How to Create a Workspace Review Policy for Department Workspaces

Why Create a Workspace Review Policy for Department Workspaces?

Workspace Review policies are ideal for workspaces that rarely (or never) get archived, such as department workspaces. 

Goals for the Department Workspace Review Policy

1. Minimum membership requirements are enforced on all active workspaces
2. Workspaces aren't left ownerless when someone leaves the org or changes roles
3. Review guest access to the workspace regularly
4. Reduce tenant storage used by version history in their SharePoint document libraries

For department workspaces, you can take advantage of every feature in your Workspace Review policy.  As more policy features are released, you can update it as necessary.

Step 1: Name Your New Policy

To start a new Workspace Review policy:

1. Go to the 'Review Policies' page in Orchestry
2. Click the NEW button to start a new policy
   
   
   
   
3. Give NAME your policy
4. Give your policy a DESCRIPTION
5. Click SAVE to continue
   
   

Step 2: Configure the Policy

The policy's Configuration page is broken into four tabs.  

The ACTIONS Tab

For your department Workspace Review policy, enable all applicable features on the ACTION tab.

The WELCOME PAGE Tab

On this tab, you can provide your end users with the context and information they need to complete the Workspace Review by updating the helper text.

The VERSION CLEANUP Tab

On this tab, you can configure version history cleanup for the workspace's SharePoint document libraries. 

One of the goals behind this policy for department workspaces is to reduce the amount of tenant storage that's used by version history.   To accomplish this, the configuration will:

• Use one-time cleanup to immediately delete old version history
• Introduce a new version history limit for files moving forward

The image below is a suggested configuration for Version Cleanup:

The MEMBERSHIP Tab

On this tab, you can configure minimum requirements for workspace owners and members.   You can also enable Guest Reviews as part of this policy.

Two goals of this policy can be fulfilled on this tab:

• Ensure the workspace meeting the minimum number of owners and members as per your own governance policies
• Ensure guest users are reviewed regularly

To accomplish this for your own department workspaces, try a configuration similar to the one shown in the image below: 

Step 3: Policy Execution

The Execution page of your Workspace Review policy allows you to configure the HOW and WHO of your policy, such as defining your stakeholders (reviewers), how often the policy is triggered, and more.

To help ensure your department workspaces are always completed annually, this policy will:

• Assign workspace owners as the stakeholders/reviewers
• Escalate to IT Admin if there is no owner, or if the task is not completed within 4 weeks

To accomplish this for your own workspaces, try a configuration similar to the one shown in the image below: 

Step 4: Confirm 

The final page of the policy allows you to review your configuration settings.

Click SAVE to finish creating your new Workspace Review policy.

Step 5: Assign the Policy to Workspaces

Workspace Review policies can be assigned to any Teams, SharePoint Team site or Viva Engage workspace.  

Assign the Policy to Existing Workspaces

From the Lifecycle Management 'Reports' page (https://app.orchestry.com/lifecycle/listing):

1. Select the workspace(s) you want to assign your policy to
2. On the page toolbar, click ASSIGN > WORKSPACE REVIEW
3. On the dialogue window that appears, select a policy for each selected workspace
4. Click ASSIGN to assign the policies.

Assign the Policy to Future Workspaces

From the Templates page (https://app.orchestry.com/workspaces/templates):

1. Select the workspace template you want to assign the Workspace Review policy to
2. On the 'Policies' tab, select the appropriate policy
3. SAVE your changes