Migrate to Lifecycle Policies

Title
Migrate to Lifecycle Policies
URL Name
Migrate-to-Lifecycle-Policies

Question
Lifecycle has replaced the Lease tab which can be found within Service Definitions. The Lease element still remains in place as it sets the expiry date, but we have changed the method of applying it, this is now configured via Lifecycle policies. 

Any new Service Definitions created after the November 11th 2023 release will no longer see the Lease tab, and will instead see the Lifecycle tab. 
Read about Lifecycle Policies here Lifecycle Example: Archive, Wait, Delete
 
If you are using the Lease tab, this must be migrated over to Lifecycle by the end of 2026.
    Answer
    1. Create Lifecycle stages to match your existing setup, these will run the lifecycle actions

      1. Add notification emails when the Action is run, can be sent to Owners, admins or other emails provided
        1. All notifications can be customised
      2. Combine Actions into different stages
      3. Create additional stages and actions that are now available where needed.
    2. Create a lifecycle policy that matches your Lease setup, to set
      1. The expiry date
      2. Add stages needed and when they should run
      3. Setup reminder email to send for each stage
    3. Review existing workspaces with a Lease and what impact the lifecycle will have. Export the Directory and archived Sites views to CSV or open the Lifecycle Report.

      1. Check the report for
        1. Items with an expiry date - This date will be transferred to lifecycle
        2. Items without that will need one - Use change the lease or update details (form fields) to set the expiry date
        3. Is the expiry date in the past - When lifecycle is applied it will run all actions according to the schedule. If you do not want it to apply change the expiry date to be in the future.
        4. Has it already been archived or deleted - If the same stages are in the lifecycle it will check but not run the actions.
      2. Check the Created date, Lease Expiry date and ExpiryProcessed columns in the Directory export.
        If you have used date picker columns for request variables or end dates check these as well. Filter by Service definition to ensure:
        1. Any that should have a lease do, if there is no lease the lifecycle will be applied
        2. Check when they are due to expire
        3. Any that have already reached their expiry date, any actions that are configured in lifecycle will be run
        4. Check any that are due to expire soon, if you add stages that run before the expiry date you need to know what will be impacted
    4. Edit or create new custom notification templates - If you have configured custom email notifications for lease reminders, the content will be invalid for Lifecycle.
      Once you move to Lifecycle the notification tags that can be used will also need to be updated. 
      1. Review all the tags available in the Create Notification Templates article
      2. Additionally you can create custom notifications when the Lifecycle action is run 
    If you are going to enable deletion stages, we recommend disabling these for testing. Test that the policy does what you expect to your workspaces, then process the deletions afterwards.
    We do not want you to auto delete your workspaces in error.
     
    Watch our video to go through these check and how to apply the lifecycle:
     
     
     
    When you are ready to migrate over:
    1. Configure your Lifecycle Policy as desired with stages enabled or disabled as needed, and click on Save.
    2. Go to the Lease tab, and toggle "Impose a lease" to No


    3. Go into the Lifecycle tab and click "+ Add Policy".
    4. Save the Service Definition, using the Save button towards the bottom left.
      1. The policy will be auto applied to all workspaces connected to the Service Definition.
      2. The next time the Service Definition is opened the Lease tab will no longer be visible.
    5. Check the Lifecycle Report again to ensure that the policy is applied and that there are expiry dates where needed

    Save is not possible if both Lease and Lifecycle Policy are configured. 
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