I’m sure you know the comic about the governance in Microsoft Teams that was forgotten. Even with SharePoint 2007 governance was a very crucial topic. When I saw the potential of SharePoint and how easy it is for an end-user to set up a new SharePoint site I knew that this could only end in chaos.
It was absolutely brilliant to set up a shared space that allowed people to work together without being close – and all this with just a few clicks. However there were a few downsides to it. At first people were thrilled and set up for every sort of content a new site. But after a while it became clear that that was not the idea – and suddenly the shared workspace was no longer used. But of course without having been deleted. Which means that the data was still in the system, just lying around with no use to anyone.
And then later on the administrator and the end-users had to spend a lot of time to sort out the irrelevant content. It would have been better to do the homework instead of spending time on cleaning up the mess.
Now, many years later, it is Microsoft that launches new teams. Apart from setting shared space you can set up many more resources like active directory groups, exchange mailbox and further assets like a planner or a stream group.
The idea behind it is that the owner of a team is in charge of the team and its content. Well, that sound brilliant. However, we all know that it’s not as simple as that. A lot of things perish in everyday stress. The owner needs a little helper to support him when things get a bit complicated.
A further unsolved problem: it is not clear how to distinguish the different teams. Is it a project? Or rather a project unit? Or maybe a team, a committee and so on. So far it has not been possible to make the distinction between the different functions. That also means that there are no special guidelines that apply to them. But this is what I want to be able to do. I want to make sure that a project unit does not contain any guests. Or a Quickspace should be confirmed every three months. And what about a review of the access? And how do I make sure that no unused guest accounts in my team? These are just a few questions that need to be answered.
This is the reason that we have developed our product EasyLife 365 – to fill the gaps. For example the one gap that actually doesn’t sound too hard: to change the name of a team. There might be a new name but it is still connected to the wrong URL. What do we do? We disconnect the name from the URL and make sure that the name can be changed at any time.
It is also possible to define whether a team should expire after a certain number of days it hasn’t been used. Or whether the team needs to be confirmed regularly (every x days). But that’s not all: one can also decide whether there should be more than one owner, in case someone’s not available. Rules and guidelines are set up to define what has to be done when the owner does not assume responsibility.
And have I mentioned the metadata? When a team is set up there is the possibility to ask for metainformation. They can be used later on, for example during the automation process. EasyLife ist the only tool that brings metadata to the teams/groups.
Should these functions not suffice, we have introduced WebHooks which allows you to carry out your own actions. This shows that EasyLife is the most powerful and expandable tool for governance and LifeCycle automation on the market.