How to Create a Workspace Archival Policy

Part #1: Start a New Archival Policy

Archival policies can be created and managed from the 'Archival Policies' page.   As an Orchestry admin:

1. Open the 'Archival Policies' page
2. Click the NEW button to start a new archival policy

This will launch a wizard to help guide you through the creation of your archival policy.

Part #2: The 'NAME' Tab

The 'Name' tab is the first page of the archival policy and must be completed before you can save your policy.  To complete the NAME tab:

1. Give your policy a name
2. Give your policy a description
3. Choose the type of workspace (application) the policy will apply to
4. SAVE to continue

Part #3: The 'SELECT AN ARCHIVAL METHOD' Tab

On this tab, you will configure the type of archival policy this will be.  You can choose one of the three archival methods available:

1. Archive-in-Place:  The workspace (group and contents) are moved to a read-only status with restricted access. 
2. Move to SharePoint: Workspace content is moved to a designate SharePoint site, and the workspace is deleted
3. Delete:  No archival occurs. Both the workspace and content are deleted.

How to Configure an 'Archive-in-Place' Archival Method

1. Choose 'Archive-in-Place' as your archival method
2. Set the policy Inactivity threshold.  This is the number of days a workspace must be inactive for before the archival policy triggers.
3. OPTIONAL - Enable Workspace Deletion.  This gives end-users the option to skip archival and delete the workspace
4. OPTIONAL - Add the Second Step.  This will add a step to the policy that will archive (or delete) the workspace some time after 
5. SAVE your changes to continue

How to Configure an 'Move to SharePoint Archive' Archival Method

1. Choose 'Move to SharePoint Archive' as your archival method
2. Choose the SharePoint site that will store archived workspace content
3. Choose the document library for the archived content
4. Set the policy Inactivity threshold.  This is the number of days a workspace must be inactive for before the archival policy triggers.
5. OPTIONAL - Enable Workspace Deletion.  This gives end-users the option to skip archival and delete the workspace
6. SAVE your changes to continue

How to Configure a 'Delete' Method

The DELETE method skips the archival and deletes the entire workspace, including the M365 group and contents.

1. Choose 'Move to SharePoint Archive' as your archival method
2. Set the policy Inactivity threshold.  This is the number of days a workspace must be inactive for before the archival policy triggers.
3. SAVE your changes to continue

How to Configure the M365 Archive Method

The 'M365 Archive' method allows you to take advantage of the Microsoft 365 Archival feature, moving your inactive workspaces to a layer of cold storage and frees up space in your tenant. 

To configure an Archival policy to use the M365 Archival method:

1. Enable the "ORCHESTRY M365 ARCHIVAL" feature on the Installation page
2. Select "M365 ARCHIVAL" in your Archival policy
3. Set the policy Inactivity threshold.  This is the number of days a workspace must be inactive for before the archival policy triggers.
4. SAVE your changes to continue
   
   

Part #4: The 'CONFIGURE ACTIONS' Tab

On this tab, you can configure what contents are kept when a workspace is archived.  The options available differ depending on (1) the type of workspace the policy will archive, and (2) the archival method chosen.

To complete the 'Configure Actions' tab:

1. Review all sections and complete as necessary
2. SAVE your changes

The table shown below highlights the different options available for the 'Archive-in-Place' and 'Move to SharePoint Archive' methods:

Part #5: The 'POLICY EXECUTION' Tab

On this tab, you can configure the policy to include an approval step before executing the archival actions.  Alternatively, you can choose to NOT have an approval policy and allow the policy to execute immediately after being triggered.

To configure the policy with no notification or approval step:

1. Click 'No Notification'
2. SAVE your changes to continue

To configure the policy with a notification, but no approval step:

1. Click 'Notification'
2. Choose your stakeholders.  You can assign (A) workspace owners, (B) workspace members, or (C) specific users
3. Review and update the notification text as necessary
4. SAVE your changes to continue
   
   

To configure the policy with an approval step:

1. Click 'Approval'.  This method will assign an Orchestry task to the policy stakeholders
2. Choose your stakeholders.  You can assign (A) workspace owners, (B) workspace members, or (C) specific users/groups
3. Review and update the notification text as necessary
4. Choose the 'Notification Cadence'.  This determines how many times Orchestry will notify the stakeholders of the archival task before default action is taken
   
   
   
   
5. Choose a 'Workspace Renewal' method.  This allows stakeholders to renew the workspace until it goes inactive again, or for a fixed number of days
   1. If you chose "Extension Days (static)", enter in the number of days workspaces can be extended for.
6. OPTIONAL - Choose who to escalate the archival to.  If the original stakeholders do not complete the archival (approval) task, 
7. OPTIONAL - Add a cadence to automatically execute the policy.  By adding this, Orchestry will automatically execute this policy if no one completes the archival (approval) task. 
   
   If left blank, Orchestry will not execute the policy actions until someone completes the archival task.
   
   
   
   
8. OPTIONAL - Add a webhook URL.  Extend the archival steps with your own script.
9. SAVE your changes to continue

Part #6: The NOTIFICATIONS Tab

On this final tab, you can choose whether the policy uses email and/or Teams to send notifications when triggered.

To finish your new archival policy:

1. Review and modify the notification options as required
2. Click the FINISH button

Your new policy is now ready to be assigned to workspaces.  Well done!