
19 = Delete from the ProvisionPoint Directory
21 = Delete the Workspace in O365
22 = Change Archive State - will archive Microsoft Teams or Lock Site collections
23 = Change External Sharing
28 = Change Guest Access
29 = Change Privacy
30 = Add Members (to 0365 only)
31 = Remove Members (to 0365 only)
32 = Change Storage Quota
33 = Reapply Lease - can be used to turn Lease off or On or apply changes made to the Lease setup on existing sites. (it will not reapply the same number of days, unless the Expiry type is a request variable)
36 = Add Owners
37 = Remove Owners
38 = Change Directory Visibility
39 = Change Url
40 = Change Sensitivity Label for container
41 = Exclude/Include in Set Expiry Rule
45 = Sync Directory
46 = Add Guest User
57 = Add Members to Channel
58 = Remove Members from Channel
59 = Add Owners to Channel
60 = Remove Owners from Channel
61 = Change Default Retention Label
63 = Move to M365 Archive
- A Custom Action you have created: {app_domain}/service-instance/{service_instance_id}/actions/custom-action/44
(to find this edit your custom action and look at the number at the end of the url)
Examples
Below are some examples of how the notification tags and system tags can be used to create custom emails:
Lifecycle Reminder:
Body:
{Title}
This will trigger the following actions:
{Notification.LifecycleStage.ActionsList}
- Do nothing and the stage will run on the date shown
- To extend or reduce the expiry date, click here
Other stages may be run after this, provide additional details if required.
Send Email - Lifecycle Action
Within a Lifecycle policy you can now send an email you create. Make the Email in the Notification templates
Subject: Review Data Governance for {Title}
{Title} is due to expire and the data governance MUST be reviewed.
As the Owner, please review the current Retention and Sensitivity of your documents and ensure the organisation policies are enforced.
The following Actions can be used to make changes:
- Set the Retention Label for all Documents
- Set the Sensitivity Label for all Documents
If you have any questions or concerns reach out to datagovernance@mycompany.com
Many Thanks
For this template I would use the Default retention Label and a custom Action to give the options to be applied
Lifecycle Action Completed
For each lifecycle action (except Send email) a custom email can be sent to define the Archive has been successful. It will list our action names exactly as they are (Change Archive State for example) You can customise the completed email to
- List what the next stage will be
- Give additional guidance on how to restore if the archive was completed in error.
- Add links to the Change Archive state to restore and the Change the Lease action to extend so it will continue to auto archive in the future
- Rename the Action that was completed successfully.
Subject: {Title} has been Archived
Body:
'{Title}' has been archived successfully!
The next stage will be 'Auto Delete' in 90 days time.
If this is still needed, please complete the following Steps:
1. Restore the Team
2. Reset the Expiry Date
If you have any other questions reach out to the lifecycle Team.
Many thanks