How to Create a Workspace Review Policy

Workspace Review policies help ensure your active workspaces stay compliant with your governance policies and goals.  With periodic clean-up of version history from document libraries and group membership, you can proactively keep workspaces 

These instructions will guide you through the setup of a fully-configured policy.  

Starting a New Policy

1. Go to the Workspace Reviews page (Lifecycle Management > Workspace Reviews)
   
   
2. Click the NEW button to start a new policy
3. On the NAME tab, give your policy a name and description
   
   
   

How to Configure the Workspace Review Policy Actions

The Actions and Welcome Tabs

1. Open the 'Configuration' tab
   
   
2. On the Actions tab, choose the actions to you want this policy to perform.   Each selected action will be configured on its own tab
3. On the Welcome tab, customize the helper text that will be used by your end users
   
   
   Here is what the end-user experience looks like:

 

Configure the Policy Actions - Search and Copilot

1. Open the 'Sensitivity' tab
2. Review and modify the helper text for this section

The Search tab doesn't require any additional configuration settings beyond the helper text.  

 

Configure the Policy Actions - Validate Sensitivity Labels

1. Open the 'Sensitivity' tab
2. Review and modify the helper text for this section
3. Choose the appropriate method for assigning Sensitivity labels: Enforce from Associated Workspace Template Label(s), Enforce Specific Label, or Ask Reviewer to Choose
   

 

VALIDATE SENSITIVITY LABELS - Enforce from Associated Workspace Template Label(s)

This option helps ensure all workspaces created from the same Workspace template also share the same Sensitivity label(s). 

By selecting this option, you must also configure how to handle workspaces that weren't created from a Workspace template, or templates that do not have a Sensitivity label assigned to them.

 

VALIDATE SENSITIVITY LABELS - Enforce Specific Label

This option allows you to choose the exact label that should be assigned to all workspaces the Workspace Review policy is assigned to.

 

VALIDATE SENSITIVITY LABELS - Ask Reviewer to Choose

This option allows reviewers to select from a list of Sensitivity labels to apply to their workspace.  You must provide a minimum of two labels for them to choose from.

 

Configure the Policy Actions - Validate Privacy

1. Open the 'Privacy' tab
2. Review and modify the helper text for this section
3. Choose the appropriate method for managing the workspace privacy configuration: Enforce from Associated Workspace Template Label(s), Enforce Specific Privacy, or Ask Reviewer to Choose

 

VALIDATE PRIVACY - Enforce from Associated Workspace Template Label(s)

Similar to the 'Sensitivity' tab, the 'Privacy' tab enables you to use the workspace template as the basis for privacy settings.  

This option must also be configured to handle workspaces that are NOT ASSOCIATED to a workspace template, such as workspaces created outside of Orchestry.

 

VALIDATE PRIVACY - Ask Reviewer to Choose

For more flexibility, you can allow your workspace owners to make their own choice.  This option adds the 'Privacy Configuration' page to the actual review seen by end users.

 

Configure the Policy Actions - Recommend Archival

Enabling the 'Recommended Archival' tab of your Workspace Review policies gives your end users the option to archive a workspace if it's no longer needed.

RECOMMEND ARCHIVAL - Add a Specific Lifecycle Policy

When configuring the 'Workspace Archival' tab in the policy, you choose which Archival (lifecycle) policies are used for different types of workspaces.  For example, you can set the Workspace Review policy to use specific Archival policies for each workspace type.

RECOMMEND ARCHIVAL - Use Currently Assigned Lifecycle Policy

If you apply the  "Use Currently Assigned Lifecycle Policy" option to your policy.   If the end user chooses to archive the workspace, it will use whatever policy is already assigned.

Additionally, this configuration will add the "Workspaces without Policies" section.  Here,  you can assign an archival policy for each type of workspace.

 

Configure the Policy Actions - Version Cleanup 

1. Open the 'Version Cleanup' tab
2. Review and modify the helper text for this section
3. Enable 'One-time Clean Up' to offer users the ability to wipe version history from their SharePoint site document libraries immediately after completing the review
   
   
   
   
   
4. Enable 'Set New Maximum Limit' to automatically limit the number of major versions allowed in document libraries moving forward
   
   
   
   
   
5. Enable 'Skippable Libraries' to allow reviewers to choose which document libraries should be exempt from version purging
6. Enable 'Skippable Step' to allow reviewers to skip this step entirely

 

Configure the Policy Actions - The Membership Tab

1. Open the 'Membership' tab
2. Review and modify the helper text for this section
3. Enable a new/updated requirement for minimum owners and members
   
   
   
   
4. Enable the review of Guest in the workspace.  This works identically to existing Guest Review policies

Configure the Policy Actions - The Sharing Links Tab

This option allows workspace owners to delete share links from their workspace's SharePoint Document Libraries.

1. Open the 'Sharing Links' tab
2. Review and modify the helper text for this section
3. Enable at least ONE 'Smart Action' method

Configure the Policy Actions - The Metadata Tab

This option allows reviewers to validate or assign new Orchestry metadata to their workspaces.

1. Open the 'Metadata' tab
2. Review and modify the helper text for this section
3. Select whether the policy will leverage the metadata assigned to the ASSOCIATED WORKSPACE TEMPLATE, or SPECIFIC METADATA of your choice

If you choose "VALIDATE ASSOCIATED WORKSPACE TEMPLATE METADATA", then you can configure this policy to handle workspaces that were created without an Orchestry Workspace Template.  In these scenarios, the policy can either:

• Do nothing (skips step for end user), or
• offer SPECIFIC metadata chosen by you

 

If you choose VALIDATE SPECIFIC METADATA as the primary method, you can:

• Select which metadata to offer reviewers assigned this policy,
• Configure which options are REQUIRED or OPTIONAL

Configure the Policy Execution

1. Open the 'Execution' tab.  Here, you can configure the recurrence of the policy, define your stakeholders, define notification cadence, define your escalation rules and cancellation rules.
2. Define the review recurrence schedule.  The minimum number of days is 90, and the maximum is 1200 (over three years)
   
   
   
   
3. Define your stakeholders.  You can delegate the execution of the policy to workspace owners, or assign specific individuals to complete it on their behalf.
4. Define how to handle workspaces without owners.   The policy can be configured to allow existing members to promote themselves or you can assign specific individuals to take-over
   
   
   
   
5. Define when to cancel incomplete reviews.   This helps close the loop on reviews that will not be actioned.  

 

Review and Save the Policy

1. Open the 'CONFIRM' page.  This page summarized the configurations you've enabled in this policy.  
2. Review your configuration. Ensure everything you want the policy to do is enabled and ready to go.
3. SAVE your changes.  This will close the policy and return you to the Workspace Reviews page

 

How to Assign a Workspace Review Policy

1. Open the workspace 'Reports' page.  From there (Lifecycle Management > Workspace Reviews), you can assign the policies to existing Microsoft Teams and SharePoint Team site workspaces.
2. Method A: Assign the policy to a single workspace
   1. Click the title of the workspace to open the Workspace Details page
   2. Click the EDIT button for the Workspace Review Policy
   3. Choose a policy from the drop-down menu
   4. Force the policy to trigger it immediately (optional)
      
      
3. Method B: Assign the policy to multiple workspaces
   1. Select multiple workspaces (Teams or SharePoint Team sites)
   2. Click ASSIGN > WORKSPACE REVIEW
   3. In the new window, assign a policy to each of the selected workspaces
   4. Click Assign