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DocAve Governance Automation Online Administrator User Guide

1. Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Include workflow instance vV v x x DocAve Online does not support workflow instance Managed Metadata Service vV vV vV x Setting Preserve the Null Column vV vV vV v Values Data Compression vV vV vV vV Data Encryption vV vV vV vV Column Mapping vV vV vV x Content Type Mapping vV vV vV vV User Mapping vV vV vV vV Domain Mapping vV vV x x Language Mapping vV vV vV vV Back Up Environment vV vV vV vV Before Running Plan Conflict Resolution vV vV v v Agent Group vV vV vV x Change Permissions Service The table below lists the supported and unsupported features of Change Permissions Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated Governance Automation Online Administrator s Guide 175 x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x Vv vV x Enable security trimming in the tree of the request for this
2. Governance Automation Online Administrator s Guide 167 Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Archive Site vV vV x x Change Site Collection Contact or Administrator Service The table below lists the supported and unsupported features of Change Site Collection Contact or Administrator Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x vV vV x Enable security trimming in the tree of the request for this service Scope x vV x vV Use SharePoint context to automatically populate the service request scope Primary and secondary site x vV vV vV collection contact Site collection x vV x vV Governance administrators Automation Online only supports changing primary 168 Governance Automation Online Administrator s Guide Feature Integration with Governance Automation Governance Au
3. e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Metadata Select the metadata to be made available to users when submitting a request for this service Click Add Metadata to go to the Add Metadata window In the Add Metadata window eg Governance Automation Online Administrator s Guide e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 11 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings win
4. e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 18 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 19 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Ser
5. Enter efbb98fd e154 42b8 96df f552bc3a862d in the text box b Client Secret Enter bFilTPqDzKpUmzJhy ykSokPHIdNMO9WtKODuPpnSkz in the text box c Title Enter a desired title for the Governance Automation Online App d App Domain Enter gaoapp avepointonlineservices com in the text box If you are using the Governance Automation Online version for U S Government Public Sector enter gausgovapp avepointonlineservices com e Redirect URI Enter https gaoapp avepointonlineservices com home index in the text box Governance Automation Online Administrator s Guide E If you are using the Governance Automation Online version for U S Government Public Sector enter https gausgovapp avepointonlineservices com home index f Click Create to register the Governance Automation Online App Adding the Governance Automation Online App to a SharePoint Online Site Complete the following steps to add the Governance Automation Online App to any SharePoint Online site that exists in the same tenant as the app catalog site collection 1 Log into the SharePoint Online site where you want to add the Governance Automation Online App 2 Click the Settings button on the upper right corner of the site and then click Add an app You can also navigate to the Site Contents interface and click add an app The Your Apps interface appears 3 Inthe Apps you can add section click Governance Automation Online 4 When asked if yo
6. The manager of the requester will become the Primary Site Contact e PrimarySiteCollectionContact The Primary Site Collection Contact of this service will become the Primary Site Contact e SecondarySiteCollectionContact The Secondary Site Collection Contact of this service will become the Primary Site Contact Choose whether to assign the Primary Site Contact to sites created by this service or allow the business user to designate one when submitting a service request for this service Choose from the following e Assign by IT Admin The Primary Site Contact configured here will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the Primary Site Contact in the service request or Hide from Business User to not display the Primary Site Contact associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Primary Site Contact 18 Secondary Site Contact The Secondary Site Contact will be the user designated for managing sites created by this service in case the Primary Site Contact is unable to respond to a notification Assign a user to be the Secondary Site Contact by entering the username into the text box Click the check ee button to check that the name is valid or click the browse GH button to search for users You can also enter to select one of the
7. Governance Automation Online Administrator s Guide Browser Support Information The following table provides the supported browser versions Browser Version Internet Explorer Any version of IE 10 Any version of IE 11 Google Chrome The latest version Mozilla Firefox The latest version Governance Automation Online Administrator s Guide Before You Begin Refer to the sections below for important information on Governance Automation Online Understanding Governance Automation Online If you are new to Governance Automation Online it may be helpful to review the Key Terms list to familiarize yourself with terms such as service policy and approval process which will be used throughout this user guide Once you are familiar with Governance Automation Online terminology it is important to understand how the different features and functionalities work together This knowledge is essential to properly configure the software for your organization In Governance Automation Online administrators can set up services that perform SharePoint Online or DocAve Online operations These services can be made available and customized for specific departments purposes A service may have a policy associated with it so that if your organization has specific rules on certain SharePoint Online operations you can ensure that all services with the same associated policy will be compl
8. On the interface for creating or editing a Site Lifecycle Management service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the department when submitting a service request for this service e Assign by IT Admin The users in the Department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to
9. Request Management gt Metadata 18 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to clone user permissions is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 19 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d
10. With the Governance Automation Online App configured the Site Information Card app part is available for SharePoint Online sites Downloading the Governance Automation Online App To install and use the Governance Automation Online App download the app file http download2 avepoint com Governance_Automation Online App app If you are using Governance Automation Online version for U S Government Public Sector download the app file http download2 avepoint com Governance_ Automation Online App USGov a Required Permissions To install and use the Governance Automation Online App ensure that the following permissions are in place Uploading the Governance Automation Online App to App Catalog The user who uploads the Governance Automation Online App to the app catalog site collection must have Design or above permission to the app catalog site collection Registering the Governance Automation Online App The user who registers the Governance Automation Online App must be the administrator of the site collection or site from which the Register an App page is started Adding the Governance Automation Online App to a SharePoint Online Site The user who adds the Governance Automation Online App to a SharePoint Online site must be the administrator of the site _ Governance Automation Online Administrator s Guide Inserting a Governance Automation Online App Part to a SharePoint Online Site The user who inserts a Gover
11. business user to see the selected templates in the service request or Hide from Business User to not display the selected templates to the business user requesting this service e Assign by Business User Allows business user to select templates in the Library List Template configuration area 14 Document Version History This section appears when you select Library as the Type Specify whether a version is created each time you edit a file in this library e Require content approval for submitted files Specify whether new files or changes to existing files should remain in a draft state until they have been approved e Create a version each time you edit a file in this library o No versioning Do not create a version when a file in this library is edited o Create major versions Create a major version each time a file in this library is edited o Create major and minor draft versions Create major and minor versions each time a file in this library is edited e Optionally limit the number of versions to retain Allows you to limit the number of versions that you wish to retain To limit the number of major versions select the checkbox before Keep the following number of major versions and enter a positive Governance Automation Online Administrator s Guide integer in the provided text box You can also keep drafts for major versions by selecting the checkbox before Keep drafts for the following number
12. e Requester The requester will become the Primary Site Collection Administrator e S ManagerOfRequester The manager of the requester will become the Primary Site Collection Administrator e PrimarySiteCollectionContact The Primary Site Collection Contact of this service will become the Primary Site Collection Administrator e S SecondarySiteCollectionContact The Secondary Site Collection Contact of this service will become the Primary Site Collection Administrator Choose whether to assign the Primary Site Collection Administrator to site collections created by this service or allow the business user to choose the Primary Site Collection Administrator when submitting a service request for this service By default it is Assign by IT Admin and Hide from Business User Choose from the following e Assign by IT Admin The Primary Site Collection Administrator configured here will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the Primary Site Collection Administrator in the service request or Hide from Business User to not display the Primary Site Collection Administrator associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Primary Site Collection Administrator Governance Automation Online Administrator s Guide 20 Primary Site C
13. 123 Governance Automation Online Administrator s Guide store the tasks older than 90 days click the select an export location link in the message to store the tasks in an export location You can change the number of tasks displayed per page as well the order they are displayed in To change the number of tasks displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the tasks click the sort OB button in a column heading then select Ascending or Descending You can customize how the tasks are displayed in a number of different ways e Search Filters displayed tasks by your entered keyword You can search desired tasks by the following columns Request Title Requester and Assign To Only the content in the column displayed in the current view can be searched e Manage columns fia Manages which columns are displayed in the list Click the manage columns i button then select the checkbox next to the column name to have that column shown in the list e Filter items ad Filters which item in the list is displayed Click the filter item hd button of the column you want to filter then select the checkbox next to the item name to have that item shown in the list Permission Recertification Tasks When a recertification profile is selected in a site collection policy and the site collection policy is applied to a Governance Automation Online managed site collec
14. Allows business user to choose from the policies you have selected in the Select the Policies configuration area 11 Language Select the language for the site collection If more than one language is selected choose a default language from the Default Selection drop down menu e Choose whether to assign a language to site collections created by this service or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Select Language configuration area Choose from the following o Assign by IT Admin The language selected in the Default Selection drop down menu will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the default language in the service request or Hide from Business User to not display the language to the business users requesting this service o Assign by Business User Allows business user to choose from the languages you have selected in the Select Language configuration area 12 Site Collection Template Specify the site collection template to use for site collections created by this service Configure this section as follows e Retrieve custom site template from an external data source Select this option to use a custom template to create a site collection Governance Automation Online Administrator s Guide i Get custom site templa
15. AvePoint representative after submitting feedback select the Would you like to be contacted by an AvePoint representative in regards to your issue checkbox at the top of the window 2 Provide feedback in one or all of the three available feedback tabs Bug Report Interface Improvement and Feature Suggestion Refer to the appropriate section below for further details Bug Report In the Bug Report tab provide detailed information about the bug that you want to report 1 Service Types Select the types of services you were using when you found the bug error Select the checkboxes before the service types in the drop down list 2 Bug Type Choose the type of the bug Logic or User Interface 3 Severity Define the severity of the bug 1 Trivial 5 Critical by selecting a level on the scroll bar 4 Details Enter your own description to tell us the details of the bug for example how often the bug appears what process the bug affects and what actions were performed before the bug appears 5 Click Send Now to submit your feedback Interface Improvement In the Interface Improvement tab you can provide feedback about your experience with the interface 1 142 Tree and Interface Performance Choose your evaluation for the performance of the data tree interface and SharePoint Online functions How would you describe the DocAve Governance Automation Online Interface Choose your evaluation of the DocAve Gove
16. Collection Directory refer to Public Site Collection Directory To manage metadata created by Governance Automation Online click Metadata in the Request Management group within Settings Searching and Filtering Metadata To change the number of rows displayed use the Show rows drop down menu in the upper right corner To sort the metadata click the sort M button in a column heading such as Metadata Name Default Value Index Metadata Last Modified Time and Created By then select Ascending or Descending You can customize how the metadata are displayed in a number of different ways e Search Allows you to filter metadata displayed by the keyword you designate The Metadata Name column and the Created By column support to search for the desired metadata and only the content in the column displayed in the current view can be searched e E You can manage which columns are displayed in the list so that only information you want to see is displayed Click add column i button and then select the checkbox next to the column name to have that column shown in the list Governance Automation Online Administrator s Guide O e d This allows you to filter which item in the list is displayed Click the filter Ad button of the column you want to filter and then select the checkbox next to the item name to have that item shown in the list To view metadata details click the metadata name Creating or Editing Metadata To c
17. Deleting Report Export Locations To delete a report export location from Governance Automation Online select an export location from the list of previously configured export locations and then click Delete on the ribbon A confirmation window will pop up to ask if you are sure you want to proceed with the deletion Click OK to delete the selected export location or click Cancel to return to the Report Export Location interface without deleting the selected export location Configuring Category Management Use Category Management to manage categories which are used to organize services approval processes policies and questionnaires To access Category Management settings click Category Management in the System group within the Settings interface Displaying and Searching Categories To change the number of categories displayed use the Show rows drop down menu in the upper right corner To search the displayed categories enter the keyword in the Search text box and click the search 2 button Creating or Editing Categories To create a new category click Create on the ribbon To modify a previously configured category select the desired category and click Edit on the ribbon In the Create Category interface or Edit Category interface configure the following settings 1 Category Name Enter the name of the category that you are about to create 2 Category Name Mapping This allows the category to be displayed as diffe
18. Guide Notices and Copyright Information Notice The materials contained in this publication are owned or provided by AvePoint Inc and are the property of AvePoint or its licensors and are protected by copyright trademark and other intellectual property laws No trademark or copyright notice in this publication may be removed or altered in any way Copyright Copyright 2014 2015 AvePoint Inc All rights reserved All materials contained in this publication are protected by United States and international copyright laws and no part of this publication may be reproduced modified displayed stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written consent of AvePoint 3 Second Street Jersey City NJ 07311 USA or in the case of materials in this publication owned by third parties without such third party s consent Notwithstanding the foregoing to the extent any AvePoint material in this publication is reproduced or modified in any way including derivative works and transformative works by you or on your behalf then such reproduced or modified materials shall be automatically assigned to AvePoint without any further act and you agree on behalf of yourself and your successors assigns heirs beneficiaries and executors to promptly do all things and sign all documents to confirm the transfer of such reproduced or modified materials
19. Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 20 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 21 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Governance Automation Online Administrator s Guide Configuring Change Permissions Services Configure Change Permissions services to define the Change Permissions service request template for the business users You can specify the users in a certain site collection whose permission you wish to change On the interface for creating or editing a Change Permissions service configure the following settings 1 Service Name and Description Enter a Name for the service and an option
20. Locations You can search your desired report export locations by designated keywords Enter the keyword in the Search text box and then click the search P button The Location Name and Description column support to search for export locations and only the content in the column displayed in the current view can be searched Creating or Editing Report Export Locations To create a new report export location click Create on the ribbon To modify a previously configured export location select the export location and click Edit on the ribbon In the interface for creating or editing a report export location configure the following settings 1 Name and Description Enter a name for the new report export location Enter an optional description for future reference 2 Microsoft Azure Storage Configuration Configure the connection to your Microsoft Azure Storage e Container name Enter the container name that you wish to access e Account name Enter the corresponding account name to access the container e Account key Enter the corresponding account key to access the container Optionally you can choose whether to Use https to access Microsoft Azure Storage Click Validation Test to test the connection 3 Click Save on the ribbon to save your configurations or click Cancel to go back to the Report Export Location interface without saving any configuration Ge Governance Automation Online Administrator s Guide
21. Online Site Collection Status Scan Job only supports checking site collection lease expiration inactivity and deletion Timer Service Configuration x vV vV x Management 182 Governance Automation Online Administrator s Guide Feature Integration with DocAve 6 DocAve Online Governance Automation SharePoint on premises Governance Automation SharePoint Online Governance Automation Online Note Tree Cache Synchronization Job Timer Service Configuration Management Archive Site Collection Content Scan Job Timer Service Configuration Management Site Information Synchronization Job Timer Service Configuration Management Site Collection Information Synchronization Job Timer Service Configuration Management User Profile Service Synchronization Job The synchronization is achieved by AvePoint Online Services Timer Service Configuration Management Temporary Permission Scan Job Timer Service Configuration Management Content Database Information Synchronization Job Timer Service Configuration Management External Workflow Integration Scan Job Governance Automation Online Administrator s Guide 183 Feature Integration with Governance Governance Governance Note DocAve 6 DocAve Automation Automation Automation Online Online SharePoint on SharePoint p
22. Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list Governance Automation Online Administrator s Guide d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 29 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 30 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Grant Permissions Services Configure Grant Permissions services to define the Grant Permissions service request template for the business users You can specify users in a specified site or a library who you wish to grant permissions to On the interface
23. Since Governance Automation Online is integrated with AvePoint Online Services Governance Automation Online user roles are integrated with the AvePoint Online Services Tenant Users role The AvePoint Online Services Tenant User role consists of an Application Administrator and Standard Users e Application Administrator The Application Administrator fulfills the role of the Governance Automation Online IT Administrator IT Administrators are able to access both the IT Administrator and Business User interface of Governance Automation Online giving them the ability to configure system settings monitor requests tasks system processes site collections sites and maintain services as well as submit and approve requests for services e Standard User A Standard User fulfills the role of a Governance Automation Online Business User Business Users are only able to access the Business User interface of Governance Automation Online allowing them to submit and approve requests for allowed services For more information about the user role management in AvePoint Online Services refer to the AvePoint Online Services User Guide In Governance Automation Online the IT Administrator can also create custom Business User groups to allow designated users to also view Governance Automation Online reports for monitoring requests tasks system processes site collections or sites For more information about managing Governance Automation Online groups a
24. Site Collection x vV vV vV Settings Title Change Site Collection x vV vV vV Settings Description Change Site Collection x vV vV vV Settings Metadata Change Site Contact Service The table below lists the supported and unsupported features of Change Site Contact Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Enable security trimming in the tree of the request for this service Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x vV vV x 170 Governance Automation Online Administrator s Guide Use SharePoint context to automatically populate the service request scope Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x vV x vV Change Site Metadata Service The table below lists the supported and unsupported features of Change Site Metadata Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with Doc
25. a description of web config changes see http go microsoft com fwlink LinkId 235367 The following attributes can be set on the lt httpRuntime gt tag lt system Web gt lt httpRuntime targetFramework 4 5 gt lt system Web gt lt webServices gt lt protocols gt lt add name HttpSoap gt lt add name HttpPost gt lt add name HttpGet gt lt add name Documentation gt lt protocols gt lt webServices gt compilation Gebup true targetFramework 4 5 gt lt authentication mode Windows gt lt pages controlRenderingCompatibilityVersion 4 5 clientIDMode AutoID gt lt system web gt l lt configuration gt Figure 4 The sample access mode Publishing a Web Service To publish a Web Service complete the following steps 1 In Microsoft Visual Studio on the right pane right click the Web Service name and click Publish 2 Inthe Publish Web window select lt New gt from the Select or import a publish profile drop down list 3 Inthe New Profile window enter a profile name and click OK 4 Inthe Connection step configure the following settings a Publish method Select File System as the publish method b Target location Select a directory as the location to store the published file 5 Click Next ec Governance Automation Online Administrator s Guide In the Settings and Preview steps keep the default configurations Click Publish to publish the Web S
26. a questionnaire even if Automation they do not have the service permission Online this can be achieved by choosing Select users to user this service and selecting Users may access this service via a questionnaire even if not listed 160 Governance Automation Online Administrator s Guide Governance Automation Online Administrator s Guide 161 Feature Integration Governance Automation Governance Automation Governance Note with DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online in the permissions above Hide the service from service x vV vV vV In Governance catalog and the service is only Automation available via a questionnaire Online this can be achieved by deselecting Display this service in the service catalog and selecting Users may access this service via a questionnaire even if not listed in the permissions above Service Contact x vV vV vV Administrator Contact x vV vV vV Metadata vV vV vV vV Approval Process x vV vV vV Approval Process x vV vV vV Allow all approvers to edit this service request Execution Schedule vV vV vV Schedule Date vV vV x Create Site Collection Service The table below lists the supported and unsupported features of Create Site Collection Service in Governance Automation and Governance Automation Online V indicates Supported In the Integra
27. any user group Restrict Source User x vV x vV 178 Governance Automation Online Administrator s Guide permissions to the target user directly Governance Automation Online Administrator s Guide 179 Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Restrict Source User x vV x vV Selection Allow direct or indirect reports Restrict Target User x vV vV vV Selection Allow any user group Restrict Target User x vV x vV Selection Allow peers and direct or indirect reports Restrict Target User x vV x vV Selection Allow direct or indirect reports Permission Option vV vV vV vV Append Permission Option vV vV vV vV Replace User Alert Option vV vV x x DocAve Online does not support this feature Change Metadata vV vV x x DocAve Online does not support this feature Add target user to the same vV vV vV vV group in the destination Clone source user s group vV vV vV vV Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Remove source user s Vv Vv vV vV explicit permission Remove source user from vV vV vV vV SharePoint groups Delete source user from site vV
28. are displayed here You may change the number of tasks displayed per page as well the order they are displayed in To change the number of tasks displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the tasks click the sort G I button in a column heading then select Ascending or Descending You can customize how the tasks are displayed in a number of different ways e Search Filters displayed Tasks by your entered keyword You can search desired Tasks by the following columns Title and Requester Only the content in the column displayed in the current view can be searched e Manage columns id Manages which columns are displayed in the list Click the managed columns fa button then select the checkbox next to the column name to have that column shown in the list e Filter item ad Allows you to filter which item in the list is displayed Click the filter item ad button of the column you want to filter and then check the checkbox next to the item name to have that item shown in the list For more information about each task type refer to the instructions in All Tasks My Recertification Report My Recertification Report is a report of recertification tasks that are assigned to you In the My Recertification Report tab all permission recertification tasks are displayed When a recertification profile is selected in a site collection policy and the site coll
29. automatically populate the service request scope Extend Site Collection Lease x V V V Delete Site Collection x V V V 166 Governance Automation Online Administrator s Guide Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Archive Site Collection vV vV x x Change Site Collection Policy x vV vV vV Unlock Site Collection x vV x x Site Lifecycle Management Service The table below lists the supported and unsupported features of Site Lifecycle Management Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Only allow site collection x vV x vV contact administrator or site contact to submit requests for this service Scope x vV vV x Enable security trimming in the tree of the request for this service Scope x vV x vV Use SharePoint context to automatically populate the service request scope Delete Site x vV vV vV
30. cannot change the permission duration e When Permission Duration is assigned by Business User you can configure the following options o Specify the default duration Define a default permission duration by entering a positive integer in the text box and selecting Day s Month s or Year s from the drop down list o The permission cannot be granted longer than Define the maximum permission duration that the business user can request for Select this checkbox then enter a positive integer in the text box and select Day s Month s or Year s from the drop down list Optionally choose whether to Notify the person who was granted the permissions about permission expiration Select the checkbox and define the time that the person will be notified in advance Enter a positive integer and select Day s or Month s from the drop down list 12 Grant Permissions Specify the permissions to the selected users groups e Add users to a SharePoint group Grants the group permission to a user by adding the user into this group e Grant users permission directly Assigns the explicit permission to a user Choose whether to assign the Grant Permissions option by this service or allow the business user to choose the Grant Permissions option when submitting a service request for this service Choose from the following e Assign by IT Admin The Grant Permissions option configured here will be applied on the Grant Permission s
31. collections fall within your previously configured rules by continuously monitoring and taking action on the site collections Select a Policy Enforcer profile from the drop down list For more information refer to the DocAve Administrator User Guide e Enable Deployment Manager Select this checkbox to include the site collection in a DocAve Online Deployment Manager plan Select a plan from the drop down list For more information on how to configure Deployment Manager plans refer to the DocAve Deployment Manager User Guide Deployment Manager plans that meet all of the following conditions are available in the drop down list i The deployment type of the mappings in the plan is Design Element or the source nodes in the mappings are within the User Solution Gallery node ii The destination nodes in the mappings are site collections iii All of the mappings in the plan meet all of the conditions above Note To avoid performance issues the enabled Deployment Manager plan will not be applied to the site collections that are imported through the Import Existing Site Collections and Sites function 8 Delete Entire Site Collection Select the Enable Delete Entire Site Collection checkbox to allow this site collection to be deleted upon request Select an Approval Process from the drop down menu or click Create New to create a new one This approval process will be triggered when a service request to delete this site collection is
32. created by Governance Automation Online e Site Collection Report Provides a list of site collections created by Governance Automation Online and the corresponding information including site collection URL department title policy site collection template primary site collection administrator primary site collection ES Governance Automation Online Administrator s Guide contact secondary site collection contact and so on You can customize how the report displays the data by considerable criteria Site Report Provide a list of sites created by Governance Automation Online and the corresponding information including site URL department title site template primary site contact and secondary site contact You can customize how the report displays the data by considerable criteria Site Collection Report To access Site Collection Report click Site Collection Report in the Administrator Reports group Click Back to close the Site Collection Report interface Managing Site Collection Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the reports click the sort A button in a column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways Search Filters displayed reports by your entered keyword You can search desired reports by the follo
33. drop down menu Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected choose whether or not to require input from the business user by selecting the Require Business User Input checkbox Yes No checkbox Choose whether or not to Enable Terms and Conditions Agreement by selecting the checkbox If the option is enabled enter the desired terms and conditions in the text box Select Yes or No as the Default Value from the drop down menu Select who assigns this metadata from the drop down menu Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected choose whether or not to require input from the business user by selecting the Require Business User Input checkbox Choice a selection to choose from Enter the choices you wish to provide in the Type each choice on a separate line text box Choose the type of selections to provide from the following Drop down Menu Radio Buttons or Checkboxes allow multiple selections Then select a default value for this choice Select who assigns this metadata from the drop down menu Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected Governance Automation Online Administrator s Guide choose whether or not to require input from the business user by selecting the Require Business User Input checkbox e Person or Group Enter the use
34. existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the Department when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the department when submitting a service request for this service e Assign by IT Admin The users in the Department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this servic
35. following roles e S Requester The requester will become the Secondary Site Contact e SManagerOfRequester The manager of the requester will become the Secondary Site Contact e PrimarySiteCollectionContact The Primary Site Collection Contact of this service will become the Secondary Site Contact e SecondarySiteCollectionContact The Secondary Site Collection Contact of this service will become the Secondary Site Contact Choose whether to assign the Secondary Site Contact to sites created by this service or allow the business user to designate one when submitting a service request for this service Choose from the following e Assign by IT Admin The Secondary Site Contact configured here will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the Secondary Site Contact in the service request or Hide from Business User to not display the Secondary Site Contact associated with this service to the business users requesting this service Governance Automation Online Administrator s Guide e Assign by Business User Allows the business user to configure the Secondary Site Contact 19 DocAve Online Deployment Manager Plan Select the Apply DocAve Online Deployment Manager Plan checkbox to apply a DocAve Manager plan to the new site The pattern in the Deployment Manager plan will be used to create the new site Deployment Manger p
36. from the following e Assign by IT Admin The language selected in the Default Selection drop down menu will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the selected language in the service Governance Automation Online Administrator s Guide request or Hide from Business User to not display the language to the business users requesting this service e Assign by Business User Allows business user to choose from the languages you have selected in the Language configuration area 11 Site Template Specify the templates which can be used to create the site In the Select templates text box enter the site collection URL where all of your site templates are centrally stored Then click Retrieve to retrieve the available templates and select the desired templates by selecting corresponding checkboxes Select a template as the default template from the drop down menu in the Default Selection section Choose whether to assign a template to sites created by this service or allow the business user to choose the site template when submitting a service request for this service Choose from the following e Assign by IT Admin The site template selected in the Default Selection drop down menu will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the selected site template
37. in the service request or Hide from Business User to not display the site template to the business users requesting this service e Assign by Business User Allows business user to choose from the site templates you have selected in the Template Selection configuration area 12 Click the arrow on the right hand side to proceed to the next step 13 Security Groups Select to inherit permissions from parent site or use the unique permissions e Use same permissions as parent site Select Use same permissions as parent site to inherit the parent site s permissions settings Assign by IT Admin will be the default selection for the Assign by drop down menu Choose whether to Show as Read Only to Business User or Hide from Business User e Use unique permissions Select Use unique permissions and customize the site permissions for sites created by this service o The Common tab Configure the common permission settings to assign permissions to specific groups and users By default the common groups are displayed Click the edit 4 button to edit the settings of a specific group or click the delete 78 button to delete a specific group Create Group Click Create Group to create a new group and add it into the common permission settings In the Add a Group window configure the following settings a Custom Group Name Enter a name for the group and enter an optional description for future reference Enter SSiteName
38. interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the department when submitting a service request for this service e Assign by IT Admin The users in the department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission
39. interface without deleting the selected users or groups Note The users who are AvePoint Online Services tenant owner service administrators and application administrators cannot be removed since they are managed through AvePoint Online Services Managing Business Users To view and manage the business users for Governance Automation Online select the Business User Group and click View User s on the ribbon Click Back on the ribbon to return to the Account Manager interface All previously configured business users will be listed in the Business User Group interface and you can perform the following actions Governance Automation Online Administrator s Guide e Add User To add users or Office 365 groups to the Business User Group click Add User on the ribbon You are be brought to the Add User interface a Add User s Enter the names of the users or Office 365 groups you wish to add in the text box Then click the check av button to check that the names are valid You may also click the browse EJ button to search for users or groups Separate multiple users or groups with semicolons Note Click the AvePoint Online Services link in the description to add external users into Governance Automation Online through AvePoint Online Services b Click Save on the ribbon to save the configurations or click Cancel to return to the Business User Group interface without saving any configurations e Remove User from Grou
40. it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Change Library List Settings Select the library list settings that you allow business users to change by selecting the corresponding checkboxes including Name Description Navigation and Versioning settings Governance Automation Online Administrator s Guide 11 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 12 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process
41. list You can perform the following actions in Approval Process Management e Create Click Create on the ribbon to go to the Approval Process Management interface For more information refer to Creating or Editing Approval Processes e View Details Click an approval process name for detailed information about the approval process e Edit Select an inactive approval process and click Edit on the ribbon See Creating or Editing Approval Processes for details on editing an existing approval process e Delete Select an inactive approval process and click Delete on the ribbon A confirmation window will pop up for this deletion Click OK to delete the selected approval process or click Cancel to return to the Approval Process Management interface without deleting the selected approval process e Activate Select the approval processes you want to activate and click Activate on the ribbon Active approval processes can be used in policies and services Governance Automation Online Administrator s Guide e Deactivate Select the approval processes you want to deactivate and click Deactivate on the ribbon Creating or Editing Approval Processes To create a new approval process click Create on the ribbon in the Approval Process Management interface You are brought to the Create Approval Process interface To modify a previously configured approval process select the approval process in the Approval Process Manage
42. menu Select the role of the person designated to be the approver for this approval stage from the drop down menu You can enter more than one role but if more than one role is appointed for a given stage all approvers of all specified roles for that stage must approve the request in order to proceed to the next approval stage The following roles are available O SRequester The requester of service request will be assigned to deal with the task SManagerOfRequester The manager of the requester of the service request will be assigned to deal with the task PrimarySiteCollectionContact The Primary Site Collection Contact will be assigned to deal with the task The Site Collection Contacts are assigned when configuring the services SecondarySiteCollectionContact The Secondary Site Collection Contact will be assigned to deal with the task The Site Collection Contacts are assigned when configuring the services PrimarySiteContact The Primary Site Contact will be assigned to deal with the task The Site Contacts are assigned when configuring the services SecondarySiteContact The Secondary Site Contact will be assigned to deal with the task The Site Contacts are assigned when configuring the services PrimarySiteCollectionAdministrator The Primary Site Collection Administrator will be assigned to deal with the task SManagerOfPreviousStageApprover this option is only available for second
43. methods in the Web Service c Select your desired method from the drop down list d Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 14 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 15 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface oo Governance Automation Online Administrator s Guide e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Change Site Contact Services You can change the Site Contact when the corresponding site collection expires to transfer the responsibilities to another user On the interface for creating or editing a Change Site Contact service configure the following settings 1 Service Name and Description Enter a Name for the service an
44. o Assign by IT Admin The selected action will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default action in the service request or Hide from Business User to not display the action associated with this service to the business users requesting this service 12 Click the arrow on the right hand side to proceed to the next step Governance Automation Online Administrator s Guide 13 Filter Policy Select a filter policy you previously created in DocAve Online from the drop down menu Filter policies allow you to select specific objects or data within each SharePoint Online level from site collection down to the item level Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 14 Configuration Choose whether to migrate configuration to the destination e Select Copy configuration or Move configurati
45. of Settings and other options in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Governance Governance Note DocAve 6 DocAve Automation Automation Automation Online Online SharePoint on SharePoint premises Online User Profile Service x vV x vV Do not need to configure User Profile Service in the interface It is retrieved in the backend Department x vV V vV Governance Automation Online Administrator s Guide 181 Feature Integration with Governance Governance Governance Note DocAve 6 DocAve Automation Automation Automation Online Online SharePoint on SharePoint premises Online Configure Departments Department x vV x x Use Property in User Profile Service Account Manager x vV vV vV Report Export Location x vV V vV E mail Templates x vV vV vV Administrator Notification x vV vV v Metadata x vV vV vV Governance Automation Online does not support the following metadata types Date and Time Lookup SharePoint Permission Level x v vV vV Management Execution Schedule v v v Category Management vV vV vV Timer Service Configuration vV vV v Governance Management Automation
46. of practice of the organization To create or manage services click Service in the Request Management group within Settings The Service Management interface appears In Service Management all of the Governance Automation Online services you have configured are displayed You may change the number of services displayed per page as well the order they are displayed in To change the number of services displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the services click the sort G I button in a column heading such as Service Category Last Modified Time and Created By then select Ascending or Descending You can customize how the services are displayed in a number of different ways Governance Automation Online Administrator s Guide e Search Allows you to filter services displayed by the keyword you designate The Service column and the Created By column support to search for the desired services and only the content in the column displayed in the current view can be searched e Manage columns fa You can manage which columns are displayed in the list so that only information you want to see is displayed Click the manage columns H button and then select the checkbox next to the column name to have that column shown in the list e Filter item Ad This allows you to filter which item in the list is displayed Click the filter item Ad button of the colum
47. or Office 365 groups that have permission to access this service Enter the names of users or groups in the text box Click the check ae button to check that the names are valid You may also click the browse EI button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters
48. refer to Creating or Editing Metadata Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 12 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 13 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a b c d Enter the URL of your published Web Service in the Web Service Address text box Click Retrieve to retrieve the methods
49. report refer to Exporting Reports ae Governance Automation Online Administrator s Guide My Sites My Sites displays a list of site collections for which the login user is the primary site collection contact secondary site collection contact primary site collection administrator and a list of sites for which the login user is the primary site contact or secondary site contact To access My Sites click My Sites in the Home Page Managing My Sites Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right hand corner To sort the reports click the sort G I button in a column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways e Search Allow you to filter reports displayed by the keyword you designate The Title URL Primary Contact Secondary Contact and Primary Site Collection Administrator columns support to search for the desired reports and only the content in the column displayed in the current view can be searched e Manage columns i You can manage which columns are displayed in the list so that only information you want to see is displayed Click the manage columns iia button then select the checkbox next to the column name to have that column shown in the list Filtering and Generating My Sites Reports To filter and generate reports complete the following
50. search button Creating or Editing Questionnaires To create a new questionnaire click Create on the ribbon To modify a previously configured questionnaire select the desired questionnaire and click Edit on the ribbon On the interface for creating or editing a questionnaire configure the following settings 1 Name and Description Enter the name for the questionnaire that you are about to create Enter an optional description for future reference 2 Language Choose the language for this questionnaire When starting a request the questionnaires can be filtered according to their languages 3 Questionnaire Category Categories are used to organize your questionnaires Select an existing category from the drop down menu or create a new category for this questionnaire by clicking Create New then configuring the new category in the Create Category interface 4 Questionnaire Permissions Choose Allow all users to use this questionnaire to allow this questionnaire be viewed by any user or specify the users or Office 365 groups that have permissions to access this questionnaire by choosing Select users groups to use this questionnaire and entering the names of the users or groups in the text box Click the check ae button to check that the names are valid You may also click the search El button to search for users or groups Separate multiple users or groups with semicolons 5 Click the arrow on the right hand sid
51. selecting the Notify the requester when the request is approved checkbox Select the e mail template you wish to use for each notification from the corresponding drop down menu Note E mail templates are configured in the E Mail Template section of the System group within Settings d Duration and Escalation Select the Enable Duration and Escalation checkbox to notify the escalation user that the original task has not been handled within the specified amount of time A task will be assigned to the escalation user to continue the approval process Make sure that the user receiving the escalated task has the right permissions to handle the task e Duration Enter a positive integer in the Duration text box for the amount of time allowed before the task is escalated and select either Day s Week s as the time unit for the duration e Escalation Choose the action that the escalation will trigger from the drop down menu o Notify The specified user will be notified when the task is escalated Enter the username in the text box This user is the person who you want to notify to be responsible for this case Click the check ez button to check that the name is valid You may also click the browse EI button to search for users This user will be notified once the amount of time specified as the duration passes o Re assign to The task will be re assigned to the specified user when the task is escalated Enter the usernam
52. steps 1 Click Set Filter on the ribbon to customize the report You can set filters for URL Department Policy and Primary Contact 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Exporting My Sites Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports Governance Automation Online Administrator s Guide E Exporting Reports In Governance Automation Online you are allowed to export the following reports User Activity Report Service Request Report Approval Process Report Site Collection Report Site Report Public Site Collection Directory Report My Sites Report In the Export Report window of each report configure the following settings 1 140 Report Export Location Choose the location of the exported report e Export to a local path Export the report locally to your computer e Export to an export location Export the report to an export location on Microsoft Azure If you choose Export to an export location select a location from the drop down menu or click Add New Location You will be redirected to
53. task title to see detailed information In the View Details interface you have the following options o Approve Click Approve on the ribbon to finish this task o Reject Click Reject on the ribbon to reject this task o Edit Request This button is only visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface o View Request History Click View Request History to view the versions of this request in the View Request History interface e Approve Select a task and click Approve on the ribbon to approve the task Enter any comments you may have in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface without executing the task e Reject Select a task and click Reject on the ribbon to reject the task Enter comments you may have in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface without executing the task When a site collection s inactivity threshold or lease period is exceeded a Site Collection Lifecycle Management task is automatically generated and assigned to the approver You can perform the following actions on the automatic Site Collection Lifecycle Management task e Continue Access Select a task and click Continue Access on the ribbon to execu
54. the New Report Export Location interface Report Format Select either CSV or XLS as the report format from the drop down menu Click Export to Datasheet to export the report Governance Automation Online Administrator s Guide Inviting Support For help using Governance Automation Online you can invite a member of AvePoint Support to access your Governance Automation Online environment to help troubleshoot To do this complete the following steps 1 In Governance Automation Online click the invite support button on the upper right corner A pop up window appears 2 Inthe Invite Support window configure the following settings a b Services Select the service types related to your issue from the drop down list Issue Type Choose the type of issue you are requesting support for e General guidance Get general help using Governance Automation Online e Troubleshoot an issue Invite AvePoint Support to help you troubleshoot a problem with Governance Automation Online Severity Define the severity of the issue by selecting a level on the scrollbar 1 Trivial 5 Critical Details Enter detailed information about your issue in the textbox such as how often the issue appears what actions were taken prior to the error occurring or what operation you require guidance for If the issue is related to a particular service enter the corresponding service name in the text box To add mul
55. the business user to configure the Secondary Site Collection Contact 22 Click the arrow on the right hand side to proceed to the next step 23 DocAve Online Deployment Manager Plan Select the Apply DocAve Online Deployment Manager Plan checkbox to apply a DocAve Manager plan to the new site collection The pattern in the Deployment Manager plan will be used to create the new site collection Deployment Manger plans will be displayed in the table if they meet all of the following conditions a The deployment type of the mappings in the plan is Design Element or the source nodes in the mappings are within the User Solution Gallery node b The destination nodes in the mappings are site collections c All of the mappings in the plan meet all of the conditions above If more than one Deployment Manager plan is selected you must choose a default Deployment Manager plan from the Default Selection drop down list You can assign the selected Deployment Manager plan to site collections created by this service or allow the business user to choose the Deployment Manager plan when submitting a service request Choose from the following e Assign by IT Admin The Deployment Manager plan selected in the Default Selection drop down list will be applied to all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the Deployment Manager plan in the service request or Hide from Busin
56. the content in the column displayed in the current view can be searched Show rows Select the desired number from the Show rows drop down menu in the upper right corner to change the number of jobs displayed per page Sort Click the sort G I button in the column Name and select Ascending or Descending or click the sort m button in the column Last Modified Time Filter item Ad Filters which item in the list is displayed Click the filter item Ad in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Manage columns H Manages which columns are displayed in the list Click the manage columns fi button then select the checkbox next to the column name to have that column shown in the list Refresh Click Refresh on the ribbon to refresh the current interface Download Select an import job and click Download on the ribbon to download the import result file If a root site collection failed to import due to disabled SharePoint Online Custom Script settings note the following o Custom Script settings control whether SharePoint Online users can run custom script on personal sites and self service created sites For more information refer to http go microsoft com fwlink Linkld 397546 o Complete the following steps to enable Custom Script settings i Navigate to SharePoint admin center gt settings gt Custom Script ii Choose the
57. the names of the users that you are about to grant permissions b Assign By Choose who will assign the user permissions IT Admin or Business User c Permissions Configure the permissions for the users Select your desired permission levels by selecting the corresponding checkboxes d Click Save to save your configurations o The specific template tab The template tab depends on the selected site template The default groups of the site template are displayed Click the edit button to edit the settings of a custom group or click the delete 7S button to delete a custom group Use common permission settings Select the checkbox to apply the permission settings in the Common tab If there are group names that already exist in the Common tab the group settings will be replaced by those of the Common tab Governance Automation Online Administrator s Guide Create Group Click Create Group to create a new group and add it into the specific template permission settings In the Add a Group window configure the following settings a Custom Group Name Enter a name for the group and enter an optional description for future reference Enter SSiteName to automatically add the site title as the group name prefix in Create Site service request b Assign By Choose who will assign the group settings IT Admin or Business User c Select Users Select your desired users to add into the group Cl
58. to automatically add the site title as the group name prefix in Create Site service request b Assign By Choose who will assign the group settings IT Admin or Business User Governance Automation Online Administrator s Guide c Select Users Select your desired users to add into the group Click Add a User and enter the usernames in the pop up window You can also enter to select the following roles SRequester ManagerOfRequester PrimarySiteCollectionContact SecondarySiteCollectionContact PrimarySiteContact and SecondarySiteContact Then click OK to save your configurations Optionally select the Enforce Permission checkbox after a username In the request page the user cannot be deleted and the user permissions cannot be modified For the enforced permission user you can hide the enforced permission user from the request page by selecting the Hide checkbox d Permissions Configure the permissions for this group Select your desired permission levels by selecting the corresponding checkboxes Optionally select the Allow Business User to change the permission level of this group checkbox so that the business users can modify the permission level when creating a request e Click Save to save the group settings Grant Permissions Click Grant Permissions to grant permissions to specific users In the Grant User Permissions window configure the following settings a Select Users Enter
59. to AvePoint Trademarks AvePoint DocAve the AvePoint logo and the AvePoint Pyramid logo are registered trademarks of AvePoint Inc with the United States Patent and Trademark Office These registered trademarks along with all other trademarks of AvePoint used in this publication are the exclusive property of AvePoint and may not be used without prior written consent Microsoft MS DOS Internet Explorer Office Office 365 SharePoint Windows PowerShell SQL Server Outlook Windows Server Active Directory and Dynamics CRM 2013 are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems Inc All other trademarks contained in this publication are the property of their respective owners and may not be used without such party s consent Changes The material in this publication is for information purposes only and is subject to change without notice While reasonable efforts have been made in the preparation of this publication to ensure its accuracy AvePoint makes no representation or warranty expressed or implied as to its completeness accuracy or suitability and assumes no liability resulting from errors or omissions in this publication or from the use of the information contained herein AvePoint reserves the right to make changes in the Graphical User Interface of the AvePoint software without reservatio
60. to access this service Enter the names of the users or groups in the text box Click the check Ez button to check that the names are valid You may also click the browse GE button to search for users or groups Separate multiple users or groups with semicolons Governance Automation Online Administrator s Guide e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above Optionally select Only allow site collection contacts site collection administrators or site contacts to submit requests for this service Only the site collection contacts site collection administrators or site contacts will have the permission to submit requests for this service 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check L button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occur
61. to automatically enable the Governance Automation Online App during site collection creation If enabling this feature first make sure that the Governance Automation Online App has been properly deployed to your SharePoint Online environment For more information about the environment configuration and deployment refer to Installing the Governance Automation Online App If you choose Automatically enable Governance Automation Online App you can also Automatically add the Site Information Card app part into the homepage of the site collection that will be created by this service 26 Metadata Select the metadata to be made available to users when submitting a request for this service Metadata created by Governance Automation Online will be stored in the property bag of the new site collection in order to maintain information such as purpose of creation geography compliance and records standards etc Click Add Metadata to display the Add Metadata window In the Add Metadata window configure the following settings e Select the desired metadata by clicking the select 3 button before a metadata name and then click Add to List to add the selected metadata to the metadata table The metadata displayed here are configured in the Metadata interface you can also click Create on the ribbon to redirect to Create Metadata interface to create a new one For information refer to Creating or Editing Metadata e Click a metadata name to see the detai
62. to the AvePoint Online Services homepage or the DocAve Online Compliance Guardian Online or File Share Navigator Online homepage Click the drop down arrow MEES on the top of Governance Automation Online interface and then click AvePoint Online Services DocAve Online Compliance Guardian Online or File Share Navigator Online on the navigation bar AvePoint Online Services Versions Commercial and U S Government Public Sector There are two versions of AvePoint Online Services a version for Commercial use and a version available on Microsoft s Cloud Platform for U S Government The U S Government Public Sector version of AvePoint Online Services offers most of the same functionality as the Commercial version For details refer to the AvePoint Online Services User Guide Compared to the Commercial version Governance Automation Online of the U S Government Public Sector version is different in the following ways e The link to download the Governance Automation Online App file is different For details refer to Downloading the Governance Automation Online App e The app domain and redirect URI used to register the Governance Automation Online App are different For details refer to Registering the Governance Automation Online App e The APIs used to log into Governance Automation Online and to get a list of requests created by the login user are different For details refer to Implementing Governance Automation Online API
63. user e Allow peers and direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to select the users managed by the requester and the users of the same title as the requester to be the source user e Allow direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to select the users managed by the requester to be the source user 11 Restrict Target User Selection Specify the users to which can be selected as the target user to clone permissions Choose from the following e Allow any user group Select this option to allow the business user to select any user and group of the selected scope as the target user e Allow peers and direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to select the users managed by the requester and the users of the same title as the requester to be the target user e Allow direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to select the users managed by the requester to be the target user 12 Click the arrow on the right hand side to proceed to the next step 13 Permission Option Select a method from the drop down menu to determine how you will assign the source user s group s per
64. vV vV vV collection Monitoring and Reporting The table below lists the supported and unsupported features of Monitoring and Reporting in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on premises SharePoint Online Automation Online DocAve Online All Requests x vV vV vV All Tasks x vV vV vV All Recertification x x x vV Reports User Activity Report x vV vV vV Service Request Report x vV vV vV Approval Process Report x vV vV vV Site Collection Report x vV vV vV Site Collection Report x vV vV vV Apply Policy 180 Governance Automation Online Administrator s Guide Report Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on premises SharePoint Online Automation Online DocAve Online Site Collection Report x vV vV x Elect Contact Site Collection Report x vV vV x Specify Contact Site Report vV Content Database Report vV x x My Recertification vV vV vV Settings and Other Options The table below lists the supported and unsupported features
65. when submitting a service request for this service in the Type configuration area Choose from the following e Assign by IT Admin The type selected here will be associated with all service requests created by this service Select Show as Read Only to Business User to allow the business user to see the selected type in the service request or Hide from Business User to not display the selected type to the business users requesting this service e Assign by Business User Allows business user to choose the type in the Type configuration area 12 Click the arrow on the right hand side to proceed to the next step 13 Library List Template Enter the address in which the templates are stored in the Templates store text box to load the templates Click Retrieve to retrieve the templates Then select the template for the library or list that you are about to create by selecting the corresponding checkboxes Select a template from the Default template drop down list to set it as the default template Choose whether to assign the selected templates to the library or list created by this service or allow the business user to select templates when submitting a service request for this service in the Library List Template configuration area Choose from the following e Assign by IT Admin The templates selected here will be associated with all libraries or lists created by this service Select Show as Read Only to Business User to allow the
66. which columns are displayed in the list Click the manage columns iia button then select the checkbox next to the column name to have that column shown in the list e Filter item ad Filters which item in the list is displayed Click the filter item ad button in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Filtering and Generating Public Site Collection Directory Reports To filter and generate public site collection directory reports complete the following steps 1 Click Set Filter on the ribbon to customize the directory report You can set filters for URL Site Template Site Collection Size Status Department Policy and Primary Site Collection Contact Filter by Expiration Date is also supported Set Inactivity Threshold Date and Lease Period Expiration Date to add more filter rules 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Governance Automation Online Administrator s Guide E Exporting Public Site Collection Directory Reports To export the currently displayed directory reports click Export Report on the ribbon For instructions about exporting the
67. which columns are displayed in the list Click the managed columns fi button then select the checkbox next to the column name to have that column shown in the list e Filter items ad Filters which item in the list is displayed Click the filter items ud button of the column you want to filter and then check the checkbox next to the item name to have that item shown in the list You can perform the following actions in Submitted Requests e View Details Click a request title to see detailed information Close the interface to return to the My Requests interface e Copy Duplicate the existing service request to make minor changes in order to submit as a new service request Select a submitted request Click Copy on the ribbon and make the desired modifications When you have finished making changes choose one of the following options o Click Save As Draft to save the new service request as a draft o Click Save and Submit to submit this request to the approvers o Click Cancel to return to the My Requests interface without saving any configurations e Cancel Request Select a submitted request that you wish to cancel and click Cancel Request on the ribbon Governance Automation Online Administrator s Guide oe Saved Requests In Saved Requests all of the requests saved by you without submitting are displayed here You may change the number of saved requests displayed per page as well the order they are dis
68. x Common Service Features The table below lists the supported and unsupported common service features in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration Governance Automation Governance Automation Governance Note with DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Service Name and Description x vV vV vV Language x vV vV vV Service Category x vV vV vV Department x vV vV vV 159 Governance Automation Online Administrator s Guide Feature Integration Governance Automation Governance Automation Governance Note with DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Allow all users to use this x vV vV vV service Select users groups to use this x vV vV vV service Users cannot access the x vV vV vV In Governance service via a questionnaire Automation unless they have the service Online this can permission be achieved by choosing Select users to user this service and deselecting Users may access this service via a questionnaire even if not listed in the permissions above Users can access the service x vV vV vV In Governance via
69. you can further choose whether to select Allow the approval stage to complete when one approver approves If one of the specified users approves it the request will be complete e Specify the User Enter the names of the specific users you wish to designate as approvers for this stage of the approval process Click the check ae button to check that names are valid You may also click the browse EJ button to search for the desired users Separate multiple approvers with semicolons If multiple users are entered choose the order in which those tasks are assigned from the Order drop down menu O One at a time serial The users you have specified must approve one after another If an approver rejects the request the next approver will not be asked for approval All at once parallel All specified users will be notified at the same time If any approver rejects the request the request will be rejected You can also choose Allow approvers to reassign tasks to others If the checkbox is selected the approver can reassign the task to another user c E mail Settings Configure settings for e mail notifications for this approval process By default the Notify the approver when the task is assigned checkbox and the Notify the requester when the request is rejected checkbox are selected You can also choose to Governance Automation Online Administrator s Guide notify the requester once the request is approved by
70. 14 Run During Select the Enable service request execution schedule checkbox to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 15 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Governance Automation Online Administrator s Guide Configuring Change Site Collection Settings Services Configure Change Site Collection Settings services to define the Change Site Collection Settings service request template for business users You can change the title description and metadata of site collections On the interface for creating or editing a Change Site Collection Settings service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you
71. Allow users to run custom script on self service created sites option Governance Automation Online Administrator s Guide iii Click OK to save your change Note Changes to Custom Script settings might take up to 24 hours to take effect Re import the failed site collection in 24 hours e Delete Select one or more job and click Delete on the ribbon to delete the selected jobs Configuring Settings in the Request Management Group The Request Management group allows you to configure the optional settings related to requests including Metadata Execution Schedule and Questionnaire Management Configuring Metadata In Governance Automation Online you can create metadata that can be made available in services for users to select when submitting a request to create a new site collection or site The metadata created by Governance Automation Online is stored in the property bag of the site collection site and can be used to maintain information such as purpose of creation geography for compliance and records standards purposes etc Note Publish to Directory is a pre defined metadata field which will be automatically added into the Create Site Collection service You can set the metadata value to Yes or No for the site collection created by Governance Automation Online All of the site collections with Publish to Directory metadata value Yes can be displayed in the Public Site Collection Directory For information on Public Site
72. App_Data http al Unassigned X F bin E obj Host name EF Properties Example www contoso com or marketing contoso com Binding 1 E E E IV Start Web site immediately Figure 5 Creating a Web site v Click OK to create the Web site Governance Automation Online Administrator s Guide ES Now you can access the Web Service by accessing the URL in the format of WebSiteAddress ServiceName asmx e D localhost 4567 Service1 asmx 55 Apps p Suggested Sites The following operations are supported For a formal definition please review the Service Description e CreateGroup s CustomTest s CustomTest1i0 Figure 6 The sample Web Service Applying a Web Service to a Custom Action To apply Web Service to a Governance Automation Online custom action complete the following steps 1 Inthe Custom Action section of a Governance Automation Online service choose Before approval After approval or After execution 2 Inthe Web Service Address text box enter the URL of your published Web Service 3 Click Retrieve to retrieve the methods in the Web Service 4 Select your desired method from the drop down list The parameters defined in the selected method are displayed in a table 5 Choose one of the following options to define the parameter values e Enter the value for a parameter in the text box e Enter and then select the custom met
73. Automation Online Administrator s Guide o Business User action control Choose how to control the business user actions on the security group Allow Business User to grant user permissions directly Select this checkbox to allow business users to directly grant permissions to specific users in the request Prevent Business User from requesting to grant permissions with the following permission levels Select this checkbox and select your desired permission levels The selected permission levels will not be displayed in the request 14 Navigation Configure navigation options for sites created using this service e Choose whether or not to Display this site on the Quick Launch bar of the parent site e Choose whether or not to Display this site on the top link bar of the parent site Choose whether to apply this option to sites created by this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by IT Admin The navigation options configured here will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the navigation options in the service request or Hide from Business User to not display the navigation options in this service to the business users requesting this service e Assign by Business User Allows the business user to configure the navigati
74. Ave 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Use SharePoint context to automatically populate the service request scope Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Only allow site collection x vV x vV contact administrator or site contact to submit requests for this service Scope x vV vV x Enable security trimming in the tree of the request for this service Scope x vV vV vV Governance Automation Online Administrator s Guide 171 Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Change Metadata x vV vV vV Change Library List Settings Service The table below lists the supported and unsupported features of Change Library List Settings Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Aut
75. Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ez button to check that the names are Governance Automation Online Administrator s Guide valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above Optionally select the Only allow site collection contacts site collection administrators or site contacts to submit requests for this service checkbox Only the site collection contacts site collection administrators or site contacts will have the permis
76. Business User to not display the method associated with this service to the business users requesting this service e Delete Checked Out Documents From Source By default No is selected Select Yes if you want to have the checked out documents on the source node deleted when the source content is deleted Choose whether to assign this option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following o Assign by Business User Allows business user to choose the option when submitting a service request for this service o Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 11 Action Select Attach to transfer the source node as a child node underneath the destination node or select Merge to add the content securities and configurations of the source node to the destination node Choose whether to assign the action to this service or allow the business user to choose the action when submitting a service request for this service Choose from the following o Assign by Business User Allows business user to choose the action when submitting a service request for this service
77. By DocAve DocAve Governance Automation Online Administrator Guide Service Pack 5 Cumulative Update 2 Issued September 2015 Table of Contents What s New in this Guide 0000 0 eee cceeeeesseceececeeecesssneesaaeceaaeseaeessaeeeeaaeceeaaessaaeeeaaeeeeaaeseeaeesaeeseaaeceeaaesenneeenes 7 About DocAve Governance Automation Online oo cecceesceeeeneeceeeeeeaeeeeaeeceeeeeaaeeeeaaeeeeaeeseaeeeeaaeeseaaeeeeeeeeaas 8 Submitting Documentation Feedback to AvePoint ccessccccecsesssesssseceeecesseseaeseceescesseeaaeseeeessesseseuaeeeeess 9 Integration with AvePoint Online Services cccceessssscecececeeseseeaecececscesseseseeeeecuseeeesaeaecesecessesesaeseeeeseesees 10 AvePoint Online Services Versions Commercial and U S Government Public Sector 10 Browser Support Information 11 Before VOU EE 12 Understanding Governance Automation Online ssssssssssssseessssssrserresrssssrrerrrssssesrrernnssssesereennssssesereene 12 Familiarizing Yourself with the Interface 12 User Roles for Governance Automation Online 0 0 ceeeseeeecceceneeeeneeeeeaeeceeeeesaeeeeaaeceeeeeeeaeeeeaaeeneaaeenenees 13 Registering SharePoint Online Admin Centers Site Collections 14 Configuring the Quick Start Wizard cccccccccssssssssecececeseeseaeaeceeeceseesesaeaecececeseeseuaeeeeeesseeseaeseeeseesseesees 14 Getting Started with Governance Automation Online ccccccccccccecsssessscecececeseeseeaesececeseeseasaeeeesees
78. E mail Templates in the System group within the Settings interface Searching and Filtering E mail Templates To change the number of rows displayed use the Show rows drop down menu in the upper right corner To sort the e mail templates click the sort M button in a column heading such as E mail Template and Description You can also filter the E mail Template Type by clicking the filter Ad button in the column heading Governance Automation Online Administrator s Guide ue To search displayed e mail template enter the keyword in the Search text box and then click the search button Creating or Editing E mail Templates To create a new e mail template click Create on the ribbon To modify a previously configured e mail template select the e mail template and click Edit on the ribbon In the interface for creating or editing an e mail template configure the following settings 1 Enter a desired E mail Template Name for the e mail template Then enter an optional Description for the e mail template for future reference 2 Select an E mail Template Type from the drop down menu to designate when the e mail template can be used in Governance Automation Online 3 Subject Enter a subject name of the e mail notification for the e mail template You can insert reference in the Subject by clicking Insert Reference A reference is a parameter that will call up the corresponding bit of information for which it is named specif
79. GetSiteUrlByGAOAPI requestId secrutyToken 31 ClientContext context new ClientContext siteUrl 32 SecureString pwd new SecureString 33 foreach char c in passWord 34 35 pwd AppendChar c 36 37 context Credentials new SharePointOnlineCredentials userName pwd 38 39 Web web context Web 40 context Load web 41 web SiteGroups Add new GroupCreationInformation 42 43 Title groupName 44 Ji 45 context ExecuteQuery 46 return string Empty 47 48 EI E private string GetSiteUr1ByGAOAPI string requestId string secrutyToken 58 51 string replay SendRequest 52 GET 53 https gatrunk chinacloudapp cn api request get requestId Figure 3 The sample method 8 On the top of the method add the WebMethod label 9 On the right pane click Web config Governance Automation Online Administrator s Guide 10 In Web config add the lt webServices gt node as the child node of the lt system web gt node 11 In the lt webServices gt node add the access mode for the Web Service The screenshot below shows an example FILE EDIT VIEW PROJECT BUILD DEBUG TEAM XML TOOLS TEST ARCHITECTURE ANALYZE WINDOW HELP Q B 2 Wa 9D P Google Chrome CO Debug Any CPU AQA z Bs 2 mei E MyService asmx cs Servicel asmx cs MethodAttribute lt xml version 1 0 gt lt configuration gt lt appSettings gt lt connectionStrings gt ain wee xogjooy Jamie 434435 For
80. Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to submit requests for this service Enter the names of the users or groups in the text box Click the check ae button to check that the names are valid You may also click the browse EI button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You m
81. L The site URL will be automatically filled into the text box and the requester can edit it Governance Automation Online Administrator s Guide e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Select Users Specify the users to which you want to grant permissions Choose from the following e Allow any user group Select this option to allow the business user to grant permissions to any SharePoint Online users and security groups of the selected scope e Allow peers and direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to grant permissions the users managed by the requester and the users of the same title as the requester e Allow direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to grant permissions the users managed by the requester Optionally select the Set requester as the default user checkbox to add the requester as the default user when starting a Grant Permissions request 11 Permission Duration Choose the permission duration for the selected users groups e Permanent permissions The permissions will be granted to the selected users groups permanently e Temporary permissions The
82. L Select this option and click Add Your Own URL to enter the URL of the site collection in the text box To add more site collections click Add Your Own URL after entering a URL e Select scope from tree Select this option and then select the site collections from the data tree You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Language Specify the language for the sites If more than one language is selected choose a default language from the Default Selection drop down menu Choose whether to assign a language to sites created by this service or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Language configuration area Choose
83. Online Site Policy Bar x vV x Enable Granular Backup vV vV vV Activate Connector Content vV vV x DocAve Online does not Library Feature support Connector Activate Connector Media vV vV x x DocAve Online does not Library Feature support Connector Activate File Share Navigator vV vV x x DocAve Online does not Feature support File Share Navigator Enable site collection content vV vV x x archival using DocAve Archiver Enable Scheduled Storage vV vV x x DocAve Online does not Manager support Scheduled Storage Manager Enabling Auditing vV vV x x Enable Policy Enforcer vV vV vV vV Enable Dead Account vV v x x DocAve Online does not Cleaning support this feature Enable Vault for Site vV vV x x Only supported for Collection Content SharePoint 2010 on premises Enable Deployment Manager vV vV x vV New in version SP5 CU1 Archive Entire Site Collection v vV x x Delete Entire Site Collection x v vV vV Extend Site Collection Lease x vV vV vV Enable Site Collection Policy x vV vV vV Change Enable Site Collection Unlock x v x x SharePoint Online does not support locking site collections 157 Feature Integration with Governance Governance Governance Note DocAve 6 Automation Automation Automation Online DocAve Online SharePoint SharePoint on premises Online Enable Site Collection x vV v vV Inactivity Threshold Enable Site Collection Lease x v vV vV Period Enable automated
84. Online Administrator s Guide 4 button to edit the settings of a group or click the delete 7S button to delete a group o Create Group Click Create Group to create a new group and add it into the common permission settings In the Add a Group window configure the following settings a Custom Group Name Enter a name for the group and enter an optional description for future reference Enter SSiteName to automatically add the site collection title as the group name prefix in Create Site Collection service request b Assign By Choose who will assign the group settings IT Admin or Business User c Select Users Select your desired users to add into the group Click Add a User and enter the usernames in the pop up window You can also enter to select the following roles SRequester SManagerOfRequester PrimarySiteCollectionContact and SecondarySiteCollectionContact Then click OK to save your configurations Optionally select the Enforce Permission checkbox after a username In the request page the user cannot be deleted and the user permissions cannot be modified For the enforced permission user you can hide the enforced permission user from the request page by selecting the Hide checkbox d Permissions Configure the permissions for this group Select your desired permission levels by selecting the corresponding checkboxes Optionally select the Allow Business User to change the permission leve
85. Team Site Use this group to grant people read permissions to the SharePoint site Team Site 154 Governance Automation Online Administrator s Guide Appendix B Supported Features in Governance Automation and Governance Automation Online The following tables compare the supported and unsupported features of Governance Automation Service Pack 5 Cumulative Update 2 and Governance Automation Online Service Pack 5 Cumulative Update 2 Approval Process The table below lists the supported and unsupported features of Approval Process in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration Governance Automation Governance Automation Governance Automation Note with DocAve 6 SharePoint on premises SharePoint Online Online DocAve Online Approval Process Stages x vV vV vV Use approval stages Approval Process Stages x vV vV vV Auto approve Approval Process Stages x vV x x Integrate with external workflow CC vV vV vV Approver s Assign To vV v vV Approver s Order v v v Governance Automation Online Administrator s Guide 155 Feature Integration Governance Automation Governance Automation Gover
86. a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Choose the site collections you wish to be made available in this service Business users will be able to choose which site collection to create the new library or list under Choose one of the following methods to configure the scope e Manually input URL Select this option and click Add Your Own URL to enter the site collection URL in the URL text box To add more site collections click Add Your Own URL after entering a URL e Select scope from tree Select this option and then select the site collections from the data tree You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Cho
87. ack up the destination environment Create a copy of the destination node prior to performing the copy This allows you to undo the copy Note If you choose Back up the source environment and or Back up the destination environment you must select a storage policy from the drop down menu Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following o Assign by Business User Allows business user to choose the option when submitting a service request for this service o Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 24 Conflict Resolution If the item name in the source node is the same as that of an existing item in the destination node a conflict occurs This setting allows you to handle conflicts at both the container and content level Container level conflict resolution contains Skip Merge and Replace Skip will keep the destination container as is and you can choose to set content level conflict resolution by clicking the checkbox next to Check lower objects Merge will add the source container to the destination but you must set content level c
88. adata that is created in Governance Automation Online When the custom metadata is applied to the service the requester will define a value for the metadata The defined metadata value will become the parameter value Governance Automation Online will send the parameter values to the Web Service and the parameter values will be used to execute the method in the Web Service EE Governance Automation Online Administrator s Guide The screenshot below details an example of a custom action DocAve Governance Automation Online Service Management gt Create Service B Save B Save and Activate AN Cancel Custom Action Specify the desired custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Figure 7 The sample custom action CreateGroup is selected as the method BB _ Before approval 2 After approval w i After execution Web Service Address http gaocustomwebservice chinacloudsites cn servi Retrieve Select a method M CreateGroup M Parameter WETS i requestld SRequestld akani ia J secrutyToken SecurityToken groupName GA_GroupName For the groupName parameter the value of the GA_GroupName metadata is set to the parameter value Governance Automation Online Administrator s Guide 153 In the sample request below the requeste
89. aged path when submitting a service request for this service e Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the admin center and managed path of the site collection where the Site Information Card resides will be retrieved The admin center and managed path will be automatically used as the request scope Choose one of the following options o Allow Business User to Edit the URL The admin center and managed path will be automatically filled into the text box and the requester can edit them o Show as Read Only to Business User The admin center and managed path will be displayed as read only and the requester cannot edit them o Hide from Business User The admin center and managed path will be hidden from the requester Governance Automation Online Administrator s Guide 10 Policy Specify the site collection policies to provision the site collections created by this service by selecting the corresponding checkboxes or click Create New to be brought to the Policy Management interface to create a new policy Configure this section as follows a Select the policies to be made available for business users to choose from by selecting the corresponding checkbox of each policy in the Select Policies configuration area All pol
90. al Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a
91. an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Expand the tree to select the desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester or Governance Automation Online Administrator s Guide 10 Restrict Source User Selection Specify the users from which can be selected as the source user to clone permissions Choose from the following e Allow any user group Select this option to allow the business user to select any user and group of the selected scope as the source
92. aor aretan earar T a Ee a a Estei e eared aaien EE E Enada Eiee 139 Filtering and Generating My Sites Reports ccccccesssssssececececseseseseceeeceseesesaeaeceeecesseseuaeeeeceseessesesaees 139 Exporting My Sites Reports wiccccscsacceecescceceseancctescnucecdsetucctadenccecdseanccta beaccccdseaucctatencceceseacedte eege ebe tence 139 EXPOPting REES siene ee ie Eege ER 140 TAVITINE SUPP OM EEN 141 Governance Automation Online Administrator s Guide Submitting Feedback EE 142 BUS Report ege cece E E E E N E A E E E E EE E EE 142 Interface Improv EE 142 NET le LEE 143 Governance Automation Online Web API Dk 144 Getting Started EE 144 Environment REQuireMents ccsessssssssssssssssssnssssseeeeeseeeseseseeesaaeaesaseaeseaeaeaeaeaeseaeaeaeaeaeaeaeaeaeanaaaea 144 alle REN 144 Supported Features in Governance Automation Online Web Ab 144 Implementing Governance Automation Online AP 145 Logging into Governance Automation Online cccccesccsssssseceeeceesessnseeecececessessaeseceeecsssessaeaeeeeeens 145 Getting a List of Request Created by the Login User 146 Appendix A Using Custom Actons dentine n aiken i innia eaii eiia 148 Creating and Configuring a Web Service cececsesssseceeeceseesesaececeeecesseeaaasecesecuscesaaaaseceesesssesaaeaeeneeess 148 Publishing a Web Service 150 Applying a Web Service to a Custom AcHon 152 Appendix B Supported Features in Governance Automation and Governance A
93. ars Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to remove the permission of a specific user is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 14 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service el Governance Automation Online Administrator s Guide c Select your desired method from the drop down list d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 15 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop do
94. as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Select Users Select the users for which you want to change the permissions Choose from the following e Allow any user group Select this option to allow the business user to change permissions of any SharePoint Online users and security groups of the selected scope e Allow peers and direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user to change permissions of users managed by the requester and the users of the same title as the requester e Allow direct or indirect reports only supports SharePoint Online standard instance user Select this option to allow the business user change permissions of users managed by the requester Governance Automation Online Administrator s Guide 11 Change Type Choose to Remove Permissions from users groups or Change Permissions of users groups Choose whether to assign the selected change type to this service or allow the business user to choose the change type when submitting a service request for this service Choose from the following o Assign by Business User Allows business user to choose the change type when submitting a service request for this service o Assign by IT Admin The selected change type will be applied to this service Select Show as Read Only
95. assign a user to be the primary site contact e Secondary Site Contact Enter a username to assign a user to be the secondary site contact 3 Save the template file after the configuration Importing the Modified Template File Import Mode allows you to import the modified template file and apply it for managing specific SharePoint Online site collections and sites To import the modified template file complete the following steps 1 Click Import Mode on the ribbon to access the import mode Governance Automation Online Administrator s Guide Ge Name and Description Enter a name for the import job Enter an optional description for future reference Level Select Site Collection to import an exported site collection template file or select Site to import an exported site template file Import Location Click Browse to locate the modified template file Click Save and Apply on the ribbon to start the job for applying the configurations You are brought to the Job Status tab For more information refer to Viewing Job Status Viewing Job Status The Job Status tab allows you to view the status of the export import job and the other information related to the jobs including Name Description Type Modified By and Last Modified Time You can perform the following actions Search Filters displayed jobs by your entered keyword You can search desired jobs by the following columns Name and Modified By Only
96. at the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Select your desired nodes in the Source Scope and Destination Scope and they can be identified as a source or destination in a Content Move request You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Method Select Copy or Move for this service or allow the business user to decide when submitting the req
97. ator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Specify the scope by manually inputting URLs or selecting from the tree e Manually input URL Click Add Your Own URL and then enter the URL in the text box Repeat to add more URLs e Select scope from tree Expand the tree to select the desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit
98. ay also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Expand the tree to select your desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the UR
99. ay the Send E mail option associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Send E mail option 14 Click the arrow on the right hand side to proceed to the next step 15 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 16 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the appro
100. before the site collection reaches Governance Automation Online Administrator s Guide expiration by selecting the Enable lease expiration warning checkbox Then enter a positive integer in the provided text box and choose Day s Week s Month s or Year s from the drop down menu Choose whether to assign the lease expiration warning to site collections created by this service or allow the business user to choose the lease expiration warning when submitting a service request for this service Choose from the following e Assign by IT Admin The lease expiration warning configured here will be associated with the site collection created by this service Select Show as Read Only to Business User to allow the business users to see the lease expiration warning in the service request or Hide from Business User to not display the lease expiration warning associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the lease expiration warning Select an approval process from the drop down menu or click Create New to create a new one This approval process will be triggered when the site collection lease period is exceeded A task will be assigned to the business users specified in the selected approval process asking if they would like to extend site collection lease or delete the site collection 25 Governance Automation Online App and App Part Choose
101. bmitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ae button to check that the names are Governance Automation Online Administrator s Guide valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrat
102. by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to change library list settings is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 13 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 14 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution sched
103. can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the Department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permis
104. ce will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ae button to check that the names are valid You may also click the browse EJ button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check a button to check that the name is valid You may also click the browse El button to search for users Governance Automation Online Administrator s Guide 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter
105. click Cancel to return to the My Request interface without saving any configurations e Delete Select a saved request by clicking the select button before a service request name and click Delete on the ribbon A confirmation window will pop up for this deletion Click OK to delete the selected request or click Cancel to return to the My Request interface without deleting the selected request e Copy Duplicate the existing service request to make minor changes in order to save as a new service request Select a submitted request Click Copy on the ribbon and make the desired modifications When you have finished making changes choose one of the following options o Click Save As Draft to save the new service request as a draft o Click Save and Submit to submit this request to the approvers o Click Cancel to return to the My Requests interface without saving any configurations KE Governance Automation Online Administrator s Guide My To Do List When a service request is submitted and you are one of the approvers of this request a task will be assigned to you When you are the approver of a permission recertification process and the recertification schedule reaches a permission recertification report will be assigned to you To view and manage your tasks and permission recertification reports click View My To Do List in the Administrator landing page My Tasks In the My Tasks tab all of the tasks assigned to you
106. click Delete User A pop up window appears which asks you to confirm your deletion Click OK to delete the selected user o Edit User Permissions Select a user and click Edit User Permissions on the ribbon In the Edit Permissions interface modify the permission levels in the Permissions section Then click Save on the ribbon to save your changes and go back to the View Details page The edited record is highlighted o Remove User Permissions Select a user and click Remove User Permissions A pop up window appears which asks you to confirm your operation Click OK to remove the user s permissions o Edit Group Permissions Select a group and click Edit Group Permissions on the ribbon In the Edit Permissions interface modify the permission levels in the Permissions section Then click Save to save your changes and go back to the View Details page The edited record is highlighted o Remove Group Permissions Select a group and click Remove Group Permissions A pop up window appears which asks you to confirm your operation Click OK to remove the group s permissions and go back to the View Details page The edited record is highlighted o Delete User Click the display name of a group and you are brought to a new window Select one or more group users and click Delete User on the ribbon A pop up window appears which asks you to confirm your deletion Click OK to delete the selected users o Remove User From Group Cl
107. complete the service you have requested If you are a designated approver for any service a task will appear in your My Tasks list whenever a request for the service is submitted and any all previous approvers have approved the request If you are a designated approver for a permission recertification process a permission recertification report will appear in your My Recertification Report list according to the recertification schedule Requests Refer to the following sections to start a request and managed the submitted saved requests Starting a Request Services that you can request are displayed in your service catalog You can submit a request by selecting a service and entering the relevant information To access the Start a Request interface click Start a Request in the Administrator landing page To search service requests enter the service name keyword in the provided text box in the upper right corner You can also filter service requests according to the language by clicking the language filter button on the ribbon Then select the checkboxes next to the language names to have the services of these languages shown In the Start a Request interface 1 Select a service by clicking the service name 2 Enter the necessary information as indicated in the service request 3 When completing the configurations choose one of the following options e Click Save As Draft to save the request as a draft and leave the configured setti
108. configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Governance Automation Online Administrator s Guide oa coo Configuring Change Site Metadata Services Configure Change Site Metadata services to define the Change Site Metadata service request template for business users You can change the site metadata when you want to update the site information On the interface for creating or editing a Change Site Metadata service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category
109. ct the node which you want to manage by Governance Automation Online e If Site Collection is selected in the Level section only SharePoint Online admin center can be selected from the tree e If Site is selected in the Level section SharePoint Sites groups site collections and sites can be selected from the tree The selected SharePoint Sites group and site collections will not be included in the template file while the selected sites will be included in the template file 5 Export Location Choose to export the template file to a local path or an export location If Export to an export location is selected select an export location from the drop down list or click Add New Location to create a new export location in the pop up window 6 Click Save and Export on the ribbon to export the template file Modifying the Exported Site Collection Template File To modify an exported site collection template file complete the following steps 1 Navigate to the location where the exported site collection template file is saved 2 Open the template file to view and configure the following settings for each entry Note All information must be entered exactly including spaces and capitalization e URL Displays the full URL of the site collection BS Governance Automation Online Administrator s Guide e Admin Center URL Displays the admin center URL of SharePoint Online site collections e Department Enter the departme
110. d an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when su
111. d users to a SharePoint group Grant Permissions x v vV vV Grant users permission directly Grant Permissions x vV v x Permissions above the requester s own permissions cannot be granted to others Governance Automation Online Administrator s Guide Z new users Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Grant Permissions Exclude x vV v vV specified permission levels from the request page Send welcome e mail to the v v vV vV Clone or Transfer User Permissions Service The table below lists the supported and unsupported features of Clone or Transfer User Permissions Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Selection Allow peers and direct or indirect reports Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x vV x vV Use SharePoint context to automatically populate the service request scope Restrict Source User x vV vV vV Selection Allow
112. de with a numerical suffix added for example ColumnName_1 ColumnName_2 etc o Select Do not copy the item dependent columns or content types Report the items if the corresponding column or content type is not found in destination or Do not move the item dependent columns or content types Report the items if the corresponding column or content type is not found in destination Governance Automation Online Administrator s Guide The corresponding items are not copied or moved to the destination The job report will show items if the corresponding column or content type is not found in the destination node Note If a source node is associated with a Managed Metadata column and there is no Managed Metadata column in the destination node Governance Automation Online do not copy or move the source Managed Metadata column to the destination Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users r
113. dow appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to change site contact is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 12 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 13 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 14 When you have finished
114. e Allow this service be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of users or groups Governance Automation Online Administrator s Guide in the text box Click the check ae button to check that the names are valid You may also click the browse EI button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check th
115. e Scope x Vv vV x Enable security trimming in the tree of the request for this service Scope x V x x Use SharePoint context to automatically populate the service request scope Method vV vV vV vV Copy Move Source Documents Items V Vv Vv vV Governance Automation Online Administrator s Guide 173 Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Delete Checked Out vV vV v vV Documents From Source Action vV v v vV Attach Merge Filter Policy vV vV vV vV Copy Move configuration vV vV vV vV Copy Move configuration vV vV vV vV Keep look and feel Do not copy move vV vV d d configuration Do not copy move vV vV vV vV configuration Copy Move the item dependent columns and content types to maintain item integrity Do not copy move vV vV d d configuration Do not copy move the item dependent columns or content types Report the items if the corresponding column or content type Copy Move security vV vV vV vV Copy Move security vV vV vV x DocAve Online Exclude user group without does not support permission this feature Copy Move content vV vV vV vV Copy Move content vV vV vV vV Include list attachment Include workflow definition vV v v vV 174 Governance Automation Online Administrator s Guide
116. e metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 27 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request for content move is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 28 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web
117. e by selecting the desired number from the Show rows drop down menu in the upper right corner To sort the groups click the sort G button in a column heading such as Group Name and Description You can perform the following actions in the Account Manager interface e Create Group Create groups of user accounts for Governance Automation Online For more information refer to Creating New User Groups e Edit Group Modify user group information or reassign group permissions For more information refer to Creating New User Groups e View User s View the user accounts within a selected group Within the groups you can add or remove user accounts For more information refer to Adding Users into Groups or Removing Users from Groups Governance Automation Online Administrator s Guide e Delete Group Remove a group from Governance Automation Online A confirmation window will pop up when you click Delete Group Click OK to delete the selected group or click Cancel to return to the Account Manager interface without deleting the selected group Note The Administrator Group and Business User Group cannot be deleted Managing Administrator Accounts To view and manage the administrators for Governance Automation Online select the Administrator Group and click View User s on the ribbon Click Back on the ribbon to return to the Account Manager interface All previously configured administrators will be listed in the Admini
118. e following e Assign by IT Admin The Department selected in the preceding drop down menu will be associated with all sites created by this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ee button to check that the names are valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Se
119. e in the text box This user is the person who you want this task to be re assigned to Click the check L button to check that the name is valid You may also click the browse EI button to search for a user The task will be re assigned to this user once the amount of time specified as the duration passes and this user will receive an e mail to be notified that the task is re assigned to him or her Note The task can only be re assigned to one user e Select an E mail Template for the notification sent when this approval task is escalated from the drop down menu 7 If more than one approval stage was selected follow the instructions for Stage One Configurations for the remaining stages 8 At any time click the arrow on the left hand side to return to the previous step to check or modify your configurations When you have finished choose one of the following options e Click Save to save all of the configurations and return to the Create Approval Process interface e Click Save and Activate to save all of the configurations and change the status to Active Governance Automation Online Administrator s Guide e Click Cancel to return to the Approval Process Management interface without saving any changes Configuring Policies A policy is an organization wide set of rules and standards for governing specific SharePoint Online and DocAve Online operations Policies can be applied to services to enable automatic provisioning
120. e service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or Governance Automation Online Administrator s Guide groups in the text box Click the check ae button to check that the names are valid You may also click the browse EEl to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Clic
121. e the Custom Action feature in Governance Automation Online there must be a published Web Service with defined methods Refer to the following sections for detailed instructions 1 Creating and Configuring a Web Service 2 Publishing a Web Service 3 Applying a Web Service to a Custom Action Creating and Configuring a Web Service To create and configure a Web Service complete the following steps 1 In Microsoft Visual Studio navigate to File gt New gt Project 2 Inthe New Project window navigate to Templates gt Visual CH gt Web on the left pane 3 Select NET Framework 3 5 from the drop down list on the top 4 Select ASP NET Web Service Application on the middle pane New Project lz b Recent NET Framework 3 5 Sort by Default sh Z Search Installed Templates Ctrl E p 4 Installed ce Ki ASP NET Web Forms Application Visual C Waren 4 Templates 4 project for creating XML Web services 4 Visual C EN S ASP NET Dynamic Data Entities Web Application Visual C Windows Se Web ct gt Office SharePoint ES ASP NET Dynamic Data Ling to SQL Web Application Visual C Cloud ce Reporting D ASP NET AJAX Server Control Visual C Silverlight m Test ii ASP NET AJAX Server Control Extender Visual C WCF ki E R LE Ge ASP NET Server Control Visual C Light Switch i gt Other Languages gt Other Project Types ASP NET Web Service Application Visual C Samples gt Online Name WebServicel Location ci u
122. e to proceed to the next step 6 Questions Define the questions for this questionnaire e To create a new question click Add Question and then configure the following settings in the Add Question interface a Question Enter your desired question and select the answer type Drop down Menu Radio Buttons or Managed metadata Governance Automation Online Administrator s Guide 9 116 b Answer Settings Define the answers for the question Enter each answer ona separate line You can also define a default answer for the question c Click Save to save this question To edit a previously created question click the edit button after the question name and then modify the settings in the Edit Question interface To delete a previously created question click the delete 25 button after the question name Click the arrow on the right hand side to proceed to the next step Follow the steps below to configure the logic diagram a b Drag your desired question from the left pane to the Start point of the right pane Drag another question under the arrow of one answer for the question above to determine the logical relationship Repeat the step above to add multiple questions Note You can add the same question to multiple logical flows on the right pane but a question can only be added into a logical flow once Drag your desired service to the end point of each logical flow If there are no ser
123. ears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to change the site collection contact is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 13 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box
124. ection Create Site Delete Entire Site Collection and Extend Site Collection services e View Task Click a task title to see detailed information In the View Details interface you have the following options o Approve Click Approve on the ribbon to finish this task o Reject Click Reject on the ribbon to reject this task Governance Automation Online Administrator s Guide o Edit Request This button is only visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface o View Request History Click View Request History to view the versions of this request in the View Request History interface e Approve Select a desired task and click Approve on the ribbon to approve the task Enter any comments you may have in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface without executing the task e Reject Select a desired task and click Reject on the ribbon to reject the task Enter comments you may have in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface without executing the task Site Collection Lifecycle Management Tasks You can perform the following actions on tasks from Site Collection Lifecycle Management services e View Task Click a
125. ection policy is applied to a Governance Automation Online managed site collection a permission recertification report will be generated This report contains the searched permissions of users and groups for this site collection Approvers can then modify the permissions in Governance Automation Online and the permission changes will be updated to SharePoint Online You may change the number of reports displayed per page as well the order they are displayed in To change the number of reports displayed per page select the desired number from the Show rows drop Governance Automation Online Administrator s Guide es down menu in the upper right corner To sort the reports click the sort 4 button in a column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways e Search Allows you to filter reports displayed by the keyword you designate The Request Title column supports being searched and only the content in the column displayed in the current view can be searched e Manage Columns fd You can manage which columns are displayed in the list so that only information you want to see is displayed Click the manage columns E button then select the checkbox next to the column name to have that column shown in the list e Filter hd This allows you to filter which item in the list is displayed Click the filter ad button of the column you want to filte
126. eeeeeceseesauaeseeeessessesauaeeeesessessesesaees 180 Settings and Other Options ssciecsscscesvcstavacesteacesscetachectacacescdesacaeectcacecstesachectaeatec E aaee aaraa aeee AROE 181 Web EE 185 Notices and Copyright Information cccssssccccecessesesseseeeeeceseeseeaeeeeceucesseseuaesececsseesesaeaeeesecsssessasaeeeeeens 187 C Governance Automation Online Administrator s Guide What s New in this Guide e Added information about managing Office 365 groups as Governance Automation Online users in the Configuring Account Manager section e Added information about setting Office 365 groups in the Service Permissions field in the Configuring Services section e Added information about setting Office 365 groups in the Questionnaire Permissions field in the Creating or Editing Questionnaires section Governance Automation Online Administrator s Guide About DocAve Governance Automation Online DocAve Governance Automation Online is an online version of DocAve Governance Automation that supports the need for organizations to use Microsoft SharePoint as a service by automating the ways users request configurable services including but not limited to content management lifecycle management permissions management and provisioning Governance Automation Online provides ways to create and govern your SharePoint Online objects automatically by submitting rich and customizable predefined service requests which can trigger co
127. egory interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The department selected in the preceding drop down menu will be associated with this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service Governance Automation Online Administrator s Guide lt lt lt 8 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service be requested by any user o Select users to use this service Select the users
128. ell as configure available options for business users to choose from when requesting this service Sites created by Governance Automation Online inherit data protection and content retention policies from the site collection they live in Governance Automation Online Administrator s Guide On the interface for creating or editing a Create Site service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a Department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a Department to this service and sites created by this service or allow the business user to choose the Department when submitting a service request for this service Choose from th
129. en registering AvePoint Online Services e For US East use https euga avepointonlineservices com api requests get e For EMEA Ireland use https nega avepointonlineservices com api requests get e For APAC Singapore use https apga avepointonlineservices com api requests get e For USGov Public Sector use https gausgovapi avepointonlineservices com api requests get string url https apga avepointonlineservices com api requests get HttpWebRequest httpRequest HttpWebRequest HttpWebRequest Create url httpRequest ContentType application json string reply string Empty ServicePointManager ServerCertificateValidationCallback sender certificate chain sslPolicyErrors gt true httpRequest Headers Set X_ GovernanceAutomation Access Token token 146 Governance Automation Online Administrator s Guide httpRequest Method GET HttpWebResponse response HttpWebResponse httpRequest GetResponse using Stream responseStream response GetResponseStream using StreamReader responseReader new StreamReader responseStream Encoding UTE8 reply responseReader ReadToEnd List lt APIRequest gt requests JsonConvert DeserializeObject lt IEnumerable lt APIRequest gt gt reply ToList Governance Automation Online Administrator s Guide 147 Appendix A Using Custom Actions To us
130. en starting a request you can filter the services according to their languages Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The department selected in the preceding drop down menu will be associated with this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service Service Permissions Choose how users will get to this service and who has permission t
131. eporting information for sorting and understanding your organization s SharePoint Online usage Select a Department or select the users you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a Department to this service and site collections created by this service or allow the business user to choose the Department when submitting a service request for this service Choose from the following e Assign by IT Admin The Department selected in the preceding drop down menu will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users o
132. eps 1 Click Set Filter on the ribbon to customize the report You can set filters for URL Site Template Department and Primary Site Contact 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Exporting Site Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports Governance Automation Online Administrator s Guide Ble Requests and To Do Lists Governance Automation Online administrators can create services which contain a set of configured settings for SharePoint Online operations that comply with your organization s rules and standards These services are tailored to the needs of different departments and purposes within your organization You will be able to submit requests for these services according to your SharePoint Online needs Once you submit a service request the approval process associated with each corresponding service will automatically notify the designated persons in your organization of your request After all approvers of a service have approved the request Governance Automation Online will perform the necessary operations to
133. equesting this service 15 Security Select the Copy security or Move security checkbox to copy or move the user and or group permissions from the source node to the destination node including SharePoint Online permission level and permission inheritance of SharePoint Online objects Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 16 Content Select the Copy content or Move content checkbox to copy or move content from the source node to the destination node including files and items Select the Include list attachment checkbox to also copy or move attached content in lists from the source node to the destination node Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option
134. ervice Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 30 Run During Select Enable service request execution schedule to define when Governance Automation Online executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 31 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Create Site Services Configure Create Site services to define the Create Site service request template for business users You can customize the settings for sites created by this service as w
135. ervice file to the selected location Navigate to Internet Information Services IIS Manager WD os A Create an application pool for the Web Service a On the left pane right click the Application Pools node and click Add Application Pool b Inthe Add Application Pool window enter a name and select the NET Framework v4 0 30319 from the NET Framework version drop down list c Click OK to create the application pool 10 Create a Web site to host the Web Service a On the left pane right click the Sites node and click Add Web site b Inthe Add Web Site window configure the following settings i Site Name Enter a name for the Web site ii Application Pool Click Select and select the application pool that is created in step 10 and step 11 iii Physical path Select the directory where the published Web Service file resides iv Port Enter a port number for the Web site S3 tart Page G5 PAUL960 SP 10 administrator Add Web Site HE Application Pools E Site name e E DAO WebServiceSite MyService Ste Default Web Site EE E GAO SharePoint 12345 th ail tl l SharePoint 28697 C APublish MyService SharePoint 43380 SharePoint 80 SharePoint hosttest443 Connect as Test Settings SharePoint mavis SharePoint Central Administration v4 SharePoint Web Services WebService Type IP address Port a
136. ervice request e Assign by Business User Allows the business user to configure the Grant Permissions option Optionally select Exclude specified permission levels from the request page and then select your desired permission levels by selecting the corresponding checkboxes The selected permission levels will be excluded from the permission level list if the requester grants the user permission If the requester adds users to a SharePoint group the group that contains the selected permission levels will not be displayed Note The displayed permission levels are retrieved from Governance Automation Online Settings gt SharePoint Permission Level Management 13 Send E mail Choose whether or not to send an e mail to the new users for notifying his or her new permission Select the Send welcome e mail to the new users checkbox and then enter the subject and the body of the e mail to be a template Choose whether to assign the Send E mail option by this service or allow the business user to choose the Send E mail option when submitting a service request for this service Choose from the following Governance Automation Online Administrator s Guide e Assign by IT Admin The Send E mail option configured here will be applied on the Grant Permission service request Select Show as Read Only to Business User to allow the business users to see the Send E mail option in the service request or Hide from Business User to not displ
137. es are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a Department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The department selected in the preceding drop down menu will be associated with all libraries lists created by this service Select Show as Read Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This servi
138. ess User to not display the Deployment Manager plan to the business users requesting this service e Assign by Business User Allows the business user to choose from the Deployment Manager plans you have selected in the Select plans area 24 Manage Site Collection Lifecycle Select the Enable Site Collection Lease Period checkbox to enable a lease period for the site collection Specify the lease period by entering a positive integer in the provided text box and choose Day s Week s Month s or Year s from the drop down menu Choose whether to assign the site collection lease period to site collections created by this service or allow the business user to choose the site collection lease period when submitting a service request for this service Choose from the following e Assign by IT Admin The site collection lease period configured here will be associated with the site collection created by this service Select Show as Read Only to Business User to allow the business users to see the site collection lease period in the service request or Hide from Business User to not display the site collection lease period associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the site collection lease period When the site collection lease period is enabled you can choose to enable lease expiration warning to configure when to send the warning e mail
139. ess users User Activity Report allows you to inspect the behaviors done by users when errors occur for furnishing useful information or check the legality of user behaviors e Service Request Report Provides detailed information for all of the submitted service requests Service Request Report gives you overall usage information of service requests which you can gather for IT chargeback and budgeting e Approval Process Report Provides all of the processing tracks of the approval processes for the service request once they are approved Approval Process Report allows you to view the detailed information of service requests for reviewing the performances which can help you optimize your service request flow and make the processes more efficient User Activity Report To access User Activity Report click User Activity Report in the Audit Reports group Click Back to close the User Activity Report interface Managing User Activity Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the reports click the sort G I button in the Changed Time column then select Ascending or Descending On the top of the User Activity Report interface a message appears to remind that Governance Automation Online will keep 90 days of historical information for this report If you want to store the records older than 90 days click the select an export l
140. export location and you can view the apply site collection policy result report including the following information URL Initial Policy Target Policy Result and Comment Site Report To access Site Report click Site Report in the Administration Reports group Click Back to close the Site Report interface Managing Site Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right hand corner To sort the reports click the sort G I button ina column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways 130 Search Filters displayed reports by your entered keyword You can search desired reports by the following columns URL and Title Only the content in the column displayed in the current view can be searched Manage columns ul Manages which columns are displayed in the list Click the manage columns fa then select the checkbox next to the column name to have that column shown in the list Filter items ad Filters which item in the list is displayed Click the filter items ad button in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Governance Automation Online Administrator s Guide Filtering and Generating Site Reports To filter and generate site reports complete the following st
141. for creating or editing a Grant Permissions service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in the service Governance Automation Online Administrator s Guide request or
142. g Language and Time Zone Settings To configure the language and time zone for your Governance Automation Online platform click the login ID on the navigation bar Then click Configure Personal Settings In the pop up Configure Personal Settings interface configure the following settings 1 Language Select a language from the drop down list to set it as the display language 2 Time Zone Select a time zone from the drop down list to set it as the display time zone The time zone selected here decides the display time of data in Governance Automation Online interface 3 Click Save on the ribbon to save your configuration The display language and time zone are changed automatically Click Cancel to exit the Configure Personal Settings interface Configuring Settings in the System Group The System group allows you to configure the optional system settings of Governance Automation Online including E mail Templates Administrator Notification Timer Service Configuration Management Report Export Location Category Management and Recertification Profile Management Refer to the following instructions for details of these sections Configuring E mail Templates E mail Templates allow you to customize notification e mails sent by Governance Automation Online such as when a request is approved or when a task is assigned Different e mail templates are used for different notifications To access E mail Templates settings click
143. he Add User interface 3 Enter the names of the users or Office 365 groups you wish to add in the text box Then click the check ae button to check that the names are valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons Governance Automation Online Administrator s Guide Note Click the AvePoint Online Services link in the description to add external users into Governance Automation Online through AvePoint Online Services Click Save on the ribbon to save the configurations or click Cancel to return to the group interface without adding any users or groups Removing Users from Groups To remove users from a group complete the following steps 1 In the Account Manager interface select a group by clicking the group name and then click View User s on the ribbon Within the group select the desired usernames or Office 365 group names and then click Remove User from Group on the ribbon A confirmation window appears Click OK to delete the selected users or groups or click Cancel to return to group interface without deleting the selected users or groups Configuring Departments Departments with specific responsibilities in an organization can be associated with corresponding services in order to organize services to help create custom service catalogs catered to the needs of different users To add new departments in Governance Automati
144. he AvePoint Knowledge Base calculated by governance automation Enter a positive integer in the text box and select Day s Week s Month s or Year s as atime unit e Enable Site Collection Lease Period Select this checkbox to notify the business user designated in the approval process associated with this setting when the lease period of the site collection expires Configure the site collection lease period by entering a positive integer in the text box and then select Day s Week s Month s or Year s as a time unit Select an Approval Process from the drop down menu or click Create New to create a new one This approval process will be triggered when either of these criteria is met 12 When you have finished configuring this policy choose one of the following options e Click the arrow on the left hand side to go to the previous step to check and modify your configurations e Click Save to save all of the configurations e Click Save and Activate to save all of the configurations and activate the policy which allows this policy to be used in services e Click Cancel to return to the Policy Management interface without saving any changes Configuring Services A service is a set of configured settings for a management operation in SharePoint Online that can be leveraged by business users when submitting a service request Administrators can limit what options are available to Business Users based on the standards
145. he following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Clone or Transfer User Permission Services Configure Clone or Transfer User Permission services to request having one person s permissions be the same as another user Role changes happen frequently in most organizations This puts permission control in the hands of business users based on predefined settings set by IT administrators On the interface for creating or editing a Clone or Transfer User Permissions service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Cat
146. he manager of the approver of the service request will be notified e SAdministratorContact The administrator contact defined in the service will be notified b Select a Completion E mail Template for this notification from the drop down menu The Completion E mail Template can be configured in the System group within Settings 5 If you select Auto approve skip the following steps and click Save to save all of the configurations and return to the Approval Process Management interface Click Save and Activate to save all of the configurations and activate this approval process Click Cancel to return to the Approval Process Management interface without saving any changes Governance Automation Online Administrator s Guide 6 If you chose to use approval stages continue to the Stage One Configurations Configure the following for the first stage of approval a Stage Name Enter a Name for the first level stage By default its name is First Stage Approval Then enter an optional Description for future reference b Approver s Enter the first stage approvers All approvers will be assigned a task when this approval process starts e Specify the Role Specify the approver relevant to the user making the request This may be preferable to entering specific users since role based approval can adapt to personnel shifts in your organization Enter in the Assign To text box and a list of roles appear in the drop down
147. hole number in the text box and select Day s or Week s as the unit b Configure the Recurrence of the permission search Daily Weekly or Monthly c Select an Approval Process from the drop down menu or click Create New to create a new one 4 Administrator Contact Enter the name of the user who will become the administrator contact If a recertification task encounters any errors an error task will be generated and the error task will be assigned to this administrator contact 5 Click Save to save your configurations on the profile or click Cancel to return to the Recertification Profile Management interface without saving any configurations Ac Governance Automation Online Administrator s Guide Deleting Recertification Profiles To delete a recertification profile select a previously configured profile and then click Delete on the ribbon A confirmation window will pop up and ask if you are sure you want to proceed with the deletion Click OK to delete the selected profile or click Cancel to return to the Recertification Profile Management interface without deleting the selected profile Configuring Settings in the SharePoint Group The SharePoint group allows you to manage the settings related to SharePoint Online Configuring SharePoint Permission Levels Permission levels allow you to assign a particular set of permissions to SharePoint Online users and security groups so that they can perform specific actions on y
148. iant with your organization s standards Services will also have at least one approval process associated with it so that when a user submits a request for a specific service the appropriate parties are notified and can provide the necessary approval Once the service request has been fully approved Governance Automation Online performs the SharePoint Online and or DocAve Online processes according to the customized settings configured for that service Familiarizing Yourself with the Interface In the administrator landing page the following tiles are available for you to manage e Settings e Start a Request e View My Requests e View My To Do List e Public Site Collection Directory e My Sites Use the tiles to navigate through the software At any point click MENU on the upper left corner to have the navigation bar be displayed on the top You are able to go to your desired section by clicking the section name on the navigation bar You can also click the pin Ei button on the lower right corner on the navigation bar to pin the navigation bar The navigation bar will always display on the top of the interface until you click the unpin EA button Governance Automation Online Administrator s Guide Settings Start a Request View My Requests View My To Do List Pending request 29 Pending task 73 Public Site My Sites Collection Directory Figure 1 The administrator landing page User Roles for Governance Automation Online
149. ic to each individual service request 4 Message Body Customize the message body of the e mail notification for the e mail template You can insert reference in the Message Body by clicking Insert Reference A reference is a parameter that will call up the corresponding bit of information for which it is named specific to each individual service request 5 Click Save to save the configurations and return to the E mail Templates interface or click Cancel to return to the E mail Templates interface without saving any configurations Deleting E mail Templates To delete an e mail template from Governance Automation Online select an e mail template from the e mail template list and then click Delete on the ribbon A confirmation window appears and asks if you are sure you want to proceed with the deletion Click OK to delete the selected e mail template or click Cancel to return to the E mail Template interface without deleting the selected e mail template Configuring Administrator Notification Administrator Notification allows you to configure a notification to inform the Administrator Contact should any service request encounter an error To access Administrator Notification settings click Administrator Notification in the System group within the Settings interface Follow the instructions below to configure the Administrator Notification settings 1 Alternate Administrator Contact Specify a user to be an alternate Administrat
150. icies selected here will be made available to business users if you select Assign by Business User in the Assign by drop down menu If no existing policy is appropriate for this service you may click Create New to create a new one b Select a default policy in the Default Selection drop down menu If Assign by Business User is selected in the Assign by drop down menu this policy will be selected in the service request but the business user will be able to select another policy out of the policies you have selected in the Select the Policies configuration area If Assign by IT Admin is selected in the Assign by drop down menu this will be the only available policy in the service request and the business user will not be able to choose another policy Choose whether to assign a policy to site collections created by this service or allow the business user to choose the policy when submitting a service request for this service from the policies selected in the Select the Policies configuration area Choose from the following e Assign by IT Admin The policy selected in the Default Selection drop down menu will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the default policy in the service request or Hide from Business User to not display the policy associated with this service to the business users requesting this service e Assign by Business User
151. ick Add a User and enter the usernames in the pop up window You can also enter to select the following roles SRequester S ManagerOfRequester PrimarySiteCollectionContact and SecondarySiteCollectionContact Then click OK to save your configurations Optionally select the Enforce Permission checkbox after a username In the request page the user cannot be deleted and the user permissions cannot be modified For the enforced permission user you can hide the enforced permission user from the request page by selecting the Hide checkbox d Permissions Configure the permissions for this group Select your desired permission levels by selecting the corresponding checkboxes Optionally select the Allow Business User to change the permission level of this group checkbox so that the business users can modify the permission level when creating a request e Click Save to save the group settings Grant Permissions Click Grant Permissions to grant permissions to specific users In the Grant User Permissions window configure the following settings a Select Users Enter the names of the users that you are about to grant permissions b Assign By Choose who will assign the user permissions IT Admin or Business User c Permissions Configure the permissions for the users Select your desired permission levels by selecting the corresponding checkboxes d Click Save to save your configurations Governance
152. ick the display name of a group and you are brought to a new window Select one or more group users and click Remove User From Group on the ribbon A pop up window appears which asks you to confirm your operation Click OK to remove the selected users from the group o Change Group Click the display name of a group and you are brought to a new window Select one or more group users and click Change Group on the ribbon In the Change Group interface select the group that you wish to change to and select the method for changing group Copy or Move Copy will copy the users to the new group Move will remove the users from the previous group and then add the users to the new group Click Save to save your changes and go back to the View Details page The edited record is highlighted e Submit Select a task and click Submit on the ribbon to submit changes of the task Enter comments for this task for further reference in the pop up window Click OK to finish this task or click Cancel to return to the All Recertification Report interface Managing the Audit Reports To access Audit Reports go to the Audit Reports group in Settings Audit Reports provide detailed information on all users service request and approval process activities Governance Automation Online Administrator s Guide e User Activity Report Provides detailed information on all actions performed by Governance Automation Online users including administrators and busin
153. in the Web Service Select your desired method from the drop down list If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 14 Run During Select Enable service request execution schedule to define when Governance Automation Online executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 15 When you have finished configuring settings for this service choose one of the following options Click the arrow on the left hand side to go to the previous steps to review and modify your configurations Click Save to save all of the configurations and return to the Service Management interface Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service 60 Governance Automation Online Administrator s Guide e Click Cancel to return to the Service Management interface without saving any configurations Configuring Change Site Collection Contact or Administrator Services Configure Change Site Collection Contact or Administrator services to define the Change Site Collection Contact or Administrator service request for business users You can change the site collection contact or site collection administrator when the site collection expires to transfer the re
154. ine App 99 Adding the Governance Automation Online App to a SharePoint Online Site 100 Inserting a Governance Automation Online App Part 100 Configuring Language and Time Zone Settings cccccccccsscssesssseeeeeceesesesneeeeeeecesseseaaeseeeesessseseaeseeeeeens 101 Configuring Settings in the System Group 101 Configuring E mail Templates donnes snars ia Senes aa Ssnan iasa anane eee riiin anS 101 Configuring Administrator Notification c ccccccccsssssssececececsesecnsaeeececeseesesaeaeeeeecessesesaeaeeeeeeseseseaaeees 102 Configuring th Timer SENVi eg e eea eee ebe See eegen EE 103 Configuring Report Export Locations 104 Configuring Category Management 105 Configuring Recertification PrOtileS sssri cresen neee E a E a a Sege ass 106 Configuring Settings in the SharePoint Group 107 Configuring SharePoint Permission Levels 107 Importing Existing Site Collections and Sites 108 Governance Automation Online Administrator s Guide Configuring Settings in the Request Management Group 111 CONPISUNING MILA Oe Ee 111 Configuring Execution Schedules scnis irinna da aeaaeae e a eE A Esd EE 114 Configuring QUESTIONNAILES cccccccesssssssececececeesesseaecesecscesseaeaeseseceseeseaaeaeeeeecesecseaaeceeeescesseseaaeeeeess 114 Managing the Monitoring Reports ssssssssessssssssserernrssssesrrersnsssseserresnssssrsernesnssssrrernesnssesreernesessrereenn 117 TIR UE 117 PU Til EE 118 All Recertification Re
155. ing User Activity Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports Service Request Report To access Service Request Report click Service Request Report in the Audit Reports group Click Back to close the Service Request Report interface Managing Service Request Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the reports click the sort d button in a column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways e Search Filters displayed reports by your entered keyword You can filter desired reports by the following columns Service Name Service Request Name Requester and Assign To Only the content in the column displayed in the current view can be searched e Manage columns i Manages which columns are displayed in the list Click the manage columns ua button then select the checkbox next to the column name to have that column shown in the list e Filter Item ad Filters which item in the list is displayed Click the filter item ad button in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Filtering and Generating Service Request Reports To filter and genera
156. ing to the schedule Approvers can then modify the permissions in Governance Automation Online and the permission changes will be updated to SharePoint Online Note Permission recertification is not supported on SharePoint Online My Sites To access Recertification Profile Management click Recertification Profile Management in the System group within the Settings interface Displaying and Searching Recertification Profiles To change the number of recertification profiles displayed use the Show rows drop down menu in the upper right corner To search the recertification profiles that are displayed enter the keyword in the Search text box and click the search P button Creating or Editing Recertification Profiles To create a new recertification profile click Add on the ribbon To modify a previously configured recertification profile select the desired profile and click Edit on the ribbon Complete the following steps 1 Name and Description Enter a name and an optional description for the recertification profile 2 Category Categories are used to organize recertification profiles Select an existing category from the drop down list or click Create New to create a new category 3 Recertification Settings Configure the settings for permission recertification a Specify a duration for the entire recertification process optional Allows you to define a duration for the entire recertification process Enter a w
157. ings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Create Library List Services Configure Create Library List services to define the Create Library List service request templates for business users You can predefine the settings for libraries or lists created by this service as well as configure available options for business users to choose from when requesting this service Libraries or lists created by Governance Automation Online are included in the data protection plan and content retention rules of the site collection they live in Governance Automation Online Administrator s Guide On the interface for creating or editing a Create Library List service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categori
158. ion Note that an extension to a site collection s lease will grant the site collection the amount of time indicated in the lease from the day the request is approved and is not in addition to the remaining time of the previous lease e Delete Site Collection Allows business users to request their site collection be deleted e Change Site Collection Policy Allows business users to request a different Governance Automation Online policy be associated with the site collection they own Note Lifecycle management services are available to the users indicated in their service Permissions configuration however service request for any of these lifecycle management actions can only be submitted by each site collection s owner 10 Scope Expand the tree to select your desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site collection where the Site Information Card resides will be retrieved The site collection URL will be automatically used as the request scope Choose one of the following options Governance Automation Online Administrator s Guide Allow Business User to Edit the URL The site collection URL will be automatically filled into
159. ions Deleting Execution Schedules To delete an execution schedule select a previously configured execution schedule and then click Delete on the ribbon A confirmation window appears and asks if you are sure you want to proceed with the deletion Click OK to delete the selected execution schedule or click Cancel to return to the Execution Schedule interface without deleting the selected execution schedule Configuring Questionnaires Use Questionnaire Management to configure questionnaires to guide the requesters to appropriate services when starting a request In a questionnaire you can add your desired questions define the con Governance Automation Online Administrator s Guide order that the questions appear customize the logical relationship for the questions add the answer criterion and select the services that will be visible to the requesters Note The Questionnaire Management feature is not fully supported on Internet Explorer 8 To use this feature AvePoint recommends that you use Google Chrome or Internet Explorer 9 or above to manage questionnaires To access Questionnaire Management settings click Questionnaire Management in the Request Management group within Settings Displaying and Searching Questionnaires To change the number of questionnaires displayed use the Show rows drop down menu in the upper right corner To search the displayed questionnaire enter the keyword in the Search text box and click the
160. isplayed You may change the number of approval processes displayed per page as well the order they are displayed in To change the number of approval processes displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the approval processes click the sort G I button in a column heading such as Approval Process Category Last Modified Time and Created By You can customize how the approval processes are displayed in a number of different ways e Search Allows you to filter approval processes displayed by the keyword you designate The Approval Process column and the Created By column support to search for the desired approval process and only the content in the column displayed in the current view can be searched e Manage columns fa You can manage which columns are displayed in the list so that only information you want to see is displayed Click the manage columns ia button then select the checkbox next to the column name to have that column shown in the list Click All to select the checkboxes of all columns and have all columns displayed in the list or click None to uncheck the checkboxes of all columns and have none columns displayed in the list e Filter item ad This allows you to filter which item in the list is displayed Click the filter ad button of the column you want to filter and then select the checkbox next to the item name to have that item shown in the
161. ite title in URL x vV vV x Use SharePoint context to vV vV vV automatically populate the service request scope Site Template x vV vV vV Language x vV vV vV Security Groups x vV vV vV Navigation x vV vV vV Navigation Inheritance x vV vV vV Primary Site Contact x vV vV vV Primary Site Contact Notify x vV vV x the contact upon site creation Secondary Site Contact x vV vV vV 164 Governance Automation Online Administrator s Guide Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Secondary Site Contact x Vv vV x Notify the contact upon site creation Governance Automation vV vV x vV Governance App and App Parts Automation Online only supports the Site Information Card app part Create Library List Service The table below lists the supported and unsupported features of Create Library List Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Bu
162. k the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Expand the tree to select your desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site collection where the Site Information Card resides will be retrieved The site collection URL will be automatically used as the reque
163. l of this group checkbox so that the business users can modify the permission level when creating a request e Click Save to save the group settings o Grant Permissions Click Grant Permissions to grant permissions to specific users In the Grant User Permissions window configure the following settings a Select Users Enter the names of the users that you are about to grant permissions b Assign By Choose who will assign the user permissions IT Admin or Business User c Permissions Configure the permissions for the users Select your desired permission levels by selecting the corresponding checkboxes d Click Save to save your configurations Governance Automation Online Administrator s Guide e The specific template tab The template tab depends on the selected site collection template The default groups of the site collection template are displayed Click the edit 4 button to edit the settings of a custom group or click the delete 7S button to delete a custom group o Use common permission settings Select the checkbox to apply the permission settings in the Common tab If there are group names that already exist in the Common tab the group settings will be replaced by those of the Common tab o Create Group Click Create Group to create a new group and add it into the specific template permission settings In the Add a Group window configure the following settings a Custom Group Na
164. l order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to change site metadata is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 14 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 15 Run During Select Enable service request execution schedule to define when Governance Automa
165. lans will be displayed in the table if they meet all of the following conditions a The deployment type of the mappings in the plan is Design Element or the source nodes in the mappings are within the User Solution Gallery node b The destination nodes in the mappings are sites c All ofthe mappings in the plan meet all of the conditions above If more than one Deployment Manager plan is selected you must choose a default Deployment Manager plan from the Default Selection drop down list You can assign the selected Deployment Manager plan to sites created by this service or allow the business user to choose the Deployment Manager plan when submitting a service request Choose from the following e Assign by IT Admin The Deployment Manager plan selected in the Default Selection drop down list will be applied to all sites created by this service Select Show as Read Only to Business User to allow the business users to see the Deployment Manager plan in the service request or Hide from Business User to not display the Deployment Manager plan to the business users requesting this service e Assign by Business User Allows the business user to choose from the Deployment Manager plans you have selected in the Select plans area 20 Governance Automation Online App and App Part Choose to automatically enable the Governance Automation Online App during site creation If enabling this feature first make sure that the Governance Automa
166. lect Users Enter the names of the users that you are about to grant permissions b Assign By Choose who will assign the user permissions IT Admin or Business User Governance Automation Online Administrator s Guide c Permissions Configure the permissions for the users Select your desired permission levels by selecting the corresponding checkboxes d Click Save to save your configurations e Reset All Click Reset All to clear your configurations and reset all configured security groups settings to the initial state e Business User action control Choose how to control the business user actions on the security group o Allow Business User to grant user permissions directly Select this checkbox to allow business users to directly grant permissions to specific users in the request o Prevent Business User from requesting to grant permissions with the following permission levels Select this checkbox and select your desired permission levels The selected permission levels will not be displayed in the request 18 Click the arrow on the right hand side to proceed to the next step 19 Primary Site Collection Administrator Assign a user to be the Primary Site Collection Administrator by entering the username into the text box Click the check Ez button to check that the name is valid or click the browse EEl button to search for users You can also enter to select one of the following roles
167. led information of the selected metadata e Select the desired metadata by clicking the select button before a metadata name and then click Edit to edit the selected metadata Close the Add Metadata window to save all of the configurations and return to the service creation page Governance Automation Online Administrator s Guide 27 Click the arrow on the right hand side to proceed to the next step 28 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 29 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web S
168. lick Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 12 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to change the site collection settings is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 13 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the
169. lk Mode x vV vV x Enable security trimming in x vV vV x the tree of the request for this service Use library list name in URL vV vV x Use SharePoint context to vV vV vV automatically populate the service request scope Navigation x vV vV vV Governance Automation Online Administrator s Guide 165 Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Library List Template x vV d d Document Version History x Vv vV vV Site Collection Lifecycle Management Service The table below lists the supported and unsupported features of Site Collection Lifecycle Management Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Only allow site collection x vV x vV contact administrator or site contact to submit requests for this service Scope x vV vV x Enable security trimming in the tree of the request for this service Scope x V x vV Use SharePoint context to
170. ll Tasks centralize all of the tasks assigned to any users providing you with one interface to process all current tasks or review previous tasks To access All Tasks click All Tasks in the Monitoring Reports group within Settings To exit out of All Tasks click Back You can change the number of tasks displayed per page as well the order they are displayed in To change the number of tasks displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the tasks click the sort G I button in a column heading then select Ascending or Descending You can customize how the tasks are displayed in a number of different ways e Search Filters displayed tasks by your entered keyword You can search desired tasks by the following columns Title Requester and Assign To Only the content in the column displayed in the current view can be searched e Manage columns fa Manages which columns are displayed in the list Click the manage columns iid button then select the checkbox next to the column name to have that column shown in the list e Filter items ad Filters which item in the list is displayed Click the filter item ad button of the column you want to filter then select the checkbox next to the item name to have that item shown in the list Create Delete Extend Site Collection and Create Site Tasks You can perform the following actions on tasks from Create Site Coll
171. llection Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports 129 Governance Automation Online Administrator s Guide Applying a Site Collection Policy In Site Collection Report you can apply a site collection policy to site collections in bulk Complete the following steps to apply a site collection policy 1 Select one or more site collections and click Apply Policy on the ribbon Note The Apply Policy feature is only available to active and without ongoing process site collections In the Apply Policy window configure the following settings a Site Collection Policy Select a site collection policy from the drop down list This site collection policy will be applied to the selected site collections b Export Location Select a previously configured export location from the drop down list or click Add New Location to create a new one This export location will be used to store the apply site collection policy result report Click Submit to save your configurations and go back to the Site Collection Report interface Governance Automation Online will start to apply the site collection policy in the backend You can click Refresh on the ribbon to view the site collection policy name When the target policy name is displayed under the Policy column the site collection policy is applied successfully Go to the
172. locking x vV x x SharePoint Online does not and deletion support locking and unlocking site collections Recertification Profile v v vV v Recertification Profiles in Governance Automation Online only support permission recertification Supported and Unsupported Services The table below lists the current supported and unsupported service types in Governance Automation and Governance Automation Online V indicates Supported x indicates Unsupported 158 Governance Automation Online Administrator s Guide Service Type Governance Governance Automation Note Automation Online Create Site Collection v v Create Site v v Change Site Collection Contact or vV vV Governance Automation Online only Administrator supports changing primary secondary site collection contact and primary site collection administrator Change Site Collection Settings vV vV Service Type Governance Governance Automation Note Automation Online Change Site Contact vV vV Change Site Metadata vV vV Content Move vV vV Create Library List vV vV Change Library List Settings vV vV Create My Site vV x In SharePoint Online My Site is automatically created when the user logs into SharePoint Online Site Collection Lifecycle vV vV Management Site Lifecycle Management vV vV Clone or Transfer User Permissions vV v Grant Permissions v v Change Permissions vV vV Custom Service vV
173. me Enter a name for the group and enter an optional description for future reference Enter SSiteName to automatically add the site collection title as the group name prefix in Create Site Collection service request b Assign By Choose who will assign the group settings IT Admin or Business User c Select Users Select your desired users to add into the group Click Add a User and enter the usernames in the pop up window You can also enter to select the following roles SRequester SManagerOfRequester PrimarySiteCollectionContact and SecondarySiteCollectionContact Then click OK to save your configurations Optionally select the Enforce Permission checkbox after a username In the request page the user cannot be deleted and the user permissions cannot be modified For the enforced permission user you can hide the enforced permission user from the request page by selecting the Hide checkbox d Permissions Configure the permissions for this group Select your desired permission levels by selecting the corresponding checkboxes Optionally select the Allow Business User to change the permission level of this group checkbox so that the business users can modify the permission level when creating a request e Click Save to save the group settings o Grant Permissions Click Grant Permissions to grant permissions to specific users In the Grant User Permissions window configure the following settings a Se
174. ment interface and click Edit on the ribbon Follow the instructions below to configure an approval process 1 Approval Process Name Enter a Name and an optional Description for this approval process in the corresponding text boxes 2 Approval Process Category Categories are used to organize your Governance Automation Online approval processes Select an existing category from the drop down menu or create a new category for this approval process by clicking Create New then configuring the new category in the Create Category interface 3 Approval Process Stages Choose the approval method e Use approval stages Select Use approval stages and select the number of approval stages Having multiple approval stages provides flexibility based on your governance needs e Auto approve Select Auto approve and services using this approval process will be performed automatically upon request 4 CC Specify additional users who you want to be notified when the service request is completed without assigning tasks to them By default Governance Automation Online will notify all of the approvers and the requester upon request completion a Enter the username in the provided text box Click the check ae button to check that the names are valid or click the browse EE button to search for the desired users Separate multiple users with semicolons You can also enter to select the following roles e S ManagerOfApprover T
175. mission to the target user group e Append Adds the permission of the source user group to the destination user group e Replace Replaces the permission of the target user group with the source user s group s permission Choose whether to assign the Permission Option by this service or allow the business user to choose the Permission Option when submitting a service request for this service Choose from the following e Assign by IT Admin The Permission Option configured here will be applied on the Clone User Permission service request Select Show as Read Only to Business User to allow the business users to see the Permission Option in the service request or Hide from Business User to not display the Permission Option associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Permission Option 14 Additional Option Choose how to deal with the permissions of the source user that resides in a SharePoint Online security group Choose from the following Governance Automation Online Administrator s Guide e Add target user to the same group in destination Adds the target user into the SharePoint Online security group where the source user resides e Clone source user s permissions to the target user directly Copies the permissions of the group where the source user resides to the target user Choose whether to assig
176. n and without notification to its users AvePoint Inc Harborside Financial Center Plaza 10 3 Second Street 9th Floor Jersey City New Jersey 07311 USA Governance Automation Online Administrator s Guide E
177. n job to enable this job The site information synchronization job synchronizes the related site information Configure the interval to perform the job by entering your desired value and selecting Hour s Day s Week s Month s or Year s Site Collection Information Synchronization Job Select Enable site collection information synchronization job to enable this job The site collection information synchronization job Governance Automation Online Administrator s Guide 103 synchronizes the related site collection information Configure the interval to perform the job by entering your desired value and selecting Hour s Day s Week s Month s or Year s 4 Recertification Scan Job Select Enable recertification scan job to enable this job The recertification scan job checks the recertification profiles to see if it is time to runa recertification process Configure the interval to perform the job by entering your desired value and selecting Hour s Day s Week s Month s or Year s 5 Click Save to save the configurations and return to the Settings interface or click Cancel to return to the Settings interface without saving any configurations Configuring Report Export Locations The Report Export Location is where you export Governance Automation Online reports To access Report Export Location settings click Report Export Location in the System group within the Settings interface Searching Report Export
178. n the Additional Option directly by this service or allow the business user to choose the Additional Option when submitting a service request for this service Choose from the following e Assign by IT Admin The Additional Option configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request Select Show as Read Only to Business User to allow the business users to see the Additional Option in the service request or Hide from Business User to not display the Additional Option associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Additional Option 15 Options for Transfer Specify the options to manage the source user group when transferring permissions The selected options will be the default selections when submitting a service request Choose from the following e Remove source user s explicit permission Removes the source user s or group s permission after cloning the permission successfully e Remove source user from SharePoint groups Deletes the source user from SharePoint Online security groups that he resides after cloning the permission successfully e Delete source user from site collection Deletes the source user or group from the site collection after cloning the permission successfully Choose whether to assign the Options for Transfer directl
179. n to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check L button to check that the name is valid or click the browse II button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Expand the tree to select the scope that contains the site collections whose settings are allowed to change You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site collection where the Site Information Card resides will be retrieved The site collection URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edi
180. n you want to filter then select the checkbox next to the item name to have that item shown in the list You can perform the following actions in Service Management e Create Click Create on the ribbon to display the Create New interface e View Details Click a service name to see the detailed information e Edit Select an inactive service and click Edit on the ribbon e Copy Duplicate an existing service to make minor changes in order to save as a new service Select a desired service by selecting corresponding checkbox Click Copy on the ribbon and enter the related information required When completing the configurations click Save to save all of the settings or click Save and Activate to save all of the configurations and activate this service which makes this service available to be requested Click Cancel to return to the Service Management interface without saving any configurations e Delete Select an inactive service and click Delete on the ribbon A confirmation window will pop up for this deletion Click OK to delete the selected service or click Cancel to return to the Service Management interface without deleting the selected service e Activate Select the services you want to activate and click Activate on the ribbon Active services are available to be requested e Deactivate Select the services you want to deactivate and click Deactivate on the ribbon Inactive services will not be seen by users and can
181. n you want to see is displayed Click the manage columns E button then select the checkbox next to the column name to have that column shown in the list e Filter item ad This allows you to filter which item in the list is displayed Click the filter item hd button of the column you want to filter and then select the checkbox next to the item name to have that item shown in the list You can perform the following actions in Policy Management e Create Click Create on the ribbon to display the Create New interface For more information refer to Creating or Editing Site Collection Policies e View Details Click the policy name to see detailed information e Edit Select an inactive policy and click Edit on the ribbon For more information refer to Creating or Editing Site Collection Policies Governance Automation Online Administrator s Guide e Delete Select an inactive policy and click Delete on the ribbon A confirmation window will pop up for this deletion Click OK to delete the selected policy or click Cancel to return to the Policy Management interface without deleting the selected policy e Copy Duplicate the existing policy to make minor changes in order to save as a new policy Select a desired policy by selecting the corresponding checkbox Click Copy on the ribbon and make the desired modifications When you have finished making changes click Save to save all of the settings or click Save and Activa
182. nance Automation Note with DocAve 6 SharePoint on premises SharePoint Online Online DocAve Online Approver s Allow x vV v vV approvers to reassign tasks to others E mail Settings vV vV vV Duration and Escalation vV vV vV Site Collection Policy The table below lists the supported and unsupported features of Site Collection Policy in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Governance Governance Note DocAve 6 Automation Automation Automation Online DocAve Online SharePoint SharePoint on premises Online Farm fs V y a Content Database x v v x Content Database Policy x vV x x Site Collection Quota x v x x Template Quota Storage Quota amp x x vV v Server Storage Quota SharePoint Designer x vV vV vV Configuration Site Maximum Depth Limit x vV vV vV 156 Governance Automation Online Administrator s Guide Governance Automation Online Administrator s Guide Feature Integration with Governance Governance Governance Note DocAve 6 Automation Automation Automation Online DocAve Online SharePoint SharePoint on premises
183. nance Automation Online app part to a SharePoint Online site must have Contribute or above permission to the site Uploading the Governance Automation Online App to App Catalog Before adding the Governance Automation Online App to any SharePoint Online site you must upload the Governance Automation Online App to the app catalog site collection Complete the following steps to upload the Governance Automation Online App to the app catalog site collection 1 2 3 4 5 6 In the SharePoint admin center interface navigate to apps gt App Catalog Click Apps for SharePoint on the left pane In the Apps for SharePoint interface click Upload In the Add a document window click Browse In the Choose File to Upload window select the downloaded app file and click Open In the Add a document window click OK The app file is successfully uploaded to the app catalog Registering the Governance Automation Online App To use the Governance Automation Online App you must register the app in SharePoint Online Complete the following steps to register the Governance Automation Online App L Go to any site collection or site that is in the same tenant of the app catalog site collection where the Governance Automation Online App is uploaded Modify the site collection or site URL to _layouts 15 appregnew aspx The Register an App page appears Configure the following settings in the Register an App page a Client Id
184. nce Automation Online Enter a username to set as the administrator Click the check z button to check that the name is valid You may also click the browse El button to search for a user e Department A department is used as a report condition that provides statistics on the amount of actions performed by users Enter a customized department name in the text box 2 Click the arrow on the right hand side to proceed to the next step 3 Configure the following options to retrieve data from SharePoint Online e Username Enter an Office 365 global administrator account in the format of some example com e Password Enter the password of the account above e SharePoint admin center URL Enter a SharePoint Online standard instance admin center URL The admin center will be added into the Default SharePoint Sites Group in DocAve Online e Click Test to test the validation Governance Automation Online Administrator s Guide 4 Click Save to save your configurations A window appears to display the real time process of creating sample data You can close the window and the sample data will be created in the background Governance Automation Online Administrator s Guide Getting Started with Governance Automation Online The sections below detail what you must configure in order to use Governance Automation Account Manager Departments Approval Processes Policies and Services These instructions should be f
185. nd users refer to Configuring Account Manager Governance Automation Online Administrator s Guide Registering SharePoint Online Admin Centers Site Collections To use Governance Automation Online to manage content in SharePoint Online you must first register the SharePoint Online admin centers or site collections in DocAve Online For more information about how to register SharePoint Online site collections refer to the Managing SharePoint Sites section in the DocAve Online User Guide Note To register a SharePoint Online admin center you must use the Single Site Collection method and enter the admin center URL in the Site Collection URL text box Configuring the Quick Start Wizard When you first log into DocAve Governance Automation Online the Governance Automation Online Quick Start Wizard window appears Enter the information as instructed by the wizard to allow Governance Automation Online to create sample data that allows you to quickly get started using the product Note To use the sample policies and services created by the quick start wizard you must first import SharePoint Online site collections through Settings gt Import Existing Site Collections and Sites For more information refer to Importing Existing Site Collections and Sites Configure the following settings in the wizard 1 Configure the administrator and the department e Administrator The administrator has the Full Control permission to Governa
186. ndary Site Collection Contact will be the user designated for managing the lifecycle of the site collection created by this service if the Primary Site Collection Contact is unable to respond to a notification Assign a user to be the Secondary Site Collection Contact by entering the username into the text box Click the check ae button to check that the name is valid or click the browse GG button to search for users You can also enter to select one of the following roles e Requester The requester will become the Secondary Site Collection Contact e ManagerOfRequester The manager of the requester will become the Secondary Site Collection Contact Choose whether to assign the Secondary Site Collection Contact to site collections created by this service or allow the business user to choose the Secondary Site Collection Contact when submitting a service request for this service Choose from the following e Assign by IT Admin The Secondary Site Collection Contact configured here will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the Secondary Site Collection Contact in the service request or Hide from Business User to not display the Secondary Site Collection Contact associated with this service to the business users requesting this service Governance Automation Online Administrator s Guide e Assign by Business User Allows
187. ness User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Click the arrow on the right hand side to proceed to the next step 11 Change Metadata Click Add Metadata to add metadata to the site that can be edited by business users in the pop up window Select the Enable adding or deleting metadata checkbox to allow business users to add or delete metadata when submitting request for this service Governance Automation Online Administrator s Guide 12 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 13 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approva
188. ng the Require Business User Input checkbox 3 Index Metadata Choose whether or not to index this metadata for the Site Collection Site Report of Governance Automation Online e Yes Allows for faster filtering searching and sorting of the metadata column in the Site Collection Site Report of Governance Automation Online While indexing metadata takes up space in the database the storage space required for this index is miniscule e No The index is not added to the database and filtering searching and sorting this metadata column will be slower for the Site Collection Site Report 4 Click Save to save the configurations and return to the Metadata Management interface and click Cancel to return to the Metadata Management interface without saving any configurations Note When you finish editing the metadata that is applied to existing services click Save and Update to All Applied Services to save and update this metadata for the corresponding services Deleting Metadata To delete a metadata select a previously configured metadata and then click Delete on the ribbon A confirmation window appears and asks if you are sure you want to proceed with the deletion Click OK Governance Automation Online Administrator s Guide to delete the selected metadata or click Cancel to return to the Metadata Management interface without deleting the selected property Configuring Execution Schedules Use the Execution schedule featu
189. ngs for later use e Click Save and Submit to submit this request to the approvers e Click Cancel to return to the Start a Request interface without saving any configurations ER Governance Automation Online Administrator s Guide My Requests In My Requests all of your previously created Governance Automation Online requests are displayed including Submitted Requests and Saved Requests To manage the requests click View My Requests in the Administrator landing page Click the Submitted Requests or Saved Requests tab in the My Requests page to access the corresponding request type Submitted Requests In Submitted Requests all of the requests submitted by you are displayed here You may change the number of submitted requests displayed per page as well the order they are displayed in To change the number of submitted requests displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the submitted requests click the sort d button ina column heading then select Ascending or Descending You can customize how the submitted requests are displayed in a number of different ways e Search Filters displayed service requests by your entered keyword You can search desired service requests using the following columns Service Request Service and Assign To Only the content in the column displayed in the current view can be searched e Manage columns iid Manages
190. nistrator s Guide We o Reser All Changes All users changes on the task will be cleared Export Report Click Export Report on the ribbon to export the permission review report In the Export Report window choose to export the report to local machine or export the report to an export location and select a report format CSV or XLS Then click Export to Datasheet to export the report Edit User Permissions Select a user and click Edit User Permissions In the Edit Permissions interface modify the permission levels in the Permissions section Then click Save on the ribbon to save your changes and go back to the View Details page The edited record is highlighted Remove User Permissions Select a user and click Remove User Permissions A pop up window appears which asks you to confirm your operation Click OK to remove the user s permissions Delete User Select a user and click Delete User A pop up window appears which asks you to confirm your deletion Click OK to delete the selected user Edit Group Permissions Select a group and click Edit Group Permissions In the Edit Permissions interface modify the permission levels in the Permissions section Then click Save to save your changes and go back to the View Details page The edited record is highlighted Remove Group Permissions Select a group and click Remove Group Permissions A pop up window appears which asks you to confirm your operation Click OK
191. nistrators Primary Site Collection Contact vV vV vV Primary Site Collection vV vV x Contact Notify the contact upon site collection creation Secondary Site Collection x vV vV vV Contact Primary Site Collection x vV vV x Contact Notify the contact upon site collection creation DocAve Deployment Manager vV vV x vV New in version Plan SP5 CU1 Manage Site Collection vV vV vV vV Lifecycle Enable Site Collection Lease Period Governance Automation App vV vV x vV Governance and App Parts Automation Online only supports the Site Information Card app part Request Access via x vV vV x Governance Automation Online Administrator s Guide 163 Create Site Service The table below lists the supported and unsupported features of Create Site Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Farm My Registered Sites vV vV vV x Selection Manually input URL vV vV vV Enable security trimming in x vV vV x the tree of the request for this service Use s
192. nly visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface o View Request History Click View Request History to view the versions of this request in the View Request History interface e Approve Select a task and click Approve on the ribbon to approve the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or Cancel to return to the All Tasks interface e Reject Select a task and click Reject on the ribbon to reject the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface Grant Permissions Tasks You can perform the following actions on the tasks from Grant Permissions services e View Task Click a task title to see detailed information In the View Details interface you have the following options o Approve Click Approve on the ribbon to finish this task o Reject Click Reject on the ribbon to reject this task o Edit Request This button is only visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface
193. nnaires To activate an inactive questionnaire select the questionnaire and then click Edit on the ribbon Review the questionnaire settings and then click Save and Activate To deactivate an active questionnaire select the questionnaire and then click Deactivate on the ribbon To duplicate an existing questionnaire to make minor changes in order to save as a new questionnaire select a questionnaire and click Copy on the ribbon Then make the desired modifications To delete a questionnaire select a previously configured questionnaire and then click Delete on the ribbon A confirmation window will pop up and ask if you are sure you want to proceed with the deletion Click OK to delete the selected questionnaire or click Cancel to return to the Questionnaire Management interface without deleting the selected questionnaire Managing the Monitoring Reports Monitoring Reports allows administrators to manage the settings and detailed information for all requests tasks and recertification reports created by and assigned to any user To access Monitoring Reports go to the Monitoring Reports group in Settings All Requests All Requests centralize all of the submitted service requests created by any users providing you with one interface to process all of the requests To access All Requests click All Requests in the Monitoring Reports group within Settings Click Back to go back to the Settings interface You may change the number
194. not be requested Instructions on configuring each type of service are provided in the sections below Configuring Create Site Collection Services Configure Create Site Collection services to define the Create Site Collection service request template for business users You can customize the settings for site collections created by this service as well as configure available options for business users to choose from when requesting this service Create Site Collection services also allow you to apply data protection and content retention policies on the site collections with full auditing to monitor compliance with your corporate standards In the interface for creating or editing a Create Site Collection service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference Governance Automation Online Administrator s Guide 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online r
195. nt to which the site collection belongs The department entered here must already be configured in Settings gt Department e Policy Name Enter the name of the Policy used to provision the site collection e Primary Site Collection Contact Enter a username to assign a user to be the primary site collection contact e Secondary Site Collection Contact Enter a username to assign a user to be the secondary site collection contact e Metadata Enter the value for the metadata Any site collection metadata created in Settings gt Metadata can be entered here 3 Save the template file after the configuration Modifying the Exported Site Template File To modify an exported site template file complete the following steps 1 Navigate to the location where the exported template file is saved 2 Open the template file to view and configure the following settings for each entry Note All information must be entered exactly including spaces and capitalization e URL Displays the full URL of the site e Site ID Displays the ID of the site e Site Collection URL Displays the full URL of the site collection to which the site belongs e Site Collection ID Displays the ID of the site collection to which the site belongs e Department Enter the department to which the site belongs The department entered here must already be configured in Settings gt Department e Primary Site Contact Enter a username to
196. nurl https apga avepointonlineservices com api logon var logoniInfo new userName someone example com passWord 12 QwW HttpWebRequest httpRequest HttpWebRequest HttpWebRequest Create logOnurl httpRequest ContentType application json string reply string Empty ServicePointManager ServerCertificateValidationCallback sender certificate chain sslPolicyErrors gt true httpRequest Method POST string content JsonConvert SerializeObject logonInfo System Text UTF8Encoding encoding new System Text UTF8Encoding byte data encoding GetBytes content Governance Automation Online Administrator s Guide Go httpRequest ContentLength data Length using Stream requestStream httpRequest GetRequestStream requestStream Write data 0 data Length HttpWebResponse response HttpWebResponse httpRequest GetResponse using Stream responseStream response GetResponseStream using StreamReader responseReader new StreamReader responseStream Encoding UTEF8 reply responseReader ReadToEnd string token JsonConvert DeserializeObject reply as string Getting a List of Request Created by the Login User Refer to the following example to get a list of requests created by the login user The url value is determined by the data center you selected wh
197. o access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service be requested by any user Governance Automation Online Administrator s Guide o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ae button to check that the names are valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administr
198. o View Request History Click View Request History to view the versions of this request in the View Request History interface e Approve Select a task and click Approve on the ribbon to approve the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or Cancel to return to the All Tasks interface A Governance Automation Online Administrator s Guide e Reject Select a task and click Reject on the ribbon to reject the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface Change and Clone or Transfer Permissions Tasks You can perform the following actions on the tasks from Change Permissions and Clone or Transfer User Permissions services e View Task Click a task title to see detailed information In the View Details interface you have the following options o Submit Click Submit on the ribbon to finish this task o Reject Click Reject on the ribbon to reject this task o Review the Report Review detailed report of this task Choose one of the following options View on screen Open the report directly to view details on screen If you views details of a Change Permissions task refer to Reviewing Permissions Download report Download the report and then modify the data that you wish to change In the pop up window click Browse
199. ocation link in the message to store the records in an export location You can customize how the reports are displayed in a number of different ways e Search Filters displayed reports by your entered keyword You can search desired reports by the following columns User and Object Instance Name Only the content in the column displayed in the current view can be searched e Manage columns id Manages which columns are displayed in the list Click the manage columns fi button then select the checkbox next to the column name to have that column shown in the list e Filter Item ad Filter which item in the list is displayed Click the filter item ad button in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Filtering and Generating User Activity Reports To filter and generate user activity reports complete the following steps 1 Click Set Filter on the ribbon to customize the report You can set filters for Object Type Action Time Range and User a Governance Automation Online Administrator s Guide 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Export
200. of SharePoint Online objects This allows for greater efficiency in provisioning SharePoint Online objects as identical SharePoint Online and DocAve Online operations can be carried out and repeated by Governance Automation Online rather than an administrator This also helps reduce human error since a correctly set policy will apply the same settings to all services associated with that policy To create or manage policies click Policy in the Request Management group within Settings The Policy Management interface appears Managing Policies In Policy Management all of the Governance Automation Online policies you have configured are displayed You may change the number of policies displayed per page as well the order they are displayed To change the number of policies displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the policies click the sort M button in a column heading such as Policy Category Last Modified Time and Created By then select Ascending or Descending You can customize how the policies are displayed in a number of different ways e Search Find policies based on the keywords entered The Policy column and the Created By column support to search for the desired policies and only the content in the column displayed in the current view can be searched e Manage columns E You can manage which columns are displayed in the list so that only informatio
201. of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Expand the tree to select your desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed
202. of major versions and enter a positive integer in the provided text box Choose whether to assign the configured settings to the library created by this service or allow the business user to configure these settings when submitting a service request for this service in the Document Version History configuration area Choose from the following e Assign by IT Admin The settings configured here will be associated with all libraries created by this service Select Show as Read Only to Business User to allow the business user to see the configured settings in the service request or Hide from Business User to not display the configured settings to the business user requesting this service e Assign by Business User Allows business user to configure the settings in the Document Version History configuration area 15 Item Version History This section appears when you select List as the Type Specify whether a version is created each time you edit an item in this list e Require content approval for submitted items Specify whether new items or changes to existing items should remain in a draft state until they have been approved e Choose whether to Create a version each time you edit an item in this list e Optionally limit the number of versions to retain Allows you to limit the number of versions that you wish to retain To limit the number of versions select the Keep the following number of versions checkbox and enter a po
203. of requests displayed per page as well the order they are displayed To change the number of requests displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the requests click the sort G button in a column heading then select Ascending or Descending You can customize how the requests are displayed in a number of different ways e Search Filters displayed service requests by your entered keyword You can search desired service requests by the following columns Service Request Service and Assign To Only the content in the column displayed in the current view can be searched e Manage columns fia Manages which columns are displayed in the list Click the manage columns fa button then select the checkbox next to the column name to have that column shown in the list Governance Automation Online Administrator s Guide e Filter item ad Filters which item in the list is displayed Click the filter item ad button of the column you want to filter then select the checkbox next to the item name to have that item shown in the list You can perform the following actions in All Requests e View Details Click a request name to see its configuration e Cancel Request Select a request which you wish to cancel and click Cancel Request on the ribbon e Delete Select the request that you wish to delete and click Delete on the ribbon All Tasks A
204. of the approver of the task will be notified when the task is escalated e Re assign to The task will be re assigned to the specified users when the task is escalated Enter the username in the text box Click d to check that the username is valid or click EEl to search for the desired user c E mail Template Select an e mail template from the drop down menu 4 Click Save to save the configurations and return to the Settings interface or click Cancel to return to the Settings interface without saving any changes Configuring the Timer Service Use Timer Service Configuration Management to manually configure Timer Service setting After saving the configurations for the Timer Service settings they take effect immediately To access Timer Service Configuration Management settings click Timer Service Configuration Management in the System group within the Settings interface In the Timer Service Configuration Management interface configure the following settings 1 Site Collection Status Scan Job Select Enable site collection status scan job to enable this job The site collection status scan job monitors the status of site collections including inactivity lease expiration locking and deletion Configure the interval to perform the job by entering your desired value and selecting Hour s Day s Week s Month s or Year s Site Information Synchronization Job Select Enable site information synchronizatio
205. ollection Contact The Primary Site Collection Contact will be the user designated for managing the lifecycle of the site collection created by this service Assign a user to be the Primary Site Collection Contact by entering the username into the text box Click the check i button to check that the name is valid or click the browse Eh button to search for users You can also enter to select one of the following roles e S Requester The requester will become the Primary Site Collection Contact e S ManagerOfRequester The manager of the requester will become the Primary Site Collection Contact Choose whether to assign the Primary Site Collection Contact to site collections created by this service or allow the business user to choose the Primary Site Collection Contact when submitting a service request for this service Choose from the following e Assign by IT Admin The Primary Site Collection Contact configured here will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the Primary Site Collection Contact in the service request or Hide from Business User to not display the Primary Site Collection Contact associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Primary Site Collection Contact 21 Secondary Site Collection Contact The Seco
206. ollowed in order from Configuring Account Manager through Configuring Services Additional optional configurations are described in Additional Governance Automation Online Configurations Configuring Account Manager Account Manager allows you to manage user accounts and groups for Governance Automation Online There are two default groups used to manage user accounts for Governance Automation Online e Administrator Group Users in this group are able to access both the administrator and business user interface of Governance Automation Online giving them the ability to configure system settings monitor requests and tasks and maintain services as well as submit and approve requests for services e Business User Group Users in this group are only able to access the business user interface of Governance Automation Online allowing them to submit and approve requests for allowed services Custom Business User Groups may be created allowing designated users to also view Governance Automation Online reports for monitoring processes and ownership of site collections Additional custom user groups can be created to allow certain users to view reports and monitor all requests and tasks To configure Account Manager for Governance Automation Online click Account Manager in the System group within the Settings interface Managing Governance Automation Online Groups In Account Manager you can change the number of groups displayed per pag
207. omation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x vV vV x Enable security trimming in the tree of the request for this service Scope Use SharePoint x vV x vV context to automatically populate the service request scope Change Library List Settings x vV vV vV Name Change Library List Settings x vV vV vV Description Change Library List Settings x vV vV vV Navigation Change Library List Settings x vV vV vV 172 Governance Automation Online Administrator s Guide Feature Integration with DocAve 6 DocAve Online Governance Automation SharePoint on premises Governance Automation SharePoint Online Governance Automation Online Note Versioning settings Content Move Service The table below lists the supported and unsupported features of Content Move Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Deleted Method Manually Automatically Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Onlin
208. on Online follow the instructions below oe ee te Click Department in the System group within Settings In the Department window click Add New Enter a department name in the text box under the Value column heading Click Insert next to the text box to add the desired department Repeat the steps above to add more departments Click the edit di button next to the text box to modify the department name and then click Update to save the modifications or click Cancel to exit the editing mode without saving any modifications Click the delete 7S button to delete the unnecessary departments Click Save on the ribbon to save all of the configurations or click Cancel to return to the Settings interface without saving any configurations Configuring Approval Processes A Governance Automation Online approval process is a defined process to automatically obtain approval for a SharePoint Online or DocAve Online management operation With approval processes properly Governance Automation Online Administrator s Guide configured these operations can be completed efficiently by standardizing the process without human error To create or manage approval processes click Approval Process in the Request Management group within Settings The Approval Process Management interface appears Managing Approval Processes In Approval Process Management all of the Governance Automation Online approval processes you have configured are d
209. on contacts or site collection administrators will have the permission to submit requests for this service 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check L button to check that the name is valid You may also click the browse SI button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check L button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Lifecycle Management Actions Select the type of lifecycle management service to create e Extend Site Collection Allows business users to request an extension to the lease of their site collect
210. on options 15 Navigation Inheritance Choose whether or not to have sites created by this service Use the top link bar from the parent site by choosing the corresponding option Choose whether to apply the option to this service and sites created by this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 16 Click the arrow on the right hand side to proceed to the next step 17 Primary Site Contact The Primary Site Contact will be the user designated for managing the site created by this service Assign a user to be the Primary Site Contact by entering the username into the text box Click the check ae button to check that the name is valid or click the browse El button to search for users You can also enter to select one of the following roles e S Requester The requester will become the Primary Site Contact Governance Automation Online Administrator s Guide e S ManagerOfRequester
211. on the ribbon to re run the failed section Skip Click Skip to continue the workflow past the failed section View Request History Click View Request History to view the versions of this request in the View Request History interface e Retry For a task which contains failed section click the select button before a task title to select it and then click Retry on the ribbon to re run the failed section e Skip For a task which contains failed section click the select 4 button before a task title to select it and then click Skip on the ribbon to continue the workflow past the failed section If an error task is generated due to disabled SharePoint Online Custom Script settings enable Custom Script settings and then retry the error task For more information about Custom Script settings and how to enable Custom Script settings refer to Viewing Job Status All Recertification Reports All Recertification Reports centralize all of the recertification tasks assigned to any users providing you with one interface to process all recertification tasks To access All Recertification Reports click All Recertification Reports in the Monitoring Reports group within Settings To exit out of All Recertification Reports click Back On the top of the All Recertification Reports interface a message appears to remind you that Governance Automation Online will keep 90 days of historical information for the tasks If you want to
212. on to copy or move the properties descriptions titles settings and features from the source node to the destination node o If you want to keep the look and feel of the source site including the quick launch top link bar tree view site themes and master page select the Keep look and feel checkbox Note This function will only take effect if the source node is a site the destination node is a top level site or a site collection and Merge is chosen as the action e Select Do not copy configuration or Do not move configuration if you do not want to migrate configuration to the destination Then choose from the following options o Select Copy the item dependent columns and content types to maintain item integrity or Move the item dependent columns and content types to maintain item integrity Then select a conflict resolution method for these items columns and content types from the drop down menu Do not copy move the columns and content types or the corresponding items Ignore the conflicting columns content types and the corresponding items and do nothing on the source and destination node Overwrite the columns and content types Overwrite the destination columns and content types with the source node Append the columns and content types to destination Keep the destination columns and content types when there is a conflict In addition copy the source columns and content types to the destination no
213. onflict resolution Replace will substitute the container in the destination with the one in source and you cannot set Governance Automation Online Administrator s Guide content level conflict resolution Content level conflict resolution includes Skip Overwrite and Overwrite by Last Modified Time Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 25 Click the arrow on the right hand side to proceed to the next step 26 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configur
214. or Contact in case that the Administrator Contact is unavailable Enter the username in the text box Click the check ae button to check that the username is valid or click the browse El button to search for the desired user ate Governance Automation Online Administrator s Guide E mail Settings Allows you to send an e mail to the Administrator Contact once a task has been assigned to that Administrator Contact when an error occurs Select the Notify the Service Request Administrator Contact when the task is assigned checkbox and select an e mail template from the drop down menu for this e mail notification Duration and Escalation Select the Enable Duration and Escalation checkbox to notify another administrator contact if a task has not been handled within the specified amount of time Make sure that the user receiving the escalated tasks has enough permission to handle all tasks a Duration Enter a positive integer in the text box for the deadline and select Day s or Week s as the time unit for the duration b Escalation Select the action that the escalation will trigger from the drop down menu e Notify The specified user will be notified when the task is escalated Enter the username in the text box Click the check ae button to check that the username is valid or click the browse El button to search for the desired user You can also enter in the text box to choose ManagerOfApprover The manager
215. or of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EI button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Specify the scope by manually inputting URLs or selecting from the tree e Manually input URL Click Add Your Own URL and then enter the URL in the text box Repeat to add more URLs e Select from tree Expand the tree to select the desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options
216. or third stage approval The manager of the previous stage s approver will be assigned to deal with the task SSourceUser The user to clone permissions from STargetUser The user to clone permissions to Governance Automation Online Administrator s Guide O NewsSiteCollectionContact The user that takes over the role of Site Collection Contact PrimarySiteContactOfSource The Primary Site Contact of the source node will be assigned to deal with the task SecondarySiteContactOfSource The Secondary Site Contact of the source node will be assigned to deal with the task PrimarySiteContactOfTarget The Primary Site Contact of the target node will be assigned to deal with the task SecondarySiteContactOfTarget The Secondary Site Contact of the target node will be assigned to deal with the task SNewSiteContact The user that takes over the role of Site Contact If multiple roles are entered choose the order in which those tasks are assigned from the Order drop down menu O One at a time serial The users of your specified roles must approve one after another If an approver of one role rejects the request the approver of next role will not be asked for approval All at once parallel The users of all specified roles will be notified at the same time If an approver of any role rejects the request the request will be rejected Note If this approval method is selected
217. orted by the Governance Automation Online Web API Note All service types are supported e Geta list of activated services that the login user has the permission to use e Geta service through a specific service ID e Create a request that is dependent on a posted request model e Geta request through a specific request ID e Update a request e Submit a request by request ID e Cancel a request by request ID e Geta list of requests that the login user has created e View Site Collection Report Get a list of all Governance Automation Online managed site collections e View Site Report Get a list of all Governance Automation Online managed sites pia Governance Automation Online Administrator s Guide Implementing Governance Automation Online API Refer to the following example to get a list of requests created by the login user through Governance Automation Online API Logging into Governance Automation Online To log into Governance Automation Online refer to the following example The logonur1 value is determined by the data center you selected when registering AvePoint Online Services e For US East use https euga avepointonlineservices com api logon e For EMEA Ireland use https nega avepointonlineservices com api logon e For APAC Singapore use https apga avepointonlineservices com api logon e For USGov Public Sector use https gausgovapi avepointonlineservices com api logon string logO
218. ose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Navigation Specify whether to display this library or list in the Quick Launch of its parent site Choose whether to assign the navigation option to the library or list created by this service or allow the business user to choose this option when submitting a service request for this service in the Navigation configuration area Choose from the following e Assign by IT Admin The option selected here will be associated with all libraries or lists created by this service Select Show as Read Only to Business User to allow the business user to see the selected option in the service request or Hide from Business User to not display the selected option to the business users requesting this service e Assign by Business User Allows business user to choose the option in the Navigation configuration area Governance Automation Online Administrator s Guide 11 Type Select the type of the object that you allow to be create Library or List Choose whether to assign the type to the library or list created by this service or allow the business user to choose the type
219. otify site collection owners of lease expiration and lack of use of their site collections On the interface for creating or editing a Site Collection Lifecycle Management service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the Department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the bu
220. ou are sure you want to proceed with the deletion Click OK to delete the selected permission level or click Cancel to return to the SharePoint Permission Level Management interface without deleting the selected permission level Governance Automation Online Administrator s Guide li Importing Existing Site Collections and Sites This feature allows you to manage existing SharePoint Online site collections and sites that were not created by Governance Automation Online These site collections and sites are managed by configuring template files To access Import Existing Site Collections and Sites settings click Import Existing Site Collections and Sites in the SharePoint group within the Settings interface Exporting a Template File Export Mode allows you to generate a template file The template file is configured for importing existing site collections or sites so that the site collections or sites can be managed by Governance Automation Online To export a template file complete the following steps 1 Click Export Mode on the ribbon to access the export mode 2 Name and Description Enter a name for the export job Enter an optional description for future reference 3 Level Select Site Collection to generate a configuration template to import site collections to be managed by Governance Automation Online or select Site to generate a configuration template to import sites instead 4 Scope Expand the tree to sele
221. our site To access SharePoint Permission Level Management click SharePoint Permission Level Management in the SharePoint group within the Settings interface Displaying and Searching Permission Levels To change the number of rows displayed use the Show rows drop down menu in the upper right corner To search the displayed SharePoint permission level enter the keyword in the Search textbox and click the search button Creating or Editing Permission Levels To create a new permission level click Create on the ribbon To modify a previously configured permission level select the desired permission level and click Edit on the ribbon In the interface for creating or editing a SharePoint permission level configure the following settings 1 Name and Description Enter a desired Name for the permission level Then enter an optional Description for the permission level for future reference 2 Permissions Add permissions to the permission level by selecting corresponding checkboxes 3 Click Save to save the configurations and return to the SharePoint Permission Level Management interface or click Cancel to return to the SharePoint Permission Level Management interface without saving any configurations Deleting Permission Levels To delete a permission level from Governance Automation Online select a previously configured permission level and then click Delete on the ribbon A confirmation window appears and asks if y
222. p To remove business users from Governance Automation Online select the usernames or Office 365 group names then click Remove User from Group on the ribbon A confirmation window will appear Click OK to delete the selected users or groups or click Cancel to return to the Business User Group interface without deleting the selected users or groups Creating New User Groups To create a new user group for Governance Automation Online click Create Group on the ribbon To modify a previously configured group select the desired group and click Edit Group on the ribbon These groups are aimed to give the business users permissions to view the reports activities requests and tasks In the Create Group or Edit Group interface configure the following settings 1 Group Information Enter a Group Name in the provided text box Then enter an optional Group Description for future reference 2 Permissions Assign the permissions to the group by selecting corresponding checkboxes 3 Click Save to save the configurations or click Cancel to return the Account Manager interface without creating the group Adding Users into Groups To add users or Office 365 groups into a Governance Automation Online group refer to the instructions below 1 Inthe Account Manager interface select a group by clicking the group name and then click View User s on the ribbon 2 Within the group click Add User on the ribbon You will be brought to t
223. permissions will be granted to the selected users groups temporarily Choose whether to assign the Permission Duration option to this service or allow the business user to choose the Permission Duration option when submitting a service request for this service Choose from the following e Assign by IT Admin The Permission Duration option configured here will be applied on the Grant Permission service request e Assign by Business User Allows the business user to configure the Permission Duration option If Temporary permissions is selected you can further configure the Temporary permissions settings e When Permission Duration is assigned by IT Admin you must define the permission duration by entering a positive integer in the text box and selecting Day s Month s or Year s from the drop down list Then choose from the following options o Allow business users to specify the duration When submitting a request for this service business users can enter desired permission duration regardless of the default duration You must define the maximum permission duration that the business user can request for Enter a positive integer in the text box and select Day s Month s or Year s from the drop down list E Governance Automation Online Administrator s Guide o Business users can only request with the default duration When submitting a request for this service the default duration is mandatory and business users
224. played in To change the number of saved requests displayed per page select the desired number from the Show rows drop down menu in the upper right hand corner To sort the saved requests click the sort M button in a column heading then select Ascending or Descending You can customize how the saved requests are displayed in a number of different ways e Search Filters displayed service requests by your entered keyword You can search desired service requests using the following columns Service Request and Service Only the content in the column displayed in the current view can be searched e Manage columns H Manages which columns are displayed in the list Click the manage columns fa button then select the checkbox next to the column name to have that column shown in the list e Filter items Ad Filters which item in the list is displayed Click the filter item Ad button of the column you want to filter and then select the checkbox next to the item name to have that item shown in the list You can perform the following actions in saved requests e View Details Click a request title to see detailed information e Edit Select a saved request by clicking the select button before a service request name and click Edit on the ribbon to edit the settings of this request When completing the configurations click Save to save all of the settings or click Save and Submit to submit this request to the approvers or
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226. pplied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 21 Data Encryption Select the Encryption checkbox if you want to encrypt the data Then select the default security profile or a security profile that is previously configured in DocAve Online to protect your backup data using the security keys generated by the specified encryption method Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service Governance Automation Online Administrator s Guide 22 Mappings Select previously configured profiles for content type mapping user mapping and language mapping Mapping profiles are created in DocAve Online and are optional e Content type mapping Allow
227. ption Enter a Name for the new policy Then enter an optional Description for future reference 2 Policy Category Categories are used to organize Governance Automation Online policies Select an existing category from the drop down menu or create a new category for this policy by clicking Create New then configuring the new category in the Create Category interface 3 Click the arrow on the right hand side to continue or click Cancel to return to the Policy Management interface without saving any configurations 4 Quota Enter the storage quota and server resource quota for the site collection 5 SharePoint Designer Configuration Select the Enable SharePoint Designer checkbox to allow Site Owners and Designers to edit the sites in this site collection using SharePoint Designer Site Collection Administrators will always be able to edit sites regardless of this configuration 6 Site Maximum Depth Limit Site Depth limits the layers of sites that can be created under a site collection Select Maximum depth and then enter a positive number which is smaller than 12 in the provided text box Governance Automation Online Administrator s Guide 7 DocAve Online Configurations Configure this policy to utilize DocAve Online products e Enable Policy Enforcer Select this checkbox to have DocAve Online Policy Enforcer rules applied to the site collections Policy Enforcer ensures that all actions and changes to the site
228. r and then select the checkbox next to the item name to have that item shown in the list For more information about recertification tasks refer to Permission Recertification Tasks E Governance Automation Online Administrator s Guide Public Site Collection Directory The Public Site Collection Directory allows business users to monitor business ownership and usage Site collections with the Publish to Directory metadata value Yes are considered as published site collections For more information refer to Configuring Metadata To access the Public Site Collection Directory click Public Site Collection Directory in the Administrator landing page Managing Public Site Collection Directory Reports To change the number of the directory reports displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the directory reports click the sort M button in a column heading then select Ascending or Descending You can customize how the directory reports are displayed in a number of different ways e Search Filters the displayed directory reports by your entered keyword You can search desired reports by the following columns URL Title Description Primary Site Collection Administrator Primary Site Collection Contact Secondary Site Collection Contact and metadata Only the content in the column displayed in the current view can be searched e Manage columns fi Manages
229. r groups in the text box Click the check ae button to check that the names are valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online Administrator s Guide Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrato
230. r Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Admin Centers and Managed Paths Specify the SharePoint Online admin center and associated managed path where you wish to create a site collection Expand the site collection group tree to select the desired admin center by selecting the corresponding option Specify a default admin center and managed path for the site collection you wish to create by selecting from drop down menus under the tree You can also choose the following options e URL format Select the Automatically generate URL checkbox to have Governance Automation Online generate the URL or leave it deselected to allow the requester to decide the URL Choose whether to assign the admin center and managed paths for this service and site collections created by this service or allow the business user to choose the admin center and managed path when submitting a service request for this service Choose from the following o Assign by IT Admin The admin center and managed path configured here will be made available for business users to select Select Show as Read Only to Business User to allow the business users to see the default admin center and managed path in the service request o Assign by Business User Allows business user to choose the admin center and man
231. r enters site1 group as the value of the GA_GroupName metadata DocAve Governance Automation Online Start a Request gt create site for custom action B Save As Draft B Save and Submit AN Cancel Primary Site Contact Specify a user to be the primary site contact This should be a business user who will be responsible for managing the lifecycle of the site Secondary Site Contact Specify a user to be the secondary site contact This should be a business user who will be responsible for managing the lifecycle of the site in the event the primary site contact is unable to respond to a notification GA_GroupName Primary Site Contact Aa Secondary Site Contact twu 01 sitel group Figure 8 The sample request After the CreateGroup method in the Web Service is executed site1 group is created in SharePoint Online E custom action test People and Groups New Settings Group Edit About me Company Administrator Everyone Everyone except external users Excel Services Viewers the server rendering Team Site Members Team Site Owners Team Site Visitors Figure 9 The created group in SharePoint Online Members of this group can view pages list items and documents If the document has a server rent Use this group to grant people contribute permissions to the SharePoint site Team Site Use this group to grant people full control permissions to the SharePoint site
232. re to define when Governance Automation Online executes service requests To access Execution Schedule settings in the Settings interface click Execution Schedule Displaying and Searching Execution Schedules To change the number of execution schedules displayed use the Show rows drop down menu in the upper right corner To search the displayed execution schedules enter the keyword in the Search text box and click the search button Creating or Editing Execution Schedules To create a new execution schedule click Create on the ribbon To modify a previously configured execution schedule select the desired execution schedule and click Edit on the ribbon On the interface for creating or editing an execution schedule configure the following settings 1 Execution Schedule Name and Description Enter a desired Name for the execution schedule in the text box and enter an optional Description for the execution schedule for future reference 2 Define Execution Schedule Define an execution schedule for a service by selecting your desired days and hours Then click Add to List to add it to the execution schedule list below or click Clear Settings to reset your execution schedule 3 Time Zone Select your time zone for the execution schedule 4 Click Save to save the configurations and return to the Execution Schedule interface or click Cancel to return to the Execution Schedule interface without saving any configurat
233. reate From This Existing Approval Process The Approval Process Settings window appears Configure the settings and then save and activate the approval process For more information on configuring the approval process refer to Creating or Editing Approval Processes Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 23 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d Ifthere are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 24 Run During Select Enable service request execution schedule to define when Governance Automation Online executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 25 When you have finished configuring sett
234. reate new metadata click Create on the ribbon To modify previously configured metadata select the metadata and click Edit on the ribbon Configure the following settings when creating or editing metadata 1 112 Name and Type Enter a name for the new metadata into the Metadata Name text box All metadata created by Governance Automation Online will have the prefix GA_ Then select the type of information you wish to store in this metadata field by clicking the corresponding option Choose from Single line of text Multiple lines of text Yes No check box Choice menu to choose from Person or Group or Managed Metadata Additional Column Settings Configure additional settings for the new metadata Enter an optional description in the Description text box Then configure the following settings depending on your selection in The type of information in this metadata is field Single line of text Enter the desired text into the Default Value text box Select who assigns this metadata from the drop down menu Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected choose whether or not to require input from the business user by selecting the Require Business User Input checkbox Multiple lines of text Enter the desired text in the Default Value text box You may enter multiple lines of text by hitting the Enter key on your keyboard Select who assigns this metadata from the
235. ree and select your desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site URL will be hidden from the requester 10 Lifecycle Management Actions Allows business users to request to delete their site Governance Automation Online Administrator s Guide 11 Metadata Select the metadata to be made available to users when submitting a request for this service Click Add Metadata to go to the Add Metadata window In the Add Metadata window Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata Edit Select metadata and click Edit For more information about how to configure metadata
236. remises Online Timer Service Configuration vV vV vV x Management Task Reminder Scan Job Timer Service Configuration vV vV vV vV Management Recertification Scan Job Questionnaire Management vV vV Export and Import vV vV x Configuration Data Business User Features x vV vV x Activation or Deactivation Import Existing Site Collections x vV vV vV and Sites System General Settings vV vV x Request Access Settings vV x External Workflow Integration vV x Management Recertification Profile vV vV vV vV Unsupported for Management Permission SharePoint Online Recertification My Site Recertification Profile x vV vV x Management Metadata Recertification Recertification Profile x vV vV x Management Ownership Recertification Text Validation Rule x vV vV x Management Public Site Collection Directory vV vV vV My Sites vV x vV 184 Governance Automation Online Administrator s Guide Parts Feature Integration with Governance Governance Governance Note DocAve 6 DocAve Automation Automation Automation Online Online SharePoint on SharePoint premises Online Configure Personal Settings x vV vV vV Time Zone Configure Personal Settings x vV vV x Date Format Configure Personal Settings x vV vV x Time Format Configure Personal Settings x x vV x Office 365 Account Language x vV vV vV English Language x vV vV vV Japanese Language x vV vV vV French Synchronize A
237. rent names in Governance Automation Online with different display languages Enter the category names for different languages in the corresponding text boxes If you do not wish to configure the category name mapping manually Governance Automation Online automatically uses the category name specified in step 1 for the category names of all languages The text boxes will be filled in with the name entered in Category Name when the cursor is moved away from the category name 3 Click Save to save the configurations and return to the Category Management interface or click Cancel to return to the Category Management interface without saving any configurations Deleting Categories To delete a category select a previously configured category and then click Delete on the ribbon A confirmation window will pop up and ask if you are sure you want to proceed with the deletion Click OK to delete the selected category or click Cancel to return to the Category Management interface without deleting the selected category Governance Automation Online Administrator s Guide Configuring Recertification Profiles Use Recertification Profile Management to manage profiles Recertification profiles enable permission recertification process that can be applied to site collection policies Permission recertification enables the periodic review of user and group permissions to site collection content A permission recertification task will be generated accord
238. rnames or group names in the Default Value field For multiple entries separate each entry with a semicolon Select who assigns this metadata from the drop down menu Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected choose whether or not to require input from the business user by selecting the Require Business User Input checkbox e Managed Metadata Configure the following settings for Managed Metadata o Multiple Value Field Select the Allow multiple values checkbox if you wish to create multiple terms for the site collection created by Governance Automation Online o Term Set Settings Select an admin center from the Select admin center and term set drop down menu to load the term sets where you can retrieve the terms Expand the Managed Metadata Service tree to select the term set where to choose the term by clicking the term set name The selected term set is highlighted in orange o Default Value Enter your desired terms as the default values in the text box or select a default value by selecting the select metadata button to access the Select Default interface Expand the term set tree to select the desired term and click Add in the lower left corner of the Select Default interface Choose between Assign by Business User and Assign by Administrator If Assign by Business User is selected choose whether or not to require input from the business user by selecti
239. rnance Automation Online interface Additional Feedback Enter any additional feedback that you want to share with us in the provided text box Click Send Now to submit your feedback Governance Automation Online Administrator s Guide Feature Suggestion In the Feature Suggestion tab you can provide suggestions on any of our product features 1 Service Type Select the types of services that you would like to improve Select the checkboxes before the service types in the drop down list 2 Your Suggestion Enter your suggestion for the feature in the text box providing as much detail as possible 3 Click Send Now to submit your feedback Governance Automation Online Administrator s Guide Ge Governance Automation Online Web API SDK Create customizable extendable and programmable usage of Governance Automation Online functions by invoking the program interfaces provided by the Governance Automation Online Web API Getting Started Refer to the sections below for important information on getting started with Governance Automation Online Web API Environment Requirements For Governance Automation Online Web API SDK the NET Framework version must be v4 5 or later Help Page Go to the Governance Automation Online Web API Help Page to view methods and examples for using the Governance Automation Online Web API Supported Features in Governance Automation Online Web API The following features are supp
240. rresponding approval processes and policies to accomplish the processes This automation results in more speed overall effectiveness of the interactions and often a reduction in errors Governance Automation Online is available both commercially and for the U S Government Public Sector nd Governance Automation Online Administrator s Guide Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation You can Submit Your Feedback on our website Governance Automation Online Administrator s Guide EEN Integration with AvePoint Online Services Governance Automation Online is integrated to AvePoint Online Services To register for a Governance Automation Online account you must first register an account in AvePoint Online Services AvePoint provides the following methods to register an AvePoint Online Services account e Register on the AvePoint Online Services website e Visit the AvePoint Online Services page or the DocAve Governance Automation Online page on the AvePoint official website e To register for AvePoint Online Services for U S Government Public Sector access the following URL https usgov avepointonlineservices com To access Governance Automation Online use one of the entries above to sign in AvePoint Online Services For details refer to the AvePoint Online Services User Guide In Governance Automation Online you can navigate back
241. rvice Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact Governance Automation Online Administrator s Guide text box Click the check ae button to check that the name is valid You may also click the browse EE button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Choose the site collections you wish to be made available in this service Business users will be able to choose which site collection to create the new site under Choose one of the following methods to configure the scope e Manually input UR
242. s after the approval process starts Enter a username in the Administrator Contact text box Click the check L button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Specify the scope by manually inputting URLs or selecting from the tree e Manually input URL Click Add Your Own URL and then enter the URL in the text box Repeat to add more URLs e Select scope from tree Expand the tree to select the desired nodes by selecting the corresponding checkboxes You can also choose to Use SharePoint Online context to automatically populate the service request scope Select this checkbox to retrieve and use SharePoint Online context in the service request scope In the request triggered from the Site Information Card app part the URL of the site where the Site Information Card resides will be retrieved The site URL will be automatically used as the request scope Choose one of the following options e Allow Business User to Edit the URL The site URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Busi
243. s you to map source content types to the specified content types in destination or change the content type name to another one according to the condition that you set up e User mapping Allows you to replace an existing source node username with an existing destination node username or a default username in the destination or add a place holder account to keep user metadata even if the user no longer exists e Language mapping Allows you to choose if you want to display destination node ina different language than source node after the plan has been executed Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 23 Back Up Environment Before Running Plan Allows you to keep a copy of the source or destination node before copying moving content e Back up the source environment for Move only Create a copy of the source node prior to performing the move e B
244. seccsaeeecsaeceeseeesseeceaeeeeaeeeeees 49 Configuring Site Collection Lifecycle Management Services cccccccccesssssssececeeecessessaeeeeeeseessesssaees 55 Configuring Site Lifecycle Management Services c cccccccssssssssceceeecessessaeseeeescesseseaaeseeseseessessaaeess 58 Configuring Change Site Collection Contact or Administrator Services ccccccccccsssssssceeeeesessesssaeees 61 Configuring Change Site Collection Settings Services 64 Configuring Change Site Contact Services cccccccccssssssccececessessaeeeceeecessesaaeseceeecesseseaaeseesessessesaaees 67 Configuring Change Site Metadata Services 70 Configuring Change Library List Settings Services 73 Configuring Content Move Services 76 Configuring Grant Permissions Services c cccccccssssssssscccececesseseaeseeeeecessesesaeseceeecesseeaaeseeeesesssesesaees 84 Configuring Clone or Transfer User Permission Services 89 Configuring Change Permissions Services 94 Additional Governance Automation Online Configurations cccccccccssssscecececessssssaeeececssessessaeeeeeessessees 98 Installing the Governance Automation Online App 98 Downloading the Governance Automation Online App 98 Reouired Permissions niiienriiesceeniisesee eetan Ea aier rr Ere e rea eNe rari ES REER e Raas ia Eine E IREA 98 Uploading the Governance Automation Online App to App Catalog ccccssssccccesesssssseeeeeeesesees 99 Registering the Governance Automation Onl
245. seegs 16 Configuring Account Manager 16 Managing Governance Automation Online Groups esssssssssssressssssrserresrssssrrernrsssseerrernnsssseeereennssne 16 Managing Administrator Accounts 17 Managing BUSINESS USEIrS cc2 crcecesceescns ceneneitscseanndeadcbetionsteaenerdheneiignestanadventbeteestiessnerecemenoeeebenadendttetesctocese 17 Creating NEW User GOUD Sis viis 2cecs ccccescesceesscesteeeecac Qeeeuesvedersisigeh sails tate vsadeQeeseedteusaedsesesucnateeeeciceReseeeseeh 18 Adding Users into Groups 18 REMOVING Users from Groups 19 Configuring Departments nrin anant i tarara Enna Ene S REEE Eris narsiai Enkis 19 Configuring Approval Processes cccsssssscceceesssesnaecececeseesesaeaeceeeceseeseaseseseeecssseseeaeaeeeeseessesaeaeeeeeeseeesees 19 Managing Approval Drocesses REENEN 20 Creating or Editing Approval Processes ccccccccccssssssssseeececessessaeseceeecessesauaeseceescesseseaaeseeseueessesaaeens 21 Configuring Policies EE 25 Managing POIICIES aceia e e e a a a e e e E R 25 Creating or Editing Site Collection Policies ccccccssssccccecessesessececeeecessesesaeeeeeescesseseaaeseeeesensseseaees 26 en Elle Te 28 Configuring Create Site Collection Services 29 Governance Automation Online Administrator s Guide Configuring Create Site SErVviGes eeeedeesetedeeg eege eaaa ee eai e Eeee a aE aai E dee 40 Configuring Create Library List Services c ccccccccssscecssecesseecssseecsseeessseces
246. sers administrator dev12 documents visual studio 2012 Projects zs Browse Solution name WebServicel V Create directory for solution C Add to Subversion Figure 2 Creating a Web Service 5 On the bottom define the Name Location and Solution name for the Web Service 6 Click OK to create the Web Service The default Web Service Service1 asmx cs appears Ces Governance Automation Online Administrator s Guide 7 In Service1 asmx cs define the method for your custom actions The screenshot below shows the sample method pd GAOCustomWebservice Microsoft isual Studio Administrator FILE EDIT VIEW PROJECT BUILD DEBUG TEAM TOOLS TEST ARCHITECTURE ANALYZE WINDOW HELP G ID CMWO D start G Release Any CPU QR z g Program cs Microsoft ServiceBus dll AssemblyInfo cs ServiceBusSingle cs Web config GAOCustomWebservice d E GAOCustomWebservice fg GAOCustomWebservice Servicel 2 password E 19 WebService Namespace http tempuri org S 20 WebServiceBinding ConformsTo WsiProfiles BasicProfile1_1 E 21 System ComponentModel ToolboxItem false s 22 To allow this Web Service to be called from script using ASP NET AJAX uncomment the following line S 23 System Web Script Services ScriptService 24 E public class Servicel System Web Services WebService 25 26 27 WebMethod 28 public string CreateGroup string requestId string secrutyToken string groupName 29 30 string siteUrl
247. service Scope x vV x vV Use SharePoint context to automatically populate the service request scope Allow any user group x vV vV vV Allow peers and direct or x vV x vV indirect reports Allow direct or indirect x vV x vV reports Task Notification for x vV vV vV Requester Grant Permissions Service The table below lists the supported and unsupported features of Grant Permissions Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated 176 Governance Automation Online Administrator s Guide Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Scope x Vv x vV Use SharePoint context to automatically populate the service request scope Allow domain group x vV vV x permissions assignment only Allow permissions x vV vV vV assignment to user group Allow any user group vV d Allow peers and direct or x vV x vV indirect reports Allow direct or indirect x vV x v reports Set requester as the default x vV x vV user Permission Duration x vV vV vV Permanent permissions Permission Duration v v x vV Temporary permissions Grant Permissions x v v v Ad
248. service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to user this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups to have permission to submit requests for this service Enter the names of users or groups in the text box Click the check ae button to check that the names are valid You may also click the browse El button to search for users or groups Separate multiple users or groups with semicolons Governance Automation Online Administrator s Guide e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator
249. siness users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose the department when submitting a service request for this service 5 Service Permissions Choose how users will get to this service and who has permission to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check Ez button to check that the names are valid You may also click the browse GE button to search for users or groups Separate multiple users or groups with semicolons Governance Automation Online Administrator s Guide e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above Optionally select the Only allow site collection contacts or site collection administrators to submit requests for this service checkbox Only the site collecti
250. sion to access it e Display this service in the service catalog This service will be displayed in the service catalog o Allow all users to use this service Allow this service to be requested by any user o Select users or groups to use this service Select the users or Office 365 groups that have permission to access this service Enter the names of the users or groups in the text box Click the check ee button to check that the names are valid You may also click the browse EJ button to search for users or groups Separate multiple users or groups with semicolons Governance Automation Online Administrator s Guide e Users may access this service via a questionnaire even if not listed in the permissions above Allow users to request this service after they finish answering the questionnaire even if they are not listed in the service permissions above Optionally select the Only allow site collection contacts or site collection administrators to submit requests for this service checkbox Only the site collection contacts or site collection administrators will have the permission to submit requests for this service 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check L button to check that the name is valid You may also click the browse SI butto
251. sion to submit requests for this service 6 Service Contact Specify a user to be the Service Contact This should be a business user who is the owner of the business process for this service Enter the username in the Service Contact text box Click the check ae button to check that the name is valid You may also click the browse El button to search for users 7 Administrator Contact Specify a user to be the Administrator Contact This user should be an administrator of Governance Automation Online and is responsible for service management Governance Automation Online will assign a task to the Administrator Contact when an error occurs after the approval process starts Enter a username in the Administrator Contact text box Click the check ae button to check that the name is valid or click the browse EJ button to search for users To also have an e mail notification be sent to the Administrator Contact when this service encounters an error configure the Administrator Notification section of the System group within Settings For more information refer to Configuring Administrator Notification 8 Click the arrow on the right hand side to proceed to the next step 9 Scope Configure the scope for this service Choose one of the following methods e Manually input URL Click Add Your Own URL to add the URL then enter the URL in the text box Repeat the step to add multiple URLs e Select scope from tree Expand the t
252. sitive integer in the provided text box You can also keep drafts for approved versions by selecting the Keep drafts for the following number of approved versions checkbox and entering a positive integer in the provided text box Choose whether to assign the configured settings to the list created by this service or allow the business user to configure these settings when submitting a service request for this service in the Item Version History configuration area Choose from the following e Assign by IT Admin The settings configured here will be associated with all lists created by this service Select Show as Read Only to Business User to allow the business user to see the configured settings in the service request or Hide from Business User to not display the configured settings to the business user requesting this service e Assign by Business User Allows business user to configure the settings in the Item Version History configuration area 16 Click the arrow on the right hand side to proceed to the next step 17 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window Governance Automation Online Administrator s Guide e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata
253. sponsibilities to another user On the interface for creating or editing a Change Site Collection Contact or Administrator service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their language 3 Service Category Categories are used to organize your Governance Automation Online services Select an existing category from the drop down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface 4 Department Departments help organize services as well as provide essential Governance Automation Online reporting information for sorting and understanding your organization s SharePoint Online usage Select a department you wish this service to belong to from the drop down menu or click Create New to create a new one Choose whether to assign a department to this service or allow the business user to choose the department when submitting a service request for this service Choose from the following e Assign by IT Admin The users in the Department selected in the preceding drop down menu will be the intended requesters of this service Select Show as Read Only to Business User to allow the business users to see the default department in th
254. st scope Choose one of the following options e Allow Business User to Edit the URL The site collection URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site collection URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site collection URL will be hidden from the requester 10 Change Site Collection Contact Administrator Settings Choose to allow business users to change primary and secondary site collection contact or primary site collection administrator 11 Metadata Select the metadata to be made available to users when submitting a request for this service Click Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata Governance Automation Online Administrator s Guide e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 12 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface app
255. strator Group interface In this interface you can change the number of administrator accounts displayed per page by selecting the desired number from the Show rows drop down menu in the upper right corner To sort the user accounts click the sort G I button in a column heading Username and then choose Ascending or Descending You can perform the following actions in the Administrator Group interface e Add User To add users or Office 365 groups to the Administrator Group click Add User on the ribbon You are brought to the Add User interface a Add User s Enter the names of the users or Office 365 groups you wish to add Then click the check ae button to check that the names are valid You can also click the browse GZ button to search for users or groups Separate multiple users or groups with semicolons Note Click the AvePoint Online Services link in the description to add external users into Governance Automation Online through AvePoint Online Services b Click Save on the ribbon to save the configurations or click Cancel to return to the Administrator Group interface without saving any configurations e Remove User from Group To remove administrators from Governance Automation Online select the usernames or Office 365 group names then click Remove User from Group on the ribbon A confirmation window will appear Click OK to delete the selected users or groups or click Cancel to return to the Administrator Group
256. submitted 9 Extend Site Collection Lease Select the Enable Extend Site Collection Lease checkbox to allow the lease of this site collection to be extended upon request Select an Approval Process from the drop down menu or click Create New to create a new one This approval process will be triggered when a service request to extend the lease of this site collection is submitted 10 Enable Site Collection Policy Change Select the Enable Site Collection Policy Change checkbox to allow business users to request a different policy for site collections created with this policy Select an Approval Process from the drop down menu or click Create New to create a new one This approval process will be triggered when a service request to change site collection policy is submitted 11 Manage Site Collection Lifecycle Site collection lifecycle management help reduce the number of unused or expired site collections in your SharePoint Online environment Configure the following lifecycle management settings e Enable Site Collection Inactivity Threshold Select this checkbox to notify the business user designated in the approval process associated with this setting when the site collection has not been modified in the amount of time specified here Governance Automation Online Administrator s Guide For more information about how site collection inactivity is calculated by Governance Automation and Governance Automation Online refer to t
257. t the URL The site collection URL will be automatically filled into the text box and the requester can edit it e Show as Read Only to Business User The site collection URL will be displayed as read only and the requester cannot edit it e Hide from Business User The site collection URL will be hidden from the requester 10 Changed Site Collection Settings Choose whether to allow business users to change the title description and metadata of site collections by selecting the corresponding checkboxes If you select the Metadata checkbox click Add Metadata to add metadata to the site collection that can be edited by business users in the pop up window You can also choose whether to Enable adding or deleting metadata If enabled business users are allowed to add or delete metadata when submitting request for this service Governance Automation Online Administrator s Guide 11 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and c
258. te from a library Enter the URL of the SharePoint Online library where the information of the custom templates is stored ii Get template name from the following column Select a column whose values are the custom template names e Select templates In this field select which site collection templates will be made available for business users by selecting the corresponding checkbox 13 Select the default site collection template in the Default Selection drop down menu e f Assign by Business User is selected in the drop down menu below this site collection template will be selected in the service request but the business user will be able to select another template from the available templates e f Assign by IT Admin is selected in the drop down menu below the template selected here will be the only available template in the service request and the business user will not be able to choose another template 14 Choose to use the default site collection template to create site collections or to allow business users to choose the site collection template from the available templates when submitting a service request for this service Choose from the following e Assign by IT Admin The site collection template selected in the Default Selection drop down menu will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the default site collec
259. te service request reports complete the following steps 1 Click Set Filter on the ribbon to customize the report You can set filters for Service Type Service Name Requester Assign To Time Range and Department 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Exporting Service Request Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports Governance Automation Online Administrator s Guide e Approval Process Report To access Approval Process Report click Approval Process Report in the Audit Reports group Click Back to close the Approval Process Report interface Managing Approval Process Reports To change the number of reports displayed per page select the desired number from the Show rows drop down menu in the upper right corner To sort the reports click the sort M button in a column heading then select Ascending or Descending You can customize how the reports are displayed in a number of different ways e Search Filters displayed reports by your entered keyword You can search desired reports by the following columns Ser
260. te the Extend Site Collection task In the pop up window click OK to execute the task or Cancel to return to the All Tasks interface e Extend Select a task and click Extend on the ribbon to extend the lease for the site collection in this task In the pop up window configure the amount of time to extend beyond the site collection lease period by entering a positive integer in the text box and selecting Day s Week s or Month s from the drop down menu Then click OK to confirm the action or Cancel to return to the All Tasks interface Governance Automation Online Administrator s Guide a e Delete Select a task and click Delete on the ribbon to execute the Delete Entire Site Collection task In the pop up window click OK to execute the task or click Cancel to return to the All Tasks interface e Change Policy Select a task and click Change Policy on the ribbon to change the policy for the site collection in this task In the pop up window click OK to confirm the action or Cancel to return to the All Tasks interface Site Lifecycle Management Tasks You can perform the following actions on the tasks from Site Lifecycle Management services e View Task Click a task title to see detailed information In the View Details interface you have the following options o Approve Click Approve on the ribbon to finish this task o Reject Click Reject on the ribbon to reject this task o Edit Request This button is o
261. te to save all of the configurations and activate the policy which means this policy might be used in the service Click Cancel to return to the Policy Management interface without saving any configurations e Activate Select inactive policies and click Activate on the ribbon to activate them e Deactivate Select active policies and click Deactivate on the ribbon to deactivate them Make sure to deactivate all services that use the policies you want to deactivate Creating or Editing Site Collection Policies Site collection policy allows you to customize rules to automatically manage your site collection and integrate DocAve Online features with the site collection once it is created successfully Site collection policies can be used in the Create Site Collection service Site collection policies work in conjunction with Site Collection Lifecycle Management services to not only automatically govern site collections associated with each policy but also empowers business users to easily manage the lifecycle of the site collections they own To create a site collection policy click Create on the ribbon in Policy Management To modify a previously configured policy select the inactive policy in the Policy Management interface and click Edit on the ribbon In the Create New interface click Site Collection Policy In the interface for creating or editing a site collection policy configure the following settings 1 Policy Name and Descri
262. the following steps a b C d Enter the URL of your published Web Service in the Web Service Address text box Click Retrieve to retrieve the methods in the Web Service Select your desired method from the drop down list If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 14 Run During Select Enable service request execution schedule to define when Governance Automation Online executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 15 When you have finished configuring settings for this service choose one of the following options Click the arrow on the left hand side to go to the previous steps to review and modify your configurations Click Save to save all of the configurations and return to the Service Management interface Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service Governance Automation Online Administrator s Guide e Click Cancel to return to the Service Management interface without saving any configurations Configuring Site Lifecycle Management Services Site Lifecycle Management services provide business users with control over the lifecycle of their sites created managed by Governance Automation Online
263. the text box and the requester can edit it Show as Read Only to Business User The site collection URL will be displayed as read only and the requester cannot edit it Hide from Business User The site collection URL will be hidden from the requester 11 Approval Process Select Allow approvers to edit this service request to allow all of the approvers to edit the service request for this service when viewing the service request You can Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 12 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 13 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete
264. tion a permission recertification task will be generated This task contains the searched permissions of users and groups for this site collection Approvers can then modify the permissions in Governance Automation Online and the permission changes will be updated to SharePoint Online You can perform the following actions on the permission recertification task e View Task Click a request title to see detailed information In the task details page you have the following options o Filter Records Select User Based or Object Based from the drop down list in the top left hand corner By default All Results is selected o Submit Click Submit on the ribbon to submit the changes and apply all of your configurations to SharePoint Online o Reset Click Reset on the ribbon to select Reset My Changes or Reset All Changes Reset My Changes Your changes on the task will be cleared Reset All Changes All users changes on the task will be cleared o Export Report Click Export Report on the ribbon to export the permission recertification report In the Export Report window choose to export the report to local machine or export the report to an export location and select a report format CSV or XLS Click Export to Datasheet to export the report ee Governance Automation Online Administrator s Guide o View History Click View History to view the previous versions of the task o Delete User Select a user and
265. tion Online App has been properly deployed to your SharePoint Online environment For more information about the environment configuration and deployment refer to Installing the Governance Automation Online App If you choose Automatically enable Governance Automation Online App you can also Automatically add the Site Information Card app part into the homepage of the site that will be created by this service 21 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata Governance Automation Online Administrator s Guide 22 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking C
266. tion executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 16 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface Governance Automation Online Administrator s Guide e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Change Library List Settings Services Configure Change Library List Settings services to define the Change Library List Settings service request templates for business users You can choose the library list settings that are available for business users to choose from when requesting this service Library list settings include name description navigation and versioning settings On the interface for creating or editing a Change Library List Settings service configure the following settings 1 5 Service Name and Description Enter a Name for the service and an optional Description for future reference Language Choose the language for this service Wh
267. tion template in the service request or Hide from Business User to not display the site collection template associated with this service to the business users requesting this service e Assign by Business User Allows business user to choose from the site collection templates you have selected in the Select the templates configuration area 15 Click the arrow on the right hand side to proceed to the next step 16 Time Zone Select the time zone for the site collections created by this service Choose whether to assign the time zone to site collections created by this service or allow the business user to select the time zone when submitting a service request for this service Choose from the following e Assign by IT Admin The time zone selected here will be associated with all site collections created by this service Select Show as Read Only to Business User to allow the business users to see the time zone in the service request or Hide from Business User to not display the time zone to the business users requesting this service e Assign by Business User Allows business users to select the time zone in the Time Zone configuration area 17 Security Groups Customize the permissions for site collections created by this service e The Common tab Configure the common permission settings to assign permissions to specific groups and users By default the common groups are displayed Click the edit Governance Automation
268. tion with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration Governance Automation Governance Automation Governance Note with DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Web Applications and vV vV vV x Managed Paths Show host header vV x x URL format vV vV vV Automatically generate URL Use site collection title in URL vV vV x Use SharePoint context to vV vV vV automatically populate the service request scope Policy vV vV vV vV For details refer to Site Collection Policy Language vV vV vV Experience Version vV vV vV For SharePoint Online only SharePoint 2013 is supported for this feature Site Collection Template vV vV vV Time Zone x vV vV Security Groups vV vV vV 162 Governance Automation Online Administrator s Guide Governance Automation Grant Permissions Service Feature Integration Governance Automation Governance Automation Governance Note with DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Primary Site Collection x vV vV vV Administrator Secondary Site Collection x vV x x SharePoint Administrator Online does not have this role Additional Site Collection x vV vV x Admi
269. tiple service names separate the service names with semicolon Attachment If you have a file that will help explain or resolve your issue click Browse and select your file Note The maximum file size is 25 MB Contact Option Choose your preferred method of contact e Phone Enter your phone number in the textbox e E mail Enter your e mail address in the textbox 3 Click Submit on the ribbon to finish the invitation process After submitting the form an account for an AvePoint Technical Support will be automatically created in AvePoint Online Services This account has the permission of Application Administrator for Governance Automation Online Note After AvePoint Technical Support completes troubleshooting the account for the support will remain in the Account Manager To remove the account an AvePoint Online Services Service Administrator can delete the account by navigating to AvePoint Online Services gt User Management gt User based View selecting the checkbox next to the Support s user ID and then clicking Delete on the ribbon Governance Automation Online Administrator s Guide 141 Submitting Feedback To report bugs offer feature suggestions or provide comments about your Governance Automation Online experience refer to the following steps In Governance Automation Online click the submit feedback button on the upper right 1 corner If you would like to be contacted by an
270. to Business User to allow the business users to see the default change type in the service request or Hide from Business User to not display the change type to the business users requesting this service In the Advanced settings select an e mail template to send the notification e mail that notifies the requester to review or change permissions in the generated permission review task 12 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt Request Management gt Metadata 13 Approval Process Select an approval process from the drop down menu or click Create New The Approval Process Settings interface appears After selecting the approval process the approval stage approver and approval order are displayed You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process The Approval Process Settings window appe
271. to remove the group s permissions and go back to the View Details page The edited record is highlighted Delete User Click the display name of a group and you are brought to a new window Select one or more group users and click Delete User on the ribbon A pop up window appears which asks you to confirm your deletion Click OK to delete the selected users Remove User From Group Click the display name of a group and you are brought to a new window Select one or more group users and click Remove User From Group on the ribbon A pop up window appears which asks you to confirm your operation Click OK to remove the selected users from the group Change Group Click the display name of a group and you are brought to a new window Select one or more group users and click Change Group on the ribbon In the Change Group interface select the group that you wish to change to and select the method for changing group Copy or Move Copy will copy the users to the new group Move will remove the users from the previous group and then add the users to the new group Click Save to save your changes and go back to the View Details page The edited record is highlighted Change Actions Content Move and Create Tasks You can perform the following actions on the tasks from Change Site Collection Contact or Administrator Change Site Collection Settings Change Site Contact Change Site Metadata Content Move Create Library List Change Librar
272. to select the modified file to upload o Edit Request This button is only visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface o View Request History Click View Request History to view the versions of this request in the View Request History interface e Submit Select a task and click Submit on the ribbon to submit the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or Cancel to return to the All Tasks interface e Reject Select a task and click Reject on the ribbon to reject the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface Reviewing Permissions If you views details of a Change Permissions task you can perform the following actions e Filter Records Select User Based or Object Based from the drop down list in the top left hand corner By default All Results is selected e Submit Click Submit on the ribbon to submit the task and apply all of your configurations to SharePoint e Reset Click Reset on the ribbon to select Reset My Changes or Reset All Changes o Reset My Changes Your changes on the task will be cleared Governance Automation Online Admi
273. tomation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online site collection administrator Primary My Site contact and x vV x x primary My Site administrator Change Site Collection Settings Service The table below lists the supported and unsupported features of Change Site Collection Settings Service in Governance Automation and Governance Automation Online V indicates Supported In the Integration with DocAve 6 DocAve Online column V indicates Integrated x indicates Unsupported In the Integration with DocAve 6 DocAve Online column x indicates Not integrated Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online Only allow site collection x vV x vV contacts or site collection administrators to submit requests for this service Scope x vV x x Enable security trimming in the tree of the request for this service Scope Use SharePoint x V x vV context to automatically Governance Automation Online Administrator s Guide TE Feature Integration with Governance Automation Governance Automation Governance Note DocAve 6 SharePoint on SharePoint Online Automation DocAve Online premises Online populate the service request scope Change
274. u want to trust Governance Automation Online click Trust It 5 The Governance Automation Online App is added to the site and a Governance Automation Online link is added on the Quick Launch Click the Governance Automation Online link and you are brought to a new page By default the following tiles are displayed in the page e Start a Request e View My Requests e View My To Do List e Public Site Collection Directory e My Sites Inserting a Governance Automation Online App Part Governance Automation Online App provides the Site Information Card app part that can be inserted to SharePoint Online sites The Site Information Card displays key information about the site such as ownership classification policy and available service requests Note This app part can be inserted to a top level site of a site collection or be inserted to an individual site In a top level site the app part displays the site collection information In a site the app part displays the site information To insert the Site Information Card app part to a site complete the following steps 1 Goto the site and click the PAGE tab on the ribbon 2 Inthe PAGE tab click Edit cen Governance Automation Online Administrator s Guide Click the INSERT tab and click App Part In the Parts section select Site Information Card Click Add to add this app part to the site St ou e w Click Save on the ribbon to save your configurations Configurin
275. uest e Assign by Business User Allows business user to choose the method when submitting a service request for this service e Assign by IT Admin The selected method will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default method in the service request or Hide from Business User to not display the method associated with this service to the business users requesting this service Governance Automation Online Administrator s Guide If you select Move you may also configure the following settings e Source Documents Items Deleted Method Select Manually to delete the source content yourself once the move job is complete in DocAve Online select the move job in Job Monitor then click Delete on the ribbon and select Delete Content from the drop down list or select Automatically to have DocAve Online delete the source content once the move job is complete Choose whether to assign the method to this service or allow the business user to choose the method when submitting a service request for this service Choose from the following o Assign by Business User Allows business user to choose the method when submitting a service request for this service o Assign by IT Admin The selected method will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default method in the service request or Hide from
276. ule from the drop down menu or click Create New to create a new one 15 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface Governance Automation Online Administrator s Guide e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Configuring Content Move Services Configure Content Move services to define the Content Move service request template for business users You can configure the settings to copy or move SharePoint Online contents so the content and topology of your SharePoint Online environment can be restructured easily and accurately On the interface for creating or editing a Content Move service configure the following settings 1 Service Name and Description Enter a Name for the service and an optional Description for future reference 2 Language Choose the language for this service When starting a request you can filter the services according to their languages 3 Service Category Categories are used to organize your Governance Automation Online services Select an
277. uthentication x vV x x Method from DocAve Content Database Policy vV x x Governance Automation App vV x vV Governance Automation App x vV x vV Governance Automation Online only supports the Site Information Card app part Web API The table below lists the current supported and unsupported service types in Governance Automation Web API and Governance Automation Online Web API Governance Automation Online Administrator s Guide 185 V indicates Supported x indicates Unsupported Service Name Governance Governance Governance Note Automation Automation Automation Online SharePoint on SharePoint Online premises Create Site Collection Service vV vV vV Create Site vV vV vV Change Site Collection Contact or vV vV vV Administrator Change Site Collection Settings vV vV vV Change Site Contact vV vV vV Change Site Metadata vV vV vV Content Move vV vV vV Create Library List vV vV vV Change Library List Settings vV d vV Create My Site vV vV x This service is unavailable in Governance Automation Online In SharePoint Online My Site is automatically created when the user logs into SharePoint Online Site Collection Lifecycle Management vV vV vV Site Lifecycle Management vV vV vV Clone or Transfer User Permissions vV vV vV Grant Permissions vV vV vV Change Permissions vV vV vV 186 Governance Automation Online Administrator s
278. utomation Online 155 Approval Wee 155 Site COMSCtion Rol Aessen euer eech ee eech ee EA 156 Supported and Unsupported Services 158 COMMON Service FEALUNES ees fh sence eck sent a TAOTE RAO EEOSE EER EEO 159 Create Site Collection Service AEN 162 FGEC 164 Create Library List Service 165 Site Collection Lifecycle Management Service ccccccccccesssssssssecececessesesesecececsseeeaaeseeeesessseseaeaeeeenens 166 Site Lifecycle Management Servi CE iruron a E tes de een egen 167 Change Site Collection Contact or Administrator Service 168 Change Site Collection Settings Service 169 Change Sit Contact SERVICE eege ege doves ee IN ave ede Tere ee IN os 170 Change Site Metadata Service pssi nae e a ege eebe ege egen 171 Change Library List Settings Service cccsccccssecesseecsececseceeseecssseccsaecesseecesseccsaeeecssecesseeesseeeeaeeecseeens 172 CONTENT MOVE oyi 2 xcededsseeeece Eau ssuebeceenuebentyvedhaneceucedncssueusnesegeesnecewenssedeuebshceccesvendeversnces 173 Governance Automation Online Administrator s Guide Change Permissions r egeg ESuENEdegete deene Eed EERSTEN eege 175 Grant Permissions Servite ege Zeg agecheceveedste deetbeaneden eed ageegseneelee cedtscam ZENS EE SEENEN EZE 176 Clone or Transfer User Permissions Service ceeecceesseceesceeeeeeeceeeeeeaaeceeaeeceaeeeeaaeeeeaaeseeeeeeaeeeeaaeeeeaeeees 178 Monitoring and Reporting cccccsccccccecessessnececeeeceeseaaaececeesseesesaea
279. val process refer to Creating or Editing Approval Processes This approval process will be triggered when a service request to grant permissions for a specific user is submitted Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E mail template 17 Custom Action Allows you to define custom actions before approval after approval and after execution of the request via the methods that exist in a published Web Service Select the corresponding checkboxes and complete the following steps a Enter the URL of your published Web Service in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 18 Run During Select Enable service request execution schedule to define when Governance Automation executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one Governance Automation Online Administrator s Guide 19 When you have finished configuring settings for this service choose one of t
280. ve default values configured or select No to replace null values with default values in the destination node Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 20 Data Compression Select the Compression checkbox if you want to compress the data when it is copied or moved If you choose to compress the data use the slider to select the compression rate Fastest compression rate results in a larger data set Best compression rate results ina smaller better quality data set but the compression takes more time to perform Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be a
281. vice Request Name and User Only the content in the column displayed in the current view can be searched e Manage columns i Manages which columns are displayed in the list Click the manage columns i button then select the checkbox next to the column name to have that column shown in the list e Filter Item ad Filters which item in the list is displayed Click the filter item ad in the column heading you want to filter then select the checkbox next to the item name to have that item shown in the list Filtering and Generating Approval Process Reports To filter and generate approval process reports complete the following steps 1 Click Set Filter on the ribbon to customize the report You can set filters for Service Type Service Request Name Status Time Range Department and User 2 To set new filter rules click Reset and the previous filter rules are cleared to the default ones 3 Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Exporting Approval Process Reports To export the currently displayed reports click Export Report on the ribbon For instructions about exporting the report refer to Exporting Reports Managing the Administration Reports Administration Reports provide basic information on all site collections and sites
282. vice in the Web Service Address text box b Click Retrieve to retrieve the methods in the Web Service c Select your desired method from the drop down list d If there are parameters defined in the selected method the parameters are displayed in a table Enter the value for each parameter in the corresponding text box 20 Run During Select Enable service request execution schedule to define when Governance Automation Online executes the service request Then choose a previously configured execution schedule from the drop down menu or click Create New to create a new one 21 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Governance Automation Online Administrator s Guide Configuring Site Collection Lifecycle Management Services Site Collection Lifecycle Management services provide business users with control over the lifecycle of their site collections created managed by Governance Automation Online You can configure the settings to n
283. vices that fit the logical flow click Add End Points Automatically to end all points with No Service For the No Service end point you are allowed to define a custom message that helps the requester find proper solutions if there is no service available to the requester i Click the edit L I button next to the No Service end point The Custom Message window appears ii In the text box enter the message that will be displayed to the requester iii Click Save on the ribbon to save your configuration The previously created questions and the services in the left pane are supported to search Enter the keyword of the question name or service name in the text box under Questions or Services and click the search P button to search it Click the remove button to remove a question from the logic diagram When you have finished configuring settings for this questionnaire choose one of the following options Click the arrow on the left hand side to go to previous steps to review and modify your configurations Click Save As Draft to save the questionnaire as a draft and return to the Questionnaire Management interface Click Save and Activate to save all of the configurations and activate this questionnaire Governance Automation Online Administrator s Guide e Click Cancel to return to the Questionnaire Management interface without saving any configurations Activating Deactivating Copying and Deleting Questio
284. when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 17 Workflow Select the Include workflow definition checkbox to copy or move the definition of existing workflows for the selected content from the source node to the destination node Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service Choose from the following P00 Governance Automation Online Administrator s Guide e Assign by Business User Allows business user to choose the option when submitting a service request for this service e Assign by IT Admin The selected option will be applied for this service Select Show as Read Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service 18 Click the arrow on the right hand side to proceed to the next step 19 Preserve the Null Column Values Select Yes to preserve the null values of item columns even if the columns on the destination ha
285. wing columns URL Title Description Primary Site Collection Administrator Primary Site Contact Secondary Site Collection Contact and metadata Only the content in the column displayed in the current view can be searched Manage columns i Manages which columns are displayed in the list Click the manage columns fa button then select the checkbox next to the column name to have that column shown in the list Filter items ad Filters which item in the list is displayed Click the filter items ud button in the column heading you want to filter then check the checkbox next to the item name to have that item shown in the list Filtering and Generating Site Collection Reports To filter and generate site collection reports complete the following steps 1 2 3 Click Set Filter on the ribbon to customize the report You can set filters for URL Site Template Site Collection Size Status Department Policy and Primary Site Collection Contact Filter by Expiration Date is also supported Set Inactivity Threshold Date and Lease Period Expiration Date to add more filter rules To set new filter rules click Reset and the previous filter rules are cleared to the default ones Click Generate Report to retrieve data for your report You can also click Export to Datasheet to export the report to a local path or an export location For more information about exporting the report refer to Exporting Reports Exporting Site Co
286. wn menu or click Create New to create a new one 16 When you have finished configuring settings for this service choose one of the following options e Click the arrow on the left hand side to go to the previous steps to review and modify your configurations e Click Save to save all of the configurations and return to the Service Management interface e Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service e Click Cancel to return to the Service Management interface without saving any configurations Governance Automation Online Administrator s Guide Additional Governance Automation Online Configurations The following sections detail additional configurations you can make to Governance Automation Online Additional configurations include the following e The Governance Automation Online App e The optional settings in the following groups within the Settings interface System SharePoint Request Management Monitoring Reports Audit Reports and Administration Reports These settings may affect the entire Governance Automation Online platform or be only relevant to certain features Installing the Governance Automation Online App Governance Automation Online App an app for SharePoint Online provides SharePoint Online end users with easier access to Governance Automation Online without having to leave their SharePoint Online interface
287. y List Settings services View Task Click a task title to see detailed information In the View Details interface you have the following options Governance Automation Online Administrator s Guide Approve Click Approve on the ribbon to finish this task Reject Click Reject on the ribbon to reject this task Edit Request This button is only visible to the approvers when Allow approvers to edit this service request is selected in the corresponding service Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface View Request History Click View Request History to view the versions of this request in the View Request History interface e Approve Select a task and click Approve on the ribbon to approve the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or Cancel to return to the All Tasks interface e Reject Select a task and click Reject on the ribbon to reject the task Enter some comments for this task for further reference in the pop up window Click OK to finish this task or click Cancel to return to the All Tasks interface Error Tasks You can perform the following actions on the error tasks assigned to administrators e View Task Click a task title to see detailed information In the View Details interface you have the following options O O O Retry Click Retry
288. y by this service or allow the business user to choose the Options for Transfer when submitting a service request for this service Choose from the following e Assign by IT Admin The Options for Transfer configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request Select Show as Read Only to Business User to allow the business users to see the Options for Transfer in the service request or Hide from Business User to not display the Options for Transfer associated with this service to the business users requesting this service e Assign by Business User Allows the business user to configure the Options for Transfer 16 Click the arrow on the right hand side to proceed to the next step 17 Metadata Select the metadata to be made available to users when submitting a request for this service Click the Add Metadata to go to the Add Metadata window In the Add Metadata window Governance Automation Online Administrator s Guide e Create Click Create to create new metadata in the Create Metadata window For more information about how to configure metadata refer to Creating or Editing Metadata e Edit Select metadata and click Edit For more information about how to configure metadata refer to Creating or Editing Metadata e Add to List Select desired metadata and click Add to List The metadata displayed here is configured in Settings gt

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