Ownership Settings

Title
Ownership Settings
URL Name
Ownership-Settings

Question
Answer
When you create a Service Definition, you can choose how you want to manage Owners and Members.
  1. By default your requestors will be able to set the Owners and Members assigned to the workspace
  2. Create your own Columns with custom naming to be used instead
  3. Restrict Ownership in Microsoft to force management via ProvisionPoint, allowing admins to define which actions can be run (archive, delete, etc)
This article will focus on option 1 and the settings available.
If custom columns are required, read 'Manage Owners and Members via Custom Columns'
If additional restrictions in Microsoft are required, read  'Restrict Ownership in Microsoft'

Ownership Settings in Service Definitions

 

Go to Admin > Service Definitions > Request > Ownership settings to see the options for defining owners and members.

 

Expand here to learn about the options for Ownership

Allow requestors to manage site owners when requesting = Yes 

  • Will show the Owners field in the request form and will be enabled by default.
  • Will allow multiple people to be added
  • The Requestor will be added by default, but can be removed
  • If the toggle is set to No, the requestor will be added as the owner.
  • If no owners are provided the requestor will be added as the owner.

Minimum owner count

  • This will be blank by default, set this to the minimum owners required, for example 2
  • Will display a warning on the request form until the minimum is reached

Maximum Owner count

  • This will be blank by default, set this to the maximum owners required, for example 3
  • If you try to add more than the maximum on the request form a warning will be displayed

Base group

  • This will allow a selection of a security Group in Azure, you will only be able to add members of this Group in the Owners field.
  • Use to prevent Guests being added
  • Use to only allow Managers to be Owners of departmental Teams or Sites
  • On the request form if you type a user not in the group no results will be displayed. Lee is not a member of AllStaff so cannot be found

Allow requestor to manage site members when requesting

  • When set to Yes, the members can be chosen and added to Microsoft
    • The members will not be displayed in the Info page
  • When set to No, only owners can be added

Default Owner

  • A Hidden Owner in ProvisionPoint that will have all owner rights in app & Microsoft
  • Will not be displayed in ProvisionPoint Directory
  • Will be displayed in Microsoft as Group Owner

 

Change Owners & Members with Actions

During the lifecycle of your Teams, Groups, Sites, Communities and Plans actions can be enabled an configured to make changes.
There are Actions that allow Owners (or other people or Groups) to apply these changes whilst keeping a record of when the changes were made and who by on the Timeline.
 
Use the Add Member, Owners, Guest User or the Remove Members, owners actions to make those changes.
By default all Actions can be run by Owners, but none of the actions are enabled by default, allowing you to choose which can be run and by whom.
 
If minimum/maximum owners or base group are defined, these settings will be reflected in the Add & Remove Owners actions.
 

Manage Ownership with Compliance Checks

Compliance checks can be used to regularly check the ownership of the Group, Team, Sites. We have 2 main compliance checks
  1. Disabled Owners can be detected, then either
    1. Report in the compliance job queue
    2. Notify owners or admins that there is a disabled owner, custom emails can be created and instructions given.
    3. Remove disabled owners, if there is a minimum number of owners defined, the compliance check will error if it tried to remove an owner that would take you below the value provided.
    4. Replace disabled owners with a static person, this can be assigned to another user to ensure the minimum owner count is maintained, but the new owner can review and replace themselves via actions.
  2. Owner Mismatch can detect if the owners listed in Microsoft differs to what is shown in our app.
    1. Report in the compliance job queue
    2. Notify owners or admins that there is a mismatch owner, custom emails can be created and instructions given.
    3. Align owner to either our app or Microsoft. This will ensure that the Owners are kept in sync.
      Alignment to Microsoft will ensure any changes made in Microsoft or by Admins are passed through to  our app. Also ensuring the correct Owners are allowed to receive notifications or run actions.
Compliance checks are displayed under the Admin > Policies > Compliance Policies pages. 
If you would like to know more please reach out to your account manager or our support team to check if you are licensed to use them. 
If minimum/maximum owners or base group are defined, these settings will be reflected in the compliance checks and may result in failures
SECURTIY, COMPLIANCE & GOVERNANCEProvisionPoint