Automate Microsoft Teams Governance using TeamsHub by Cyclotron

We will list out a few real-world scenarios to automate Microsoft Teams governance. We will also demonstrate how TeamsHub by Cyclotron helps solve them. For our previous article on Microsoft Teams governance best practices – click here

NOTE: The user interfaces have been slightly modified or masked to prevent plagiarism.

Scenario 1

Complex Powershell Operations: In Microsoft Teams, an administrator is required to create and manage Teams’ governance through complex Powershell commands.

Our solution to this problem is to provide a simplified solution and interface. We empower administrative capabilities for enhanced control. We believe in automating the workload and tasks in the background.

No more Powershell commands. Say hello to automated Microsoft Teams governance. A beautifully designed interface collates all Teams together. It also provides other details such as members, owners, tags, public or private, etc. in a single pane of glass. We also provide the total number of teams as a quick reference to the sprawl in the environment.

The image below shows the administrative interface available today to streamline manual tasks with various commands.

In addition, we provide Site Provisioning. It allows you to automate Microsoft Team governance for site creation and management. This is achieved by

• Utilizing dynamic forms and external workflows.
• Defining naming policies based on custom attributes and by using templates.

After the above setup, the following screen will show up for an end-user when requesting site creation.

Scenario 2

General Governance: Microsoft Teams allows anyone to create a team and its associated SharePoint sites. Eventually, a multitude of Teams causes duplicate naming, inappropriately named teams and frustrated users. Consequently, this may also lead to orphaned teams and owners leading to information loss.

We provide a user-friendly interface to automate Microsoft Teams governance, expiration policy, and guest access external users.

Using our Governance settings, administrators can manage Teams’ creation and lifecycle using automated workflows. Other settings include managing guests, naming policies abased on standard blocked words and custom blocked words.

In addition, we can set up expiration policies for each team via a set of rules and notifications such as

• Notifications to alert team owners on certain actions that need to be taken
• Alerts during the period of inactivity before Teams can be disposed or archived,

Scenario 3

Teams Classification: Most of the time, finding the right information, content or people is a tedious operation. This is true for both administrators and end-users. Firstly, Administrators have a hard time finding the owner or members of a team. Secondly, if the team can be correctly classified by a label or tag for discoverability.

TeamsHub by Cyclotron provides unified tagging and classification. This helps derive quick information and reduce overheads by updating multiple teams in one go.

TeamsHub by Cyclotron, enables assigning of organization-specific classification. Administrators can publish organizational tags to appropriate groups whereas users can create and remove personal tags to their own groups.

With this in mind, administrators can create Hubs – frequently used sites grouped by certain criteria. This helps in finding the right information quickly for end-users without having to search or find it.

Manually adding and editing details per team is a tedious and time-consuming process – ask an administrator. Such updates include members, owners, description, and classification of Teams. So, we provide an easy to use a feature called Bulk Update to address this issue. Bulk Update provides administrators, editing capabilities across multiple teams in a single attempt. No more tedious processing and updating of details one by one.

Scenario 4

Advanced Search and Reporting: Better search functionality leads to funnel information. This can be achieved by defining filters to get the desired result. The screen below shows the search functionality.

Our Interactive Reporting allows administrators to gain smart insights. Actionable reports on various criteria such as metadata usage, team usage, or device and browser segmentation are available. Reports can also be exported to other formats such as Excel and JSON to integrate with third-party visualization tools. We provide native integration with PowerBI as well.

Scenario 5

External Document Sharing, Data Protection, and Security: Collaboration involves external vendors and third-party contractors as well. With this intention, sharing documents with guest users requires some caution and inbuilt checks to prevent data leaks.

We have automated robust supervision and document tracking for sharing confidential data with external parties. We provide best in class features of Office365 and Azure – Azure Information Protection, Data Loss Prevention and Information Rights Management.

Additionally, we provide administrators a unified view of externally shared content.

Our solution called Enhanced Security provides automatic provisioning of Information Rights Management (IRM) policies. Along with integrated Data Loss Prevention (DLP) policies enables administrators to manage, track and revoke access for all externally shared documents in a single place.

In summary, TeamsHub by Cyclotron provides a robust set of automated governance tools to help administrators manage Microsoft Teams efficiently. Using governance best practices as features in TeamsHub by Cyclotron, helps address some of the most pertinent issues. These are Teams sprawl, content sprawl, and security, as well as structure and permission models. In addition, we provide advanced Office 365 features such as IRM and DLP along with AIP

About Cyclotron

Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients. We solve mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boosts productivity, enhances collaboration, and integrates intelligence across your entire enterprise.