Overview

From the workspace 'Reports' page (Workspaces > Reports), Admins can use the 'Actions' menu to assign policies, trigger policies, manage version history and more.

Accessing the Actions Menu

To access the 'Actions' menu:

1. Select one or more workspaces

2. Click the ACTIONS button

From the Actions window, admins select the action they want to take on the selected workspaces.

Action Menu Options

Assign Policies (to Workspaces)

Admins can use this option to assign, update, or remove Orchestry policies from the selected workspaces. This method supports the assignment of archival, workspace review, guest request, and guest review policies.

Force Policies

Admins can use this to manually trigger assigned policies on workspaces. To complete this action:

1. Choose the TYPE of policy to trigger, and

2. Click APPLY.

After the policies are triggered, end users may be notified (as per the policy configuration).

Exclude from Archival

This action applies the 'Exclude from Archive' label to the selected workspaces. Admins can leverage this to help prevent permanent and long-term workspaces from being assigned archival policies.

Reset Archive Status

Admins can reset the lifecycle status of the selected workspace back to 'Active' with this action. This is typically one of the final steps after restoring a previously-archived workspace.

Purge Version History

Admins can perform a one-time purge of version history from all document libraries in the selected workspaces. To perform this action:

1. Select a method for the one-time purge

2. Click APPLY

The job runs in the background and may take up to a few days to complete.

Set Version History Limits

Admins can apply limits to version history to the selected workspaces. To perform this action:

1. Select the method for limiting version history

2. Click APPLY

The File Level Archive Action

How File Level Archive Works

• Orchestry queues the work and processes it in the background under its throttling engine, so a large run never overwhelms your tenant. Up to 100 workspaces can be submitted at a time.

• Files that are locked, already archived, or otherwise ineligible are skipped and counted rather than causing the job to fail.

• If you submit a workspace that already has archival in progress, Orchestry tells you it was skipped instead of queueing duplicate work.

• File-level archive applies to SharePoint sites only. OneDrive personal sites and Viva Engage communities are excluded by Microsoft.

How to Configure and Apply the Action

Admins can apply file-level archival action to the selected workspaces. To perform this action:

1. Configure the policy

   • Activity Based: set Days since last modification. Anything older is eligible. The minimum is 30 days and the maximum is 3,650 days (10 years).

   • File Type Based: choose All Types, or Specific Type(s) and pick from the file extension list. This is where you target the big, cold formats first: video, design files, CAD drawings, archives, disk images, PST and OST files.

   • Content Size Based: choose All Sizes, or Specific Range(s) and set a size band anywhere from 0 GB up to 1 TB.

   • Notify Owners: ON by default. When enabled, workspace owners receive a summary once the job finishes.

2. Click APPLY

What workspace owners see

Owners receive an email, plus a Teams message when the workspace is Teams-connected. The notification is framed as a storage optimization, not a deletion. It confirms how many files were archived, how much storage was moved to cold storage, explains that nothing was lost, and links directly to a SharePoint search that surfaces the archived files.

What happens to archived files

• Files remain visible in their original library, in an archived state. Links do not break.

• Reactivation is instant within the first seven days and available within 24 hours after that. There are no reactivation fees.

• Purview retention labels, eDiscovery, and Content Search continue to operate on archived content without interruption.

• Every job writes Initiated, Completed, and Failed events to the workspace's lifecycle history, with the file counts and volume archived, so each workspace carries its own durable audit trail.