AvePoint Governance Automation Administrator Guide · 2018-12-19 · AvePoint Governance Automation...

AvePoint Governance

Automation 2 Administrator Guide

Service Pack 2, Cumulative Update 1

Issued December 2018

AvePoint Governance Automation Administrator Guide 1

Table of Contents

What’s New in this Guide ........................................................................................................................................ 10

About AvePoint Governance Automation .......................................................................................................... 11

Submitting Documentation Feedback to AvePoint ........................................................................................ 12

Understanding Governance Automation Terminology ................................................................................. 13

Governance Automation Key Terms and Phrases ........................................................................................................... 13

Supported Languages .............................................................................................................................................. 15

Before You Begin ....................................................................................................................................................... 17

Governance Automation Installation .................................................................................................................................... 17

Getting Started .............................................................................................................................................................................. 17

SharePoint and Office 365 Supported/Unsupported Components in Governance Automation ................. 17

Working with SharePoint .......................................................................................................................................................... 18

Working with Office 365 Groups ............................................................................................................................................ 18

Additional Configurations ......................................................................................................................................................... 18

Updating Previous Versions of Governance Automation ........................................................................... 20

Updating Your Governance Automation Instance .......................................................................................................... 20

Updating Governance Automation via DocAve Update Manager ...................................................................... 21

Updating Governance Automation via AvePoint Update Manager .................................................................... 21

Performing Additional Governance Automation Update ............................................................................................. 25

Planning Your Governance Automation Installation..................................................................................... 27

Where should I install the Governance Automation Manager? ................................................................................ 27

How many DocAve/Governance Automation servers do I need? ............................................................................ 27

Which DocAve modules are required for Governance Automation? ...................................................................... 28

What about SQL Server?............................................................................................................................................................ 28

Enterprise-level Installation Recommendations ............................................................................................. 29

Installing Governance Automation on a Windows Network Load Balancing Cluster ....................................... 31

Configuring Windows Network Load Balancing Cluster ......................................................................................... 31

Installing Governance Automation on the Network Load Balancing Cluster .................................................. 33

Installing Governance Automation for High Availability .............................................................................................. 34

Configuring Windows Failover Clustering ..................................................................................................................... 34


Adding Servers to the Created Failover Cluster .......................................................................................................... 36

Configuring High Availability for Governance Automation ................................................................................... 36

Installation Requirements ...................................................................................................................................... 39

Minimum Server (Hardware) Requirements ...................................................................................................................... 39

DocAve 6 and Governance Automation Services on Same Server ...................................................................... 39

Dedicated, Single-Instance SQL Server .......................................................................................................................... 39

Server Requirements for DocAve Agents ...................................................................................................................... 39

Supported Software .................................................................................................................................................................... 40

Required Permissions for Governance Automation Service Accounts .................................................................... 42

Required Services on DocAve 6/Governance Automation Server ............................................................................ 44

Adding Governance Automation to Your Anti-Virus Exclusion List ......................................................................... 45

Ports Used by Governance Automation .............................................................................................................................. 45

Installation of Governance Automation ............................................................................................................ 46

Updating Your DocAve Version .............................................................................................................................................. 46

Installing Governance Automation ........................................................................................................................................ 46

Installing DocAve Update for Governance Automation .......................................................................................... 47

Installing Governance Automation via the Installation Wizard............................................................................. 47

Unattended Installation ............................................................................................................................................................. 52

Generating the Answer File ................................................................................................................................................. 52

Importing the GovernanceAutomationUnattendedInstallation.dll File ............................................................. 56

Installation Commands ......................................................................................................................................................... 57

Optional Governance Automation Installations .............................................................................................. 61

Installing the AvePoint Governance Automation Web Part ........................................................................................ 61

Deploying the AvePoint Governance Automation Web Part Solution .............................................................. 61

Inserting the Web Part into a SharePoint Site ............................................................................................................. 64

Installing the Governance Automation App for SharePoint 2013/SharePoint 2016 On-Premises .............. 65

Governance Automation App Pre-Installation Checklist ......................................................................................... 65

Required Permissions ............................................................................................................................................................ 65

Preparing the Environment to Host Apps ..................................................................................................................... 66

Running the App Package Installation Wizard ............................................................................................................ 70

Adding the Governance Automation App to a SharePoint Site ........................................................................... 71

Inserting Governance Automation App Part ................................................................................................................ 72

Installing the Governance Automation App for SharePoint Online ......................................................................... 73

Required Permissions ............................................................................................................................................................ 74

Preparing the Governance Automation App Package ............................................................................................. 74

Uploading the Governance Automation App to App Catalog .............................................................................. 75

Registering the Governance Automation App ............................................................................................................ 76

Building a Domain Mapping for Automatic Login ..................................................................................................... 77


Adding the Governance Automation App to a SharePoint Online Site ............................................................ 77

Inserting Governance Automation App Parts .............................................................................................................. 78

Installing the Cloud Governance Panel on SharePoint Online .............................................................................. 79

Deploying the Governance Automation Policy Bar Solution ...................................................................................... 81

Post-installation Procedures ................................................................................................................................. 83

Allowing Full Control Permission to the DocAve Private Key ..................................................................................... 83

Enabling the Service Account to Listen to the Governance Automation Workflow Service Port ................ 83

Changing the Certificate in IIS Manager ............................................................................................................................. 84

Applying User-Defined Certificates ....................................................................................................................................... 85

Applying a Governance Automation License .................................................................................................................... 86

Logging into Governance Automation for the First Time ............................................................................................ 86

Configuring Authentication Types ......................................................................................................................................... 86

Configuring AD Authentication ......................................................................................................................................... 86

Configuring ADFS Authentication .................................................................................................................................... 87

Setting Windows Authentication as the Default Login Method .......................................................................... 93

Configuring Azure AD Authentication ............................................................................................................................ 94

Configuring E-mail Notification Settings ............................................................................................................................ 94

Registering SharePoint Online Admin Centers/Site Collections ................................................................................ 95

Turning off the Validation of SharePoint Online Users ................................................................................................. 96

Configuring Language, Time Zone, Date/Time Format, and Office 365 Account Settings ............................ 96

Getting Started with Governance Automation ............................................................................................... 98

Configuring Account Manager ............................................................................................................................................... 98

Managing Governance Automation Groups ................................................................................................................ 98

Managing Administrator Accounts .................................................................................................................................. 99

Managing Business Users .................................................................................................................................................. 100

Creating New User Groups ................................................................................................................................................ 100

Adding or Removing Users ............................................................................................................................................... 101

Synchronizing Authentication Configuration Changes to Governance Automation ................................. 101

Enabling a User Profile Service ............................................................................................................................................. 101

Retrieving User Information from a Custom Database .......................................................................................... 102

Configuring Approval Process .............................................................................................................................................. 103

Creating or Editing Approval Processes ....................................................................................................................... 104

Building Customized Approval Processes ................................................................................................................... 114

Configuring Policies .................................................................................................................................................................. 116

Creating or Editing Site Collection Policies ................................................................................................................. 117

Creating or Editing Content Database Policies ......................................................................................................... 141

Creating or Editing Office 365 Group Policies ........................................................................................................... 143


Configuring Classic Mode Services ..................................................................................................................................... 147

Common Service Settings .................................................................................................................................................. 149

Create Site Collection Service ........................................................................................................................................... 157

Create Site Service ................................................................................................................................................................ 172

Create Library/List Service ................................................................................................................................................. 183

Create Office 365 Group/Team Service ........................................................................................................................ 187

Deploy Patterns Service ...................................................................................................................................................... 193

Site Collection Lifecycle Management Service .......................................................................................................... 198

Site Lifecycle Management Service ................................................................................................................................ 202

Office 365 Group Lifecycle Management Service .................................................................................................... 205

Change Site Collection Contact or Administrator Service .................................................................................... 206

Change Site Contact Service ............................................................................................................................................. 208

Content Move Service ......................................................................................................................................................... 210

Change Site Collection Settings Service ...................................................................................................................... 219

Change Site Metadata Service ......................................................................................................................................... 221

Change Library/List Settings Service ............................................................................................................................. 222

Change Office 365 Group/Team Settings Service .................................................................................................... 224

Grant Permissions Service .................................................................................................................................................. 225

Change Permissions Service ............................................................................................................................................. 229

Clone or Transfer User Permission Service ................................................................................................................. 231

Manage Permissions Service ............................................................................................................................................ 235

Custom Service ....................................................................................................................................................................... 240

Configuring Dynamic Mode Services ................................................................................................................................. 242

Additional Governance Automation Configurations .................................................................................. 249

Importing Existing Objects ..................................................................................................................................................... 249

Creating an Export Plan ...................................................................................................................................................... 249

Modifying the Scan Result File ........................................................................................................................................ 251

Importing the Configured Scan Result File ................................................................................................................. 255

Configuring Metadata .............................................................................................................................................................. 256

Searching and Filtering Metadata .................................................................................................................................. 256

Creating or Editing Metadata ........................................................................................................................................... 257

Deleting Metadata ................................................................................................................................................................ 261

Configuring Questionnaires ................................................................................................................................................... 262

Displaying and Searching Questionnaires ................................................................................................................... 262

Creating or Editing Questionnaires ................................................................................................................................ 262

Activating, Deactivating, Copying, and Deleting Questionnaires ...................................................................... 265

Configuring E-mail Templates ............................................................................................................................................... 265

Searching and Filtering E-mail Templates ................................................................................................................... 266

Creating or Editing E-mail Templates ........................................................................................................................... 266

Deleting E-mail Templates ................................................................................................................................................ 267

Configuring Execution Schedules ........................................................................................................................................ 267

Displaying and Searching Execution Schedules ........................................................................................................ 267

Creating or Editing Execution Schedules ..................................................................................................................... 268


Deleting Execution Schedules .......................................................................................................................................... 268

Configuring Request Access Settings ................................................................................................................................. 268

Preparing SharePoint ........................................................................................................................................................... 268

Configuring Request Access Settings ........................................................................................................................... 271

Restarting IIS (for SharePoint 2010 Only) .................................................................................................................... 271

Exporting and Importing Configuration Data ................................................................................................................. 271

Exporting Configuration Data .......................................................................................................................................... 272

Importing Configuration Data .......................................................................................................................................... 272

Configuring SharePoint Workflow Integration Settings ............................................................................................. 273

Starting Microsoft SharePoint Foundation Sandboxed Code Service .............................................................. 274

Displaying and Searching SharePoint Workflow Integration Profiles .............................................................. 274

Creating or Editing SharePoint Workflow Integration Profiles ........................................................................... 274

Deleting SharePoint Workflow Integration Profiles ................................................................................................ 275

Creating SharePoint Workflows....................................................................................................................................... 275

Hiding or Revealing Sections to Business Users ............................................................................................................ 281

Configuring Export Locations ................................................................................................................................................ 281

Searching Report Export Locations ................................................................................................................................ 281

Creating or Editing Export Locations ............................................................................................................................. 281

Deleting Export Locations .................................................................................................................................................. 282

Configuring SharePoint Permission Levels ....................................................................................................................... 282

Displaying and Searching Permission Levels ............................................................................................................. 282

Creating or Editing Permission Levels ........................................................................................................................... 282

Deleting Permission Levels ................................................................................................................................................ 283

Configuring Administrator Notifications .......................................................................................................................... 283

Configuring the Timer Service............................................................................................................................................... 284

Configuring System General Settings ................................................................................................................................ 286

Configuring Category Management ................................................................................................................................... 287

Displaying and Searching Categories ........................................................................................................................... 287

Creating or Editing Categories ......................................................................................................................................... 287

Deleting Categories .............................................................................................................................................................. 287

Configuring Recertification Profiles .................................................................................................................................... 288

Displaying and Searching Recertification Profiles .................................................................................................... 288

Creating or Editing Recertification Profiles ................................................................................................................. 288

Deleting Recertification Profiles ...................................................................................................................................... 295

Configuring Text Validation Rules ....................................................................................................................................... 295

Displaying and Searching Text Validation Rules ....................................................................................................... 295

Creating or Editing Text Validation Rules .................................................................................................................... 295

Deleting Text Validation Rules ......................................................................................................................................... 296

Configuring Governance Automation Terminologies .................................................................................................. 296

Configuring Custom Filter on My Sites ............................................................................................................................. 297


Configuring Active Directory Profiles ................................................................................................................................. 298

Displaying and Searching Active Directory Profiles ................................................................................................. 298

Creating or Editing Active Directory Profiles .............................................................................................................. 298

Deleting Active Directory Profiles ................................................................................................................................... 298

Managing Governance Automation App Parts .............................................................................................................. 299

Configuring Site Information Card ................................................................................................................................. 299

Configuring Cloud Governance Panel ........................................................................................................................... 300

Creating Azure Active Directory Applications ................................................................................................................. 301

Creating Azure AD Applications with the Governance Automation Configuration Tool ......................... 301

Creating Azure AD Applications in the Azure Portal ............................................................................................... 303

Configuring App Profiles ......................................................................................................................................................... 308

Creating App Profiles ........................................................................................................................................................... 308

Re-authorizing an App ........................................................................................................................................................ 309

Deleting an App Profile ...................................................................................................................................................... 309

Modifying Governance Automation Configuration Settings after Installation ................................... 310

Re-registering Governance Automation after Uninstalling DocAve ...................................................................... 310

Monitoring and Reporting .................................................................................................................................... 311

Monitoring All Requests .......................................................................................................................................................... 311

Monitoring All Tasks ................................................................................................................................................................. 312

Approving or Rejecting Requests ................................................................................................................................... 312

Reassigning Tasks ................................................................................................................................................................. 314

Managing Automatic Site Collection Lifecycle Management Tasks ................................................................. 314

Managing Automatic Office 365 Group Lifecycle Management Tasks ........................................................... 316

Managing Clone or Transfer User Permissions and Manual Archive Tasks ................................................... 317

Managing Change Permissions Tasks ........................................................................................................................... 318

Managing Quota Threshold Tasks .................................................................................................................................. 320

Managing Content Database Policy Threshold Warning Task ............................................................................ 321

Managing Election Tasks .................................................................................................................................................... 321

Managing Error Tasks .......................................................................................................................................................... 322

Monitoring All Recertification Assignments .................................................................................................................... 322

Permission Recertification Tasks ..................................................................................................................................... 323

Metadata Recertification Tasks ........................................................................................................................................ 325

Ownership Recertification Tasks ..................................................................................................................................... 326

Membership Recertification Tasks .................................................................................................................................. 327

Audit Reports ............................................................................................................................................................................... 328

User Activity Report.............................................................................................................................................................. 328

Service Request Report ....................................................................................................................................................... 330

Approval Process Report .................................................................................................................................................... 331

Administration Reports ............................................................................................................................................................ 332

Site Collection Report .......................................................................................................................................................... 332


Site Report ............................................................................................................................................................................... 339

Content Database Report .................................................................................................................................................. 340

Office 365 Group Report .................................................................................................................................................... 341

Dashboard ..................................................................................................................................................................................... 343

Creating a Chart ..................................................................................................................................................................... 343

Editing a Chart ........................................................................................................................................................................ 344

Refreshing Charts .................................................................................................................................................................. 344

Generating a Chart ............................................................................................................................................................... 345

Deleting a Chart ..................................................................................................................................................................... 345

Public Site Collection Directory ............................................................................................................................................ 345

Managing Public Site Collection Directory Report .................................................................................................. 345

Filtering Public Site Collection Directory Report ...................................................................................................... 346

Exporting Public Site Collection Directory Report ................................................................................................... 346

My Sites .......................................................................................................................................................................................... 346

Managing My Sites Report ................................................................................................................................................ 347

Filtering My Sites Report .................................................................................................................................................... 347

Exporting My Sites Report ................................................................................................................................................. 348

Starting a Request for a Site Collection or Site ......................................................................................................... 348

My Office 365 Groups ............................................................................................................................................................... 349

Managing My Office 365 Groups Report .................................................................................................................... 349

Filtering My Office 365 Groups Reports ....................................................................................................................... 349

Exporting My Office 365 Groups Report ...................................................................................................................... 350

Working with Requests and To-Do Lists .......................................................................................................... 351

Starting a Request ...................................................................................................................................................................... 351

Viewing My Requests ............................................................................................................................................................... 352

Submitted Requests ............................................................................................................................................................. 352

Saved Requests ...................................................................................................................................................................... 353

Viewing My To-Do List ............................................................................................................................................................. 354

Viewing My Tasks .................................................................................................................................................................. 354

Viewing My Recertification Report ................................................................................................................................. 355

Changing Branding Elements in Governance Automation ....................................................................... 357

Changing the Title Style ........................................................................................................................................................... 360

Changing the Logo and Logo URL ...................................................................................................................................... 362

Changing the Title Bar Color ................................................................................................................................................. 364

Changing the Navigation Bar Color .................................................................................................................................... 365

Changing the Table Style ........................................................................................................................................................ 366

Changing the System Name Image on Login Page ...................................................................................................... 368

Changing the System Logo Image on Login Page ....................................................................................................... 369


Changing the About Background Image .......................................................................................................................... 371

Changing the Governance Automation App Logo ....................................................................................................... 373

Changing the Site Information Card Logo ....................................................................................................................... 373

Integration with Governance Automation Mobile App ............................................................................. 374

Enabling Governance Automation QR Code ................................................................................................................... 374

Enabling Task Link Redirection ............................................................................................................................................. 374

Switching Farms for Disaster Recovery ........................................................................................................... 376

Configuring the Farm Name and Farm ID ........................................................................................................................ 376

Getting the Farm Name and Farm ID of the Production Farm ........................................................................... 376

Modifying the Farm Name and Farm ID in the Disaster Recovery Farm ........................................................ 376

Generating the Mapping Files ............................................................................................................................................... 377

Switching the Farm .................................................................................................................................................................... 377

Governance Automation Web API SDK ........................................................................................................... 379

Appendix A: Supported Variable Roles ........................................................................................................... 380

Appendix B: Configuring a Filter Policy ........................................................................................................... 385

Configuring Filter Policy to Use DocAve Granular Backup ........................................................................................ 385

Configuring Filter Policy to Use Audit Controller in DocAve Report Center ...................................................... 386

Configuring Filter Policy to Use Deactivated Account Cleaner in DocAve Administrator ............................. 386

Appendix C: Configuring DocAve 6 Archiver Profiles ................................................................................. 388

Appendix D: Configuring DocAve Deployment Manager Plans .............................................................. 391

Creating a Deployment Mapping ........................................................................................................................................ 391

Creating a Deployment Plan .................................................................................................................................................. 393

Appendix E: Configuring a Policy Enforcer Profile ....................................................................................... 395

Configuring a Source Collection Policy ............................................................................................................................. 395

Creating a Policy Enforcer Profile ......................................................................................................................................... 396

Appendix F: Configuring a Usage Pattern Alerting Plan ............................................................................ 398

Appendix G: Building the Communication between Governance Automation and K2 Workflow

...................................................................................................................................................................................... 400

Appendix H: Web API for K2 Workflow Integration .................................................................................... 402


Appendix I: Dynamic Mode Service Sections ................................................................................................ 403

Notices and Copyright Information .................................................................................................................. 409


What’s New in this Guide • DocAve Governance Automation has been renamed AvePoint Governance

Automation.

• Added information about the Microsoft Teams field in the Create Office 365

Group/Team Service section and in the Change Office 365 Group/Team Settings

Service section.

• Added information about the Office 365 Group Team Site Quota Threshold

field in the Creating or Editing Office 365 Group Policies section.

• The Site Governance Panel has been renamed the Cloud Governance Panel, and

it can now be added to SharePoint Online site collections using the classic site

collection templates. The following sections have been updated or added for this

change:

o Adding the Cloud Governance Panel

o Create Site Collection Service

o Configuring Cloud Governance Panel

• The Cloud Governance Panel can now be added to Office 365 group team sites.

The following sections have been updated for this change:

o Adding the Cloud Governance Panel

o Create Office 365 Group/Team Service

o Configuring Cloud Governance Panel

• Added information about metadata recertification of the Office 365 group team

site in the Creating or Editing Recertification Profiles section.

• Added information about metadata recertification task of the Office 365 group

team site in the Metadata Recertification Tasks section.

• Updated the application permissions for single sign-on and Office 365

user/group validation in the Creating Azure AD Applications in the Azure Portal

section.

• Updated the Performing Additional Governance Automation Update section to

include the permission update for the application for single sign-on and Office

365 user/group validation.

• Updated the Registering SharePoint Online Admin Centers/Site Collections

section to include the changes on DocAve > Control Panel > Object

Registration and to include the required permissions for enabling Microsoft

Teams for Office 365 groups.


About AvePoint Governance Automation Traditionally, administrators create objects or manage their data in SharePoint on-premises or

Office 365 manually by following a series of requirements. The number of human interactions

that occur in business processes can inhibit speed and the quality of decisions.

Governance Automation provides ways to create and govern your SharePoint 2010/SharePoint

2013/SharePoint 2016/SharePoint Online objects and Office 365 groups/teams automatically by

submitting rich and customizable predefined service requests, which can trigger corresponding

approval processes and policies to accomplish the processes. This automation results in more

speed, overall effectiveness of the interactions and often a reduction in errors.

This documentation is for administrators to leverage Governance Automation for the

automated, end-to-end service and information management; if you are a business user of

Governance Automation, refer to the AvePoint Governance Automation Business User Guide.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/AvePoint_Governance_Automation_Business_User_Guide.pdf


Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation.

Click the following URL to access the Submit Your Feedback form on our Web site.

http://www.avepoint.com/resources/documentation-feedback/?flush=1


Understanding Governance Automation Terminology If you are new to Governance Automation, it may be helpful to review the Governance

Automation Key Terms and Phrases list to familiarize yourself with terms such as “service”,

“policy”, and “approval process”, which will be used throughout this user guide.

Once you have familiarized yourself with Governance Automation terminology, it is important to

understand how the different features and functionalities work together. This knowledge is

essential to properly configure the software for your organization.

In Governance Automation, administrators can set up services that perform SharePoint

on-premises, Office 365, and/or DocAve operations. These services can be made available to

only the relevant purposes so that they can be customized to be most effective for each

purpose. A service may have a policy associated with it so that if your organization has specific

rules on certain operations, you can ensure that all services with the same associated policy will

be compliant to your organization’s standards. Services will also have at least one approval

process configured so that when a user submits a request for a specific service, the appropriate

parties (such as the user’s manager) are notified and can provide the necessary approval. Once

the service request has been fully approved, Governance Automation performs the SharePoint

on-premises, Office 365, and/or DocAve processes according to the customized settings

configured for that service.

Governance Automation Key Terms and Phrases To help better understand how to use the features and functions in Governance Automation,

refer to the following list of key terms and phrases:

• Administrator – An Administrator in Governance Automation has full control to

all settings, reports, and applications in Governance Automation, as well as full

control to all of their organization’s SharePoint farms.

• Administrator Contact – The Administrator Contact is the IT administrator to be

contacted if the Service Request is unable to properly complete.

• Approval Process – An Approval Process is a defined process to obtain approval

in order for SharePoint on-premises, Office 365, or DocAve procedure to start.

• Category – Categories are used for organizational purposes. For example, by

placing policies used for SharePoint administration purposes in the

Administration category, you can then sort policies by categories, and more easily

find the policy of your choice.

• Site Collection Inactivity Threshold – The inactivity threshold is the amount of

time you allow for a site collection to not have been modified by anyone before

Governance Automation notifies the designated contact.


• Office 365 Group Inactivity Threshold – The inactivity threshold is the amount of

time that Office 365 group settings have not been changed or that any content in

the corresponding group team sites, files, notebook, calendar, mailbox, or

conversations has been added or modified. Note that changes to a group’s plan

in Planner are not regarded as activities since Office 365 does not provide API to

retrieve a plan’s last modified time.

• Site Collection Lease Period – A lease period is the amount of time a site

collection is expected to be used. Once the lease period has reached its

expiration date, the designated user will be prompted to decide on the action to

perform on the site collection. This allows for the automation of content lifecycle

management.

• Office 365 Group Lease Period – A lease period is the amount of time allotted

wherein an Office 365 group is valid in Office 365. Once the lease period has

reached its expiration date, the designated user will be prompted to decide on

the action to perform on the Office 365 group. This allows for the automation of

Office 365 group lifecycle management.

• Policy – A Policy is an organization-wide rule or standard that can be applied to a

Service Request. Policies are configured by Governance Automation

Administrators.

• References – References are information about the Service Request. For example,

Requester, Approver, Task Created Time, etc.

• Service – A Service is a set of configured settings for a management operation in

SharePoint on-premises or Office 365 that can be leveraged by business users

when submitting a Service Request. Services are configured by Governance

Automation Administrators.

• Service Request – A Service Request is a request for a management operation in

SharePoint on-premises or Office 365. Service Requests are submitted by

business users, and depending on the Service that is requested, they may require

approval from both business users and Governance Automation Administrators.

• Service Contact – The Service Contact is the business user who owns the business

process for the Service Request.

• Farm Administrator – A Farm Administrator in Governance Automation has full

control of one or more of their organization’s SharePoint farms, and full control

of all reports and applications in Governance Automation corresponding to the

farms they have control over.


Supported Languages The table below lists the languages that are supported in Governance Automation Web site,

Governance Automation Web Part, and Governance Automation App/app parts.

Governance

Automation

Web Site

Governance

Automation

Web Part

Governance

Automation

App/App Parts

(Title and

Description)

Governance

Automation

App/App Parts

(Context)

English Supported Supported Supported Supported

Japanese Supported Supported Supported Supported

French Supported Supported Supported Supported

German Supported Supported Supported Supported

Chinese

(Simplified)

Supported Supported Unsupported Supported

Spanish Supported Supported Unsupported Supported

Korean Supported Supported Unsupported Supported

Polish Supported Supported Unsupported Supported

Portuguese Supported Supported Unsupported Supported

Russian Supported Supported Unsupported Supported

Turkish Supported Supported Unsupported Supported

Dutch Supported Supported Unsupported Supported

Italian Supported Supported Unsupported Supported

Hindi Supported Supported Unsupported Supported

Note the following:


• Governance Automation Web Site – The display language of Governance

Automation Web site will be the one selected in Governance Automation

personal settings.

• Governance Automation Web Part – The display language of Governance

Automation Web Part will be the one selected in Governance Automation

personal settings.

• Governance Automation App/App Parts (Title and Description) – The display

language of Governance Automation App/app parts (title and description)

depends on the display language of the SharePoint site. If the display language is

none of the four supported languages, it will be displayed as English.

• Governance Automation App/App Parts (Context) – The display language of

Governance Automation App/app parts (context) depends on the display

language of the SharePoint site. If the display language is none of the fourteen

languages listed in the table above, it will be displayed as the language selected

in Governance Automation personal settings.

• Except for English, Japanese, French, and German, other languages are translated

by Bing. For more information, see the Supported Languages section.


Before You Begin Prior to installing and using Governance Automation, refer to the sections below for an

overview.

Governance Automation Installation Refer to the sections below:

• Planning Your Governance Automation Installation

• Enterprise-level Installation Recommendations

• Installation Requirements

• Installation of Governance Automation

• Optional Governance Automation Installations

• Post-installation Procedures

Getting Started Refer to the sections below:

• Configuring Account Manager

• Enabling a User Profile Service

SharePoint and Office 365 Supported/Unsupported Components in

Governance Automation The tables below list the SharePoint on-premises components and Office 365

services/applications that are supported or unsupported in Governance Automation.

SharePoint On-Premises Component Support Status in Governance Automation

Site Collection Supported

Site Supported

Library/List Supported

OneDrive for Business Unsupported


Office 365 Service/Application Support Status in Governance Automation

SharePoint Online Site Collection Supported

Site Supported

Library/List Supported

Office 365 Groups Supported

Microsoft Teams Supported

Working with SharePoint To achieve provisioning, lifecycle management, content management, setting management, and

security management for SharePoint, follow the steps below in order. Click the link to jump to

the corresponding section.

1. Configuring Approval Process

2. Creating or Editing Site Collection Policies

3. Configuring Classic Mode Services or Configuring Dynamic Mode Services

Working with Office 365 Groups To achieve provisioning, lifecycle management, and setting management for Office 365 groups,

follow the steps below in order. Click the link to jump to the corresponding section.

1. Creating Azure Active Directory Applications

2. Configuring App Profiles

3. Configuring Approval Process

4. Creating or Editing Office 365 Group Policies

5. Configure services:

• Create Office 365 Group/Team Service

• Office 365 Group Lifecycle Management Service

• Change Office 365 Group/Team Settings Service

Additional Configurations Refer to the sections below:

• Additional Governance Automation Configurations


• Modifying Governance Automation Configuration Settings after Installation

• Monitoring and Reporting

• Working with Requests and To-Do Lists

• Changing Branding Elements in Governance Automation

• Integration with Governance Automation Mobile App

• Switching Farms for Disaster Recovery


Updating Previous Versions of Governance Automation Governance Automation 2 Service Pack 2 is the minimum version required to directly update to

Governance Automation 2 Service Pack 2 Cumulative Update 1. If your version of Governance

Automation is not Governance Automation 2 Service Pack 2, you must perform direct updates,

from your current version to next version, until your Governance Automation is Governance

Automation 2 Service Pack 2. If you require assistance with updating Governance Automation,

contact AvePoint Technical Support at: [email protected].

Before you update to Governance Automation 2 Service Pack 2 Cumulative Update 1, be sure

that you have followed the instructions in Updating Your DocAve Version.

After updating DocAve, proceed with the Governance Automation update procedure described

below.

*Note: Once you update your Governance Automation to Governance Automation 2 Service

Pack 2 Cumulative Update 1, Governance Automation will terminate pending tasks in Service

Pack 4 or in earlier versions. AvePoint strongly recommends that you inform the business users

to complete those pending tasks before you perform the update.

Updating Your Governance Automation Instance This procedure assumes that you have met the conditions described in Updating Your DocAve

Version and that you have already downloaded the

AvePoint_Governance_Automation_2.2.1_UpgradePackage.zip file. Extract the

AvePoint_Governance_Automation_2.2.1_UpgradePackage.zip file. You will see the following

ZIP files in the AvePoint_Governance_Automation_2.2.1_UpgradePackage folder:

• AvePoint_Governance_Automation_2_SP2_CU1_Update_Manager.zip

• AvePoint_Governance_Automation_2_SP2_CU1_Upgrade_Tool.zip

Complete the following steps to update your Governance Automation instance.

1. Extract the AvePoint_Governance_Automation_2_SP2_CU1_Upgrade_Tool.zip file or

the AvePoint_Governance_Automation_2_SP2_CU1_Update_Manager.zip file.

2. Go to the DocAve Control Panel > Update Manager, and install the

DocAve_Update_for_Governance_Automation_2_SP2_CU1.zip update that is located

in the extracted folder. This update ensures proper communication between DocAve and

Governance Automation. For more information about how to install this update, refer to

Installing DocAve Update for Governance Automation.

3. Updating Governance Automation via DocAve Update Manager or Updating Governance

Automation via AvePoint Update Manager.

mailto:[email protected]


Updating Governance Automation via DocAve Update Manager

This section explains how to update Governance Automation via DocAve Control Panel >

Update Manager. Complete the following steps:

1. Log into DocAve 6 Manager, and navigate to DocAve Control Panel > Update

Manager.

2. On the Manage Updates interface, click Browse. Find and load the

AvePoint_Governance_Automation_2_SP2_CU1.zip file into DocAve Manager.

3. Select the update and click Install on the ribbon.

4. In the Server Selection window, click the Governance Automation tab, and then select

the Governance Automation servers that you are about to update.

5. Click Install. After the installation completes, the Update Manager interface appears. A

message appears indicating that the installation was successful.

6. To verify that the update was applied successfully, navigate to Control Panel > Update

Manager > View History and check the Version and Date columns of the newly

installed update.

Updating Governance Automation via AvePoint Update Manager

This section explains how to update Governance Automation using the AvePoint Update

Manager tool. To use this tool, run the tool on the Governance Automation server. The user

running this tool must be a member of the local Administrators group on the Governance

Automation server.

*Note: During the update process, the Governance Automation application pool will be

restarted. While the application pool restarts, access to the Governance Automation Web site

will be interrupted.

Launching the AvePoint Update Manager

The AvePoint Update Manager tool is included in your Governance Automation update package.

Follow the steps below to launch this tool:

1. In the AvePoint_Governance_Automation_2_SP2_CU1_UpgradePackage folder,

extract the AvePoint_Governance_Automation_2_SP2_CU1_Upgrade_Tool.zip file.

2. In the AvePoint_Governance_Automation_2_SP2_CU1_Upgrade_Tool folder, double-

click the RunUpgrade.bat file to start the AvePoint Update Manager. The Requirement

Pre-Scan interface for updating Governance Automation appears, and the

Requirement Pre-Scan starts automatically. For details on the Requirement Pre-Scan,

refer to Running the Requirement Pre-Scan.


Running the Requirement Pre-Scan

In the Requirement Pre-Scan interface, the AvePoint Update Manager automatically scans your

environment to ensure the following requirements are met:

• Net.TCP Port Sharing Service is running – This requirement ensures that the

Net.TCP Port Service is running. This service ensures that communication

between the CommonPatchInstaller.exe and the AvePoint Update Manager

occurs, so that the update process will be executed.

• Checking if the Governance Automation services are installed on this server

– This requirement ensures that the Governance Automation Web site,

Governance Automation Timer Service, and Governance Automation Workflow

Service are installed on the Governance Automation server.

• Checking if the adapter file for Governance Automation Web site is installed

– This requirement ensures that Governance Automation Web site adapter is

installed on the current server. The AvePoint Update Manager uses this adapter

to retrieve information from Governance Automation Web site.

You cannot advance to the next step if any of the requirements have a Status of Failed. If any of

the requirements have a Failed status, update your environment and then click Retry Scan to

scan your environment again.

Once all of the requirements have the Passed status, click Continue to access the Configure

Service Connection interface. Proceed to the next section in this guide.

Configuring Service Connection Settings

In the Configure Service Connections interface, configure the following settings for the

communication between the AvePoint Update Manager and the Governance Automation server:

1. Local Host – The local host is automatically displayed in the text box. If you have

multiple Governance Automation instances installed in different domains. Enter the IP

address of the current server.

2. Service Host – Not applicable to Governance Automation. Use the default value.

3. Service Port – The port of your Governance Automation. The default value is 15000.

4. Click Continue to go to the Governance Automation tab. Proceed to the next section

in this guide.

Installing a Governance Automation Update

The Upgrade interface provides a wizard for installing a Governance Automation update on the

Governance Automation server. To install a Governance Automation update, complete the

following steps:

1. Click the Upgrade tile or click the Upgrade tab on the ribbon to access the wizard.


2. In the Patch Selection interface, you will import the update and select the update for

updating Governance Automation.

a. Click Import Patch. The Open window appears.

b. Select the AvePoint_Governance_Automation_2_SP2_CU1.zip update that is

located in the AvePoint_Governance_Automation_2_SP2_CU1_Upgrade_Tool

folder, and click Open. The AvePoint Update Manager will import the selected

update to the Patch Storage Location configured in the Update Settings

interface. After the selected update is successfully imported, you can view the

detailed information of the imported update in the viewing pane, including the

patch name, type, version, size, and last installation time.

o To view the product versions that can be updated via installing an update,

select the update and click Supported Versions on the ribbon. A window

appears, listing the supported product versions of the selected update.

o To delete an imported update, select the update and click Delete Patch

on the ribbon. The update stored in the Patch Storage Location will be

deleted.

c. Select the update that you are about to install.

d. Click Next.

3. In the Service Selection interface, all of the installed Governance Automation instances

are displayed in the viewing pane. Select the Governance Automation instances you are

about to update and click Next.

4. In the Overview interface, the selected update and Governance Automation instances

are displayed. Review your selections and click Install to start the update installation.

5. In the Installation Process interface, the installation progress is displayed via the

progress bar. In the viewing pane, you can view the installation progress of each

Governance Automation instance.

To view the details of the installation progress of a specific Governance Automation

instance, click View Details in the Action column of the corresponding instance and

view the details in the pop-up window.

6. Click Next.

7. In the Installation Complete interface, perform one of the following operations:

• Click Finish to exit the AvePoint Update Manager.

• Click Continue Upgrade to go to the Patch Selection interface of the Upgrade

wizard for updating other Governance Automation instances.

• Click Go to Governance Automation to go to the Governance Automation tab.


Viewing Update History

After you have installed or attempted to install the update to update Governance Automation,

you can view the update history of Governance Automation and the installation history of

imported updates in the View History interface.

To access View History, click the View History tile in the Governance Automation tab or click

View History on the ribbon. There are two tabs in the View History interface:

• Patch – On this tab, all of the updates you have installed or attempted to install

are displayed, including the patch name, type, version, size, and last installation

time of each update.

To view the installation history of an update, complete the following steps:

i. Click View History in the Action column of an update.

ii. The Installation History interface for the update appears. All of the

Governance Automation instances where this patch has been installed or

attempted to install are displayed.

iii. To view the details of the installation progress of the update on a specific

Governance Automation instance, click View Details in the Action

column.

iv. The Installation History interface for the instance appears. The details of

the installation process are displayed.

• Service – On this tab, all of the Governance Automation instances you have

updated or attempted to update are displayed, including the service host, service

port, current version, service type, and status of each instance.

To view the update history of a specific Governance Automation instance,

complete the following steps:

i. Click View History in the Action column of an instance.

ii. The Update Service History interface for the instance appears. All of the

updates you have installed or attempted to install on this instance are

displayed.

iii. To view the details of the installation process of a specific update, click

View Details in the Action column.

iv. The Update Service History interface for the instance appears. The

details of the installation process are displayed.

Configuring Update Settings

The Update Settings interface allows you to view and customize the general settings in the

AvePoint Update Manager.


To access Update Settings, click the settings ( ) button at the upper-right corner of the

Governance Automation tab. In the Update Settings interface, you can view the following

settings:

• Patch Storage Location – The location to store the update patches imported

from the local system. The default path is in the

…\AvePoint_Governance_Automation_2_SP2_CU1\AvePoint_Governance_Automati

on_2_SP2_CU1\UpdateManager\PatchFolder\GovernanceAutomation directory.

• Update Port – The port used to communicate with the Governance Automation

server during the update processes. The default update port is 14007.

You can use the default Update Settings, or customize these Update Settings by completing

the following steps:

1. Patch Storage Location – Select the desired location to store the update patches

imported from the local system by completing the following steps:

a. Click Browse. The Browse For Folder window appears.

b. Select the desired folder and click OK.

*Note: You must ensure the current logon user has Write permissions in the

selected folder.

2. Update Port – Enter the desired port into the Update Port text box for communicating

with the Governance Automation server during the update processes and click Test to

verify whether the entered port is available.

3. Click Save to save the configurations.

Performing Additional Governance Automation Update After you update Governance Automation, you must update the permissions of the Azure Active

Directory application if the following circumstances are true:

• Before the Governance Automation update, you created an Azure Active

Directory application to enable single sign-on for Governance Automation either

via the Governance Automation Configuration Tool or via Azure Portal.

• Your Office 365 tenant has Office 365 groups that enable hidden group

membership.

• You want to allow members of these groups to sign into Governance Automation

with Office 365 login IDs.

To update the application permissions, complete the following steps:

1. Log into Azure Portal with a Global Administrator account.

2. Navigate to Azure Active Directory > App registrations.

https://portal.azure.com/


3. Find the application used for single-sign-on for Governance Automation.

*Note: If the application was created via the Governance Automation Configuration Tool,

the application name is Governance Automation Azure AD App For Account

Verification.

4. Click the application name, and then click Settings.

5. On the Settings pane, click Required permissions.

6. Add the Microsoft Graph API with the following application permissions:

• Read directory data

• Read all hidden membership

7. After you complete the application permission changes in Azure Portal, you must re-

authorize the Azure AD application in Governance Automation Settings > App

Management. For details, refer to Re-authorizing an App.


Planning Your Governance Automation Installation Governance Automation provides for several installation scenarios that depend upon the size of

your organization. This guide provides both minimum and recommended specifications and

configurations for small- and large-scale deployments. Before proceeding, note the following:

• To install Governance Automation, DocAve 6 (Manager and Agents) must be

installed first. For more information on installing DocAve 6, refer to the DocAve 6

Installation Guide.

• Ensure that your versions of DocAve 6 and Governance Automation are

compatible. Refer to the AvePoint KB article AvePoint Product Compatibility

Matrix for more information.

Where should I install the Governance Automation Manager? To minimize network calls, the Governance Automation Manager should always be installed on

the same server as the DocAve Control Service, Media Service, and if applicable, the Report

Service. Note that this may require you to increase your server (hardware) specifications, so

carefully review the information in Minimum Server (Hardware) Requirements.

How many DocAve/Governance Automation servers do I need? Governance Automation is an end-user-facing application, so for high availability and load

balancing purposes, you should always plan for at least two DocAve/Governance Automation

servers in your production environment. For more information about how to install Governance

Automation for high availability and load balancing, refer to Installing Governance Automation

on a Windows Network Load Balancing Cluster and Installing Governance Automation for High

Availability.

Note that larger Enterprise environments should plan on additional Governance Automation

servers. As a general rule, each DocAve/Governance Automation server can handle about 300

concurrent requests. AvePoint’s recommendation is that for environments with more than

200,000 users, three (3) DocAve/Governance Automation servers should be used.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/DocAve_6_Installation_Guide.pdf

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/DocAve_6_Installation_Guide.pdf

https://www.avepoint.com/community/kb/avepoint-product-compatibility-matrix/



Which DocAve modules are required for Governance Automation? At a minimum, you must be running DocAve 6 Administrator to use Governance Automation.

What about SQL Server? For all Governance Automation installations, AvePoint recommends a separate dedicated,

single-instance SQL Database. Note that SQL Server clustering is not mandatory but is

recommended for high availability purposes.


Enterprise-level Installation Recommendations To minimize network calls between DocAve 6 and Governance Automation, the DocAve

Manager and Governance Automation Manager should always be installed on the same server.

DocAve Agents should be installed on multiple SharePoint Web Front-end servers of a specific

farm. This automatically achieves load balancing and high availability on the Application level,

which means that:

• The DocAve Agent service will automatically choose which Media services will

distribute jobs according to CPU and memory utilization of the servers that have

Media services installed on them (load balancing).

• The DocAve Control service will automatically choose which Agent services will

execute the Governance Automation jobs according to CPU and memory

utilization of the servers that have Agent services installed on them (load

balancing).

• The DocAve Media service will automatically switch to a standby Media service if

the primary Media service goes down (HA).

Figure 1: Diagram of load balanced DocAve and Governance Automation Managers and Agents.


Load Balancer for AvePoint Managers(Windows Network Load Balancing Cluster)

AvePoint ManagerDocAve 6 Manager- DocAve 6 Control Service- DocAve 6 Report Service- DocAve 6 Media ServiceGovernance Automation Manager

AvePoint ManagerDocAve 6 Manager- DocAve 6 Control Service- DocAve 6 Report Service- DocAve 6 Media ServiceGovernance Automation Manager

DocAve and Governance Automation Manager with Network Load Balancing

SharePoint Web ServerDocAve 6 Agent Installed- Governance Automation Agent Type

SharePoint Web ServerDocAve 6 Agent Installed- Governance Automation Agent Type

3

SharePoint Farm with DocAve Agents

1

6

5

4

2

DocAve / Governance Automation Communication1. User interacts with GA UI through load balanced GA URL. 2. Communication is redirected from the load balancer to the GA Manager Server3. In order to perform actions, e.g. provisioning, GA Manager communicates with DA 6 Control Service4. DA6 Control Service communicates with DA6 Agent that has the GA Agent Type and performs action.5. DA6 Agent reports back to DA6 Control Service with Job status.6. DA6 Control Service reports back to GA Manager with Job status.

Figure 2: Diagram of network load balanced communications between DocAve and Governance

Automation.

To achieve load balancing and HA failover on the System level (load balancing and HA failover

of clustered servers), follow the instructions listed in the sections below. Note that a Network

Load Balancing cluster provides high availability at a limited level by detecting the status of the

clustered server: if one clustered server fails, the network traffic will be immediately distributed

to another server within that cluster. However, as is the case with all user-facing applications, a

Windows Failover Cluster is also recommended in the event that all servers in a Network Load

Balancing cluster go down.


Installing Governance Automation on a Windows Network Load

Balancing Cluster A Network Load Balancing cluster can enhance the accessibility of Governance Automation by

distributing the network traffic to the clustered servers that have Governance Automation

installed on them.

Refer to the sections below for instructions on installing Governance Automation on a Windows

Network Load Balancing cluster.

Configuring Windows Network Load Balancing Cluster

Make sure Windows Server 2008 or above is installed on the servers you are about to have in a

Network Load Balancing cluster. The following instructions show how to install and configure

the Windows Network Load Balancing cluster on Windows Server 2012.

Installing Windows Network Load Balancing Feature

Complete the following steps to install the Windows Network Load Balancing feature on

Windows Server 2012.

1. On any server that will be in the Network Load Balancing cluster, navigate to Start >

Administrative Tools > Server Manager.

2. Click Add Roles and Features on the left pane to run Add Roles and Features Wizard.

3. In the Before you begin page, click Next to proceed to the next step.

4. Select Role-based or feature-based installation as the Installation Type. Click Next.

5. In the Server Selection interface, select Select a server from the server pool and then

select the current server from the loaded server list.

6. Click Next to proceed to the next step. The Server Role interface appears. Click Next.

7. Select Network Load Balancing from the Feature list. In the pop-up window, click Add

Feature.

8. Click Next to proceed to the next step.

In the Confirmation interface, deselect the Restart the destination server

automatically if required. checkbox, as the Network Load Balancing feature does not

require a server restart. Click Install to start installing the Network Load Balancing

feature.

9. Click Close to exit this wizard when the installation process ends.

10. On the server where the Network Load Balancing feature is installed, turn off the firewall

state of the DocAve and Governance Automation ports.

Complete the following steps to turn off the firewall state of these ports.


a. Navigate to Start > All Programs > Control Panel > Windows Firewall >

Advanced settings.

b. Right-click Inbound Rule in the left pane and click New Rule. The New Inbound

Rule Wizard interface appears.

c. In the Rule Type interface, select Port as the rule type. Click Next. The Protocol

and Ports interface appears.

d. Select TCP as the protocol and Specific local ports to apply this rule to. Enter

the DocAve ports including the Control service port, the Media service port, the

Media service data port, the Report service port and the Agent port as well as the

Governance Automation port. For example, 14000, 14001, 14002, 14003, 14004,

and 15000. Click Next.

e. In the Action interface, select Allow the connection as the action to take when a

connection matches the specified condition. Click Next. The Profile interface

appears.

f. Select the Domain checkbox to apply this rule to the domain profile.

g. Click Next to proceed to the next step.

h. Enter a rule name and an optional Description, if desired.

i. Click Finish to exit the wizard.

11. On the server where the Network Load Balancing feature is installed, navigate to Start >

All Programs > Administrative Tools > Services. Ensure the status of the Computer

Browser service is started.

*Note: Repeat the steps above to install the Network Load Balancing feature on each server in

which you will configure the Network Load Balancing.

Creating a New Network Load Balancing Cluster

Complete the following steps to create a new Network Load Balancing cluster:

1. On a server where you have installed the Network Load Balancing feature, navigate to

Start > All Programs > Network Load Balancing Manager.

2. Right-click Network Load Balancing Cluster in the left pane and click New Cluster.

3. In the Host text box, enter the IP address of the current server in which you are logging

and then click Connect.


5. Click Next to view the New Cluster: Cluster IP Address interface.

6. Click Add… to view the Add IP Address interface.

7. Enter your desired IP address that will be used as the cluster IP.

8. Click OK to go back to the New Cluster: Cluster IP Address interface.


9. Click Next and select Unicast as the Cluster operation mode in the Cluster

Parameters interface.

10. Click Next to enter the Port Rules interface.

11. Click Add…; the Add/Edit Port Rule window appears.

12. Select Multiple host in the Filtering mode section and click OK.

13. Click Finish in the Port Rules interface. The new Network Load Balancing cluster is now

successfully created.

Connecting to the Existing Network Load Balancing Cluster

Complete the following steps to connect to the existing Network Load Balancing cluster:

1. On another server where you have installed the Network Load Balancing feature,

navigate to Start > All Programs > Network Load Balancing Manager.

2. Right-click Network Load Balancing Cluster in the left pane and click Connect to

Existing.

3. In the Host text box, enter the IP address that you have configured as the cluster IP

when creating the Network Load Balancing cluster. Then, click Connect.

4. When the cluster is connected successfully, select the cluster and click Finish.

*Note: To configure multiple Network Load Balancing clusters, repeat the steps above on each

server.

Installing Governance Automation on the Network Load Balancing Cluster

Before installing Governance Automation 2 Service Pack 2 Cumulative Update 1, make sure that

the DocAve 6 Service Pack 10, DocAve 6 Service Pack 10 Cumulative Update 1, or DocAve 6

Service Pack 10 Cumulative Update 3 instance is installed in your environment, and the DocAve

Agent services and Manager services are installed on servers in the Network Load Balancing

cluster.

Refer to steps below to install Governance Automation on the configured Network Load

Balancing nodes.

1. Install Governance Automation on the server of one node that has DocAve Manager

installed. Proceed to Installing Governance Automation for detailed instructions.

2. On the server of another node that has DocAve Manager installed, install Governance

Automation. Make sure you use the same Governance Automation Configuration

Database and Governance Automation Audit Database that you configured when

installing Governance Automation on the first server.

3. If there are other nodes in the cluster, repeat step 2 to install Governance Automation on

each server.


Installing Governance Automation for High Availability To install Governance Automation in a failover cluster using the Windows Failover Cluster

feature, see the sections below.

Configuring Windows Failover Clustering

Make sure Windows Server 2008 or above is installed on the servers you are about to have in a

failover cluster. The following instructions show how to install and configure the Windows

Failover Cluster on Windows Server 2012, but can also be followed for Windows Server 2008.

Installing the Windows Failover Clustering Feature

The following instructions explain how to install the Windows Failover Clustering feature on

Windows Server 2012.

1. On the server in which you will configure Failover Clustering, navigate to Start >

Administrative Tools > Server Manager.

2. Click Add Roles and Features on the left pane to run Add Roles and Features Wizard.

3. In the Before you begin page, click Next to proceed to the next step.

4. Select Role-based or feature-based installation as the installation type. Click Next.

5. In the Server Selection interface, select Select a server from the server pool and then

select the current server from the loaded server list.

6. Click Next to proceed to the next step. The Server Role interface appears. Click Next.

7. Select Failover Clustering from the Feature list. In the pop-up window, click Add

Feature.


In the Confirmation interface, deselect the Restart the destination server

automatically if required. checkbox, as the Windows Failover Clustering feature does

not require a server restart. Click Install to start installing the Failover Clustering feature.

9. Click Close to exit this wizard when the installation process ends.

10. Repeat the steps above to install the Windows Failover Clustering feature on each server

that will be a part of a Failover Clustering.

Validating the Hardware Configuration

Complete the following steps to validate whether the configuration of a selected server supports

failover:

1. On a server where you have installed the Failover Clustering feature, navigate to Start >

All Programs > Failover Cluster Manager.

2. Right-click Failover Cluster Manager in the left pane and click Validate Configuration

….


3. Click Next in the Before you Begin interface to proceed to the next step. The Select

Servers or a Cluster interface appears.

4. Enter the name of servers you want to have in the cluster in the Enter name field. Click

Add to add the entered server in the Selected servers list.

*Note: These servers you entered must have the Failover Clustering Feature installed

on them.

5. Click Next to proceed to next step.

6. Select Run all tests (recommended) in the Testing Options interface. Click Next.

7. In the Confirmation interface, click Next to start the validation.

8. Click Finish to exit this wizard after the validation process ends.

Creating a New Windows Failover Cluster

Refer to the following instructions to create a new Windows Failover cluster:

1. On a server where you have installed the Failover Clustering feature, navigate to Start >

All Programs > Failover Cluster Manager.

2. Right-click Failover Cluster Manager in the left pane and click Create Cluster….

3. In the pop-up Create Cluster Wizard, click Next in the Before you Begin interface to

proceed to next step. The Select Servers interface appears.

4. In the Enter name field, enter the names of the servers that have the Failover Clustering

feature installed. Click Add to add the entered servers in the Selected servers list. These

servers will be added to the cluster you are about to create. Click Next to proceed to

next step.

5. In the Validation Warning interface, the question Do you want to run configuration

validation tests before continuing? appears.

• If you executed validation of these servers in Validate a configuration …, select

No. I do not require support from Microsoft for this cluster, and therefore

do not want to run the validation tests. When I click Next, continue creating

the cluster.

• If you have not yet executed validation of these servers, select Yes. When I click

Next, run configuration validation tests, and then return to the process of

creating the cluster.


7. Enter the name that clients will use when accessing this service and configure the IP

address. Then, click Next. The Confirmation interface appears.

8. Click Next to create a cluster.

9. Click Finish to exit this wizard when the creation process ends.


Adding Servers to the Created Failover Cluster

Complete the following steps to add a new cluster node to a created cluster if you need:

1. On a server where you have created Failover Clusters, navigate to Start > All Programs

> Failover Cluster Manager.

2. In Failover Cluster Manager, select your desired cluster on the left pane. Then, click

Add Node… on the right pane to add a node to the selected cluster.

3. In the pop-up Add Node Wizard, click Next in the Before you Begin interface to

proceed to next step. The Select Servers interface appears.

4. In the Enter name field, enter the names of the servers that have the Failover Clustering

feature installed. Click Add to add the entered servers in the Selected servers list. These

entered servers will be add to the cluster you are about to create as cluster nodes.

*Note: These servers you entered must have the Failover Clustering Feature installed

on them.


6. In the Validation Warning interface, the question Do you want to run configuration

validation tests before continuing? appears.

• If you executed validation of these servers in Validate a configuration …, select

No. I do not require support from Microsoft for this cluster, and therefore

do not want to run the validation tests. When I click Next, continue creating

the cluster.

• If you have not yet executed validation of these servers, select Yes. When I click

Next, run configuration validation tests, and then return to the process of

creating the cluster.

7. Click Next to proceed to next step. The Confirmation interface appears. Click Next.

8. Click Next to start configuring the cluster.

9. Click Finish to exit this wizard when the configuration process ends.

*Note: If desired, refer to the Microsoft TechNet article Configure and Manage the Quorum in a

Windows Server 2012 Failover Cluster for the instruction and configuration of the quorum in a

failover cluster.

Configuring High Availability for Governance Automation

Complete the following steps to configure High Availability for Governance Automation

installations:

1. Log into the cluster nodes you configured in the Create Cluster Wizard and install

Governance Automation on them. Proceed to Installing Governance Automation for

detailed instructions.

https://docs.microsoft.com/en-us/previous-versions/windows/it-pro/windows-server-2012-R2-and-2012/jj612870(v=ws.11)

https://docs.microsoft.com/en-us/previous-versions/windows/it-pro/windows-server-2012-R2-and-2012/jj612870(v=ws.11)


*Note: During each installation, enter the current machine’s hostname or IP address

when configuring the Governance Automation Host.

*Note: Use the same Governance Automation Configuration Database and Governance

Automation Audit Database during the installations.

2. After the installations, log into one of the cluster nodes, and navigate to Start > All

Programs > Failover Cluster Manager.

3. Right-click Services and applications and select Configure a Service or Application

from the drop-down list. The High Availability Wizard appears.

4. In the In the Before you begin page, click Next to proceed to the next step.

5. In the Select Service or Application interface, select the Generic Service and then click

Next.

6. Select Governance Automation Timer and then click Next.

7. In the Client Access Point interface, enter the name that clients will use when accessing

this service and configure the IP address. Then, click Next.

8. Continue by keeping the default settings and finish the configurations.

9. In the Failover Cluster Manager, select the service you created above and right-click it.

Select Add a resource > 4 – Generic Service.

10. Select Governance Automation Workflow and then click Next.

11. Continue by keeping the default settings and finish adding the service.

12. If Governance Automation Workflow is offline, right-click it and click Bring this resource

online.

13. Modify the Global.config configuration file on each node:

a. Navigate to Governance Automation installation directory

…\AvePoint\GovernanceAutomation\Config and find the Global.config file.

b. Find the attribute WorkflowService and modify the Host value to the Client

Access Point name that is entered in the Client Access Point interface.

Figure 3: Modifying the Host value.

c. Save and close the configuration file.


14. Navigate to Start > Application Tools > Services on each node, then restart

Governance Automation Timer service and Governance Automation Workflow service.

15. Navigate to Internet Information Services (IIS) Manager > Application Pools.

16. Right-click the application pool for Governance Automation and select Recycle…. The

Governance Automation application pool restarts.

*Note: If there are other servers in the cluster, repeat the steps above to configure each server.


Installation Requirements

Minimum Server (Hardware) Requirements The following specifications are the minimum required. AvePoint recommends exceeding these

values for improved Governance Automation performance.

DocAve 6 and Governance Automation Services on Same Server

Component Minimum Specification

Number of CPU Cores 64-Bit, 4 Cores

Physical Memory 16 GB (Available)

Available Disk Space 50 GB or above

Dedicated, Single-Instance SQL Server



Physical Memory 16 GB (Available)


Server Requirements for DocAve Agents

For some operations, Governance Automation leverages DocAve Agents. To account for this

additional load, ensure that your Agent servers meet or exceed the following specifications.



Physical Memory 4 GB (Available/dedicated for DocAve Agent)



Supported Software Component Supported

Operating System Windows Server 2008

Windows Server 2008 R2

Windows Server 2012

Windows Server 2012 R2

Windows Server 2016

Windows 7

SharePoint Versions Microsoft SharePoint Server/Foundation 2010 (up

to and including Service Pack 2)

Microsoft SharePoint Server/Foundation 2013 (up

to and including Service Pack 1)

Microsoft SharePoint Server 2016 (up to and

including Service Pack 1)

*Note: The Governance Automation App is

supported on Microsoft SharePoint

Server/Foundation 2013 (up to and including

Service Pack 1) and Microsoft SharePoint Server

2016 (up to and including Service Pack 1).

SQL Server Version Microsoft SQL Server 2008

Microsoft SQL Server 2008 R2

Microsoft SQL Server 2012




.Net Framework Version .NET Framework 4.5 or above

PowerShell Version PowerShell 2.0 or above


Component Supported

Web Browsers Internet Explorer 9, 10, and 11

Google Chrome (the latest version)

*Note: Voluntary Product Accessibility Template

(VPAT) is only supported on Internet Explorer 11.

Compatible

DocAve

Products

Administrator - Policy

Enforcer

Required for the Enable Policy Enforcer option

in the Governance Automation site collection

policy

Administrator - Security

Search

Required for the Governance Automation Change

Permissions service, Clone or Transfer User

Permissions service, and Permission

Recertification in the Recertification Profile

Administrator - Grant

Temporary Permission

Required for the Governance Automation Grant

Permissions service

Administrator - Deactivated

Account Cleaner

Required for the Enable Deactivated Account

Cleaner option in the Governance Automation

site collection policy

Content Manager Required for the Governance Automation

Content Move service

Deployment Manager Required for the Governance Automation Deploy

Patterns service, the Apply DocAve Deployment

Plan option in the Create Site Collection service

and in the Create Site service, as well as the

Enable Deployment Manager option in the site

collection policy

Granular Backup and

Restore

Required for the Enable Granular Backup option

in the Governance Automation site collection

policy

Report Center Required for the Enable Auditing option in the

Governance Automation site collection policy


Component Supported

Scheduled Storage Manager Required for the Enable Scheduled Storage

Manager option in the Governance Automation


Connector Required for the Activate Connector Content

Library Feature option and the Activate

Connector Media Library Feature option in the


Archiver Required for the Enable site collection content

archival using DocAve Archiver option, the

Enable archiving of entire site collection

option, and the Enable site collection content

archival using AvePoint Records option in the


Vault Required for the Enable Vault for Site

Collection Content option in the Governance

Automation site collection policy

*Note: Does not support SharePoint 2016.

File Share Navigator Required for the Activate File Share Navigator

Feature option in the Governance Automation


*Note: Does not support SharePoint 2016.

Required Permissions for Governance Automation Service Accounts In most cases, organizations generally use one service account to achieve permissions for

Governance Automation services and the application pool. If using one service account for all

Governance Automation services and the application pool, permissions for this account should

be as follows:

• The database role of DB_Owner for Governance Automation Configuration

Database and Governance Automation Audit Database.

• The Full Control permission to the private key of DocAve. For instructions on

how to grant these permissions, refer to Allowing Full Control Permission to the

DocAve Private Key.


• Permission for the service account to listen to the Governance Automation

Workflow Service port. For more information, refer to Enabling the Service

Account to Listen to the Governance Automation Workflow Service Port.

• The Read and Write permission to the GovernanceAutomation folder in

Governance Automation installation directory

…\AvePoint\GovernanceAutomation.

• The database role of DB_DataReader and DB_DataWriter for DocAve Archiver

Database (if manual archiving will be used).

Below is a breakdown of permissions for each Governance Automation service and the

application pool:

• Service account for Governance Automation Workflow Service:

The database role of DB_Owner for Governance Automation

Configuration Database and Governance Automation Audit Database.

The Full Control permission to the private key of DocAve. For instructions

on how to grant these permissions, refer to Allowing Full Control

Permission to the DocAve Private Key.

Permission for the service account to listen to the Governance

Automation Workflow Service port. For more information, refer to

Enabling the Service Account to Listen to the Governance Automation

Workflow Service Port.

The Read and Write permission to the GovernanceAutomation folder in



The database role of DB_DataReader and DB_DataWriter for DocAve

Archiver Database (if manual archiving will be used).

• Service account for Governance Automation Timer Service:







The database role of DB_DataReader and DB_DataWriter for DocAve

Archiver Database (if manual archiving will be used).

• Service account for Application Pool:








Required Services on DocAve 6/Governance Automation Server Service Name Details

.Net Framework Features The Windows features, including WCF

Activation, HTTP Activation, and Non-HTTP

Activation must be installed.

Net.Tcp Port Sharing Service Net.Tcp Port Sharing Service is started.

Windows Process Activation Service • Windows Process Activation

Service is started.

• Process Model, .NET

Environment, and

Configuration APIs are

installed.

World Wide Web Publishing Service World Wide Web Publishing Service is

started.

Web Server(IIS) Role Windows features installed:

• Web Server

• Common HTTP Features (Static

Content, Default Document)

• Application Development

(ASP.NET, .NET Extensibility,

ISAPI Extensions and ISAPI

Filters)

• Management Tools (IIS

Management Console, IIS 6

Management Compatibility

and IIS 6 Metabase

Compatibility)


Adding Governance Automation to Your Anti-Virus Exclusion List In some cases, your anti-virus software may negatively impact the performance of certain

Governance Automation requests and tasks. If you notice slow data transfer rates, or if you

simply want to remove your anti-virus software from the performance equation altogether, add

the …\AvePoint\GovernanceAutomation directory to your anti-virus software’s exclusion list. This

directory is the parent directory for all Governance Automation executable files.

Ports Used by Governance Automation Refer to the table below for the ports that are used by Governance Automation:

Port Usage Enabled By

15000 Web site Port – Used to access

Governance Automation Web

site.

Governance Automation

Web site.

6008 Workflow Service Port – Used

to host Governance

Automation Workflow Service.

Windows Communication

Foundation Service hosted

by Governance Automation

Workflow Service.

6009 Cache Service – Used to

implement the system cache,

increase page respond speed,

and promote logic processing

efficiency.

Governance Automation

Cache Service

*Note: Port 15000 requires HTTPS.


Installation of Governance Automation Now that you have determined how you will configure Governance Automation in your

environment, you are ready to install the application. Follow each step below in the order

provided.

1. Updating Your DocAve Version

2. Installing DocAve Update for Governance Automation

3. Installing Governance Automation via the Installation Wizard

Updating Your DocAve Version One of the following versions of DocAve instance is required to work with Governance

Automation 2 Service Pack 2 Cumulative Update 1:

• DocAve 6 Service Pack 10

• DocAve 6 Service Pack 10 Cumulative Update 1

• DocAve 6 Service Pack 10 Cumulative Update 3

If necessary, update your DocAve instance before proceeding with your Governance Automation

update. For details on how to update your DocAve instance, refer to the DocAve 6 Control Panel

Reference Guide.

For a compatibility matrix between Governance Automation and DocAve, refer to the AvePoint

KB article AvePoint Product Compatibility Matrix.

After updating DocAve to a compatible version, you can proceed with your Governance

Automation installation.

Installing Governance Automation Before installing Governance Automation, ensure that your version of DocAve is compatible with

Governance Automation. See Updating Your DocAve Version for more information. After this is

complete, proceed with the instructions in the sections below.

*Note: You can automate your Governance Automation deployment using the unattended

installation feature of Governance Automation. For instructions on how to perform an

unattended installation, refer to Unattended Installation.

*Note: If your organization will use the SharePoint Online site collection provisioning feature in

Governance Automation, AvePoint recommends that you install SharePoint Online Management

Shell on the server where you are about to install Governance Automation. With SharePoint

Online Management Shell, errors caused by the instability of SharePoint Client API can be

avoided.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf




Installing DocAve Update for Governance Automation

To ensure proper communication between DocAve and Governance Automation, a DocAve

update specific to Governance Automation must be manually installed.

In the Governance Automation installation package ZIP file, you will see the

DocAve_Update_for_Governance_Automation_2_SP2_CU1.zip file. Follow the instructions

below to install the DocAve update:

1. Log into the DocAve 6 Manager and navigate to Control Panel > Update Manager.

2. On the Manage Updates interface, click Browse. Find and load the

DocAve_Update_for_Governance_Automation_2_SP2_CU1.zip file into DocAve

Manager.

3. Click Install on the ribbon. In the Server Selection pop-up window, all available

Manager services are shown in the Manager tab and all available farms are shown in the

Agent tab.

4. On the Manager tab, select the Install the update for all the managers below

checkbox. The update will be installed on all of the Manager services.

5. On the Agent tab, select the Agent services you want to update.

6. Click Install.

7. A pop-up window appears to ask for your confirmation. Click OK. The Update Progress

page appears. The progress displays in the Update Progress column.

8. After the installation completes, a message appears in the Logs field indicating that the

installation was successful. Click Finish.

*Note: After you click Finish, the DocAve Control service will restart, which can take

some time. During the Control service restart, the DocAve Manager is not accessible.

9. After the Control service has successfully restarted, you can log into DocAve Manager

again to verify that the update was successful.

10. Navigate to Control Panel > Update Manager > View History and check the Version column of the newly installed update.

Installing Governance Automation via the Installation Wizard

After installing the DocAve update, complete the following steps to configure Governance

Automation Installation Wizard:

1. Locate the AvePoint Governance Automation directory. Double-click the Setup.exe file.

2. A window appears to remind you to install the DocAve update. This update must be

installed before your Governance Automation installation. For more information on

installing the update, refer to Installing DocAve Update for Governance Automation.

Click OK to proceed with the installation.


3. In the Welcome screen, choose to install AvePoint Governance Automation in English,

Japanese, French, or German by selecting the language pack from the drop-down list,

then click Next.

4. Enter your Name and Organization into the provided field. Click Next.

5. Carefully review the Governance Automation License Agreement. After you have read the

agreement, check the I accept the terms in the license agreement checkbox, and click

Next.

6. By default, Governance Automation will be installed in C:\Program Files\AvePoint. To

change this location, click Browse. Click Next.

7. Set up the Service Configuration:

a. DocAve Control Service Address ‒ Configure the DocAve Control Service Host

and the DocAve Control Service Port.

DocAve Control Service Host ‒ Enter the hostname or IP address of the

machine where DocAve Control Service is installed.

DocAve Control Service Port ‒ Enter the DocAve Control Service port

number used to communicate with DocAve Control Service. The default

port number is 14000.

b. Governance Automation Host – Enter the hostname or IP address of the

machine where Governance Automation will be installed.

c. IIS Web Site Settings ‒ Configure the IIS Web site settings for the Governance

Automation. You can select to use an existing IIS Web site or create a new IIS

Web site. The IIS Web site is used to access Governance Automation.

Use an existing IIS web site ‒ Select an existing IIS Web site from the

drop-down list, and if necessary, you can adjust the Web Site Port used

to access the Governance Automation.

Create a new IIS web site ‒ Enter the Web site name for creating a new

IIS Web site for Governance Automation. The default Web Site Port

number used to access Governance Automation is 15000, you do not

need to change it unless a known port conflict exists.

Web Site Port ‒ Enter the port number for Governance Automation

communication. The default port number is 15000.

d. Application Pool Settings ‒ Configure the IIS application pool that will collect

and manage requests that are sent to the Web site configured in the step above.

You can select an existing application pool or create a new application pool.

Use an existing application pool ‒ Select an existing application pool

from the drop-down list. If you choose to use an existing application pool,

the Application Pool Account settings are greyed out and cannot be

changed.


Create a new application pool ‒ Enter the application pool name and

application pool account settings to create a new IIS application pool for

the corresponding Web site. In the Application Pool Account field, enter

the username and password for the account.

*Note: For the required permissions of the application pool account, refer

to Required Permissions for Governance Automation Service Accounts.

e. Governance Automation Workflow Service – The Governance Automation

Workflow service is a local service that will be automatically started after the

Governance Automation installation. Configure the Workflow Service Port and

Service Account.

Workflow Service Port – Enter the Workflow Service port number used

to communicate with Workflow Service. The default port number is 6008.

Service Account – Enter the username and password for the account that

the Governance Automation Workflow service can use to log on.

*Note: For required permissions of the service account, refer to Required

Permissions for Governance Automation Service Accounts.

*Note: Governance Automation Workflow Service has the following recovery

solutions:

First failure: The service is automatically restarted after one minute

Second failure: The service is automatically restarted after one minute

Subsequent failures: No action is taken. You can navigate to the Event

Viewer to review event logs and determine the failure’s source. After

determining the failure, you can then fix the issue and manually restart

the service.

f. Governance Automation Timer Service – The Governance Automation Timer

service is a local service that will be automatically started after the Governance

Automation installation. Configure the Service Account for Timer Service.

Service Account – Enter the username and corresponding password for

the account that the Governance Automation Timer service can use to log

on.

*Note: For required permissions of the service account, refer to Required


*Note: Governance Automation Timer Service has the following recovery

solutions:

o First failure: The service is automatically restarted after one minute

o Second failure: The service is automatically restarted after one minute


o Subsequent failures: No action is taken. You can navigate to the Event

Viewer to review event logs and determine the failure’s source. After

determining the failure, you can fix the issue and manually restart the

service.

8. Click Next to continue to configure the authentications for Governance Automation.

9. Set up the Authentication Configuration:

• Authentication ‒ Enter the DocAve Manager Passphrase to ensure the

communication with DocAve. If you forget the passphrase, you can view it by

navigating to DocAve > Control Panel > General System Settings > System

Options > Security Settings.

• DocAve Administration Account Settings ‒ Enter the DocAve Manager account

by which the DocAve activities are performed. The user accounts entered here

must be local users with full control permissions of DocAve.

*Note: To change the DocAve account information after Governance Automation

installation is complete, use the Governance Automation Configuration Tool.

10. Click Next.

11. Governance Automation will perform a brief pre-scan of the environment to ensure that

all hardware and configurations meet the requirements. The status for each rule will be

listed under the Status column heading. Click the hyperlink in the Status column, the

detailed information about the scan result will be listed in the popup window.

12. Click Detail and you can view the detailed requirements for all of the rules.

13. Click Next to start the configurations of databases for Governance Automation.

14. Set up the Configuration Database Settings:

a. Database Settings ‒ Select a Configuration Database for Governance

Automation to store its settings and configurations.

Database Server ‒ Enter the server name or IP address of the database

server you wish to connect to.

Database Name ‒ Enter a name for Governance Automation

Configuration Database. If the database does not exist, it will be

automatically created in the entered database server.

b. Database Credentials ‒ Select Windows Authentication or SQL Authentication

for the Governance Automation Configuration Database is to be used when

connecting to the SQL server.

Windows Authentication ‒ Use this method when you want the user

identity to be confirmed by Windows.

SQL Authentication ‒ SQL server will confirm the user identity itself

according to the entered account and password.


c. Advanced Database Settings ‒ Enter a failover database server name to set it as

a hot standby database server for Governance Automation Configuration

Database to maximize the database availability and minimize the downtime. You

must set up database mirroring in SQL server before configuring the Advanced

Database Settings to ensure the availability of the failover database server.

15. Click Next.

16. Set up the Audit Database Settings to configure an Audit Database for Governance

Automation to store the auditing information, data and reports.

a. To use the same database settings including Database Server, Database

Credentials, and Advanced Database Settings as Governance Automation

Configuration Database’s by selecting the Use the previous database settings

checkbox, and enter a name for the Audit Database for Governance Automation.

If the database does not exist, it will be automatically created in the entered

database server.

b. To set up a separate database as an Audit Database for Governance Automation

by deselecting the Use the previous database settings checkbox, and entering

the following information.



Database Name ‒ Enter a name for Governance Automation Audit

Database. If the database does not exist, it will be automatically created in

the entered database server.

Database Credentials ‒ Select Windows Authentication or SQL

Authentication for the Governance Automation Audit Database is to be

used when connecting to the SQL server.

▪ Windows Authentication ‒ Use this method when you want the

user identity to be confirmed by Windows.

▪ SQL Authentication ‒ SQL server will confirm the user identity

itself according to the entered account and password.

Advanced Database Settings ‒ Enter a failover database server name to

set it as a hot standby database server for Governance Automation Audit

Database to maximize the database availability and minimize the

downtime. You must set up database mirroring in SQL server before

configuring the Advanced Database Settings to ensure the availability of

the failover database server.

17. Click Next.

18. Set up the Advanced Configuration to select a Secure Socket Layer (SSL) certificate that

is used for the communication between Governance Automation and DocAve.


• Built-in Certificate ‒ Use the certificate provided by Governance Automation.

No additional configuration is necessary.

• User-defined Certificate ‒ AvePoint cannot guarantee support for user-defined

certificates used with Governance Automation because these certificates are

managed outside of Governance Automation’s control. AvePoint strongly

recommends testing user-defined certificates prior to production deployments.

*Note: If selecting a user-defined certificate, you must manually copy two

configuration files to Governance Automation directories after the installation

completes. For more information, refer to Applying User-Defined Certificates.

19. In the Ready to Install AvePoint Governance Automation page, all of the information

configured in the previous steps is listed. Click Install to begin the installation. Click Back

to return to the previous interface. Click Cancel to exit the installation wizard without

saving any of the configurations.

20. Once Governance Automation is successfully installed, you have the option to Register

Governance Automation to Customer Experience Improvement Program to

enhance technical support in the Installation completed interface. Then, click Finish

to exit the installation wizard.

*Note: After successfully installing Governance Automation, the Governance Automation Cache

Service is automatically installed and started. This is a local service that will be used to

implement the system cache, increase page response speed, and promote logic processing

efficiency.

Unattended Installation Governance Automation can be installed using the unattended installation method. Unattended

installation installs Governance Automation using the

GovernanceAutomationUnattendedInstallation.dll file, a generated answer file, and

unattended installation commands. The answer file is a script that provides answers to questions

or options presented during a Governance Automation installation. The answer file will be used

when executing the unattended installation commands.

Generating the Answer File

Before performing an unattended installation, an answer file must be generated by Governance

Automation Setup Manager. The answer file provides the configuration information required for

the unattended installation.

1. In the Governance Automation package, double-click the UnattendedInstall folder.

2. Double-click the SetupManager folder to open it.

3. Double-click the GovernanceAutomationSetupManager.exe to execute it. The

AvePoint Governance Automation Setup Manager window appears.


4. In the Welcome screen, choose to install AvePoint Governance Automation in English,

Japanese, French, or German by selecting the language pack from the drop-down list,

then click Next.

5. In the Overview screen, view the instructions about unattended installation and the

answer file. Click Next.

6. Select the generation option.

• Create a new answer file – Select this option to create a new answer file.

• Modify an existing answer file – Select this option to reuse an existing answer

file. If this option is selected, the path field will be enabled. Click Browse to

browse for an answer file.

Click Next.

7. Enter your Name and Organization into the provided field. Click Next.

8. Carefully review the Governance Automation License Agreement. After you have read the

agreement, select the I accept the terms in the License Agreement checkbox, and click

Next.

9. Select the installation location.

• Default directory – Governance Automation will be installed to the default

installation location on the destination server, which is …\Program

Files\AvePoint\Governance Automation.

• Customized directory – If you select this option, enter a customized path in the

Installation Path field where you wish to install Governance Automation on the

destination server.

You can select the Use the default directory if your customized directory is invalid

checkbox. Enable this option to install Governance Automation to the default directory if

the custom path you defined is invalid.

Click Next.

10. Configure Service Configuration with the following settings:

a. DocAve Control Service Address ‒ Enter the DocAve Control Service Host and

the DocAve Control Service Port.

DocAve Control Service Host ‒ Enter the hostname or IP address of the

machine where DocAve Control service is installed.

DocAve Control Service Port ‒ Enter the DocAve Control service port

number used to communicate with DocAve Control Service. The default

port number is 14000.

b. IIS Web Site Settings ‒ Configure the IIS Web site settings for Governance

Automation. The IIS Web site is used to access Governance Automation.


Create a new IIS web site ‒ Enter the Web site name for Governance

Automation.

Web Site Port ‒ Enter the port number for Governance Automation

communication. The default Web site port number used to access

Governance Automation is 15000; you do not need to change it unless a

known port conflict exists.

You can select the Use a random port number if the specified one is being

used checkbox. Select this option to use a random port number if the entered

one is being used.

c. Application Pool Settings ‒ Configure the IIS application pool settings for the

corresponding Web site to collect and manage requests sent to corresponding

Web site.

Create a new application pool ‒ Enter the name for the new application

pool.

Application Pool Account ‒ Enter the username and password for the

application pool account.

*Note: For required permissions of the entered user, refer to Required


d. Governance Automation Workflow Service Configuration ‒ Configure the

settings for Governance Automation Workflow Service.

Workflow Service Port ‒ Enter the port number used to communicate

with Governance Automation Workflow Service. The default port number

is 6008.

You can select the Use a random port number if the specified one is

being used checkbox. Select this option to use a random port number if

the entered one is used.

Service Account ‒ Enter the username and password for the account that

Governance Automation Workflow Service can use to log on.



e. Governance Automation Timer Service Configuration ‒ Enter the username

and corresponding password for the account that Governance Automation Timer

Service can use to log on.



Click Next.

11. Set up the Authentication Configuration.


• Passphrase Settings ‒ Enter the DocAve Manager Passphrase to ensure the

communication with DocAve. If you forget the passphrase, you can view it by

navigating to DocAve > Control Panel > General System Settings > System

Options > Security Settings.

• DocAve Administration Account ‒ Enter the DocAve Manager account by

which the DocAve activities are performed. The user account entered here must

be local users with full control permissions of DocAve.

Click Next.

12. Set up the Configuration Database Settings.

a. Database Settings ‒ Select a Configuration Database for Governance

Automation to store settings and configurations.



Configuration Database Name ‒ Enter a name for Governance

Automation Configuration Database. If the database does not exist, it will

be automatically created in the entered database server.

b. Database Credentials ‒ Select Windows Authentication or SQL Authentication

for the Governance Automation Configuration Database is to be used when

connecting to the SQL server.

Windows Authentication ‒ Use this method when you want the user

identity to be confirmed by Windows.

SQL Authentication ‒ SQL server will confirm the user identity itself

according to the entered username and password.

c. Advanced Database Settings ‒ Enter a failover database server name to set it as

a hot standby database server for Governance Automation Configuration

Database to maximize the database availability and minimize the downtime. You

must set up database mirroring in SQL server before configuring the Advanced

Database Settings to ensure the availability of the failover database server.

Click Next.

13. Set up the Audit Database Settings to configure an Audit Database for Governance

Automation to store the auditing information, data and reports.

• To use the same database settings including Database Server, Database

Credentials, and Advanced Database Settings as Governance Automation

Configuration Database’s, select the Use the previous database settings

checkbox and enter a name for the Governance Automation Audit Database. If

the database does not exist, it will be automatically created in the entered

database server.


• To set up a separate database as a Governance Automation Audit Database,

deselect the Use the previous database settings checkbox and enter the

following information.



Audit Database Name ‒ Enter a name for Governance Automation Audit

Database. If the database does not exist, it will be automatically created in

the entered database server.

Database Credentials ‒ Select Windows Authentication or SQL

Authentication for the Governance Automation Audit Database is to be

used when connecting to the SQL server.

▪ Windows Authentication ‒ Use this method when you want the

user identity to be confirmed by Windows.

▪ SQL Authentication ‒ SQL server will confirm the user identity

itself according to the entered account and password.

Advanced Database Settings ‒ Enter a failover database server name to

set it as a hot standby database server for Governance Automation Audit

Database to maximize the database availability and minimize the

downtime. You must set up database mirroring in SQL server before

configuring the Advanced Database Settings to ensure the availability of

the failover database server.

Click Next.

14. The Installation Summary interface displays the installation information you have

configured. Read the Installation summary carefully, and choose the following options to

continue your configuration.

• Click Generate an Answer File to generate an answer file for Governance

Automation unattended installation and save it to your desired location. You can

also modify the file name before saving it.

• Click Back to go back to the previous configuration interface.

• Click Cancel to exit the Setup Manager without saving any of the configurations.

Importing the GovernanceAutomationUnattendedInstallation.dll File

Next, the GovernanceAutomationUnattendedInstallation.dll file must be imported into

Windows PowerShell on the server where you want to run the unattended installation command.

The server can be any server in the farm as long as the server can access the answer file path.

Use either of the two methods below to import the

GovernanceAutomationUnattendedInstallation.dll file.


• To manually import the GovernanceAutomationUnattendedInstallation.dll file,


i. On the server where Governance Automation package resides, navigate to

Start > Windows PowerShell. Right-click Windows PowerShell and

select Run as administrator.

ii. Enter the directory …UnattendedInstall\PowerShellModules. It is the

directory of the PowerShellModules folder that resides in Governance

Automation package.

iii. Enter the following command:

Import-Module

…\UnattendedInstall\PowerShellModules\GovernanceAutomationUnattend

edInstallation.dll

iv. Press Enter to import the

GovernanceAutomationUnattendedInstallation.dll file.

• To automatically import the

GovernanceAutomationUnattendedInstallation.dll file, complete the following

steps:

i. Navigate to the directory …UnattendedInstall\PowerShellModules.

ii. Right-click the UnattendedInstallationLauncher.bat file and select Run as

administrator.

Installation Commands

The Governance Automation Unattended Installation command for installing Governance

Automation remotely is Install- GovernanceAutomation. For example:

Install- GovernanceAutomation -TargetName 10.0.0.1 -Username

AvePoint\GovernanceAutomation -Password “Ave” -PackageFilesFolder "C:\Governance

_Automation" –AnswerFilePath "C:\AnswerFile.xml" -RemoteTempPath “C:\TempFolder”

The following table lists the detailed information for each parameters:

Parameter Type Description

-TargetName Required The hostname or IP address of the destination

machine where you want to install Governance

Automation.

*Note: The localhost or the loopback address

127.0.0.1 cannot be input as the value of

TargetName. If the hostname is used, ensure

that the entered computer name can be



resolved through the local Hosts file, by using

Domain Name System (DNS) queries, or

through NetBIOS name resolution techniques.

-Username Required The username of the user used to access the

destination machine where you want to install

Governance Automation. The format of the

username is: domain\username.

The permissions of the user are as follows:

• If the user is the local

administrator of the destination

machine, it can be used

directly. Enter .\administrator

for the Username parameter.

• If the user is from the domain

to which the destination

machine belongs, the domain

user must be added to the

Administrators group on the

destination machine.

The user must have the Full Control

permission to the path used in

RemoteTempPath parameter.

-Password Required The password of the user above.

Quote the password if it contains any special

character or space.

-PackageFilesFolder Required The local path on the machine where you run

the command. The path stores the extracted

AvePoint Governance Automation unattended

installation package. The format of the path is:

C:\package.



Quote the path if it contains any special

character or space.

-AnswerFilePath Required The local path where you saved the answer

file.

The path must be detailed to the name of the

answer file. For example, C:\AnswerFile.xml.

-RemoteTempPath Required A local path on the destination machine that

the AvePoint Governance Automation

unattended installation package is installed to.

The format of the path is: C:\temp.

The path will be used to store the temporary

files generated during the AvePoint

Governance Automation unattended

installation. The temporary files will be deleted

as soon as the unattended installation finishes.

-Log Optional This is an optional parameter. If used, the logs

of the unattended installation will be saved to

the .txt file in the entered path.

The path entered in this parameter must be

detailed to the name of the log file. For

example, C:\Log.txt.

If the entered log file does not exist, it will be

generated automatically.



-

UseIPv6forCommunication

Optional This is an optional parameter used to specify

the communication method between the

machine where the command is run and the

destination machine that the AvePoint

Governance Automation is installed. If an IPv6

address is entered in TargetName parameter,

this parameter must be entered.

*Note: When using this parameter, both the

destination machine and the machine where

you run this command must support IPv6.


Optional Governance Automation Installations After installing the Governance Automation platform, you can install several additional

Governance Automation components. These components are not required, but are

recommended in order to enhance your Governance Automation experience.

Installing the AvePoint Governance Automation Web Part The AvePoint Governance Automation Web part embeds the business user interface within a

SharePoint site. This provides SharePoint users with easier access without having to leave their

SharePoint environment.

*Note: Make sure the intended users have the correct permissions to access the sites where this

Web part is installed.

To use the Governance Automation Web part properly, the certificate that is used to host

Governance Automation Web site must be fully trusted by your machines. For more information,

refer to Changing the Certificate in IIS Manager.

Deploying the AvePoint Governance Automation Web Part Solution

You can add the Governance Automation Web Part to SharePoint through either the Command

Prompt or Windows PowerShell. See the section below applicable to your deployment method.

Deployment through Command Prompt

Complete the steps below to deploy Governance Automation Web Part solution through

Command Prompt:

1. Go to Start > Run > enter cmd in the Open text box and click OK.

2. Enter the following command:

• For SharePoint 2010:

cd C:\Program Files\Common Files\Microsoft Shared\Web Server

Extensions\14\BIN

Figure 4: Deploying the AvePoint Governance Automation Web Part Solution through

CMD (1).



Extensions\15\BIN




Extensions\16\BIN

3. Press Enter and continue the command in the following format:

stsadm.exe -o addsolution -filename C:\GAWebPart.wsp

*Note: C:\GAWebPart.wsp should be replaced with the path where the solution is

stored.

Figure 5: Deploying the AvePoint Governance Automation Web Part Solution through CMD

(2).

4. Press Enter. You will see the message Operation completed successfully when the

solution has been added to the solution store.

5. Navigate to Central Administration > System Settings > Farm Management, and

then click Manage farm solutions in which gawebpart.wsp is displayed.

6. Click gawebpart.wsp, and then click Deploy Solution to deploy it.

Deployment through Windows PowerShell

Complete the steps below to deploy Governance Automation Web Part solution through

Windows PowerShell:

1. On the server where SharePoint Central Administration resides, click Start and search for

Windows PowerShell.

2. Right-click Windows PowerShell and click Run as administrator.

3. If Windows PowerShell Snap-in is not installed, enter the following command:

Add-PSSnapin Microsoft.SharePoint.PowerShell -EA 0


Windows PowerShell (1).


4. Press Enter and continue the command:

Add-SPSolution



5. Press Enter and Windows PowerShell prompts you to enter the solution file path.

6. In the LiteralPath field, enter the path of the solution file.



*Note: C:\GAWebPart.wsp should be replaced with the path where the solution is

stored. By default, the .wsp file resides in the

directory …\AvePoint\GovernanceAutomation\SharePoint Solutions on the server where

Governance Automation is installed.

7. Press Enter and the solution name, solution ID, and deployed status are displayed. Now

the solution has been added to the solution store.



8. Navigate to Central Administration > System Settings > Farm Management, and

then click Manage farm solutions in which gawebpart.wsp is displayed.


9. Click gawebpart.wsp, and then click Deploy Solution to deploy it.

Inserting the Web Part into a SharePoint Site

To add the Web part to a page in a SharePoint site collection, go to the site collection you want

to add the Web part to and follow the instructions below:

1. Navigate to Site Actions > Site Settings > Site collection features.

2. Find AvePoint Governance Automation Web Part Feature and click Activate.

3. In the page where you want to add the Web part, click Edit Page > Insert > Web Part.

4. Select AvePoint Governance Automation then select the Web part and click Add.

5. Once the Web part has been added, click on down arrow in the upper right-hand corner

and select Edit Web Part from the drop-down list.

6. Under Appearance, set the size for the Web part. For most, it is recommended to use

height of 768 and width of 1024.

7. Configure the Governance Automation Settings section:

• Governance Automation URL (Required) – Set the interface that will become

the homepage of the Web part. Enter the URL in the following format:

https://gaservername:port

gaservername – The name of the Governance Automation server.

port – The port number of Governance Automation.

*Note: The format above is the URL of the Governance Automation homepage.

You can also enter the URL of other Governance Automation interfaces (for

example, https://gaservername:port/Request/SubmittedRequests would be

the My Requests > Submitted Requests interface).

• Hide the Governance Automation menu bar (Optional) – Select the checkbox

to hide the Governance Automation menu bar in the interface of your

Governance Automation Web Part.

8. Click Apply to apply your changes, then click OK to save your configurations.


Installing the Governance Automation App for SharePoint

2013/SharePoint 2016 On-Premises Governance Automation App, an app for SharePoint 2013/SharePoint 2016 on-premises,

provides SharePoint end-users with easier access to Governance Automation, without having to

leave their SharePoint environment. With the Governance Automation App configured, several

app parts are available for SharePoint sites.

Governance Automation App Pre-Installation Checklist

Ensure that the following are in place before configuring Governance Automation App:

• Governance Automation is installed.

• SharePoint 2013/SharePoint 2016 on-premises is installed on the server that will

run this app.

• The SharePoint site that will host the Governance Automation App is created.

Required Permissions

To install and use the Governance Automation App, ensure that the following permission are in

place:

AvePoint Governance Automation App Package Installation Wizard

The user who runs the AvePoint Governance Automation App Package Installation Wizard must

have the following permissions:

• The farm administrator of your SharePoint farm.

• The SharePoint_Shell_Access role to the Config Database of your SharePoint.

• The SharePoint_Shell_Access role to the Config Database and the content

database of the Web application where the app catalog site resides.

• The SharePoint_Shell_Access role to the content database of App Management

Service Application.

• At least Design (the built-in permission level) permission to the app catalog site.

If the Apps for SharePoint list does not inherit permissions from the app catalog

site, you must have the Design (the built-in permission level) permission to the

Apps for SharePoint list.

• Read and Write permission to the GA_App_InstallWizard folder.

For information about how to get the GA_APP_InstallWizard folder, refer to

Running the App Package Installation Wizard.


Adding the Governance Automation App to a SharePoint Site

The user who adds Governance Automation App to a SharePoint site must have the following

permissions:

*Note: System accounts cannot add Governance Automation App to a SharePoint site.

• A member of Farm Administrators group or local Administrators group.

• Full Control permission to the site that you are about to add Governance

Automation App to.

• At least Read permission to the app catalog site collection.

Preparing the Environment to Host Apps

Before installing Governance Automation App on a SharePoint on-premises environment, the

environment must be configured to host apps. Refer to the instructions in the following sections

on how to prepare your environment to host Governance Automation App.

Configuring the Domain Name in DNS

You must configure a new name in Domain Name Services (DNS) to host the Governance

Automation App. For more information on how to configure the domain name, refer to the

instructions provided here: https://docs.microsoft.com/en-

us/SharePoint/administration/configure-an-environment-for-apps-for-sharepoint (the heading

Configure the domain names in DNS).

Disabling the Loopback Check

Disabling the loopback check prevents authentication prompts that may occur when accessing a

SharePoint site URL that contains host header. This procedure, which involves setting the

DisableLoopbackCheck registry key, is only required for SharePoint Web front-end servers in

test environments. For more information, refer to the WORKAROUND section within the

Microsoft technical article http://support.microsoft.com/kb/896861/en-us.

Follow the steps below on each SharePoint Web front-end server:

1. On each SharePoint Web front-end server, click Run… from the Start menu.

2. Enter regedit in the Open text box. Then, click OK. The Registry Editor page appears.

3. Navigate to HKEY_LOCAL_MACHINE > SYSTEM > CurrentControlSet > Control> Lsa.

Then, right-click Lsa. A drop-down list appears.

4. Place the cursor on New, and then select DWORD (32-bit) Value from the New drop-

down list.

5. Rename the REG_DWORD file to DisableLoopbackCheck.

6. Right-click the DisableLoopbackCheck file, then click Modify... from the drop-down list.

The Edit DWORD (32-bit) Value pop-up window appears.

https://docs.microsoft.com/en-us/SharePoint/administration/configure-an-environment-for-apps-for-sharepoint


http://support.microsoft.com/kb/896861/en-us


7. Enter 1 in the Value data text box and click OK.

8. Close the Registry Editor page, and restart your server.

Starting SharePoint Service Applications and Instances

If you have already used apps in your SharePoint 2013/SharePoint 2016 on-premises

environment, you can skip this section.

The user who will be performing these steps must be an Active Directory domain user, a

member of local Administrators group, a member of the SharePoint Farm Administrators

group, must have Full Control permission to the Web front-end server, and must have access to

the site collection where you are deploying the app.

First, perform the following steps to verify that the appropriate services are running:

1. Navigate to SharePoint 2013 Central Administration or SharePoint 2016 Central

Administration.

2. Click Manage service applications under the Application Management heading.

3. In the Manage Service Applications page, verify that the following two service

applications are created.

• App Management Service Application

• Subscription Settings Service Application

4. Click System Settings on the left pane.

5. Click Manage services on server under the Servers heading.

6. In the Services on Server page, verify that the following two service instances are

Started. If they are not, click Start to get them running.

• App Management Service Application

• Subscription Settings Service Application

7. If these two service applications do not exist, create a Subscription Settings service

application and create an App Management service application. For detailed information

on how to create the service applications, refer to the instructions provided here:

https://docs.microsoft.com/en-us/SharePoint/administration/configure-an-environment-

for-apps-for-sharepoint (the chapter Configure the Subscription Settings and App

Management service applications).

Configuring the App URL

Before adding the Governance Automation App, the app URL must be configured. Complete the

following steps to configure the app URL:

1. On the SharePoint server, navigate to SharePoint 2013 Central Administration or

SharePoint 2016 Central Administration.




2. Click Apps on the left pane.

3. Click Configure App URLs under the App Management heading. The Configure App

URLs interface appears.

4. In the App domain text box, enter the domain name that has been configured in

Configuring the Domain Name in DNS.

5. In the App prefix text box, enter a name as the URL prefix for the app.

6. Click OK to save your configurations.

For more information on how to configure the app URL, refer to the instructions provided here:

https://docs.microsoft.com/en-us/SharePoint/administration/configure-an-environment-for-

apps-for-sharepoint (the chapter Specify the app domain and app prefix).

Creating a Self-Signed Certificate

Complete the following steps to create a self-signed certificate that is used for the trust

communication between the SharePoint App and Governance Automation Web site:

1. Go to the Governance Automation server and navigate to Start > Administrative Tools

> Internet Information Services (IIS) Manager.

2. Click the local host in the left pane.

3. Double-click Server Certificates under the IIS heading.

4. Click Create Self-Signed Certificate on the Actions area. The Create Self-Signed

Certificate window appears.




Figure 10: The Create Self-Signed Certificate window appears.

5. Enter the desired name for the certificate.

6. Click OK to create this certificate. The newly created certificate is displayed in the Server

Certificates area.

7. Right-click this certificate and select Export... from the drop-down list. The Export


Figure 11: The Export Certificate window.

8. Click ... next to the Export to text box to select a desired export location for this

certificate.


9. Enter and confirm the password, and then click OK. The .pfx file is exported to the

selected location.

*Note: The .pfx file can be saved to any location on the Governance Automation Server.

It will remain there temporarily before being moved in step 10.

10. Copy the .pfx file to the SharePoint server where you are about to install the Governance

Automation App by Running the App Package Installation Wizard.

Running the App Package Installation Wizard

The AvePoint Governance Automation App Package Installation Wizard uploads the AvePoint

Governance Automation App package to a SharePoint App catalog site.

To install the AvePoint Governance Automation App, complete the following steps:

1. In the Governance Automation server, navigate to

…\AvePoint\GovernanceAutomation\Tools. The GA_App_InstallWizard.zip file exists in

this directory.

2. Copy the GA_App_InstallWizard.zip file to the SharePoint server where the copied .pfx

file is located.

3. Extract the GA_App_InstallWizard.zip file.

4. In the GA_App_InstallWizard folder, right-click the Setup.exe file and then select Run

as administrator to run this wizard. The wizard appears.

5. In the welcome page, click Next.

6. In the License Agreement interface, select the I accept the terms in the license

agreement. checkbox, then click Next.

7. In the Certificate Configuration interface, click Browse to select the certificate file that

is used for the trust communication between the SharePoint App and Governance

Automation Web site, then enter the password of the certificate in the text box.


9. In the App Catalog Site Configuration interface, select a Web application from the

drop-down list.

• If the app catalog site exists in the selected Web application, the app catalog site

URL is displayed.

• If the app catalog site does not exist in the selected Web application, click Create

a New App Catalog Site. A pop-up window appears.

i. Click the Manage App Catalog link. The SharePoint Manage App

Catalog interface appears.

ii. Create an app catalog site for the selected Web application.

iii. Return to the wizard and click Close to close the pop-up window.


iv. Click Refresh.

v. Select the previously selected Web application. The newly created app

catalog site is displayed.


11. In the Prerequisites Check interface, the wizard automatically checks to ensure your

environment meets the prerequisites for installing the Governance Automation App. If

you fail any of the rules, resolve the issue and run the scan again.

12. After the environment passes all rules, click Next to proceed to the next step.

13. In the App Information Configuration interface, the app ID, app secret, and title of

Governance Automation App are displayed. In the App Redirect URL field, enter the

host name of the Governance Automation server and the port of Governance

Automation. This app redirect URL is the Governance Automation link that is added on

the Quick Launch after Governance Automation App is added to a site.


15. The wizard automatically starts installing the Governance Automation App package.

16. After the Governance Automation App package installs, click Finish to exit the wizard.

Adding the Governance Automation App to a SharePoint Site

Complete the following steps to add the Governance Automation App to any SharePoint site

that exists in the same Web application as the app catalog site collection.

1. Navigate to the SharePoint site where you want to add the Governance Automation App.

2. Click the Settings ( ) button on the top-right corner of the site, and then click Add an

app. The Your Apps page appears.

3. On the left Quick Launch, click From Your Organization to add Governance Automation

App from app catalog.

4. Enter Governance Automation in the Find an app search text box, and then press

Enter.

5. Click Governance Automation.

6. Click Add it to add Governance Automation App on the site.

7. When asked if you want to trust Governance Automation, click Trust It.

8. The Governance Automation App is added to the site and a Governance Automation

link is added on the Quick Launch. Click the Governance Automation link and you are

brought to a new page. By default, the following tiles are displayed in the page:

• Start a Request

• View My Requests


• View My To-Do List

• Public Site Collection Directory

• My Sites

• My Office 365 Groups

*Note: The tile Monitoring and Reporting is currently inactive in the Governance Automation

App.

You can hide tiles on the page from business users by deselecting the tiles in Governance

Automation Settings > Business User Features Activation or Deactivation. For more

information, refer to Hiding or Revealing Sections to Business Users.

*Note: If you want to log into the Governance Automation App using ADFS authentication,

ADFS authentication must be configured for Governance Automation. For more information

about how to configure ADFS authentication, refer to Configuring ADFS Authentication. Note

the following:

• If your Governance Automation instance uses the Local System and ADFS

Integration login methods, Governance Automation will automatically use your

ADFS credentials to log into the Governance Automation App.

• If your Governance Automation instance uses Local System, ADFS Integration,

and AD Integration login methods, you must set ADFS authentication as the

default authentication in DocAve Manager > Control Panel > Authentication

Manager. For more information, refer to the Authentication Manager section of

the DocAve 6 Control Panel Reference Guide Then, you must Synchronizing

Authentication Configuration Changes to Governance Automation.

Inserting Governance Automation App Part

Governance Automation App provides several app parts that can be inserted to SharePoint sites.

To insert Governance Automation app parts to a site, complete the following steps:

1. Go to the homepage of this site and click the PAGE tab on the ribbon.

2. In the PAGE tab, click Edit.

3. Click the INSERT tab and click App Part.

4. The following app parts of Governance Automation App are displayed in the Parts

section:

• My Requests – Displays the login user’s saved requests and submitted requests.

• My Site Collections – Displays the site collections that the login user is

responsible for managing.

• My Sites – Displays the sites that the login user is responsible for managing.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf


• My Office 365 Groups – Displays the Office 365 groups that the login user is


• My To-Do List – Displays the tasks and recertification reports that are assigned

to the login user.

• Public Site Collections – Displays all site collections tagged for public sharing

that are managed by Governance Automation.

• Site Directory – Displays the Governance Automation managed child sites of this

site collection.

• Site Information Card – Displays key information about the site, such as

ownership, classification, policy, and available service requests.

*Note: This app part can be inserted to a top-level site of a site collection, or be

inserted to a site. In a top-level site, the app part displays site collection

information. In a site, the app part displays site information.

• Start a Request – It is used to start a Governance Automation service request.

5. Select your desired app part and click Add to add it to the site.

6. Click Save on the ribbon to save your configurations.

Installing the Governance Automation App for SharePoint Online Governance Automation App, an app for SharePoint Online, provides SharePoint Online end-

users with easier access to Governance Automation, without having to leave their SharePoint

Online environment. With the Governance Automation App configured, several app parts are

available for SharePoint Online sites.

Prior to installing and using the Governance Automation App for SharePoint Online, ensure the

Required Permissions are in place. Then, complete the following steps in order:

1. Preparing the Governance Automation App Package

2. Uploading the Governance Automation App to App Catalog

3. Registering the Governance Automation App

4. Building a Domain Mapping for Automatic Login

5. Adding the Governance Automation App to a SharePoint Online Site

6. Inserting Governance Automation App Parts

7. With the Governance Automation App installed, you can also install the Cloud

Governance Panel on SharePoint Online classic site collections, communication sites, and

Office 365 group team sites. For details, refer to Installing the Cloud Governance Panel

on SharePoint Online.



To install and use the Governance Automation App, ensure that the following permission are in

place.

Uploading the Governance Automation App

The user who uploads the Governance Automation App to the app catalog site collection must

have Design or above permission to the Apps for SharePoint list of the app catalog site

collection.

Registering the Governance Automation App

The user who registers the Governance Automation App must be the administrator of the site

collection or site from which the Register an App page is started.

Adding the Governance Automation App

The user who adds the Governance Automation App to a SharePoint Online site must have the

following permissions:

• Full Control permission to the SharePoint Online site.

• Read or above permission to the app catalog site collection.

Inserting Governance Automation App Parts

The user who inserts Governance Automation app parts to a SharePoint Online site must have

Contribute or above permission to the site.

Preparing the Governance Automation App Package

1. On the Governance Automation server, navigate to

…\AvePoint\GovernanceAutomation\SharePoint Solutions.

2. Find the GAApp.app file.

3. Modify the file extension app to zip.

4. Extract the GAApp.zip file.

5. In the GAApp folder, find the AppManifest.xml file.

6. Right-click the AppManifest.xml file and open it with Notepad.

7. Find the

<StartPage>~remoteAppUrl/App/Home/Index?{StandardTokens}</StartPage>

node, and replace ~remoteAppUrl with your Governance Automation URL, which is in

the format of https://GAHost:GAPort.

• GAHost – The hostname of your Governance Automation server.

• GAPort – The port number of your Governance Automation Web site.


8. If you are about to use the default client Id and client secret provided by AvePoint when

registering the Governance Automation App, skip to step 9.

If you are about to use a custom client Id and a custom client secret, find the

RemoteWebApplication attribute and modify the value of ClientId to your custom

client Id.

9. Save and close the AppManifest.xml file.

10. In the GAApp folder, find all XML files whose file names start with elements, and

perform the following actions on each XML file.

a. Right-click the XML file and open it with Notepad.

b. Find the <Content Type="html"

Src="~remoteAppUrl/App/Home/Index?AppAction=8&{StandardToke

ns}" /> node, and replace ~remoteAppUrl with your Governance Automation

URL, which is in the format of https://GAHost:GAPort.

c. Save and close the XML file.

11. Compress the GAApp folder to a ZIP file.

12. Modify the file extension zip to app.

Uploading the Governance Automation App to App Catalog

To install the Governance Automation App, you must upload the Governance Automation App

to the app catalog site collection of your tenant.

Complete the following steps to upload the Governance Automation App to the app catalog site

collection:


…\AvePoint\GovernanceAutomation\SharePoint Solutions.

2. Find the GAApp.app file, and copy the file to the server where you access SharePoint

Online.

3. Log into SharePoint Online; in the SharePoint admin center interface, navigate to apps

> App Catalog.

4. Click Apps for SharePoint on the left pane.

5. In the Apps for SharePoint interface, click Upload.

6. In the Add a document window, click Browse….

7. In the Choose File to Upload window, browse to the GAApp.app file and click Open.

8. In the Add a document window, click OK. The app file is successfully uploaded to the

app catalog.


Registering the Governance Automation App

To use the Governance Automation App, you must register the app in SharePoint Online.

Complete the following steps to register the Governance Automation App:

1. Go to any site collection or site that is in the same tenant of the app catalog site

collection where the Governance Automation App is uploaded.

2. Modify the site collection or site URL to …/_layouts/15/appregnew.aspx. The Register

an App page appears.

3. Configure the following settings in the Register an App page:

a. Client Id – Enter ec72749b-68c8-411a-b535-d4490ad6201f in the text box.

b. Client Secret – Enter TcdbE+84c3X1ne3AhH9NYra2r7RN2NILJeKyTYsdWQk=

in the text box.

*Note: AvePoint recommends that you use the client Id and client secret

provided above. If you use custom ones, you must complete the steps in Using

Custom Client Id and Client Secret.

c. Title – Enter a desired title for the Governance Automation App.

d. App Domain – Enter the app domain in the following format:

GAHost:GAPort

Replace GAHost with the hostname of your Governance Automation

server.

Replace GAPort with the port number of your Governance Automation

Web site.

e. Redirect URI – Enter the redirect URI in the following format:

https://GAHost:GAPort/app/home/index

f. Click Create to register the Governance Automation App.

Using Custom Client Id and Client Secret

If you use a custom client Id and a custom client secret when registering the Governance

Automation App, complete the following steps:

1. On the Governance Automation server, navigate to …\AvePoint\GovernanceAutomation.

2. Find the Web.config file.

3. Right-click the Web.config file to open it with Notepad.

4. Find the <appSettings>node.

• <add key="ClientId" value="EC72749B-68C8-411A-B535-

D4490AD6201F"/> – Modify the value to your custom client Id.


• <add key="ClientSecret"

value="TcdbE+84c3X1ne3AhH9NYra2r7RN2NILJeKyTYsdWQk=" /> –

Modify the value to your custom client secret.

5. Save and close the file.

Building a Domain Mapping for Automatic Login

To use the Governance Automation App on SharePoint Online, you need to build a domain

mapping between your local domain and the SharePoint Online domain, so that SharePoint

Online users can access the Governance Automation App without entering the login

information.

Complete the following steps to build a domain mapping:


…\AvePoint\GovernanceAutomation\Config.

2. Find the Global.config file.

3. Right-click the Global.config file to open it with Notepad.

4. Go to the bottom and add the following node above </config>:

<Office365DomainMapping>

<Mapping LocalDomain="local domain">SharePoint Online domain</Mapping>

</Office365DomainMapping>

For example,

<Office365DomainMapping>

<Mapping LocalDomain="GA">test.onmicrosoft.com</Mapping>

</Office365DomainMapping>


6. Go to Start > Administrative Tools > Services; restart Governance Automation Timer

Service and Governance Automation Workflow Service.




Adding the Governance Automation App to a SharePoint Online Site

Complete the following steps to add the Governance Automation App to any SharePoint Online

site that exists in the same tenant as the app catalog site collection.

1. Log into the SharePoint Online site where you want to add the Governance Automation

App.


2. Click the Settings ( ) button on the upper-right corner of the site, and then click Add

an app. You can also navigate to the Site Contents interface and click add an app. The

Your Apps interface appears.

3. In the Apps you can add section, click Governance Automation.

4. When asked if you want to trust Governance Automation, click Trust It.

5. The Governance Automation App is added to the site and a Governance Automation

link is added on the Quick Launch. Click the Governance Automation link and you are

brought to a new page. By default, the following tiles are displayed in the page:

• Start a Request

• View My Requests

• View My To-Do List

• Public Site Collection Directory

• My Sites

• My Office 365 Groups

Inserting Governance Automation App Parts

Governance Automation App provides several app parts that can be inserted to SharePoint

Online sites.

To insert Governance Automation app parts to a site, complete the following steps:

1. Go to a site and click the PAGE tab on the ribbon.

2. In the PAGE tab, click Edit.

3. Click the INSERT tab and click App Part.

4. The following app parts of Governance Automation App are displayed in the Parts

section:

• My Requests – Displays the login user’s saved requests and submitted requests.

• My Site Collections – Displays the site collections that the login user is


• My Sites – Displays the sites that the login user is responsible for managing.

• My Office 365 Groups – Displays the Office 365 groups that the login user is


• My To-Do List – Displays the tasks and recertification tasks that are assigned to

the login user.

• Public Site Collections – Displays all site collections tagged for public sharing

that are managed by Governance Automation.


• Site Directory – Displays the Governance Automation managed child sites of this

site collection.

• Site Information Card – Displays key information about the site, such as

ownership, metadata, policy, and available service requests.

*Note: This app part can be inserted to a top-level site of a site collection, or be

inserted to a site. In a top-level site, the app part displays site collection

information. In a site, the app part displays site information.

• Start a Request – Starts a Governance Automation service request.

5. Select your desired app part and click Add to add it to the site.

6. Click Save on the ribbon to save your configurations.

Installing the Cloud Governance Panel on SharePoint Online

The Cloud Governance Panel is a panel that displays key information of a SharePoint Online site

collection/Office 365 group, such as ownership, metadata, policy, and available service requests.

To install the Cloud Governance Panel, make sure the Governance Automation App has already

been installed in your SharePoint Online environment and the Required Permissions are in place.

Then, complete the following steps in order:

1. Preparing the Cloud Governance Panel Package

2. Uploading the Cloud Governance Panel Package to the App Catalog

3. Adding the Cloud Governance Panel

*Note: Governance Automation can automatically add the Cloud Governance Panel to

site collections created by Create Site Collection service requests and Office 365 group

team sites created by Create Office 365 Group/Team service requests. For details, refer to

the Create Site Collection Service and Create Office 365 Group/Team Service sections.


To install and use the Cloud Governance Panel, ensure that the following permissions are in

place.

• The user who uploads the Cloud Governance Panel package to the app catalog

site collection must have Design or above permission to the Apps for

SharePoint list of the app catalog site collection.

• The user who adds the Cloud Governance Panel a SharePoint Online site

collection/Office 365 group team site must have Contribute or above permission

to the site collection.

Preparing the Cloud Governance Panel Package

Complete the following steps to prepare the package for the Cloud Governance Panel.


1. On the Governance Automation server, navigate to the

…\AvePoint\GovernanceAutomation\SharePoint Solutions directory.

2. Find the Cloud Governance Panel.sppkg file.

3. Modify the file extension name sppkg to zip.

4. Extract the Cloud Governance Panel.zip file.

5. In the Cloud Governance Panel folder, find the befa1ad2-b94e-4270-b86e-

5d58d8cc67ac/WebPart_befa1ad2-b94e-4270-b86e-5d58d8cc67ac.xml file.

6. Right-click the befa1ad2-b94e-4270-b86e-5d58d8cc67ac/WebPart_befa1ad2-b94e-

4270-b86e-5d58d8cc67ac.xml file and open it with Notepad.

7. Find the https://localhost:443 node and replace this URL with the actual URL of your

Governance Automation Web site.


9. Compress the Cloud Governance Panel folder to a ZIP file.

10. Modify the file extension name zip to app.

11. Navigate to the …\AvePoint\GovernanceAutomation\Scripts\NewPanel\SiteInfoCard

directory.

12. Find the Siteinfocard.js file.

13. Right-click the Siteinfocard.js file and open it with Notepad.

14. Find the https://localhost:443 node and replace this URL with the actual URL of your

Governance Automation Web site.


Uploading the Cloud Governance Panel Package to the App Catalog

Before adding the Cloud Governance Panel to any SharePoint Online site collection or Office 365

group team site, you must upload the package to the app catalog site collection. Complete the

following steps:


…\AvePoint\GovernanceAutomation\SharePoint Solutions directory.

2. Find the Cloud Governance Panel.app file, and copy the file to the server where you

access Office 365.

3. Log into Office 365; in the SharePoint admin center interface, navigate to apps > App

Catalog.

4. Click Apps for SharePoint on the left pane.

5. In the Apps for SharePoint interface, click Upload.

6. In the Add a document window, click Browse….


7. In the Choose File to Upload window, browse to the Cloud Governance Panel.app file

and click Open.

8. In the Add a document window, click OK. The app file is successfully uploaded to the

app catalog.

Adding the Cloud Governance Panel

To add the Cloud Governance Panel to a SharePoint Online communication site, modern team

site, or Office 365 group team site, complete the following steps:

1. Go to the homepage of a communication site, modern team site, or group team site and

click Edit ( ).

2. Click the add ( ) button in the middle of the page.

3. Select Cloud Governance Panel.

4. Click Save and close on the left of the ribbon, and then click Publish on the right of the

ribbon. The Cloud Governance Panel is successfully inserted. You can click the Cloud

Governance Panel ( ) icon on the top navigation bar to view this panel.

To add the Cloud Governance Panel to a SharePoint Online site collection using the classic site

collection template, complete the following steps:

1. Go to the homepage of a classic site collection and click EDIT on the upper-right corner.

2. Click the INSERT tab, and then click Web Part.

3. Select AvePoint in Categories, and then select Cloud Governance Panel in Parts.

4. Click Add.

5. Click the Web Part Menu ( ) and select Edit Web Part.

6. Expand the Appearance section.

7. Select None from the Chrome Type drop-down list.

8. Click Apply, and then click OK.

9. Click Save on the ribbon. The Cloud Governance Panel is successfully inserted. You can

click the Cloud Governance Panel ( ) icon on the top navigation bar to view this panel.

Deploying the Governance Automation Policy Bar Solution The Governance Automation policy bar is used for displaying the icon of the site policy bar on

the chrome bar within SharePoint sites. Clicking this icon will direct you to the page linked via

the URL you have configured for the site policy bar. For more information about configuring the

site policy bar, refer to the Creating or Editing Site Collection Policies for SharePoint On-

Premises section.


To use the site policy bar feature in a site collection policy, you must deploy the Governance

Automation Policy Bar solution.

The solution GAPolicyBar.wsp resides in the directory

…\AvePoint\GovernanceAutomation\SharePoint Solutions on the Governance Automation server.

Complete the following steps to deploy the solution:

1. Copy the solution file to a SharePoint Web front-end server.

2. On the SharePoint Web front-end server, navigate to SharePoint 2016 Management

Shell, SharePoint 2013 Management Shell, or SharePoint 2010 Management Shell.

Right-click it and select Run as administrator.


stsadm –o addsolution –filename “C:\Program

Files\AvePoint\GovernanceAutomation\SharePoint Solutions\GAPolicyBar.wsp

*Note: Replace C:\Program Files\AvePoint\GovernanceAutomation\SharePoint

Solutions\ with the exact path where the solution resides.



5. Navigate to SharePoint Central Administration > System Settings > Farm

Management, and then click Manage farm solutions.

6. Click gapolicybar.wsp and then click Deploy Solution to deploy it.

7. Go to the site collection where you are about to add the site policy bar.

8. Navigate to Settings > Site settings > Site Collection Administration > Site

collection features.

9. Find Governance Automation Policy Bar and click Activate.


Post-installation Procedures Upon initial installation, Governance Automation requires additional modifications and

configurations in order for it to communicate properly with DocAve and within your farm.

Review each section below carefully and follow the instructions provided.

Allowing Full Control Permission to the DocAve Private Key For Governance Automation to communicate with the DocAve Control service, the service

account(s) for the Governance Automation Workflow Service, Governance Automation Timer

Service, and Application Pool must have the Full Control permission to the DocAve private key.

To allow the service account(s) Full Control to the DocAve private key, complete the following

steps:

1. Navigate to the server where Governance Automation is installed.

2. Navigate to Start > Run, enter mmc in the Open text box, and click OK.

3. In the pop-up window, click File > Add/Remove Snap-in….

4. Select Certificates on the left pane and click Add>.

5. Select Computer account for the local machine, click Next, and then click Finish.

6. Click OK and the Add or Remove Snap-ins window is closed.

7. On the left pane, expand the Certificates (Local Computer) node, and then expand the

Personal node.

8. Click the Certificates node.

9. Right-click the certificate DocAve on the right pane, then select All Tasks > Manage

Private Keys.

10. In the pop-up window, respectively select the service account for Governance

Automation Workflow Service, Governance Automation Timer Service, and Application

Pool, then select the Allow checkbox for Full control.

11. Click Apply to apply the configurations.

12. Click OK to save the application.

Enabling the Service Account to Listen to the Governance Automation

Workflow Service Port When a request is submitted through the Governance Automation interface, the Governance

Automation Web site sends the request to the Governance Automation Workflow Service. To

receive requests, the service account for Governance Automation Timer Service must have

permission to listen to the port that hosts the Governance Automation Workflow Service. To

enable the service account to listen to the Workflow Service Port:


1. Navigate to the server where Governance Automation is installed.

2. Navigate to Start > Command Prompt.

3. In the Command Prompt window, enter the commands in the following format:

netsh http add urlacl url=http://+:workflowport/Uri/ user=domain\username

netsh http add urlacl url=http://+:wordflowport/Uricontrol/

user=domain\username

a. workflowport – This value can be replaced by the Governance Automation

Workflow Service port.

b. Uri – This value can be replaced by the Uri value for each service type. To get the

Uri value, follow the steps below:

i. Navigate to …\AvePoint\GovernanceAutomation\Config.

ii. Find the WorkflowService file and open the file with Notepad.

iii. Click Edit > Find, enter Uri in the text box, and click Find Next. The value

of the Uri attribute is the one that will be used in the command.

iv. Repeat the step above to get the Uri value for each service type that will

be used in Service Catalogue.

c. Uricontrol – The value of this attribute consists of the value of Uri and control.

d. domain\username – Replace with the service account for Governance Automation

Workflow Service.

4. Press Enter to execute the command.

*Note: The command must be executed for each service type that will be used in Service

Catalogue.

5. Navigate to Start > Administrative Tools > Services, and restart Governance

Automation Workflow Service.

Changing the Certificate in IIS Manager When attempting to access the Governance Automation login screen via a browser, a certificate

error may appear. To prevent the certificate error, access IIS manager and change the certificate

that is used to host the Governance Automation Web site to a fully trusted certificate. This will

allow uninterrupted communication between DocAve and Governance Automation. This

certificate must be fully trusted by all of the end-user computers in your environment. To

change the certificate, complete the following steps:

1. On the server where Governance Automation is installed, navigate to Start >

Administrative Tools > Internet Information Services (IIS) Manager.

2. Expand the connection and expand Sites.


3. Right-click Governance Automation and click Edit Bindings…. The Site Bindings

window appears.

4. Click the binding and click Edit…. The Edit Site Binding window appears.

5. In the SSL certificate drop-down list, select the certificate that is fully trusted by all of

the client machines in your organization.


7. Click Close to close the Site Bindings window.

8. After the certificate is successfully changed in IIS Manager, you must manually copy two

configuration files to Governance Automation directories to complete the process. For

these instructions, proceed to step 1 of Applying User-Defined Certificates.

Applying User-Defined Certificates If a user-defined certificate was applied when installing DocAve Agent and Governance

Automation, or if you changed the built-in certificate to a user-defined certificate in the DocAve

6 Agent Configuration Tool and Governance Automation Configuration Tool, the

AgentCommonWCFBehaviors.config file in …\AvePoint\DocAve6\Agent\bin and the

GAControlWCFBehaviors.config file in …\AvePoint\GovernanceAutomation\Config were

automatically updated to reflect the certificate change.

However, the AgentCommonWCFBehaviors.config file

in …\AvePoint\DocAve6\Agent\bin\GovernanceAutomation and the

GAControlWCFBehaviors.config file in …\AvePoint\GovernanceAutomation\bin\Config must be

manually updated.

To manually update the .config files, complete the following steps:

1. On a DocAve Agent server, navigate to …\AvePoint\DocAve6\Agent\bin.

2. Find the AgentCommonWCFBehaviors.config file, right-click the file, and select Copy.

3. Navigate to …\AvePoint\DocAve6\Agent\bin\GovernanceAutomation and paste the

copied .config file into this directory.

4. The Confirm File Replace window appears. Click Yes to proceed.

*Note: Steps 1-4 need to be performed on each DocAve Agent server.

5. On the server where Governance Automation is installed, navigate to


6. Find the GAControlWCFBehaviors.config file, right-click the file, and select Copy.

7. Navigate to …\AvePoint\GovernanceAutomation\bin\Config and paste the copied .config

file into this directory.

8. The Confirm File Replace window appears. Click Yes to proceed.


Applying a Governance Automation License The Governance Automation license is applied through DocAve using Control Panel’s License

Manager. To apply your new Governance Automation license:

1. Log into DocAve Manager and navigate to Control Panel > License Manager.

2. Click Import, and browse to where you extracted the content of the ZIP file to.

3. Select the license and click Open.

4. Click Apply on the ribbon to apply the license.

Once the license has been applied, Governance Automation will automatically be enabled and

ready to use.

*Note: To provision and manage Office 365 groups, you must have an online license for

Governance Automation. Otherwise, the Office 365 group related functions will not be visible.

You can navigate to DocAve Control Panel > License Manager, and check the license in the

Remote Farm tab.

Logging into Governance Automation for the First Time In Governance Automation, different administrator and business user accounts may be

configured in the Account Manager. However, when logging into Governance Automation for

the first time, you must use the built-in administrator account:

Login onto: Local System

Login ID: admin

Password: admin

Configuring Authentication Types See the sections below for instructions on configuring AD, ADFS, Windows, and Azure AD

Authentication.

Configuring AD Authentication

To grant your users access to Governance Automation using their Active Directory (AD) account,

the AD must be configured and enabled in DocAve. For information on configuring AD

Authentication in DocAve, refer to the Authentication Manager section of the DocAve 6

Control Panel Reference Guide.

Then, refer to Synchronizing Authentication Configuration Changes to Governance Automation

to synchronize the AD Authentication to Governance Automation.




Configuring ADFS Authentication

Governance Automation supports integration with Active Directory Federation Services (ADFS)

with the versions of 1.0, 2.0, 3.0, and 4.0, provided that you have ADFS authentication configured

on your SharePoint Web applications.

There are two ways to integrate ADFS with Governance Automation:

• Integrating ADFS with Governance Automation through DocAve

• Integrating ADFS with Governance Automation through Governance Automation

Itself

Note the following:

• If Web application proxy has been configured in your environment, you must

select to integrate ADFS with Governance Automation through Governance

Automation itself.

• If you want Governance Automation app parts to be added into the homepage of

site collections, you must select to integrate ADFS with Governance Automation

through Governance automation itself, in order to have the app parts properly

displayed.

Integrating ADFS with Governance Automation through DocAve

Complete the following steps to integrate ADFS with Governance Automation through DocAve:

1. Configure ADFS Integration in DocAve.

In DocAve Manager, navigate to Control Panel > Authentication Manager and click

ADFS Integration on the ribbon. The ADFS Integration Configured Wizard appears.

For more information about how to configure the settings of the ADFS Integration

Configured Wizard, refer to the Configuring ADFS Integration section in the DocAve

6 Control Panel Reference Guide.

2. Modify the Global.config file by the following the steps below:

a. Go to the Governance Automation server and navigate to


b. Find the Global.config file and open it with Notepad.

c. Find the peoplePickerStaticSource attribute and modify the value of Enabled to

true.

i. FarmId – Enter the ID of the farm where the ADFS users reside.

ii. WebApplicationUrl – Enter the URL of the Web application where the

ADFS users reside.




Figure 12: An example of the modified Global.config file.

d. Save and close the Global.config file.

3. Navigate to Start > Administrative Tools > Services; restart Governance Automation

Timer Service and Governance Automation Workflow Service.




6. Synchronize ADFS Integration to Governance Automation.

After the ADFS Integration is configured in DocAve Authentication Manager, the

configuration must be synchronized to Governance Automation.

Refer to Synchronizing Authentication Configuration Changes to Governance

Automation to perform the synchronization.

Integrating ADFS with Governance Automation through Governance Automation Itself

Complete the following steps to integrate ADFS with Governance Automation through

Governance Automation itself:







2. Add a Replying Party Trust for AvePoint Governance Automation.

In the ADFS server, navigate to AD FS Management > Replying Party Trusts. Add a

replying party trust for AvePoint Governance Automation. Make sure the endpoint be

the URL of AvePoint Governance Automation and the claim rule be the same as

DocAve’s.

3. Modify the Web.config file. Complete the following steps:



b. Find the Web.config file and open it with Notepad.

c. Find the wsFederation attribute.




d. Modify the value of the Issuer node according to the following format:

https://youradfsserver/adfs/ls.

*Note: Replace youradfsserver with the name of the ADFS server.

e. Modify the value of realm to the replying party trust identifier of your

Governance Automation.

*Note: Go to the ADFS server. In AD FS Management > Replying Party Trusts,

select the previously configured replying party trust of Governance Automation.

View the properties and find the replying party trust identifier of AvePoint

Governance Automation in the Identifiers tab.

Figure 13: The location of Replying Party Identifiers.

Figure 14: An example of the modified Web.config file.

f. Save and close the Web.config file.

4. Modify the Global.config file. Complete the following steps:




c. Find the </peoplePickerStaticSource> node, and add the following attribute

under this node:


<ADFS PassThroughDocAve="False" IsPersistent="false">

d. If you want Governance Automation to retrieve properties of ADFS users, for

example, department, add the following node within the first level node

<config>. For example, add it under the attribute added in step c.

<ADFS>

<Manager>Claim Type</Manager>

<Department>Claim Type</Department>

<DisplayName>Claim Type</DisplayName>

<Mail>Claim Type</Mail>

</ADFS>

*Note: Replace Claim Type with the corresponding property’s claim type.

e. If you want to validate ADFS users in Governance Automation people picker text

box, find the peoplePickerStaticSource attribute and modify the value of

Enabled to true.



ADFS users reside.

f. Save and close the Global.config file.







Integrating ADFS Enabled with SAML 2.0 Protocol with Governance Automation through

Governance Automation Itself

Governance Automation supports integration with ADFS that has Security Assertion Markup

Language 2.0 (SAML 2.0) enabled. Follow the instructions below to integrate ADFS enabled with

SAML 2.0 with Governance Automation:










2. Add a Relying Party Trust for AvePoint Governance Automation.

In the ADFS server, navigate to AD FS Management > Replying Party Trusts. Add a

relying party trust for AvePoint Governance Automation. Select Configure URL in the

left pane and select the Enable support for the SAML 2.0 WebSSO protocol checkbox

on the right pane. Make sure the endpoint be the Governance Automation URL that is in

the format of https://GAHost:GAPort.

• GAHost – The host name of your Governance Automation server.

• GAPort – The port number of your Governance Automation.

Figure 15: The Add Replying Party Trust Wizard Window.

3. Modify the Web.config file. Complete the following steps:



b. Find the Web.config file and open it with Notepad.

c. Find the configSections attribute and add the following nodes under this

attribute:

<section name="kentor.authServices"

type="GA.Repository.Interop.KentorAuthServicesSection, GAInterop" />


d. Find the configuration attribute, and add the following nodes under this

attribute:

<Kentor.authServices entityId=”https://gaserver/”

returnUrl=”https://gaserver/” modulePath=”/Account”>

<federations>

<add metadataLocation=”https://adfsserver/FederationMetadata/2007-

06/FederationMetadata.xml” allowUnsolicitedAuthnResponse=”true”/>

</fedrations>

</kentor.authServices>

Note the following:

o gaserver – Replace this value with the name of your Governance

Automation server.

o adfsserver – Replace this value with the name of your ADFS server.

e. Save and close the Web.config file.

4. Modify the Global.config file. Complete the following steps:




c. Find the </peoplePickerStaticSource> node, and add the following node under

this node:

<ADFS PassThroughDocAve=”False” IsPersistent=”false”

RelyingPartyProtocol=”Saml”>

d. If you want Governance Automation to retrieve properties of ADFS users, for

example, their department, add the following nodes within the first level node

<config>.

<ADFS>

<Manager>Claim Type</Manager>

<Department>Claim Type</Department>

<DisplayName>Claim Type</DisplayName>

<Mail>Claim Type</Mail>

</ADFS>

*Note: Replace Claim Type with the corresponding property’s claim type.

e. If you want to validate ADFS users in Governance Automation people picker text

box, find the peoplePickerStaticSouce attribute and modify the value of

Enabled to true.




ADFS users reside.

f. Save and close the Globa.config file.







Setting Windows Authentication as the Default Login Method

Governance Automation supports setting Windows Authentication as the default method so

that your Windows account will be used to automatically log into Governance Automation.

To set Windows Authentication as the default method to log into Governance Automation,


1. Install the Windows Authentication role service on the server where DocAve Control

service is installed. (If the role has already been installed, skip this step)

a. Navigate to Start > Administrative Tools > Server Manager.

b. Click Roles.

c. Click Add Role Services on the right pane. The Add Role Services window

appears.

d. Select the Windows Authentication checkbox.

e. Click Next to confirm your selection.

f. Click Install to install the Windows Authentication role service.

2. Enable Windows Authentication on the server where DocAve Control service is installed.

a. Navigate to Start > Internet Information Services (IIS) Manager.

b. Click your connection and then double-click Authentication.

c. Right-click Windows Authentication and click Enable.

3. Configure Windows Authentication in DocAve Manager.

a. Navigate to Control Panel > Authentication Manager.

b. Click Windows Authentication on the ribbon.

c. Select NTLM or Negotiate(Kerberos) as the authentication type.


d. Click Save to save your configuration and go back to the homepage of

Authentication Manager.

e. In the field of Windows Authentication, click Set as default.

4. Configure User Authentication in your Web browser.

a. In Internet Explorer, navigate to Internet Options > Security.

b. In the Internet zone, click Custom level….

c. In the User Authentication section, select Automatic logon with current user

name and password.

d. Click OK to save the Internet zone configuration.

e. Click Apply to apply your changes.

f. Click OK to save your security configuration.

5. Synchronize Windows Authentication to Governance Automation.

After Windows Authentication is configured in DocAve Authentication Manager, the

configuration must be synchronized to Governance Automation.

Refer to Synchronizing Authentication Configuration Changes to Governance

Automation to perform the synchronization.

Windows Authentication is now set as the default login method for DocAve and Governance

Automation. When you access Governance Automation, Governance Automation automatically

uses your Windows account to log you in, and you are brought directly to the Governance

Automation homepage.

Configuring Azure AD Authentication

Azure AD authentication allows users to log into Governance Automation with their Office 365

accounts. To enable Azure AD authentication, complete the following steps:

1. Create an application for Microsoft Azure Active Directory. For details, refer to the

instructions in the Creating Azure Active Directory Applications section.

2. Create an app profile for the Azure AD application. For details, refer to the instructions in

the Creating App Profiles section.

Configuring E-mail Notification Settings Governance Automation e-mail notifications leverages SMTP settings configured in DocAve. For

Governance Automation to send out e-mail notifications, you must first configure the Send E-

Mail Settings in DocAve. For information on configuring the Send E-Mail Settings in DocAve,

refer to the User Notification Settings section of the DocAve 6 Control Panel Reference Guide.



Registering SharePoint Online Admin Centers/Site Collections To use Governance Automation to manage content in SharePoint Online and enable Microsoft

Teams for Office 365 groups, you must first register the SharePoint Online admin centers or site

collections in DocAve Control Panel > Object Registration.

• To register SharePoint Online admin centers, click Manual Object Registration.

i. Select the Default_SharePoint Site_Container or a new container for site

collections.

ii. Click Manage Objects on the ribbon.

iii. Click Add to register a single SharePoint Online admin center or click

Batch Add Site Collections to register multiple SharePoint Online admin

centers.

For detailed instructions, refer to the Adding a SharePoint Site Collection or

Adding Site Collections in Batch section in the DocAve 6 Control Panel

Reference Guide.

*Note: If your tenant allows enabling Microsoft Teams for Office 365 groups that

will be created via Governance Automation, the account used to register your

SharePoint Online admin center must have the SharePoint Administrator and

Exchange Administrator roles in Office 365.

• To manually register existing site collections that are not created via Governance

Automation, click Manual Object Registration. You can use the following

methods to register site collections:

o Scan – Use the Scan method to scan for all available site collections in a

SharePoint Online admin center, and then select the site collections you

want to register to DocAve.

o Add – Use the Add method in Manage Objects to register a single site

collection.

o Batch Add Site Collections – Use the Batch Add Site Collections

method in Manage Objects to register multiple site collections.

For detailed instructions, refer to the Manual Object Registration section in the

DocAve 6 Control Panel Reference Guide.

• To have DocAve automatically register site collections that are not created via

Governance Automation, or to register site collections according to filter rules,

click Dynamic Object Registration. For detailed instructions, refer to the

Dynamic Object Registration section in the DocAve 6 Control Panel Reference

Guide.







*Note: To properly retrieve data, AvePoint strongly recommends that a SharePoint site

collection container contains only those site collections that are in the same SharePoint Online

admin center.

Turning off the Validation of SharePoint Online Users After you registered the SharePoint Online site collections in DocAve, Governance Automation

will check users of both SharePoint on-premises and SharePoint Online simultaneously. This will

take some time. If you do not want to use Governance Automation to manage these SharePoint

Online site collections, modify the Global.config configuration file to turn off Governance

Automation’s ability to check SharePoint Online users so that it will take less time to check only

the SharePoint on-premises users.

*Note: This feature will impact the following people picker:

• The people picker for the Person or Group type of metadata in service requests.

• The people picker within Change Site Collection Contact or Administrator service

request with the change method of by user.

Complete the following steps:


…\AvePoint\GovernanceAutomation\Config directory.

2. Find the Global.config file and open it with Notepad.

3. Find the <CanCheckOnlineUser Enabled=”true”></CanCheckOnlineUser> node and

modify the true value to false.


5. Navigate to the Internet Information Services (IIS) Manager > Application Pools.



7. After completing the steps above, the Governance Automation’s ability to check

SharePoint Online users will be turned off.

Configuring Language, Time Zone, Date/Time Format, and Office 365

Account Settings When you first log into AvePoint Governance Automation, the Configure Personal Settings

window appears. Follow the instructions below to configure your personal settings.

1. Language – Select a display Language from the drop-down list.

2. Time Zone and Date/Time Format – Select the display time zone, date format, and

time format for the Governance Automation interface.


3. Office 365 Account – Enter the Office 365 account that will be mapped to the currently

logged-in user. This enables the current user to manage content in SharePoint Online

through Governance Automation.

*Note: The entered Office 365 account must be in the format of

[email protected].

4. Click Save on the ribbon; a window appears.

5. Enter the password for the Office 365 account in the text box and click OK to save your

configuration; the display language, time zone, date format, and time format will change

automatically. Click Cancel to close the window without saving any configurations.

6. If desired, select the Do not show again when I login next time checkbox to log into

Governance Automation without displaying the Configure Personal Settings window.

*Note: Personal settings can be configured at any time by clicking your account name in

the top-right corner of the Governance Automation interface.


Getting Started with Governance Automation The sections below detail what you must configure in order to use Governance Automation

(Account Manager, Approval Processes, Policies, and Services). These instructions should be

followed in order, from Configuring Account Manager through Configuring Services. Additional

optional configurations are described in Additional Governance Automation Configurations.

Configuring Account Manager Account Manager allows you to manage user accounts and groups for Governance Automation.

There are two default groups used to manage user accounts for Governance Automation:

• Administrator Group – Users in this group are able to access both the

administrator and business user interface of Governance Automation, giving

them the ability to configure system settings, monitor requests and tasks, and

maintain services, as well as submit and approve requests for services.

• Business User Group – Users in this group are only able to access the business

user interface of Governance Automation, allowing them to submit and approve

requests for allowed services. Custom Business User Groups may be created

allowing designated users to also view Governance Automation reports for

monitoring processes and ownership of site collections.

Additional custom user groups can be created to allow certain users to view reports, dashboard,

and monitor all requests and tasks.

To configure Account Manager for Governance Automation, click Account Manager in the

System group within the Settings page.

Managing Governance Automation Groups

In Account Manager, you can change the number of groups displayed per page by selecting the

desired number from the Show rows drop-down list in the top right-hand corner. To sort the

groups, click the sort ( ) button in a column heading such as Group Name, and Description.

You can perform the following actions in the Account Manager interface:

• Create Group ‒ Create groups of user accounts for Governance Automation. For

information about creating groups in Governance Automation, see Creating New

User Groups.

• Edit Group ‒ Modify custom user group information or reassign group

permissions. For information about editing groups in Governance Automation,

see Creating New User Groups.

• View User(s) ‒ View the user accounts within a selected group. Within the

groups, you can add or remove user accounts. For information about adding

users or removing user accounts, see Adding or Removing Users.


• Delete Group ‒ Remove a group from Governance Automation. A confirmation

window will pop up when you click Delete Group. Click OK to delete the selected

group, or click Cancel to return to the Account Manager interface without

deleting the selected group. Note that the Administrator Group and Business

User Groups cannot be deleted.

Managing Administrator Accounts

To view and manage the administrators for Governance Automation, in the Account Manager

interface, select Administrator Group and click View User(s) on the ribbon. All previously

configured administrators are listed in the Administrator Group interface.

In this interface, you can change the number of administrator accounts displayed per page by

selecting the desired number from the Show rows drop-down list in the top right-hand corner.

To sort the user accounts, click the sort ( ) button in a column heading such as Username and

Permission. Then choose Ascending or Descending. You can also filter Permission by clicking

the filter ( ) button.

You can perform the following actions in the Administrator Group interface:

• Add User ‒To add a user to the Administrator Group, click Add User on the

ribbon. You are brought to the Add User interface.

i. Add User(s) ‒ Enter the username of the users/groups you wish to add

into the text box. Then press Enter to check that the names are valid.

ii. Permissions ‒ Select the permission level for this administrator by

choosing the corresponding options. Full Control to all farms gives the

user control over all farms using Governance Automation, while Integrate

with SharePoint Permissions gives the user control to only farms that

they are a SharePoint administrator of.

iii. Click Save on the ribbon to save the configurations, or click Cancel to

return to the Administrator Group interface without saving any

configurations.

• Edit ‒To change the permission level of an administrator, select the user by

clicking the username, then click Edit on the ribbon. You are brought to the Edit

User interface. Select the permission level for this administrator by choosing the

corresponding options. Full Control to all farms gives the user control over all

farms using Governance Automation, while Integrate with SharePoint

Permissions gives the user control to only farms that they are a SharePoint

administrator of.

Click Save on the ribbon to save the modifications, or click Cancel to return to

the Administrator Group interface without modifying the settings of the

selected user.


• Remove User from Group ‒ To remove an administrator from Governance

Automation, select the user by clicking the username, then click Remove User

from Group on the ribbon. A confirmation window will pop up. Click OK to

delete the selected user, or click Cancel to return to the Administrator Group

interface without deleting the selected user.

Managing Business Users

To view and manage the business users for Governance Automation, in the Account Manager

interface, select Business User Group and click View User(s) on the ribbon. Click Back on the

ribbon to return to the Account Manager interface. All previously configured business users will

be listed in the Business User Group interface and you can perform the following actions.

• Add User ‒ To add a user to the Business User Group, click Add User on the

ribbon. You will be brought to the Add User interface. Enter the name of the

users/groups you wish to add in the text box. Then press Enter to check that the

names are valid.

Click Save on the ribbon to save the configurations, or click Cancel to return to

the Business User Group interface without saving any configurations.

• Remove User from Group‒ To remove a business user from Governance

Automation, select the user, then click Remove User from Group on the ribbon.

A confirmation window will pop up. Click OK to delete the selected user, or click

Cancel to return to the Business User Group interface without deleting the

selected user.

Creating New User Groups

To create a new user group for Governance Automation, in the Account Manager interface,

click Create Group on the ribbon. To modify a previously configured group, select the desired

group, and click Edit Group on the ribbon. These groups are aimed to give the business users’

permissions to view the reports, activities, requests, and tasks.

In the Create Group or Edit Group interface, configure the following settings:

1. Group Information ‒ Enter a Group Name in the provided text box. Then enter an

optional Group Description for group for future reference

2. Permissions ‒ Assign the permissions to the group by selecting the corresponding

checkbox.

*Note: You can select the Enable security trimming checkbox for Site Collection

Report or Site Report. If the security trimming is enabled, in Site Collection Report or

Site Report, the group users can only view site collections or sites to which they have the

following permissions:

• Site level permissions: Open and View Pages


• List level permissions: View Items

3. Click Save to save the configurations, or click Cancel to return to the Account Manager

interface without creating the group.

Adding or Removing Users

To add a user into a group, refer to the instructions below:

1. In the Account Manager interface, select a group by clicking the group name, and then

click View User(s) on the ribbon.

2. Within the group, click Add User on the ribbon. You will be brought to the Add User

interface.

3. Enter the name of the users/groups you wish to add in the text box. Then press Enter to

check that the names are valid.

4. Click Save on the ribbon to save the configurations, or click Cancel to return to the

group interface without adding any users.

To remove a user from a group, refer to the instructions below:

1. In the Account Manager interface, select a group by clicking the group name, and then

click View User(s) on the ribbon.

2. Within the group, select the desired user by clicking the Username, and click Remove

User from Group on the ribbon. Then a confirmation window will pop up.

3. Click OK to delete the selected user, or click Cancel to return to the group interface

without deleting the selected user.

Synchronizing Authentication Configuration Changes to Governance Automation

If you make authentication changes in DocAve and you wish to apply these authentication

configurations to Governance Automation, you must manually synchronize the changed

configurations to Governance Automation.

To perform the synchronization, click Synchronize Authentication in the Account Manager

interface.

A new tab appears with the Success message. The changed authentication configurations are

synchronized to Governance Automation successfully.

Enabling a User Profile Service The User Profile Service application in Microsoft SharePoint Server 2010/2013/2016 and

SharePoint Online stores user information in a central location. The User Profile Service

automatically retrieves user properties from SharePoint user profiles.


If you are using a custom database to store user information, refer to Retrieving User

Information from a Custom Database for instructions on synchronizing with AvePoint


To enable a User Profile Service for Governance Automation, navigate to the Governance

Automation homepage, click Settings, and then click User Profile Settings within the

SharePoint group.

Follow the instructions below to enable a User Profile Service:

1. In the User Profile Settings interface, select the Enable User Profile Settings checkbox

to have Governance Automation retrieve user properties from SharePoint user profiles.

2. Select a farm or My Registered Sites from the Farm Name drop-down list. This is the

location that will be leveraging the User Profile Service.

• If My Registered Sites is selected, the SharePoint Online Admin Center field

appears. Select an admin center from the drop-down list. The user profile of the

logged-in user’s mapped Office 365 account will be retrieved.

• If a farm is selected, the User Profile Service Name field appears. Select a User

Profile Service from the drop-down list.

*Note: User Profile Services that are shared with the selected farm can also be loaded.

3. Click Save on the ribbon to save the configurations, or click Cancel to return to the

Settings interface without saving the configurations.

Retrieving User Information from a Custom Database

To retrieve user information from a custom database, follow the instructions below:

1. Add the GAContract.dll file that is in …\AvePoint\GovernanceAutomation\bin as a

reference.

2. Make a class and inherit the ICustomRoleService interface.

3. Implement interface ICustomRoleService.

4. Note that the user data must contain the following information: IdentityName,

Manager, and IsDeleted.

5. Build the DLL file and add to …\AvePoint\GovernanceAutomation\bin

6. Navigate to …\AvePoint\GovernanceAutomation and right-click the Global.config file to

open with Notepad.

7. Find the LoadCustomRolesConfig node and modify the value to True.

8. Add the assembly information to the highlighted area below:


Figure 16: Modify the Global.config file.







13. Upon completion of the steps above, AvePoint Governance Automation will retrieve user

metadata from the customized database and synchronize user information.

Configuring Approval Process To create or manage approval processes, click Approval Process in the Administrator landing

page.

A Governance Automation approval process is a defined process to automatically obtain

approval for a SharePoint or DocAve management operation. With approval processes properly

configured, these operations can be completed efficiently by standardizing the process, without

human error.

In Approval Process Management, all of the Governance Automation approval processes you

have configured are displayed. You may change the number of approval processes displayed

per page, as well the order they are displayed in. To change the number of approval processes

displayed per page, select the desired number from the Show rows drop-down list in the top

right-hand corner. To sort the approval processes, click the sort ( ) button in a column heading

such as Approval Process, Category, Last Modified Time, and Created By.

You can customize how the approval processes are displayed in the following ways:

• Search – Allows you to filter approval processes displayed by the keyword you

designate. The Approval Process column and the Created By column support

searching for the desired approval process, and only the content in the column

displayed in the current view can be searched.

• Manage columns ( ) – You can manage which columns are displayed in the list

so that only information you want to see is displayed. Click the manage columns (


) button, then select the checkbox next to the column name to have that

column shown in the list. Click All to select the checkboxes of all columns and

have all columns displayed in the list or click None to deselect the checkboxes of

all columns and have none columns displayed in the list.

• Filter items ( ) – This allows you to filter which item in the list is displayed. Click

the filter items ( ) button of the column you want to filter, and then select the

checkbox next to the item name to have that item shown in the list.

You can perform the following actions in Approval Process Management:

• Create – Click Create on the ribbon to go to the Create Approval Process

interface. See Creating or Editing Approval Processes for details on creating a

new approval process.

• View Details – Click an approval process name for detailed information about

the approval process.

• Edit – Select an inactive approval process, and click Edit on the ribbon. See

Creating or Editing Approval Processes for details on editing an existing approval

process.

• Delete – Select an inactive approval process, and click Delete on the ribbon. A

confirmation window will pop up for this deletion. Click OK to delete the selected

approval process, or click Cancel to return to the Approval Process

Management interface without deleting the selected approval process.

• Activate – Select the approval processes you want to activate, and click Activate

on the ribbon. Active approval processes can be used in policies and services.

• Deactivate – Select the approval processes you want to deactivate, and click

Deactivate on the ribbon.

Creating or Editing Approval Processes

To create a new approval process, click Create on the ribbon in the Approval Process

Management interface. You will be brought to the Create Approval Process interface. To

modify a previously configured approval process, select the approval process in the Approval

Process Management interface, and click Edit on the ribbon.

Follow the instructions below to configure an approval process:

1. Approval Process Name – Enter a Name and an optional Description for this approval

process in the corresponding text boxes.

2. Approval Process Category – Categories are used to organize your Governance

Automation approval processes. Select an existing category from the drop-down list or

click Create New to create a new one.

3. Approval Process Stages – Choose the approval method:


• Use approval stages – Choose Use approval stages and select the number of

approval stages. Having multiple approval stages provides flexibility based on

your governance needs. You can also select to automatically approve the task if

the requester and the approver are the same person.

• Auto-approve – Choose Auto-approve and services using this approval process

will be performed automatically upon request.

• Integrate with SharePoint Workflow – Choose Integrate with SharePoint

Workflow, then select a SharePoint Workflow integration profile and a

SharePoint Workflow. For more information about SharePoint Workflow

integration profiles, refer to Creating or Editing SharePoint Workflow Integration

Profiles.

The approval process will be executed according to the selected workflow.

*Note: The approval process with Integrate with SharePoint Workflow enabled

can only be applied to the following services or site collection policy fields:

Create Site Collection Service

Create Site Service

Create My Site Service

Content Move Service

Content Migration Service

Site Lifecycle Management Service

Grant Permissions Service

Site Collection Lifecycle Management Service, the approval processes for

this service are selected in the Site Collection Lifecycle Management

Request Types section within the related site collection policy.

Site Collection Policy: Site Collection Inactivity Threshold

Management/Site Collection Lease Period Management > Enable

automated locking > Start an additional site collection lifecycle

action to escalate > Use a unique approval process for this

automated action.

• Integrate with K2 Workflow – Choose Integrate with K2 Workflow, then

configure the following settings:

K2 Workflow server host – Enter the hostname of the K2 Workflow

server.

K2 Workflow manager port – Enter the port number of K2 Workflow

manager.


K2 Workflow name – Select the K2 Workflow that will be used to execute

the approval process.

To integrate the Governance Automation approval processes with K2 Workflow,

you must build the communication between Governance Automation and K2

Workflow, and add specific Web API. For more information. Refer to Appendix G:

Building the Communication between Governance Automation and K2 Workflow

and Appendix H: Web API for K2 Workflow Integration.

*Note: The approval process with Integrate with K2 Workflow enabled cannot

be applied to:

Clone or Transfer User Permissions Service

Change Permissions Service

Site Collection Policy

▪ DocAve Configurations > Enable site collection content

archival using DocAve Archiver

▪ DocAve Configurations > Enable site collection content

archival using DocAve RevIM

▪ Site Collection Inactivity Threshold Management > Generate a

site collection inactivity threshold task when the site

collection has not been accessed for a specific period of time

▪ Site Collection Lease Period Management > Generate a site

collection lease period task when the site collection is created

or when the site collection lease is extended a specific period of

time

Recertification Profile

4. CC – Specify additional users who you want to be notified when the service request is

completed without assigning tasks to them. By default, Governance Automation will

notify all of the approvers and the requester upon request completion. Enter the

usernames in the provided text box. Press Enter to check that the names are valid.

You can also enter $ to select the following roles:

• $Managers of Approvers

*Note: If you choose Auto-approve, Integrate with SharePoint Workflow, or

Integrate with K2 Workflow in Approval Process Stages, this role is

unavailable.

• $Administrator Contact

• $Requester

• $Manager of Requester


• $Primary Site Collection Contact

• $Secondary Site Collection Contact

• $Primary Site Contact

• $Secondary Site Contact

• $Primary Site Collection Administrator

• $Secondary Site Collection Administrator

• $Farm Administrator

• $New Site Contact

• $Managers of Previous Stage Approvers

• $Source User

• $Target User

• $New Site Collection Contact/Administrator

• $Primary Site Contact of Source

• $Secondary Site Contact of Source

• $Primary Site Contact of Target

• $Secondary Site Contact of Target

• $Approvers

• $Site Members

• $Site Owners

• $Designers

• $Hierarchy Managers

• $Quick Deploy Users

• $Additional Site Collection Administrators

• $Farm Administrator of Source

• $Farm Administrator of Target

• $Primary Site Collection Contact of Source

• $Primary Site Collection Contact of Target

• $Secondary Site Collection Contact of Source

• $Secondary Site Collection Contact of Target

• $Primary Site Collection Administrator of Source

• $Primary Site Collection Administrator of Target


• $Secondary Site Collection Administrator of Source

• $Secondary Site Collection Administrator of Target

• $Additional Site Collection Administrators of Source

• $Additional Site Collection Administrators of Target

For detailed descriptions of roles, refer to Appendix A: Supported Variable Roles.

5. Select a Completion E-mail Template for this notification from the drop-down list. The

Completion E-mail Template can be configured in the Settings of Governance

Automation.

6. If you select Auto-approve, skip the following steps and choose one of the following

options:

• Click Save to save all of the configurations and return to the Approval Process

Management interface.

• Click Save and Activate to save all of the configurations and activate this

approval process.

• Click Cancel to return to the Approval Process Management interface without

saving any changes.

7. If you chose to use approval stages, continue to the Stage One Configurations.

8. Stage Name – Enter a Name for the first level stage. By default, its name is First Stage

Approval. Then enter an optional Description for future reference.

9. Approver(s) – Specify the first stage approvers. All approvers will be assigned a task

when this approval process starts.

*Note: In order to leverage role based approval, User Profile Service must be configured

and enabled in at least one of your SharePoint farms, and be enabled in Governance

Automation Settings.

• Specify the Role – Specify the approver relevant to the user making the request.

This may be preferable to specifying specific users since role based approval can

adapt to personnel shifts in your organization.

Enter $ in the Assign To text box and a list of roles appear in the drop-down list.

Select the role of the person designated to be the approver for this approval

stage from the drop-down list. You can enter more than one role, but if more

than one role is appointed for a given stage, all approvers of all selected roles for

that stage must approve the request in order to proceed to the next approval

stage.

The following roles are available, but the roles vary when specifying roles in

different types of services. For detailed descriptions of roles, refer to Appendix A:

Supported Variable Roles.


$Farm Administrator

$Primary Site Collection Contact

$Secondary Site Collection Contact

$Primary Site Contact

$Secondary Site Contact

$Primary Site Collection Administrator

$Secondary Site Collection Administrator

$Additional Site Collection Administrators

$Farm Administrator of Source

$Primary Site Collection Contact of Source

$Secondary Site Collection Contact of Source

$Primary Site Contact of Source

$Secondary Site Contact of Source

$Primary Site Collection Administrator of Source

$Secondary Site Collection Administrator of Source

$Additional Site Collection Administrators of Source

$Farm Administrator of Target

$Primary Site Collection Contact of Target

$Secondary Site Collection Contact of Target

$Primary Site Contact of Target

$Secondary Site Contact of Target

$Primary Site Collection Administrator of Target

$Secondary Site Collection Administrator of Target

$Additional Site Collection Administrators of Target

$Source User

$Target User

$New Site Collection Contact/Administrator

$New Site Contact

$Managers of Previous Stage Approvers

$Requester

$Manager of Requester


$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users

$SharePoint Group (“Group Name”)

$Site Collection Metadata ("Metadata Name")

$Site Metadata ("Metadata Name")

$Service Metadata ("Metadata Name")

An existing Lookup/Person or Group metadata with the Allow a variable

role reference to this metadata in the approval process option

enabled.

Note the following if $Requester is selected as the approver:

When the requester is the only approver, the task will be approved

automatically.

If the requester is one of the approvers and the approval order is One at

a time (serial), the task generated for the requester is approved

automatically and a new task is assigned for the next approver.

When the requester is one of the approvers and the approval order is All

at once (parallel), the task generated for the requester is approved

automatically. The approval stage will be complete if Allow the approval

stage to complete when one approver approves is selected. Otherwise,

the approval stage will not be complete until the other approvers

approve.

When there are multiple approval stages (the requester is one of the

approvers) and the approval order is One at a time (serial), the task

generated for the requester will not be approved automatically if the

request is modified by other approvers before the task is assigned to the

requester.

For tasks that contains a report (including Clone or Transfer User

Permissions tasks, Grant Permissions tasks, Change Permissions tasks,

Manual Archive tasks, and Permission Recertification tasks), they will not

be approved automatically and the requester must manually approve the

task.


*Note: If you are editing an approval process that has been applied to existing

services or site collection policies, and you add unsupported roles to the existing

services or site collection policies, a window will appear to remind you that these

roles are unsupported when you click Save or Save and Activate. Hover the

mouse over the warning ( ) icon to the left of the roles. The names of the

services or site collection policies that do not support the roles will be displayed.

If multiple roles are entered, choose the order in which those tasks are assigned

from the Order drop-down list:

One at a time (serial) – The users of your selected roles must approve

one after another. If an approver of one role rejects the request, the

approver of the next role will not be asked for approval.

All at once (parallel) – The users of all selected roles will be notified at

the same time. If an approver of any role rejects the request, the request

will be rejected.

*Note: If this approval method is selected, you can further select Allow

the approval stage to complete when one approver approves. If one

of the selected users approves it, the request will complete.

• Specify the User – Enter the names of the users you wish to designate as

approvers for this stage of the approval process. Press Enter to verify that the

names are valid.

If multiple users are entered, choose the order in which those tasks are assigned

from the Order drop-down list:

One at a time (serial) – The users you have selected must approve one

after another. If an approver rejects the request, the next approver will not

be asked for approval.

All at once (parallel) – All selected users will be notified at the same

time. If any approver rejects the request, the request will be rejected.

• Specify the Group – Enter the names of the groups you wish to designate as

approvers for this stage of the approval process. Press Enter to verify that the

names are valid. Governance Automation will assign the task to the groups. If the

login user is a member of the groups, the task will be displayed in My Tasks

interface. The task will be approved once any single member of the group

approves it.

If multiple groups are entered, choose the order in which those tasks are

assigned from the Order drop-down list:

One at a time (serial) – The groups you have entered must approve one

after another. When a user of the first group approves the task, the task is

assigned to the next group. If a group user rejects the request, the next

group will not be asked for approval.


All at once (parallel) – The task is assigned to all of the entered groups.

If any group user rejects the request, the request will be rejected.

You can also choose Allow approvers to reassign tasks to others. If the

checkbox is selected, the approver can reassign the task to another user.

10. E-mail Settings – Configure settings for e-mail notifications for this approval process. By

default, the Notify the approver when the task is assigned checkbox and the Notify

the requester when the request is rejected checkbox are selected. You can notify the

requester once the request is approved by selecting the Notify the requester when the

request is approved checkbox. Select the e-mail template you wish to use for each

notification from the corresponding drop-down list.

*Note: If you choose Integrate with SharePoint Workflow or Integrate with K2

Workflow in Approval Process Stages, the Notify the approver when the task is

assigned checkbox is unavailable.

*Note: E-mail templates are configured in E-mail Template section in Settings.

11. Duration and Escalation – Select the Enable Duration and Escalation checkbox to

notify the escalation user that the original task has not been handled within the specified

amount of time. A task will be assigned to the escalation user to continue the approval

process. Make sure that the user receiving the escalated task has the right permissions to

handle the task.

Click Add Escalation to add an escalation. Configure the following settings in the Add

Escalation window:

a. Reminder – You can choose whether to enable reminder before the escalation. If

enabled, a notification e-mail will be sent to the approver to notify the task.

i. Select the E-mail Template from the drop-down list for the notification

e-mail.

ii. Define the time you want to send the notification e-mail before the

escalation. Enter a number in the text box and select either Day(s) or

Week(s) as a time unit.

iii. Enable recurrent reminder –You can choose to enable recurrent

reminder to re-send the notification e-mail in schedule. Enter a number in

the text box to define the schedule.

b. Duration and Escalation – Define how much time to allow an approver for

completion of his task before it is escalated and select the escalation action.

i. Duration – Enter a number in the Duration text box for the amount of

time allowed before the task is escalated, and select either Day(s),

Week(s) as the time unit for the duration.

ii. Escalation – Choose the action that the escalation will trigger from the

drop-down list.


▪ Notify – The entered users or groups will be notified when the

task is escalated. Enter the usernames or groups names in the text

box. These corresponding users are the persons who you want to

notify to be responsible for this case. Press Enter to check that the

name is valid. These users will be notified once the amount of time

specified as the duration passes.

▪ Reassign to – The task will be reassigned to the entered user or

group when the task is escalated. Enter the username or group

name in the text box. The user or group users are the persons who

you want this task to be reassigned to. Press Enter to check that

the name is valid. The task will be reassigned to the selected user

or every user in the selected group once the amount of time

specified as the duration passes, and these users will receive e-

mails to be notified that the task is reassigned to him or her. If the

group is selected here, the task will be completed once any of the

users in the group handles the task.

*Note: The task can only be re-assigned to one user or one group.

You may also enter $ to select the role in the text box to notify or reassign

the task. The following roles are available:

▪ $Primary Site Collection Contact

▪ $Secondary Site Collection Contact

▪ $Manager of Requester

▪ $Managers of Approvers

▪ $Current Stage Approvers

▪ $Manager of Source User

▪ $Manager of Target User

▪ $Approvers

▪ $Site Members

▪ $Site Owners

▪ $Designers

▪ $Hierarchy Managers

▪ $Quick Deploy Users

▪ $Service Metadata ("Metadata Name")

An existing Lookup/Person or Group metadata with the Allow a

variable role reference to this metadata in the approval

process option enabled.


▪ $Site Collection Metadata ("Metadata Name")

▪ $Site Metadata ("Metadata Name")

▪ SharePoint Group ("Metadata Name")

For detailed descriptions of roles, refer to Appendix A: Supported Variable

Roles.

iii. Select an e-mail template for the notification sent when this approval task

is escalated.

iv. Click Save to add the escalation or click Cancel to return to the Create

Approval Process interface without saving any changes.

You can add more escalations by repeating the steps above. After you have added the

escalations, you can proceed the following operations:

• Change the order of an added escalation by selecting your desired order from

the drop-down list in the Order column.

• Edit an added escalation by clicking the edit ( ) button. In the Edit Escalation

window, edit any of the editable field you want to edit. Click Save to save your

changes or click Cancel to return to the Create Approval Process interface

without saving any changes.

• Delete an added escalation by clicking the delete ( ) button.

12. If more than one approval stage was selected, follow the instructions for Stage One

Configurations for the remaining stages.

13. At any time, click the arrow on the left-hand side to return to the previous step to check

or modify your configurations. When you have finished, choose one of the following

options:

• Click Save to save all of the configurations and return to the Approval Process


• Click Save and Activate to save all of the configurations and change the status

to Active.

• Click Cancel to return to the Approval Process Management interface without

saving any changes.

Building Customized Approval Processes

To add customized logic into an approval process before or after approval, follow the

instructions below:

1. Build a customized DLL file and add to …\AvePoint\GovernanceAutomation\bin.

2. Navigate to …\AvePoint\GovernanceAutomation\config and right-click the Global.config

file to open with Notepad.


3. Find the WorkflowEvents node.

4. If you wish to add customized logic into an approval process before approval, find the

child node BeforeApproval.

• Modify the value of CustomMethod Enable to true.

• Add the required information as the screenshot shows below.

Assembly – The corresponding DLL information.

Type – The class that the called method resides.

MethodName – The name of the called method. Note that you can only

define one parameter here and the type of the parameter and the

returned value must be object.

Figure 17: Build customized approval process (1).

• In the AgentProcess node, define the value of AgentProcess Enabled to choose

whether to call the EXE file resides in the Agent server. Modify the value of

WaitingForFinishing to choose to return the value when the process is finished.

*Note: The EXE file name must be the same as the name of the service for the

corresponding request.

*Note: If there are multiple Agents within a farm, make sure that the EXE file

exists in each Agent server.

Figure 18: Build customized approval process (2).

5. If you wish to add customized logic into an approval process after approval, find the

child node AfterApproval and then define the values as shown in BeforeApproval.


7. Navigate to Start > Administrative Tools > Services; restart the Governance

Automation Timer Service and the Governance Automation Workflow Service.





*Note: If you modify the value of Enabled to true in the above node, the custom

approval process will take effects for all service type approval process.

Configuring Policies To create or manage policies, click Policy in the Administrator landing page, or click Policy

Management in the navigation bar.

A policy is an organization-wide set of rules and standards for governing specific SharePoint and

DocAve operations. Policies can be applied to services to enable automatic provisioning of

SharePoint objects. This allows for greater efficiency in provisioning SharePoint objects as

identical SharePoint and DocAve operations can be carried out and repeated by Governance

Automation rather than an administrator. This also helps reduce human error since a correctly

set policy will apply the same settings to all services associated with that policy.

In Policy Management, all of the Governance Automation policies you have configured are

displayed. You may change the number of policies displayed per page, as well the order they are

displayed in. To change the number of policies displayed per page, select the desired number

from the Show rows drop-down list in the upper right-hand corner. To sort the policies, click

the sort ( ) button in a column heading such as Policy, Category, Last Modified Time, and

Created By then select Ascending or Descending.

You can customize how the policies are displayed in the following ways:

• Search – Find policies based on the keywords entered. The Policy column and the

Created By column support searching for the desired policies, and only the

content in the column displayed in the current view can be searched.




column shown in the list.




You can perform the following actions in Policy Management:

• Create – Click Create on the ribbon to display the Create New interface.

• View Details – Click the policy name to see detailed information.

• Edit – Select an inactive policy, and click Edit on the ribbon.


• Delete – Select an inactive policy, and click Delete on the ribbon. A confirmation

window will pop up for this deletion. Click OK to delete the selected policy, or

click Cancel to return to the Policy Management interface without deleting the

selected policy.

• Copy – Duplicate the existing policy to make minor changes in order to save as a

new policy. Select a desired policy by selecting the corresponding checkbox. Click

Copy on the ribbon, and make the desired modifications.

• Activate – Select inactive policies, and click Activate on the ribbon to activate

them.

• Deactivate – Select active policies, and click Deactivate on the ribbon to

deactivate them. Make sure to deactivate all services that use the policies you

want to deactivate.

• Print – Select the policies you want to print and click Print Preview on the

ribbon. Click Print on the ribbon. The print configuration page of your browser

appears. Configure your desired settings and print the policy settings.

*Note: To avoid performance issues, AvePoint recommends that no more than

ten policies are printed at once.

*Note: In the Print Preview window, the detailed settings of all sections are

displayed by default. If the detailed setting of a section is hidden by clicking the

hide ( ) button, the detailed setting of this section will not be printed.

Creating or Editing Site Collection Policies

Site collection policy allows you to customize rules to automatically manage your site collection

and integrate DocAve features with the site collection once it is created successfully. Site

collection policies can be used in the Create Site Collection service. Site collection policies work

in conjunction with Site Collection Lifecycle Management services to not only automatically

govern site collections associated with each policy, but also empowers business users to easily

manage the lifecycle of the site collections they own.

To create a site collection policy, click Create on the ribbon on the Policy Management page,

and then click Site Collection Policy on the Create New page. To modify a previously

configured policy, select the inactive policy on the Policy Management page, and click Edit on

the ribbon.

*Note: When you click Edit on the ribbon, a pop-up window appears to inform you that

changes made to this policy will not take effect on the previously created site collection in which

this policy is applied, except for the change to the Enable Site Collection Policy Change

option. Click OK to go to the Edit Policy interface, or click Cancel to close the pop-up window.

The site collection policy settings vary for SharePoint on-premises farm and SharePoint Online

sites.


• If you select a specific farm in the Farm section to configure site collection

policies for SharePoint on-premises, refer to Creating or Editing Site Collection

Policies for SharePoint On-Premises.

• If you select My Registered Sites in the Farm section to configure site collection

policies for SharePoint Online sites, refer to Creating or Editing Site Collection

Policies for SharePoint Online.

Creating or Editing Site Collection Policies for SharePoint On-Premises

In the interface for creating or editing a site collection policy, configure the following settings:

1. Configuring the following basic information for the policy:

a. Policy Name and Description – Enter a Name for the new policy. Then enter an

optional Description for future reference in the Description text box.

b. Policy Category – Categories are used to organize Governance Automation

policies. Select an existing category from the drop-down list or create a new

category for this policy by clicking Create New then configuring the new

category in the Create Category interface.

c. Farm – Select the farm you want this policy to cover from the drop-down list. The

farms displayed here are the ones that are managed by DocAve.

2. Click the arrow on the right-hand side to continue.

3. Configure the following SharePoint related settings for the site collections.

• Content Database – Select a database for the policy to store the site collection.

Select one of the following options:

Use default content database – Use the Web application’s default

content database to store the newly created site collection. This option

will also allow you to select any other existing databases.

*Note: If there are host-named site collections in the selected farm, the

host headers of the host-named site collections are displayed in the Host

Header column. Select the content database for each host header. When

using the host header to create host-named site collections based on this

site collection policy, the host-named site collections will be created in the

selected content database.

Generate database automatically – Generate a new database for the site

collection automatically each time when creating a new site collection.

Create a new database – Create a new database depending on the

dynamic name rules. Enter the name rule in the Database Name text box.

The name rule as follows:

▪ $WebAppSubDomain – Represents the sub domain of the Web

application.


▪ $WebAppPort – Represents the port of the Web application.

▪ $ManagedPath – Represents the managed path of the site

collection URL.

▪ $SiteUrl – Represents the relative URL of the site collection.

For example, the URL of the site collection you want to create is

http://sp.avepoint.net:8080/sites/dev. Enter

SPDB_$WebAppSubDomain_$SiteUrl in the text box. The content

database name will be SPDB_sp_dev.

*Note: All site collections created with services associated with this policy

will all be using this content database.

Use content database policy – Select a content database policy and

apply the rules in the content database policy to create the content

database. Select a previously created content database policy from the

drop-down list or click Create New to create a new one in the pop-up

window. For more information, refer to Creating or Editing Content

Database Policies.

• Site Collection Quota Template – Select a predefined Quota Template for the

site collection to limit the amount of storage available on the site collection from

the drop-down list. Quota templates are configured in the SharePoint.

• SharePoint Designer Configuration – Select the Enable SharePoint Designer

checkbox to allow Site Owners and Designers to edit the sites in this site

collection using SharePoint Designer. Site Collection Administrators will always be

able to edit sites regardless of this configuration.

• Site Maximum Depth Limit – Site Depth limits the layers of sites that can be

created under a site collection. Select Maximum depth and then enter a number

that is less than 12 in the provided text box. Note that if you enter 1 as the site

depth, sites cannot be created under site collections applied with this site

collection policy.

• Site Policy Bar – Choose to display the site policy bar on the chrome bar within

SharePoint sites.

*Note: To use this feature, the Governance Automation Policy Bar solution must

be deployed to SharePoint. For more information about how to deploy the

solution, refer to Deploying the Governance Automation Policy Bar Solution.

After the solution is deployed, select the Display site policy bar within

SharePoint sites checkbox and then configure the following settings:

Policy icon image – Select the image for the policy icon. Click Browse

and then select the image file. The following image formats are

supported: .gif, .jpg, .png, .bmp, and .tiff.


Bar background color – Select the background color for the site policy

bar.

Policy details reference URL – Enter the reference URL where users can

view details of the policy. Click Validation Test to open the reference URL

in a new tab and check whether the URL is valid.

*Note: The URL must begin with http://, https://, mailto:, new:, ftp://, /, or

#.


5. Configure this policy to utilize DocAve products:

• Enable Granular Backup – Select this checkbox to include the site collection in a

Granular Backup plan to provide data protection for site collections associated

with this policy.

*Note: If this option is enabled, do not activate this policy until you have

configured the appropriate filter policy and added it to the selected Granular

Backup plan.

For more information on how to configure filter policies for DocAve Granular

Backup and Restore to provide data protection for site collections created by

Governance Automation that are associated with this policy, refer to Configuring

Filter Policy to Use DocAve Granular Backup.

• Activate Connector Content Library Feature – Select this checkbox to have

DocAve Content Library enabled so that DocAve Connector can provide users

with access to their documents outside of SharePoint. Note that the Connector

solution needs to be deployed to the farm covered by this policy.

• Activate Connector Media Library Feature – Select this checkbox to have

DocAve Content Library enabled so that DocAve Connector can provide users

with access to their multimedia files outside of SharePoint. Note that the

Connector solution needs to be deployed to the farm covered by this policy.

• Activate File Share Navigator Feature (Does not support SharePoint 2016) –

Select this checkbox to enables Governance Automation managed site collections

to host links to file share content, thereby empowering organizations to leverage

SharePoint as the presentation layer for its file shares without using valuable

space on SQL Servers.

• Enable site collection content archival using DocAve Archiver – Select this

checkbox to allow content in the site collections associated with this policy to be

archived by DocAve Archiver after manual approval. You must then select an

Archiver Profile and an approval process.

When there is site collection content that meets the Archiver rule, a manual

archive task (which contains a report of all content that meets the archive rules)

will be generated. The task will be assigned to the approver with a report,


allowing the approver to select on the report which content to be archived. When

the modified report is uploaded and the manual archive task is approved, the

selected content will be archived. For more information about the manual archive

task, refer to Managing Clone or Transfer User Permissions and Manual Archive

Tasks.

For more information on how to configure DocAve Archiver to help reduce

storage cost by scheduling site collections created by Governance Automation

that are associated with a policy which has this setting enabled to be extracted

from SharePoint and stored in more economical storage devices, refer to

Appendix C: Configuring DocAve 6 Archiver Profiles.

*Note: Make sure the Enable manual approval checkbox is selected in the

applied Archiver rule. Otherwise the Governance Automation manual archive task

will not be generated.

• Enable site collection content archival using AvePoint Records – Select this

checkbox to allow the archival job of content in the site collections associated

with this policy to be managed by AvePoint Records, and to allow the content in

the site collections to be archived by DocAve Archiver after manual approval. You

must then select an approval process.

When site collection content is applied with the AvePoint Records term that

associated with business rules and an archival job has started in AvePoint

Records, a manual archive task (which contains a report of all of the content that

meets the criteria) will be generated. The task will be assigned to the approver

with a report, allowing the approver to select on the report which content to be

archived. When the modified report is uploaded and the manual archive task is

approved, the selected content will be archived. For more information about the

manual archive task, refer to Managing Clone or Transfer User Permissions and

Manual Archive Tasks.

For more information about how to configure AvePoint Records to manage the

archival job of site collection content, refer to the AvePoint Records User Guide.


applied rule in AvePoint Records and in DocAve Archiver. Otherwise the

Governance Automation manual archive task will not be generated.

• Enable Scheduled Storage Manager – Select this checkbox to externalize BLOBs

from SQL server database to file-based storage for content in site collections

associated with this policy using DocAve Scheduled Storage Manager. Select a

Storage Manager Profile for site collections associated with this policy.

*Note: RBS must be enabled as the BLOB provider for the farm selected in this

policy, and if you chose not to use the default content database when

configuring Content Database for this policy, the Include New Content Database

option must be enabled for the BLOB Provider. Since BLOBs are externalized on a

https://avepointcdn.azureedge.net/assets/webhelp/avepoint-records/index.htm


schedule, the new database will not be affected until the next time the Storage

Manager job is scheduled to run. For details on how to configure Scheduled

Storage Manager Profiles and BLOB provider, see the DocAve 6 Storage Manager

User Guide.

• Enable Auditing – Select this checkbox to include the site collection into an

Audit Controller plan in DocAve Report Center to record all events of site

collections associated with this policy.


configured the appropriate filter policy and added it to the selected Audit

Controller plan. For more information on how to configure filter policy, refer to

Configuring Filter Policy to Use Audit Controller in DocAve Report Center.

• Enable Policy Enforcer – Select this checkbox to have DocAve Policy Enforcer

rules applied to the site collections. Policy Enforcer ensures that all actions and

changes to the site collections fall within your previously configured rules by

continuously monitoring and taking action on the site collections. Select a Policy

Enforcer profile from the drop-down list. For details on how to configure Policy

Enforcer profiles, refer to Appendix E: Configuring a Policy Enforcer Profile.

• Enable Deactivated Account Cleaner – Select this checkbox to include the site

collection into a Deactivated Account Cleaner plan so that the deactivated and

non-existent AD accounts can be removed from your site collection and their

permissions can be transferred to available users.


configured the appropriate filter policy and added it to the selected Deactivated

Account Cleaner plan.

For more information on how to configure filter policies for DocAve

Administrator’s Deactivated Account Cleaner plans for site collections created by


Filter Policy to Use Deactivated Account Cleaner in DocAve Administrator.

• Enable Vault for Site Collection Content (Does not support SharePoint 2016) –

Select this checkbox to allow you to export the SharePoint content in this site

collection to an external storage system for further management by Autonomy or

Concordance platforms.

• Enable Deployment Manager – Select this checkbox to include the site

collection into a Deployment Manager plan so that the site collection can be

deployed effectively. Select a plan from the drop-down list.

For information about what kinds of Deployment Manager plans can be loaded

here, refer to the conditions in Create Site Collection Service. For more

information on how to configure the Deployment Manager plan, refer to

Appendix D: Configuring DocAve Deployment Manager Plans.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Storage_Manager_User_Guide.pdf

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Storage_Manager_User_Guide.pdf


• Enable Usage Pattern Alerting – Select this checkbox to include the site

collection in a Usage Pattern Alerting plan, so that user activities within the site

collection will be monitored according to the configured rule profile and custom

action profile. For more information on how to configure Usage Pattern Alerting

plans, refer to Appendix F: Configuring a Usage Pattern Alerting Plan.


7. Site Collection Lifecycle Management Request Types – Choose to enable request

types for the Site Collection Lifecycle Management service. The request types that you

selected in this section will be available for business users in the following situations:

• If Enable archiving of entire site collection and Enable deletion of entire site

collection are selected here, Archive Site Collection and Delete Site Collection

will be the available lifecycle actions in: Site Collection Inactivity Threshold

Management and Site Collection Lease Period Management.

• Business users can submit Site Collection Lifecycle Management service requests

for the corresponding site collections based on the enabled request types.

Enable the following request types by selecting the corresponding checkboxes. For each

request type, you can choose to Use the default approval process, select a previously

created approval process from the drop-down list, or click Create New to create a new

approval process.

• Enable archiving of entire site collection – Allows the entire site collection to

be moved from SharePoint to an external storage based on the DocAve Archiver

profile associated with this policy. Select an Archiver profile from the Profile

drop-down list.

*Note: The Archiver profile that has a rule with the Enable manual approval

option enabled is filtered out here.


storage costs, refer to Appendix C: Configuring DocAve 6 Archiver Profiles.

To notify selected users when the archiving is completed, select the Notify the

following people when the lifecycle action is completed checkbox, and then

enter their usernames or group names in the following text box. You can also

enter $ to select the following roles:





$Approvers

$Site Members


$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users




This notification e-mail uses the e-mail template selected from the E-mail

template drop-down list.

• Enable deletion of entire site collection – Allows the entire site collection to be

deleted upon request.

To notify selected users when the deletion is completed, select the Notify the








$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users







• Enable extension of site collection lease – Allows the lease of the site collection

to be extended upon request. You can choose one of the following methods to

set limitations on the extension:

Each extension must be a specific period of time – Enter a number in the

text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Each extension cannot exceed a specific period of time – Enter a number

in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time

unit.

Note the following:

o If a business user requests for extending lease when a site collection’s

lease has expired, the new lease will be calculated from the date the Site

Collection Lifecycle Management request is approved.

o If a business user requests for extending lease when a site collection’s

lease has not expired, the lease that the site collection will have is the

extended lease period plus the remaining time of the old lease.

• Enable site collection policy change – Allows business users to request a

different policy for site collections created with this policy.

• Enable site collection unlocking – Allows business users to request for

unlocking a locked site collection.

• Enable site collection locking – Allows business users to request locking an

unlocked site collection.

To notify selected users when the site collection has been locked, select the

Notify the following people when the lifecycle action is completed checkbox,

and then enter their usernames or group names in the following text box. You

can also enter $ to select the following roles:





$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users







• Enable site collection quota change – Allows business users to request for

changing the site collection quota. If enabled, choose one of the following

options:

Allow quota change to all available quota templates –Allows business

users to select any one of the available quota templates as the new quota

template.

Allow a single level quota upgrade or downgrade – Only the quota

template that is larger than the currently used quota template and the

quota template that is smaller than the currently used quota template are

loaded and available to select in the request.

8. Site Collection Inactivity Threshold Management – It helps manage the unused site

collections in your SharePoint environment. Configure the following inactivity threshold

management settings:

a. Enable site collection inactivity threshold – Select this checkbox to enable the

inactivity threshold for the site collection. If the site collection is not accessed

within the amount of time entered here, a site collection inactivity threshold task

will be assigned to the business user.

For more information about how site collection inactivity is calculated by

Governance Automation and AvePoint Cloud Governance, refer to the AvePoint

Knowledge Base article http://www.avepoint.com/community/kb/how-site-

collection-inactivity-is-calculated-by-governance-automation/.

The business user can choose to continue the site collection access, archive the

site collection, delete the site collection, or change the site collection policy. Enter

a number in the text box and select Day(s), Week(s), Month(s), or Year(s) as a

time unit.

b. Approval Process – Select a previously created approval process from the drop-

down list for the inactivity threshold task, or click Create New to create a new

approval process for the inactivity threshold task. Note that multiple stages

approval is supported for the inactivity threshold task.

If the configurations of the selected approval process do not meet your

requirements, click Create from This Existing Approval Process to create a new

approval process on the basis of the selected approval process.

http://www.avepoint.com/community/kb/how-site-collection-inactivity-is-calculated-by-governance-automation/



c. Enable automated locking – You can select Enable automated locking to lock

the site collection if the inactivity threshold task is not completed within the

amount of time defined here. Enter a number in the text box and select Day(s),

Week(s), Month(s), or Year(s) as a time unit.

d. Notify the inactivity threshold task approvers –You can select this checkbox to

notify the inactivity threshold task approvers a certain time before the site

collection is locked. Select the E-mail template from the drop-down list for the

notification e-mail sent to the inactivity threshold task approvers.

e. Repeat notification before escalation – You can repeat sending notification e-

mail in schedule until the site collection is locked. Enter a number in the text box

and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

f. Lock status for the site collection – Choose the lock status for the site

collection, Adding content prevented, Read-only (blocks additions, updates,

and deletions), or No access.

You can select to Notify the following people when the site collection is

locked. Enter the usernames or group names of the people you want to notify in

the text box. You can also enter $ to select the following roles:





$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users




Select the E-mail template from the drop-down list for the notification e-mail

sent to the selected user.

g. Start an additional site collection lifecycle action to escalate – You can select

this checkbox to generate a site collection lifecycle action task after the site


collection is locked a certain time. Enter a number in the text box and select

Day(s), Week(s), Month(s), or Year(s) as a time unit.

h. Lifecycle action – Select a lifecycle action from the drop-down list for the

escalation. The available actions depend on the options you select in the Site

Collection Lifecycle Management Request Types section.

*Note: By default, this action will be subject to the approval process selected in

the Site Collection Lifecycle Management Request Types section of this policy.

i. Use a unique approval process for this automated action – You can select a

unique approval process instead of the default one for the lifecycle action task.

Select a previously created approval process from the drop-down list, or click

Create New to create a new approval process.

j. Notify the inactivity threshold task approvers – Select this checkbox to notify

the inactivity threshold task approvers a certain time before generating the

lifecycle action task. Enter a number in the text box and select Day(s), Week(s),

Month(s), or Year(s) as a time unit. Select the E-mail template from the drop-

down list for the notification e-mail sent to the inactivity threshold task

approvers.

k. Repeat notification before escalation – Select this checkbox to repeat sending

notification e-mail to the inactivity threshold task approvers in schedule until the

lifecycle action is executed. Enter a number in the text box and select Day(s),

Week(s), Month(s), or Year(s) as a time unit. This notification e-mail uses the e-

mail template selected in Notify the inactivity threshold task approvers.

9. Site Collection Lease Period Management – A site collection lease period is the

amount of time a site collection is available for use. Site Collection Lease Period

Management helps manage the expired site collections in your SharePoint environment.

Configure the following lease period management settings:

a. Enable site collection lease period – Select this checkbox to enable the lease

period for the site collection. If the site collection is created or when the site

collection lease is extended the amount of time entered here, a site collection

lease period task will be assigned to the business user.

The business user can choose to extend the site collection lease period, archive

the site collection, delete the site collection, or change the site collection policy.

Enter a number in the text box and select Day(s), Week(s), Month(s), or Year(s)

as a time unit.


down list for the lease period task, or click Create New to create a new approval

process for the lease period task. Note that multiple stages approval is supported

for the inactivity threshold task.





c. Enable automated locking – Optionally, select Enable automated locking to

lock the site collection if the lease period task is not completed after the amount

of time defined here. Enter a number in the text box and select Day(s), Week(s),

Month(s), or Year(s) as a time unit.

d. Notify the lease period task approvers – You can select this checkbox to notify

the lease period task approvers a certain time before the site collection is locked.


sent to the lease period task approvers.




f. Lock status for the site collection – Choose the lock status for the site

collection, Adding content prevented, Read-only (blocks additions, updates,

and deletions), or No access.








$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users












escalation. The available actions depend on the options you select in the Site

Collection Lifecycle Management Request Types section.







j. Notify the lease period task approvers – Select this checkbox to notify the

lease period task approvers a certain time before generating the lifecycle action

task. Enter a number in the text box and select Day(s), Week(s), Month(s), or

Year(s) as a time unit. Select the E-mail template from the drop-down list for

the notification e-mail sent to the lease period task approvers.


notification e-mail to the lease period task approvers in schedule until the



10. Site Collection Quota Threshold Management – Select the Enable site collection

quota threshold checkbox to enable a quota threshold for the site collection. A site

collection quota threshold is the maximum storage space that the site collection can use.

If a site collection’s storage reaches the entered percentage of the configured quota, a

task will be assigned to the business user defined in the selected approval process. The

business user can then change the site collection quota or ignore the quota threshold.

Enter your desired value in the text box. Select the Approval Process from the drop-

down list for the site collection quota threshold task, or click Create New to create a new

approval process for the inactivity threshold task. Note that multiple stages approval is

supported for the inactivity threshold task.

If the configurations of the selected approval process do not meet your requirements,

click Create from This Existing Approval Process to create a new approval process on

the basis of the selected approval process.

11. Recertification – Enabling recertification allows Governance Automation to check site

collection permission, metadata, or ownership. Select the Enable recertification

checkbox. Then, select a recertification profile from the drop-down list, or click Create

New to create a new recertification profile. For more information about how to create a

recertification profile, refer to Creating or Editing Recertification Profiles.


12. When you have finished configuring this policy, choose one of the following options:

• Click the arrow on the left-hand side to go to the previous step to check and

modify your configurations.

• Click Save to save all of the configurations and return to the Policy


• Click Save and Activate to save all of the configurations and activate the policy,

which allows this policy to be used in services.

• Click Cancel to return to the Policy Management interface without saving any

changes.

Creating or Editing Site Collection Policies for SharePoint Online

In the interface for creating or editing a site collection policy, configure the following settings:

1. Policy Name and Description – Enter a Name for the new policy. Then enter an

optional Description for future reference in the Description text box.

2. Policy Category – Categories are used to organize Governance Automation policies.

Select an existing category from the drop-down list or create a new category for this

policy by clicking Create New then configuring the new category in the Create

Category interface.

3. Farm – Select My Registered Sites from the drop-down list.

4. Click the arrow on the right-hand side to continue, or click Cancel to return to the Policy

Management interface without saving any configurations.

5. Quota – Enter the size of storage quota and server resource quota for site collections.

*Note: A storage quota less than 25600 GB will take effect only if storage limit is

required for each site collection in your SharePoint Online environment. Otherwise,

25600 GB will be used as the default value.

6. SharePoint Designer Configuration – Select the Enable SharePoint Designer

checkbox to allow Site Owners and Designers to edit the sites in this site collection using

SharePoint Designer. Site Collection Administrators will always be able to edit sites

regardless of this configuration.

7. Site Maximum Depth Limit – Site Depth limits the layers of sites that can be created

under a site collection. Select Maximum depth and then enter a positive number which

is less than 12 in the provided text box. Note that if you enter 1 as the site depth, sites

cannot be created under site collections applied with this site collection policy.

8. DocAve Configurations – Configure this policy to utilize DocAve 6 products:

• Enable Granular Backup – Select this checkbox to include the site collection in a

Granular Backup plan to provide data protection for site collections associated

with this policy.



configured the appropriate filter policy and added it to the selected Granular

Backup plan.

For more information on how to configure filter policies for DocAve Granular

Backup and Restore to provide data protection for site collections created by


Filter Policy to Use DocAve Granular Backup.

• Enable Policy Enforcer – Select this checkbox and a profile from the drop-down

list to apply DocAve Policy Enforcer rules to the site collections. Policy Enforcer

ensures that all actions and changes to site collections fall within your configured

rules. For details on how to configure Policy Enforcer profiles, refer to Appendix E:

Configuring a Policy Enforcer Profile.

• Enable site collection content archival using DocAve Archiver – Select this

checkbox to allow content in the site collections associated with this policy to be

archived by DocAve Archiver after manual approval. You must then select an

Archiver Profile and an approval process.

When there is site collection content that meets the Archiver rule, a manual

archive task (which contains a report of all of the content that meets the archive

rules) will be generated. The task will be assigned to the approver with a report,

allowing the approver to select on the report which content to archive. When the

modified report is uploaded, and the manual archive task is approved, the

selected content will be archived. For more information about the manual archive

task, refer to Managing Clone or Transfer User Permissions and Manual Archive

Tasks.


storage cost by scheduling site collections created by Governance Automation

that are associated with a policy which has this setting enabled to be extracted

from SharePoint and stored in more economical storage devices, refer to

Appendix C: Configuring DocAve 6 Archiver Profiles.


applied Archiver rule. Otherwise the Governance Automation manual archive task

will not be generated.

• Enable site collection content archival using AvePoint Records – Select this

checkbox to allow the archival job of content in the site collections associated

with this policy to be managed by AvePoint Records, and to allow the content in

the site collections to be archived by DocAve Archiver after manual approval. You

must then select an approval process.

When site collection content is applied with the AvePoint Records term that

associated with business rules and an archival job has started in AvePoint

Records, a manual archive task (which contains a report of all of the content that


meets the criteria) will be generated. The task will be assigned to the approver

with a report, allowing the approver to select on the report which content to be

archived. When the modified report is uploaded and the manual archive task is

approved, the selected content will be archived. For more information about the

manual archive task, refer to Managing Clone or Transfer User Permissions and

Manual Archive Tasks.

For more information about how to configure AvePoint Records to manage the

archival job of site collection content, refer to the AvePoint Records User Guide.


applied business rule in AvePoint Records. Otherwise the Governance

Automation manual archive task will not be generated.

• Enable Deployment Manager – Select this checkbox to include the site

collection into a Deployment Manager plan so that the site collection can be

deployed effectively. Select a plan from the drop-down list.

For information about what kinds of Deployment Manager plans can be loaded

here, refer to the conditions in Create Site Collection Service. For more

information on how to configure the Deployment Manager plan, refer to

Appendix D: Configuring DocAve Deployment Manager Plans.


10. Site Collection Lifecycle Management Request Types – Enables request types for the

Site Collection Lifecycle Management service. The request types that you select in this

section will be available for business users in the following situations:

• If Enable archiving of entire site collection and Enable deletion of entire site

collection are selected here, Archive Site Collection and Delete Site Collection

will be the available lifecycle actions in: Site Collection Inactivity Threshold

Management and Site Collection Lease Period Management.

• Business users can submit Site Collection Lifecycle Management service requests

for the corresponding site collections based on the enabled request types.


request type, you can choose to Use the default approval process, select a previously

created approval process from the drop-down list, or click Create New to create a new

approval process.

• Enable archiving of entire site collection – Allows the entire site collection to

be moved from SharePoint to an external storage based on the DocAve Archiver

profile associated with this policy. Select an Archiver profile from the Profile

drop-down list.

*Note: The Archiver profile that has a rule with the Enable manual approval

option enabled is filtered out here.

https://avepointcdn.azureedge.net/assets/webhelp/avepoint-records/index.htm



storage costs, refer to Appendix C: Configuring DocAve 6 Archiver Profiles.

To notify selected users when the archiving is completed, select the Notify the








$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users






• Enable deletion of entire site collection – Allows the entire site collection to be

deleted upon request.

To notify selected users when the deletion is completed, select the Notify the








$Approvers

$Site Members


$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users






• Enable extension of site collection lease – Allows the lease of the site collection

to be extended upon request. You can choose one of the following methods to

set limitations on the extension:

Each extension must be a specific period of time – Enter a number in the

text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Each extension cannot exceed a specific period of time – Enter a number

in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time

unit.

Note the following:

o If a business user requests a lease extension when a site collection’s lease

has expired, the new lease will be calculated from the date the Site



has not expired, the lease that the site collection will have is the extended

lease period plus the remaining time of the old lease.

• Enable site collection policy change – Allows business users to request a

different policy for site collections created with this policy.

• Enable site collection unlocking – Allows business users to submit a request to

unlock a site collection.

• Enable site collection locking – Allows business users to request locking an

unlocked site collection.

To notify selected users when the site collection has been locked, select the

Notify the following people when the lifecycle action is completed checkbox,

and then enter their usernames or group names in the following text box. You

can also enter $ to select the following roles:






$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users






• Enable site collection quota change – Allows business users to request a

change in the site collection quota.

You can set the maximum quota size that can be requested. Enter your desired

quota size in the text box. The unit of the quota size is GB.

11. Site Collection Inactivity Threshold Management – Helps manage the unused site

collections in your SharePoint environment. Configure the following inactivity threshold

management settings:

a. Enable site collection inactivity threshold – Select this checkbox to enable the

inactivity threshold for the site collection. If the site collection is not accessed

within the amount of time entered here, a site collection inactivity threshold task

will be assigned to the business user.

For more information about how site collection inactivity is calculated by

Governance Automation and AvePoint Cloud Governance, refer to the AvePoint

Knowledge Base article http://www.avepoint.com/community/kb/how-site-

collection-inactivity-is-calculated-by-governance-automation/.

The business user can choose to continue the site collection access, archive the

site collection, delete the site collection, or change the site collection policy. Enter

a number in the text box and select Day(s), Week(s), Month(s), or Year(s) as a

time unit.

b. Approval Process – Select a created approval process from the drop-down list

for the inactivity threshold task, or click Create New to create a new approval




process for the inactivity threshold task. Note that multiple stages approval is





c. Enable automated locking – You can elect Enable automated locking to lock

the site collection if the inactivity threshold task is not completed within the

amount of time defined here. Enter a number in the text box and select Day(s),


d. Notify the inactivity threshold task approvers –You can select this checkbox to

notify the inactivity threshold task approvers a certain time before the site

collection is locked. Select the E-mail template from the drop-down list for the

notification e-mail sent to the inactivity threshold task approvers.




f. Lock status for the site collection – Choose No access as the lock status for the

site collection.








$Approvers

$Site Members

$Site Owners

$Designers

$Hierachy Managers

$Quick Deploy Users












escalation.







j. Notify the inactivity threshold task approvers – Select this checkbox to notify

the inactivity threshold task approvers a certain time before generating the

lifecycle action task. Enter a number in the text box and select Day(s), Week(s),

Month(s), or Year(s) as a time unit. Select the E-mail template from the drop-

down list for the notification e-mail sent to the inactivity threshold task

approvers.


notification e-mail to the inactivity threshold task approvers in schedule until the


Week(s), Month(s), or Year(s) as a time unit. This notification e-mail uses the e-

mail template selected in Notify the inactivity threshold task approvers.

12. Site Collection Lease Period Management – A site collection lease period is the

amount of time a site collection is available for use. Site Collection Lease period

Management helps manage the expired site collections in your SharePoint environment.

Configure the following lease period management settings:

a. Enable site collection lease period – Select this checkbox to enable the lease

period for the site collection. If the site collection is created or when the site

collection lease is extended the amount of time entered here, a site collection

lease period task will be assigned to the business user.

The business user can choose to extend the site collection lease period, archive

the site collection, delete the site collection, or change the site collection policy.

Enter a number in the text box and select Day(s), Week(s), Month(s), or Year(s)

as a time unit.


down list for the lease period task, or click Create New to create a new approval


process for the lease period task. Note that multiple stages approval is supported

for the inactivity threshold task.




c. Enable automated locking – Optionally, select Enable automated locking to

lock the site collection if the lease period task is not completed after the amount

of time defined here. Enter a number in the text box and select Day(s), Week(s),

Month(s), or Year(s) as a time unit.

d. Notify the lease period task approvers – Optionally, select this checkbox to

notify the lease period task approvers a certain time before the site collection is

locked. Select the E-mail template from the drop-down list for the notification e-

mail sent to the lease period task approvers.




f. Lock status for the site collection – Choose No access as the lock status for the

site collection.








$Approvers

$Site Members

$Site Owners

$Designers

$Hierachy Managers

$Quick Deploy Users







g. Start an additional site collection lifecycle action to escalate – Optionally,

select this checkbox to generate a site collection lifecycle action task after the site




escalation.







j. Notify the lease period task approvers – Select this checkbox to notify the

lease period task approvers a certain time before generating the lifecycle action

task. Enter a number in the text box and select Day(s), Week(s), Month(s), or

Year(s) as a time unit. Select the E-mail template from the drop-down list for

the notification e-mail sent to the lease period task approvers.


notification e-mail to the lease period task approvers in schedule until the



13. Site Collection Quota Threshold Management – Select the Enable site collection

quota threshold checkbox to enable a quota threshold for the site collection. A site

collection quota threshold is the maximum storage space that the site collection can use.

If a site collection’s storage reaches the entered percentage of the configured quota, a

task will be assigned to the business user defined in the selected approval process. The

business user can then change the site collection quota or ignore the quota threshold.

Enter your desired value in the text box. Select the Approval Process from the drop-

down list for the site collection quota threshold task, or click Create New to create a new

approval process for the inactivity threshold task. Note that multiple stages approval is





14. Recertification – Enable recertification to check site collection permissions, metadata, or

ownership. Select the Enable recertification checkbox. Then, select a recertification

profile from the drop-down list, or click Create New to create a new recertification


profile. For more information about how to create a recertification profile, refer to

Creating or Editing Recertification Profiles.








• Click Cancel to return to the Policy Management interface without saving any

changes.

Creating or Editing Content Database Policies

Content database policies allow you to configure rules to automatically govern your content

databases. The maximum database size and the maximum number of site collections that can

exist in a content database are set in content database rules. You can also define the new

content database naming format to decide how to generate new content databases if the

maximum database size or site collection count will be exceeded. Content database policies can

be used in site collection policies.

To create a content database policy, click Create on the ribbon on the Policy Management

page, and then click Content Database Policy on the Create New page. To modify a previously

configured policy, select the policy on the Policy Management page, and click Edit on the

ribbon.

In the interface for creating or editing a content database policy, configure the following

settings:

1. Policy Name and Description – Enter a Name for the new policy and an optional

Description for future reference.




Category interface.

3. Content Database Rules – Configure the rules to manage your content databases. A

new content database will be created if the maximum database size or the maximum

number of site collections will be exceeded.

a. Maximum database size – Select this checkbox and enter a positive number that

will be set as the maximum potential database size. The unit is GB.


*Note: Governance Automation calculates the content database size based upon

the total site collection quota for each site collection in the content database. The

quota set in the site collection policy is held in reserve within the content

databases whenever a site collection is created. If the value of the total number

site collections multiplied by the site collection quota would exceed the

maximum database size, a new content database is created in accordance with

the content database rules.

For example: if the site collection quota is set to 5 GB and the maximum database

size is set to 200 GB, whenever a site collection is created in this content database

5 GB is reserved; therefore, only 40 site collections can be created in it, even if

those site collections only contain 1 GB of content. When a business user

requests the 41st site collection, a new content database will be created to

contain it.

Additionally, if the site collection quota is increased, via a change quota request,

and the maximum database size would be exceeded by the current number of

site collections, Governance Automation sends an alert to the content database

owner for remediation.

b. Maximum number of site collections – Select this checkbox and enter a

number as the maximum number of site collections that are allowed to exist in a

content database.

c. New content database naming format – Define the naming format for the new

content database. Enter a prefix in the textbox. The prefix can contain the

following roles:

$WebAppName – The Web application’s display name.

$WebAppPort – The Web application’s port.

$FormatNumericChars(integer) – Numeric characters. The number of

the numeric characters is decided by the integer. For example, you enter

SP_$FormatNumericChars(3)_DB. The content database names will be

SP_001_DB, SP_002_DB, SP_003_DB....

*Note: The role name is not case sensitive. If the

$FormatNumericChars(integer) role is not defined in the prefix, the first newly

created content database will have no suffix, and the second and later content

database will have the suffix of 0001, 0002, 0003….

4. Database Contact – Enter a user to be the content database contact. The user should be

a database administrator who will be responsible for managing the content database

according to the content database policy. Then, select an e-mail template that will be

used to notify the database contact when a task is assigned. By default, Built-in Content

Database Policy Threshold Warning E-mail Template is selected. You can choose

Notify the requester when the request is rejected and select an e-mail template for

the notification. By default, Built-in Request Denied E-mail Template is selected.




Management page.


which allows this policy to be used in site collection policies.

• Click Cancel to return to the Policy Management page without saving any

configurations.

Creating or Editing Office 365 Group Policies

Office 365 group policies allow you to customize rules to automatically manage your Office 365

groups. Office 365 group policies are required in Create Office 365 Group/Team services and in

Import Existing Objects – Office 365 Group. Office 365 group policies work in conjunction

with Office 365 Group Lifecycle Management services to not only automatically govern Office

365 groups associated with each policy, but also empowers business users to easily manage the

lifecycle of Office 365 groups.

In the interface for creating or editing an Office 365 group policy, configure the following

settings:

1. Policy Name and Description – Enter a Name for the new policy. Then, enter an

optional Description for future reference.




Category window.

3. Click the arrow on the right-hand side to continue, or click Cancel to return to the Policy

Management page without saving any configurations.

4. Office 365 Group Team Site Quota – Define the quota size for Office groups’ related

team sites. The unit is GB. Enter a number between 1 and 25600.

5. Office 365 Group Lifecycle Management Request Types – Choose whether to enable

the request types for Office 365 Group Lifecycle Management services. Business users

can submit Office 365 Group Lifecycle Management service requests for the

corresponding Office 365 groups based on the enabled request types.


request type, you can choose to Use the default approval process, select an existing

approval process from the drop-down list, or click Create New to create a new one. If

the configurations of the selected approval process do not meet your requirements, click

Create from This Existing Approval Process to create a new approval process on the

basis of the selected approval process. The approval process will be triggered when

service requests to manage Office 365 groups are submitted.


• Enable deletion of Office 365 group – Select this checkbox allow business users

to delete Office 365 groups upon request.

• Enable extension of Office 365 group lease – Select this checkbox to allow the

lease of an Office 365 group to be extended upon request. Choose one of the

following methods to set limit on the extension:

o Each extension must be a specific period of time – Enter a number in the

text box and select Day(s), Week(s), Month(s), or Year(s) from the drop-

down list as the unit.

o Each extension cannot exceed a specific period of time – Enter a number

in the text box and select Day(s), Week(s), Month(s), or Year(s) from the

drop-down list as the unit.

• Enable Office 365 group policy change – Select this checkbox to allow business

users to request a different policy for Office 365 groups that have this policy

applied.

• Enable Office 365 group team site quota change – Select this checkbox to

allow business users to request to change Office 365 group team site quota.

Choose one of the following quota change options:

o Allow quota change to any available size – Allows business users to

request to change Office 365 group team site quota to any available size.

o Allow additional quota to the maximum of [Specified Size] GB –

Allows business users to add additional Office 365 group team site quota,

and the additional quota size cannot exceed the size defined here. Enter a

number in the text box.

*Note: The maximum Office 365 group team site quota cannot exceed

25600 GB.

6. Office 365 Group Inactivity Threshold – Office 365 group inactivity is defined as no

changes to the group settings and no new or modified content in the corresponding

group team site, files, notebook, calendar, mailbox, or conversations. Note that changes

to a group’s plan in Planner are not regarded as activities since Office 365 does not

provide the API to retrieve a plan’s last modified time. Office 365 group inactivity

threshold helps reduce the number of unused groups and group team sites in your

Office 365 environment.

Configure the following inactivity threshold settings:

a. Enable Office 365 group inactivity threshold – Select this checkbox to enable

the inactivity threshold for Office 365 groups. Configure the Office 365 group

inactivity threshold by entering a number in the text box and selecting Day(s),

Week(s), Month(s), or Year(s) from the drop-down list as the unit.

b. Approval Process – When an Office 365 group’s inactivity threshold is reached,

an Office 365 group inactivity threshold task will be automatically generated.


Select an approval process for the Office 365 group inactivity threshold task. The

task will be assigned to the approver defined in the approval process.

o Select an existing approval process from the drop-down list.

o If the configurations of the selected approval process do not meet your

requirements, click Create from This Existing Approval Process to

create a new one on the basis of the selected approval process.

o Click Create New to create a new approval process.

c. You can also configure the following settings:

o Enable Office 365 group inactivity threshold warning – With this

checkbox selected, Governance Automation will notify the approver

before the Office 365 group inactivity threshold task is generated. Enter a

number in the text box and select Day(s), Week(s), or Month(s) as the

unit. Select an E-mail template that will be used to send the notification

e-mail. You can also Enable recurrent reminder to re-send the

notification e-mail in schedule.

o Enable automatic deletion of Office 365 group – With this checkbox

selected, if an Office 365 group inactivity threshold task is not completed

after a specific amount of time, a task for the automatic deletion of the

Office 365 group will be generated. Enter a number in the text box and

select Day(s), Week(s), Month(s), or Year(s) as the unit.

*Note: If you enable this option, you must select the Enable deletion of

Office 365 group checkbox in the Office 365 Group Lifecycle

Management Request Types section above.

▪ Enable a reminder for the approvers before the Office 365

group deletion task is generated – This reminder will send a

notification e-mail to the approvers before the automatic Office

365 group deletion task is generated. Enter a number in the text

box and select Day(s), Week(s), or Month(s) as the unit. Select an

E-mail template that will be used to send the notification e-mail.

You can also Enable recurrent reminder to re-send the


▪ Notify the following people upon the deletion of the Office

365 group – With this checkbox selected, Governance Automation

will notify specific users when an Office 365 group is deleted via

the automatic Office 365 group deletion task. Enter usernames in

the text box, and then select an E-mail template that will be used

to send the notification e-mail.

7. Office 365 Group Lease Management – An Office 365 group lease is the amount of

time an Office 365 group is available for use. Office 365 group lease management helps

manage expired Office 365 groups in your Office 365 environment.


Configure the following Office 365 group lease management settings:

a. Enable Office 365 group lease management – Select this checkbox to enable

the lease management for Office 365 groups. Configure the Office 365 group

lease by entering a number in the text box and selecting Day(s), Week(s),

Month(s), or Year(s) from the drop-down list as the unit.

b. Approval Process – When the lease of an Office 365 group expires or when the

last group lease extension expires, an Office 365 group lease expiration task will

be automatically generated. Select an approval process for the Office 365 group

lease expiration task. The task will be assigned to the approver defined in the

approval process.

o Select an existing approval process from the drop-down list.

o If the configurations of the selected approval process do not meet your

requirements, click Create from This Existing Approval Process to

create a new one on the basis of the selected approval process.

o Click Create New to create a new approval process.

c. You can also configure the following settings:

o Enable Office 365 group lease expiration warning – With this checkbox

selected, Governance Automation will notify the approver before the

Office 365 group lease expiration task is generated. Enter a number in the

text box and select Day(s), Week(s), or Month(s) as the unit. Select an E-

mail template that will be used to send the notification e-mail. You can

also Enable recurrent reminder to re-send the notification e-mail in

schedule.

o Enable automatic deletion of Office 365 group – With this checkbox

selected, if an Office 365 group lease expiration task is not completed

after a specific amount of time, a task for the automatic deletion of the

Office 365 group will be generated. Enter a number in the text box and

select Day(s), Week(s), Month(s), or Year(s) as the unit.

*Note: If you enable this option, you must select the Enable deletion of

Office 365 group checkbox in the Office 365 Group Lifecycle

Management Request Types section above.

▪ Enable a reminder for the approvers before the Office 365

group deletion task is generated – This reminder will send a

notification e-mail to the approvers before the automatic Office

365 group deletion task is generated. Enter a number in the text

box and select Day(s), Week(s), or Month(s) as the unit. Select an

E-mail template that will be used to send the notification e-mail.

You can also Enable recurrent reminder to re-send the



▪ Notify the following people upon the deletion of the Office

365 group – With this checkbox selected, Governance Automation

will notify specific users when an Office 365 group is deleted via

the automatic Office 365 group deletion task. Enter usernames in

the text box, and then select an E-mail template that will be used

to send the notification e-mail.

8. Office 365 Group Team Site Quota Threshold – Select the Enable Office 365 group

team site quota threshold checkbox to enable a quota threshold for Office 365 group

team sites. A quota threshold is the maximum number of resources that a group team

site can use. If you select the checkbox, set the threshold by entering a number in the

text box. Once a group team site’s storage reaches the quota threshold, a notification e-

mail will be sent to the group owners.

9. Recertification – Enable recertification to check Office 365 group membership or group

team site permissions. Select the Enable recertification checkbox. Then, select a

recertification profile from the drop-down list or click Create New to create a new

recertification profile. For more information on configuring a recertification profile, refer

to Creating or Editing Recertification Profiles.





Management page.



• Click Cancel to return to the Policy Management page without saving any

configurations.

Configuring Classic Mode Services A classic mode service is a set of configured settings for a management operation in SharePoint

that can be leveraged by business users when submitting a service request. For example, a

Create Site Collection service provides the site collection template, security settings, lifecycle

management, and other settings for the site collections that will be created by this service.

Administrators can limit what options are available to Business Users based on the standards of

practice of the organization.

To create or manage classic mode services, click Service in the Administrator landing page, or

click Service Management in the side bar.

*Note: The Create My Site service and the Content Migration service are hidden. If you want to

use these services, you can contact AvePoint Technical Support.


In Service Management, click Classic Mode, then, all of the Governance Automation classic

mode services you have configured are displayed. You may change the number of services

displayed per page, as well the order they are displayed in. To change the number of services

displayed per page, select the desired number from the Show rows drop-down list in the upper

right-hand corner. To sort the services, click in a column heading such as Service, Service

Type, Category, Last Modified Time, and Created By then select Ascending or Descending.

You can customize how the services are displayed in the following ways:

• Search – Allows you to filter services displayed by the keyword you designate.

The Service column and the Created By column support to search for the

desired services, and only the content in the column displayed in the current view

can be searched.



) button, and then select the checkbox next to the column name to have that



the filter items ( ) button of the column you want to filter, then select the


You can perform the following actions in Service Management:

• Create – Click Create on the ribbon to display the Create New interface. Select a

service type to create the new service using the corresponding template.

• View Details – Click a service name to see the detailed information.

• Edit – Select an inactive service, and click Edit on the ribbon.

• Copy – Duplicate an existing service to make minor changes in order to save as a

new service. Select a desired service. Click Copy on the ribbon, and enter the

related information required. When completing the configurations, click Save to

save all of the settings or click Save and Activate to save all of the configurations

and activate this service which makes this service available to be requested. Click

Cancel to return to the Service Management interface without saving any

configurations.

• Delete – Select an inactive service, and click Delete on the ribbon. A confirmation

window will appear for this deletion. Click OK to delete the selected service, or

click Cancel to return to the Service Management interface without deleting the

selected service.

• Activate – Select the services you want to activate and click Activate on the

ribbon. Active services are available to be requested.

• Deactivate – Select the services you want to deactivate and click Deactivate on

the ribbon. Inactive services will not be seen by users and cannot be requested.


• Print – Select the services you want to print and click Print Preview on the

ribbon. Click Print on the ribbon. The print configuration page of your browser

appears. Configure your desired settings and print the service settings.

*Note: To avoid performance issues, AvePoint recommends that no more than

ten services are printed at once.

*Note: In the Print Preview window, the detailed settings of all sections are

displayed by default. If the detailed setting of a section is hidden by clicking the

hide ( ) button, the detailed setting of this section will not be printed.

• Customize Request Descriptions – You can customize field descriptions

displayed in the request form of a service. Select the service and click Customize

Request Descriptions on the ribbon. Then, configure the following settings:

i. Edit the descriptions for each field by clicking the edit ( ) button and

enter your desired descriptions. You can also click the undo ( ) button to

undo the edits you made.

*Note: If you want to customize descriptions of other languages, select

the language from the drop-down list in the upper-right corner.

ii. When you finished customizing request descriptions, click Save to save

the configurations or click Cancel to return to Service Management

without saving any changes.

*Note: If a farm has been set in a service scope and the farm is deleted from your environment,

the service with this farm in the scope will be unavailable. You must edit the service and select a

new farm.

Instructions on creating and editing each type of service are provided in the sections below.

Common Service Settings

The following fields are common service settings in all types of services:

1. Service Name and Description – Enter a Name for the service and an optional


2. Language – Choose one or more languages for this service. When starting a request, a

requester can filter the services according to their languages.

3. Service Category – Categories are used to organize your Governance Automation

services. Select an existing category from the drop-down list or create a new category for

this service by clicking Create New then configuring the new category in the Create

Category interface.

4. Service Permissions – Choose how you want the service to be available to users so they

can initiate requests, choose what kind of users have permission to use the service, and

define conditions for users who can submit requests for the service by completing the

following settings:


• Service initiation – Choose how users will be able to initiate requests for this

service:

o Available in service catalog (the Start a Request page) – Select this

checkbox to show this service via the service catalog (the Start a Request

page). If you select this checkbox, you can also select the Available in

Site Information Card and/or Cloud Governance Panel checkbox to

show this service via the Site Information Card app part and/or the Cloud

Governance Panel Web part. In the Site Information Card, users can

submit requests within the site collection or site directly. In the Cloud

Governance Panel, users can submit requests within the SharePoint Online

site collection/communication site/Office group team site directly. Then,

you can select the Hide from the Site Information Card/Cloud

Governance Panel and Governance Automation app page for users

that do not meet the conditions below for submitting service

requests checkbox. With this option enabled, Governance Automation

will validate user permissions for submitting requests before loading the

Site Information Card or Cloud Governance Panel. Note that validating

user permissions for submitting requests may impact the time required to

load the Site Information Card or Cloud Governance Panel.

o Available as questionnaire result – Select this checkbox to show this

service via questionnaire results. Then, choose one of the following

options:

▪ Users must meet the service permissions below – Allows

business users who meet the permission conditions below to

access this service via questionnaire results.

▪ Allow all users to use this service from questionnaire results

(Regardless of service permission conditions) – Allows all

business users to access this service via questionnaire results

regardless of the service permission conditions.

• Scope for users/groups – Choose what kind of users have permission to use this

service from the drop-down list.

o Allow All Users to Use This Service – Allow this service to be requested

by any user.

o Select Users/Groups to Use This Service – Allow this service to be

requested by the selected users and/or groups. Enter the names of users

and/or groups in the text box below.

• Define conditions for submitting service requests – Select the Define

conditions for users who can request this service checkbox to only allow

business users who meet certain conditions to use this service.

Note the following:


o The following services do not support defining conditions for submitting

service requests:

▪ Create Site Collection service

▪ Custom Service

▪ Content Move service

▪ Clone or Transfer User Permission service

▪ Create Office 365 Group/Team service

o The supported conditions vary with service types.

o Requesters who are allowed to submit service requests must be within the

scope for users/groups defined above, and must meet the conditions

defined here.

Choose one or more of the following conditions by selecting the corresponding

checkboxes:

o Site collection roles – Select this checkbox to allow users who meet the

site collection roles to submit requests for the service. Enter $ in the text

box to select from the following roles:

▪ $Primary Site Collection Administrator

▪ $Secondary Site Collection Administrator

▪ $Additional Site Collection Administrators



o Site roles – Select this checkbox to allow users who meet the site roles to

submit requests for the service. Enter $ in the text box to select the

$Primary Site Contact and the $Secondary Site Contact roles.

o Site collection/site roles – Select this checkbox to allow users who meet

the site collection and/or site roles to submit requests for this service.

Enter $ in the text box to select from the following roles:


▪ Secondary Site Collection Administrator




▪ $Primary Site Contact

▪ $Secondary Site Contact



Roles.

o Site collection metadata – Enter the $Site Collection Metadata

("Metadata Name") role of Person or Group metadata and/or Lookup

metadata in the text box. The users who meet both of the conditions

below can submit requests for the service.

▪ The request scope is a site collection, and the site collection owns

the metadata entered here.

▪ User’s properties meet the site collection’s metadata value for this

metadata.

o Site metadata – Enter the $Site Metadata ("Metadata Name") role of

Person or Group metadata and/or Lookup metadata in the text box. The

users who meet both of the conditions below can submit requests for the

service.

▪ The request scope is a site, and the site owns the metadata

entered here.

▪ User’s properties meet the site’s metadata value for this site.

o Site collection/site metadata – Enter the $Site Collection Metadata

("Metadata Name") role or the $Site Metadata ("Metadata Name")

role of Person or Group metadata and/or Lookup metadata in the text

box. The users who meet both of the conditions below can submit

requests for the service.

▪ The request scope is a site collection or site, and the site collection

or site owns the metadata entered here.

▪ User’s properties meet the site collection’s or site’s metadata value

for this metadata.

o SharePoint permissions – Users with specific SharePoint permission can

submit requests for this service. Select the checkbox and click Add

Permission; the Add Permission window appears. Select your desired

permissions and click Add to List.

o SharePoint groups – Users of the SharePoint groups can submit requests

via this service. Select this checkbox and enter $ in the text box to select

from the following roles:

▪ $Approvers

▪ $Site Members

▪ $Site Owners

▪ $Designers




▪ $SharePoint Group (“Group Name”)

o Office 365 group roles – Select this checkbox to allow users who meet

the Office 365 group roles to submit requests for this service. Enter $ in

the text box to select from the following roles:

▪ $Primary Group Contact

▪ $Secondary Group Contact

▪ $Office 365 Group Owners


Roles.

o Office 365 group metadata – Enter the $Office 365 Group Metadata

("Metadata Name") role of Person or Group metadata and/or Lookup

metadata in the text box. The users who meet both of the conditions

below can submit requests for the service.

▪ The request scope is an Office 365 group, and the Office 365

group owns the metadata entered here.

▪ User’s properties meet the Office 365 group's metadata value for

this metadata.

o User must meet all conditions above to request this service – With this

option selected, only when a user meets all conditions you set, the user

can submit the request.

5. Service Contact – Specify a user to be the Service Contact. This should be a business

user who is the owner of the business process for this service. Enter the username in the

Service Contact text box. Press Enter to check that the name is valid.

6. Administrator Contact –Specify a user or group to be the Administrator Contact. This

user or group should be an administrator of Governance Automation and is responsible

for service management. Governance Automation will assign a task to the Administrator

Contact when an error occurs after the approval process starts. Enter the name of a user

or group in the Administrator Contact text box. Press Enter to check that the name is

valid. To also have an e-mail notification be sent to the Administrator Contact when this

service encounters an error, configure the Administrator Notification section of

Settings. For more information on how to configure the Administrator Notification, see

Configuring Administrator Notifications.

7. Metadata – Select the metadata to be made available to users when submitting a

request for this service. Click Add Metadata to open the Add Metadata window. In the

Add Metadata window:


• Create – Click Create to create new metadata in the Create Metadata window.

For more information about how to configure metadata, refer to Configuring

Metadata.

• Edit – Select metadata and click Edit. For more information about how to

configure metadata, refer to Configuring Metadata.

• Add to List – Select desired metadata and click Add to List. The metadata

displayed here is configured in Settings > Metadata.

8. Approval Process – Choose Single approval process or Multiple approval process

that will be used for this service. Follow the instructions below:

• Single approval process – Select this option and then select an approval process

from the drop-down list.

Optionally, select the Allow all approvers to edit this service request checkbox

to allow all of the approvers to edit the service request for this service when

viewing the service request. You can Notify the requester when the service

request is edited by selecting the corresponding checkbox, then, select an E-

mail template from the drop-down list.

*Note: If you select an approval process with Auto-approve, Integrate with

SharePoint Workflow, or Integrate with K2 Workflow enabled, the Allow all

approvers to edit this service request option is invisible.

• Multiple approval processes – Select this option to add one or more conditional

approval processes, which determine which approval processes will be used for

requests for this service according to the metadata criteria. Click Add

Conditional Approval Process and the Add Conditional Approval Process

window appears. Complete the following settings:

i. Name – Enter a name for the conditional approval process in the text box.

ii. Conditional Settings – Choose to Always run this approval process or

Run this approval process if the conditions below are met. If you

chose the latter option, you must complete the following settings that will

be combined with an approval process:

▪ Metadata source – Select a metadata source from the drop-down

list. The metadata within this source will be a condition of the

conditional approval process.

▪ Metadata name – Select a metadata name within the metadata

source selected above from the drop-down list

▪ Condition – Select a condition from the drop-down list.

▪ Metadata value – Enter a metadata value in the text box or select

a metadata value from the drop-down list.


▪ Add to List – Click Add to List to add the criterion configured

above to the table. You can repeat the settings above to add more

criteria.

If you add multiple criteria, select And or Or from the Logic

Option drop-down list. If you select And, the approval process will

be applied to the service request when all of the criteria is met. If

you select Or, the approval process will be applied to the service

request when any of the criteria is met.

You can also perform the following actions:

▪ Clear Settings – Click Clear Settings to clear all of the condition

settings configured above.

▪ Clear Table – Click Clear Table to clear all of the conditions you

added to the table.

iii. Approval Process – Select an approval process from the drop-down list

that will be combined with the conditions configured above to create a

conditional approval process.

iv. Click Save on the ribbon to save your configurations or click Cancel to

return to the service settings page without saving any configurations.

v. You can repeat the steps above to create multiple conditional approval

process. You can also click the Order drop-down list of an added

approval process, then, select a number from the drop-down list to set

the order of the approval process.

vi. You can click Preview to preview the conditional approval process.

vii. Default approval process – Select a default approval process from the

drop-down list and select one of the following circumstances that will use

the default approval process:

▪ Use the default approval process if none of the conditions

above is met

▪ Use the default approval process for the last approval stage

for all of the requests submitted via this service

viii. Notify the requester and the approvers upon the request completion

– You can select this option to notify the requester and the approvers

when the request completes. Then, select an e-mail template used for

sending notification e-mail to the requester and the approvers.

*Note: If you select the Allow all approvers to edit this service request option,

but the default approval process or the approval process within the conditional

approval process has Auto-approve, Integrate with SharePoint Workflow, or

Integrate with K2 Workflow enabled, this option will not take effect.


When you select a single approval process from the drop-down list or a default approval

process for multiple approval processes from the drop-down list, you can also click

Create New to create a new approval process. This will bring you to the Approval

Process Settings interface without saving any of the configurations you have made for

this service. After selecting the approval process, you can click the information ( ) icon

to view the approval stage, approver, and approval order in a pop-up window.


you can create a new approval process on the basis of the selected approval process.

Click Create from This Existing Approval Process and the Approval Process Settings

window appears. Configure the settings, and then save and activate the approval

process. For more information on configuring the approval process, refer to Creating or

Editing Approval Processes.

9. Custom Action – Allows you to modify the approval process. Choose the desired

custom action Before approval, After approval, and After execution by using an

executable file, PowerShell script file, or assembly. Select the corresponding checkboxes

and enter the required information.

*Note: Custom Service only supports custom actions Before approval and/or After

approval.

• Executable file (.exe) – Enter the executable file name in the text box.

• PowerShell script file (.ps1) – Enter the PowerShell script file name in the text

box.

• Assembly (.dll) – Enter Assembly name, Namespace.class, and Method in the

corresponding text boxes.

*Note: If the selected scope is in a SharePoint on-premises farm, make sure that the

executable file and PowerShell script file exist in the …\Agent\bin\GovernanceAutomation

directory on the DocAve Agent servers and the assembly file exists in

the …\GovernanceAutomation\bin directory on the Governance Automation server. If the

selected scope is in SharePoint Online, make sure that the executable file, the PowerShell

script file, and the assembly file exist in the …\GovernanceAutomation\bin directory on

the Governance Automation server.

Governance Automation provides you with various .exe, .ps1, and .dll sample files in the

…\GovernanceAutomation\Sample\GAWebApi\CustomAction\Samples directory on the

Governance Automation server.

For example, if you want to activate certain site collection features via a .ps1 file, you can

build a custom file by referring to the content in the ActiveFeatures.ps1 file, which is

located in the …\GovernanceAutomation\Sample\GAWebApi\Custom

Action\Samples\CustomActionPS directory. The sample file provides the site collection

feature activation function via service metadata. This method requires the following

actions:


• Add metadata in a Create Site Collection service and define the site collection

feature names as the values of this metadata.

• In the custom .ps1 file, find the if($item.Name -eq

"GA_SiteCollectionFeature") node, then, replace GA_SiteCollectionFeature

with the name of the metadata you added in the Create Site Collection service.

When Governance Automation executes the custom action, the Governance Automation

Web API will retrieve the site collection URL defined in the service request. The site

collection URL, Governance Automation server host name, Governance Automation Web

site port, security token, and request ID will automatically be transmitted to the

ActiveFeature.ps1 file. Then, the site collection features will be activated.

10. Execution Schedule – Select Enable service request execution schedule to define

when Governance Automation executes the service request. Then, choose a previously

configured execution schedule from the drop-down list or click Create New to create a

new one.

11. Schedule Date – Select Enable requesters to schedule the request execution date to

allow business users to configure a schedule date to execute the service request for this

service.

• Allow business users to override IT Admin’s execution date (This section only

appears when Enable service request execution schedule is selected) – If

Enable service request execution schedule is selected in the Execution

Schedule section, you can allow business users to override the execution

schedule selected by the IT Admin and define their own scheduled request

execution time.

• Notify the approvers about upcoming scheduled request in advance by –

Choose to send an e-mail to notify the approvers in advance when it reaches a

specified time. If Notify the approvers about upcoming scheduled request in

advance by is selected, enter a number in the text box and select Day(s) or

Week(s) from the drop-down list. Then, select an E-mail Template for the

notification sent to the approvers.

Create Site Collection Service

Configure Create Site Collection services to define the Create Site Collection service request

template for business users. You can customize the settings for site collections created by this

service as well as configure available options for business users to choose from when requesting

this service. Create Site Collection services also allow you to apply data protection and content

retention policies on the site collections with full auditing to monitor compliance with your

corporate standards.

*Note: With Governance Automation, you can create site collections in SharePoint on-premises

and SharePoint Online.


In the interface for creating or editing a Create Site Collection service, configure the following

settings.

*Note: For information about common service settings that exist in all types of services, refer to

Common Service Settings.

1. Web Applications and Managed Paths – Select the Web applications and associated

managed paths where you wish to create a site collection.

*Note: To create site collections in SharePoint Online standard instance, you must

register SharePoint Online admin centers in DocAve first. For details, refer to Registering

SharePoint Online Admin Centers/Site Collections.

a. Select the Show host headers checkbox to display the host headers with a farm.

b. Select a farm or My Registered Sites from the drop-down list. Expand the tree to

select the desired Web applications, SharePoint Online admin centers or host

headers, and managed paths by selecting the corresponding checkboxes. If host

headers are selected, the business users are allowed to create host-named site

collections in the requests. Select a default Web application or admin center and

managed path for the site collection you wish to create by selecting one from the

drop-down lists under the tree. You can select multiple Web applications or

admin centers then use the Default Selection drop-down list to designate the

default location for new site collections created by this service.

Choose to assign a Web application and managed path for this service and site

collections created by this service, or allow the business user to choose the Web

application and managed path when submitting a request for this service. Choose

from the following:

Assign by IT Admin – The Web application and managed path selected

in the Default Selection field will be used by requests for this service, and

they are shown as read-only to business users in the requests.

Assign by Business User – Allows business user to choose the Web

application and managed path when submitting a request for this service.

c. Use SharePoint context to automatically populate the service request scope

– You can select this checkbox to retrieve and use SharePoint context in the

service request scope. In the Governance Automation Web Part interface, the

service request URL is set to the Web part URL, which will be used as the request

scope. The same applies to the Site Information Card app part, so that the Site

Information Card URL will be used as the request scope. Alternatively, a link can

be created within SharePoint to this service request page and the request scope

will be set to the parent URL. Make sure that the request URL is in the following

format:

https://servername:port/Request/NewSCRequest?serviceId={serviceID}&par

ent={parentsiteURL}.


Choose one of the following options:

Allow Business User to Edit the URL – The retrieved URL will be

automatically filled into the request scope, and the requester can edit it.

Show as Read-Only to Business User – The retrieved URL will be

displayed as read-only in the request scope, and the requester cannot edit

it.

Hide from Business User – The retrieved URL will not be displayed to the

requester in the request scope.

*Note: If you select My Registered Sites, this function will take effect on the

Governance Automation App deployed on SharePoint Online. The URL of the

Governance Automation app part Site Information Card will be used as the

request scope.

2. Site Collection Title Validation – You can select the Title validation checkbox to

enable site collection title validation. Then, select a text validation rule from the drop-

down list. The site collection title defined by the requester will be validated according to

the regular expression set in the text validation rule.

3. Policy – Select the site collection policies to provision the site collections created by this

service by selecting the corresponding checkboxes or click Create New to be brought to

a pop-up window to create a new policy. Configure this section as follows:

a. Select the policies to be made available for business users to choose from by

selecting the corresponding checkbox of each policy in the Select Policies

configuration area. All policies selected here will be made available to business

users if you select Assign by Business User in the Assign by drop-down list. If no

existing policy is appropriate for this service, you may click Create New to create

a new one.

b. Select a default policy in the Default Selection drop-down list. If Assign by

Business User is selected in the Assign by drop-down list, this policy will be

selected in the service request, but the business user will be able to select

another policy out of the policies you have selected in the Select the Policies

configuration area. If Assign by IT Admin is selected in the Assign by drop-down

list, this will be the only available policy in the service request and the business

user will not be able to choose another policy.

Choose to assign a policy to site collections created by this service or allow the business

user to choose the policy when submitting a request for this service from the policies

selected in the Select the Policies configuration area. Choose from the following:

• Assign by IT Admin – The policy selected in the Default Selection drop-down

list will be applied to all site collections created through requests for this service.

Select either Show as Read-Only to Business User or Hide from Business User.


• Assign by Business User – Allows business user to choose from the policies you

have selected in the Select the Policies configuration area.

4. Language (This option is only available if you are using SharePoint Online, or if you have

language packs installed on the SharePoint on-premises Web server) – Select the

language for the site collection. If more than one language is selected, choose a default

language from the Default Selection drop-down list.

Choose to assign a language to site collections created by this service or allow the

business user to choose the language when submitting a request for this service from

the languages selected in the Select Language configuration area. Choose from the

following:

• Assign by IT Admin – The language selected in the Default Selection drop-

down list will be applied to all site collections created through requests for this

service. Select either Show as Read-Only to Business User or Hide from

Business User.

• Assign by Business User – Allows business user to choose from the languages

you have selected in the Select Language configuration area.

5. Experience Version (This option is only available when you select SharePoint 2013 Web

applications in Web Applications and Managed Paths) – Select the experience version

(2010 or 2013) for the site collections that business users will create.

Choose to assign the experience version to site collections created by this service or

allow the business user to choose the experience version when submitting this service

request. Choose from the following:

• Assign by IT Admin –The experience version selected here will be applied to all

site collections created through requests for this service. Select either Show as

Read-Only to Business User or Hide from Business User.

• Assign by Business User – Allows business user to select the experience version

when submitting a request for this service.

6. Site Collection Template – Specify the site collection template to use for site collections

created by this service. Configure this section as follows:

• Retrieve custom site template from an external data source – Select this

option to use a custom site collection template to create a site collection.

i. Farm – Select a farm from the drop-down list.

ii. Get custom site template from a library – Enter the URL of the library

where the information of the custom templates is stored.

iii. Get template name from the following column – Select a column

whose values are the custom template names.

• Select templates – In this field, select which site collection templates will be

made available for business users by selecting the corresponding checkbox.


7. Then, select the default site collection template in the Default Selection drop-down list.

• If Assign by Business User is selected in the drop-down list below, this site

collection template will be selected as default in the service request, but the

business user will be able to select another template from the available

templates.

• If Assign by IT Admin is selected in the drop-down list below, the template

selected here will be the only available template in the service request and the

business user will not be able to choose another template.

8. Choose to use the default site collection template to create site collections or to allow

business users to choose the site collection template from the available templates when

submitting a request for this service. Choose from the following:

• Assign by IT Admin – The site collection template selected in the Default

Selection drop-down list will be applied to all site collections created through

requests for this service. Select either Show as Read-Only to Business User or

Hide from Business User.

• Assign by Business User – Allows business user to choose from the site

collection templates you have selected in the Select the templates configuration

area.

9. Communication Site Classification – This field is only available when the following

conditions are met:

• Communication site classifications can be retrieved from your Office 365 tenant.

• You selected My Registered Sites in the Web Applications and Managed

Paths field.

• The site collection templates selected in the Site Collection Template field

contain communication sites.

Select a communication site classification for the site collection created via this service. If

multiple communication site classifications are selected, select a default classification


Choose to assign a communication site classification to site collections created by this

service or allow the business user to choose the classification when submitting a request

for this service. Choose from the following:

• Assign by IT Admin – The classification selected in the Default communication

site classification drop-down list will be applied to all site collections created

through requests for this service. Select either Show as Read-Only to Business

User or Hide from Business User.

• Assign by Business User – Allows business user to choose from the

classifications you have selected in this service.


10. Click the arrow on the right-hand side to proceed to the next step.

11. Site Collection Permissions – Customize the permissions for site collections created by

this service:

• The Common tab – Configure the common permission settings to assign

permissions to specific groups and users. By default, the common groups are

displayed. Click the edit ( ) button to edit the settings of a group or click the

delete ( ) button to delete a group.

Create Group – Click Create Group to create a new group and add it into

the common permission settings. In the Add a Group window, configure

the following settings:

▪ Custom Group Name – Enter a name for the group and enter an

optional description for future reference. Enter $SiteName to

automatically add the site collection tile as the group name prefix

in Create Site Collection service request.

▪ Select Users – Select your desired users to add into the group.

Click Add a User and enter the usernames in the pop-up window.

You can also enter $ to select the following roles: $Requester,

$Manager of Requester, $Primary Site Collection Contact, and

$Secondary Site Collection Contact. Then, click OK to save your

configurations.

For detailed descriptions of roles, refer to Appendix A: Supported

Variable Roles.

Choose Assign by IT Admin to assign the group settings to site

collections created by this service. Then choose either Show as


Choose Assign by Business User to allow business user to

configure the group settings when submitting requests for this

service. You can also choose to require the business user to

configure the group settings by selecting the Require Business

User Input checkbox.

You can select the Enforce Permission checkbox after a

username. In the request page, the user cannot be deleted and the

user permissions cannot be modified. For the enforced permission

user, you can hide the enforced permission user from the request

page by selecting the Hide checkbox.

▪ Permissions – Configure the permissions for this group. Select

your desired permission levels by selecting the corresponding

checkboxes.


You can select the Allow Business User to change the

permission level of this group checkbox, so that the business

users can modify the permission level when creating a request.

Click Save to save the group settings.

Grant Permissions – Click Grant Permissions to grant permissions to

specific users. In the Grant User Permissions window, configure the

following settings:

▪ Select Users – Enter the names of the users that you are about to

grant permissions.

▪ Assign By – Choose who will assign the user permissions, IT

Admin or Business User. If Assign by IT Admin is selected from

the drop-down list, choose either Show as Read-Only to

Business User or Hide from Business User.

▪ Permissions – Configure the permissions for the users. Select your

desired permission levels by selecting the corresponding

checkboxes.

Click Save to save your configurations.

• The specific template tab – The template tab depends on the selected site

collection template. The default groups of the site collection template are

displayed. Click the edit ( ) button to edit the settings of a specific group or click

the delete ( ) button to delete a specific group.

Use common permission settings – Select the checkbox to apply the

permission settings in the Common tab. If there are group names that

already exist in the Common tab, the group settings will be replaced by

those of the Common tab.

Create Group – Click Create Group to create a new group and add it into




optional description for future reference.




$Manager of Requester, $Primary Site Collection Contact, and

$Secondary Site Collection Contact. Then, click OK to save your

configurations.


Variable Roles.


Choose Assign by IT Admin to assign the group settings to site

collections created by this service. Then choose either Show as


Choose Assign by Business User to allow business user to

configure the group settings when submitting requests for this

service. You can also choose to require the business user to

configure the group settings by selecting the Require Business

User Input checkbox.








checkboxes.





Grant Permissions – Click Grant Permissions to grant permissions to


following settings:


grant permissions.


Admin or Business User.



checkboxes.


• Reset All – Click Reset All to clear your configurations and reset all configured

site collection permissions settings to the initial state.

• Business User action control – Choose how to control the business user actions

on the site collection permissions.

Allow Business User to create Active Directory groups (This option is

only available when you select a SharePoint on-premises farm in Web

Applications and Managed Paths) – Select this checkbox to allow


business users to create Active Directory groups in the request. Then

select an Active Directory profile from the drop-down list. For more

information about configuring Active Directory profiles, refer to the

Configuring Active Directory Profiles. Note that the type of the Active

Directory groups created via this service is Global.

Allow Business User to grant user permissions directly – Select this

checkbox to allow business users to directly grant permissions to specific

users in the request.

Prevent Business User from requesting to grant permissions with the

following permission levels – Select this checkbox and select your

desired permission levels. The selected permission levels will not be

displayed in the request.


13. Primary Site Collection Administrator – Assign a user to be the primary site collection

administrator by entering the username into the text box. Press Enter to check that the

name is valid. You can also enter $ to select one of the following roles:

• $Requester





Choose to assign the primary site collection administrator to site collections created by

this service or allow the business user to choose the primary site collection administrator

when submitting a request for this service. Choose from the following:

• Assign by IT Admin – The primary site collection administrator configured here

will be applied to all site collections created through requests for this service.


• Assign by Business User – Allows the business user to configure the primary site

collection administrator when submitting a request for this service.

You can also send an e-mail to notify the primary site collection administrator when the

site collection is created successfully. Select the Notify the site collection

administrator upon site collection creation checkbox and select an e-mail template

from the drop-down list. By default, the Built-in Administrator Notification E-mail

Template is selected.

14. Secondary Site Collection Administrator (only for SharePoint on-premises site

collections) – Assign a user to be the secondary site collection administrator by entering

the username into the text box. Press Enter to check that the name is valid. You can also

enter $ to select one of the following roles:


• $Requester





Choose to assign the secondary site collection administrator to site collections created

by this service or allow the business user to choose the secondary site collection

administrator when submitting a request for this service. Choose from the following:

• Assign by IT Admin – The secondary site collection administrator configured

here will be applied to all site collections created through requests for this


Business User.

• Assign by Business User – Allows the business user to configure the secondary

site collection administrator when submitting a request for this service. You can

choose to require the business user to configure the secondary site collection

administrator by selecting the Require Business User Input checkbox.

You can also send an e-mail to notify the secondary site collection administrator when

the site collection is created successfully. Select the Notify the site collection




15. Additional Site Collection Administrators – Assign one or more users or groups to be

the additional site collection administrators. Enter the names of the users or groups into

the text box. Press Enter to check that the names are valid. You can also enter $ to select

one of the following roles:

• $Requester





Choose to assign the additional site collection administrators to site collections created

by this service or to allow business users to choose additional site collection

administrators when submitting a service request. Choose from the following:

• Assign by IT Admin – The additional site collection administrators configured

here will be applied to all site collections created through requests for this



Business User.

• Assign by Business User – Allows the business user to configure the additional

site collection administrators when submitting a service request. You can choose

to require the business user to configure the additional site collection

administrators by selecting the Require Business User Input checkbox.

You can also send an e-mail to notify the additional site collection administrators when

the site collection is created successfully. Select the Notify the site collection




16. Primary Site Collection Contact – The primary site collection contact will be the user

designated for managing the lifecycle of the site collection created by this service. Assign

a user to be the primary site collection contact by entering the username into the text

box. Press Enter to check that the name is valid. You can also enter $ to select the role

$Requester or $Manager of Requester.


Choose to assign the primary site collection contact to site collections created by this

service or allow the business user to choose the primary site collection contact when


• Assign by IT Admin – The primary site collection contact configured here will be

applied to all site collections created through requests for this service. Select

either Show as Read-Only to Business User or Hide from Business User.


collection contact when submitting a service request.

You can also send an e-mail to notify the primary site collection contact when the site

collection is created successfully. Select the Notify the contact upon site collection

creation checkbox and select an e-mail template from the drop-down list. By default,

Built-in Object Ownership Notification E-mail Template is selected.

17. Secondary Site Collection Contact – The secondary site collection contact will be the

user designated for managing the lifecycle of the site collection created by this service if

the primary site collection contact is unable to respond to a notification. Assign a user to

be the secondary site collection contact by entering the username into the text box.

Press Enter to check that the name is valid. You can also enter $ to select the role

$Requester or $Manager of Requester.


Choose to assign the secondary site collection contact to site collections created by this

service or allow the business user to choose the secondary site collection contact when



• Assign by IT Admin – The secondary site collection contact configured here will

be applied to all site collections created through requests for this service. Select



site collection contact when submitting a service request.

You can send an e-mail to notify the secondary site collection contact when the site

collection is created successfully. Select the Notify the contact upon site collection

creation checkbox and select an e-mail template from the drop-down list. By default,



19. DocAve Deployment Manager Plan – Select the Apply DocAve Deployment

Manager Plan checkbox to apply a DocAve Manager plan to the new site collection. The

template or pattern in the Deployment Manager plan will be used to create the new site

collection. Select Deployment Manager plans from the table.

*Note: When Governance Automation creates a site collection, the Deployment Manager

plan you select here will overwrite the Deployment Manager plan selected in the site

collection policy that is applied to this service.

Before you select a plan here, AvePoint recommends that you select a site collection

policy without any Deployment Manager plan applied.

Governance Automation retrieves Deployment Manager plans that meet certain

conditions.

• The plans created from DocAve Deployment Manger Home tab will be displayed

if they meet all of the following conditions:

Both of the source node and destination node in every mapping are in

SharePoint on-premises or SharePoint Online.

The SharePoint versions of the source farm and destination farm are the

same.

The source nodes in the mappings are site collections or objects lower

than site collections.

The deployment type of the mappings in the plan is Design Element.

The destination nodes in the mappings are site collections.

All of the mappings in the plan are enabled and meet all of the conditions

above.

• The plans created from Deployment Manager patterns will be displayed if they

meet all of the following conditions:





same.

The scope of the pattern is site collection.

The source nodes in the mappings are site collections or objects lower

than site collections.


All of the mappings in the pattern are enabled and meet all of the

conditions above.

• The DocAve Deployment Manager plans for solution deployment will be

displayed if they meet all of the following conditions:


SharePoint on-premises.


same.

The source nodes in the mappings are within the User Solution Gallery

node.


All of the mappings in the plan are enabled and meet all of the conditions

above.

If more than one Deployment Manager plans are selected, choose a default Deployment

Manager plan from the Default Selection drop-down list.

Assign the Deployment Manager plans in this service or allow the business user to

choose the Deployment Manager plans when submitting a service request. Choose from

the following:

• Assign by IT Admin – The Deployment Manager plan selected in the Default

Selection drop-down list will be applied to all site collections created through



• Assign by Business User – Allows business user to choose from the Deployment

Manager plans you have selected in the Select plan area. You can choose to

require the business user to select the Deployment Manager plans by selecting

the Require Business User Input checkbox.

*Note: The Deployment Manager plan must not have a schedule set up in order for

Governance Automation to run the Deployment Manager job when the site collection is

created.

20. Manage Site Collection Lifecycle – Select the Enable site collection lease period

checkbox to enable a lease period for the site collection. Specify the lease period by


entering a number in the provided text box and choose Day(s), Week(s), Month(s), or

Year(s) from the drop-down list

Choose to assign the site collection lease period to site collections created by this service

or allow the business user to choose the site collection lease period when submitting a

request for this service. Choose from the following:

• Assign by IT Admin – The site collection lease period configured here will be

applied to all site collection created through requests for this service. Select


• Assign by Business User – Allows the business user to configure the site

collection lease period when submitting a request for this service.

When the site collection lease period is enabled, you can choose to enable lease

expiration warning to configure when to send the warning e-mail before the site

collection reaches expiration by selecting the Enable lease expiration warning

checkbox. Then enter a number in the provided text box and choose Day(s), Week(s),

Month(s), or Year(s) from the drop-down list.

Choose to assign the lease expiration warning to site collections created by this service

or allow the business user to choose the lease expiration warning when submitting a

request for this service. Choose from the following:

• Assign by IT Admin – The lease expiration warning configured here will be

applied to all site collections created through requests for this service. Select


• Assign by Business User – Allows the business user to configure the lease

expiration warning when submitting a request for this service.

Select the Approval Process from the drop-down list for the site collection lease period

task, or click Create New to create a new approval process for the site collection lease

period task. Note that multiple stages approval is supported for the site collection lease

period task.




21. Governance Automation App and App Parts – Choose whether to automatically

enable Governance Automation App during site collection creation.

If enabling this feature, first make sure that the Governance Automation App has been

properly deployed to your farm or SharePoint Online environment. For more information

about the environment configuration and deployment, refer to Installing the Governance

Automation App for SharePoint 2013/SharePoint 2016 On-Premises or Installing the

Governance Automation App for SharePoint Online.


If you choose Automatically enable Governance Automation App, you can choose to

add the Site Information Card app part, and/or the Site Directory app part into the

homepage of the site collection that will be created by this service.

If you selected My Registered Sites in the Web Applications and Managed Paths field

as the service scope, you can also choose to add the Cloud Governance Panel app part

to the SharePoint Online site collections.

*Note: If you want Governance Automation to automatically add the Cloud Governance

Panel, make sure the Cloud Governance Panel package has been properly installed to

your SharePoint Online environment. For details, refer to Installing the Cloud Governance

Panel on SharePoint Online.

Select the Automatically add Governance Automation app parts into the homepage

checkbox and then select the checkbox of the corresponding app part.

22. Request Access via Governance Automation Grant Permissions Service – Choose

how to apply the request access feature to site collections created by this service.

*Note: To apply the request access feature, make sure the operations in Preparing

SharePoint are complete.

• Inherit the request access settings from its parent Web application – Choose

this option to inherit the request access settings from the site collection’s parent

Web application. Select this option and click the here link to view the Grant

Permissions services that are applied to the Web applications in your farm. If a

Web application has no Grant Permissions service applied to it, or if you want to

change the Grant Permissions services applied to the Web application, click the

Request Access Settings link to select a Grant Permissions service in the

Request Access Settings window. For more information about how to configure

the Request Access Settings window, refer to Configuring Request Access

Settings.

• Apply a unique Grant Permissions service to the newly created site

collection – Select a Grant Permissions service from the drop-down list to enable

the request access feature and apply a unique Grant Permissions service to the

site collection created by this service.

23. URL – Choose one of the following methods to define the site collection URL.

• Manually input URL – Allows the requester to manually enter the site collection

URL. You can choose the following options:

URL validation – Select the checkbox to enable site collection URL

validation. Then, select a text validation rule from the drop-down list. The

site collection URL defined by the requester will be validated according to



Construct URL – Select the checkbox to build the site collection URL

using specific rules. Click Add and select a rule from the drop-down list.

The following rules are available:

▪ Site Collection Title

▪ Custom metadata with the types of Single line of text, Choice,

Person or Group, Managed metadata, and Lookup.

*Note: If the metadata with the type of Choice - Checkboxes,

Person or Group, or Managed metadata has multiple values, the

values will be separated with semicolons in the constructed URL.

In the request form, the constructed URL will be automatically provided as

the default site collection URL. The requester can modify the URL if

desired.

• Automatically generate URL – Allows Governance Automation to automatically

generate the site collection URL. You can enter a prefix in the Prefix text box; the

automatically generated site collection URL will have the prefix before the

automatically generated portion of the URL. Choose one of the following options:

o Sequential numbering – Choose this option to automatically generate

the site collection URL by adding a number, starting from 1 and increasing

by 1 for each URL.

o Random string – Choose this option to automatically generate the site

collection URL by randomly adding characters and numbers. Enter the

Minimum length of the URL name and the Maximum length of the

URL name in the corresponding text boxes. Note that the value entered

here cannot exceed 50.

24. When you have finished configuring settings for this service, choose one of the following

options:

• Click the arrow on the left-hand side to go to the previous steps to review and


• Click Save to save all of the configurations and return to the Service


• Click Save and Activate to save all of the configurations and activate this service,

which allows users to submit requests for this service.

• Click Cancel to return to the Service Management interface without saving any

configurations.

Create Site Service

Configure Create Site services to define the Create Site service request template for business

users. You can customize the settings for sites created by this service as well as configure


available options for business users to choose from when requesting this service. Sites created

by Governance Automation inherit data protection and content retention policies from the site

collection they live in. Sites created by Governance Automation use the same DocAve Granular

Backup and Recovery, DocAve Connector, DocAve Archiver and lifecycle management settings

as the site collections they are created in.

In the interface for creating or editing a Create Site service, configure the following settings.



1. Scope – Choose the site collections you wish to be made available in this service.

Business users will be able to choose which site collection to create the new site under.

a. Select a farm or My Registered Sites from the drop-down list.

b. Choose one of the following methods to configure the scope:

Manually input URL – Select this option and click the Add Your Own

URL link to enter the URL of the site collection in the URL text box. To

add more site collections click Add Your Own URL after entering a URL.

Select scope from tree – Select this option and then select the site

collections from the data tree.

Optionally, select Enable security trimming in the tree of the request for this

service to only allow requesters to view the node that they have permissions to

access in the scope tree. Note the following:

o Selecting this option may increase the time it takes to load the tree in the

request.

o The security trimming does not support ADFS users. The node that an

ADFS user has permissions to access is not displayed in the scope tree

when the ADFS user submits a request via this service.

c. Site URL – You can choose the following options:

Use site title in URL – Select this checkbox to have the site URL be filled

automatically after entering the site title in the service request.

Use SharePoint context to automatically populate the service request

scope – Select this checkbox to retrieve and use SharePoint context in the

service request scope. In the Governance Automation Web Part interface,

the service request URL is set to the Web part URL, which will be used as

the request scope. The same applies to the Site Information Card app

part, so that the Site Information Card URL will be used as the request

scope. Alternatively, a link can be created within SharePoint to this service

request page and the request scope will be set to the parent URL. Make

sure that the request URL is in the following format:


https://servername:port/ProvSSRequest/NewRequest?serviceId={ser

viceID}&parent={parentsiteURL}.


▪ Allow Business User to Edit the URL – The retrieved URL will be

automatically filled into the request scope, and the requester can

edit it.

▪ Show as Read-Only to Business User – The retrieved URL will be

displayed as read-only in the request scope, and the requester

cannot edit it.

▪ Hide from Business User – The retrieved URL will not be

displayed to the requester in the request scope.

*Note: If you select My Registered Sites, this function will take effect on

the Governance Automation App deployed on SharePoint Online. The URL

of the Governance Automation app part Site Information Card will be

used as the request scope.

URL validation – Select this checkbox to enable site URL validation. Then,

select a text validation rule from the drop-down list. The site URL define

by the requester will be validated according to the regular expression set

in the text validation rule.

Automatically generate URL – Allows Governance Automation to

automatically generate the site URL by numbering from 1 or randomly

adding characters and/or numbers. You can enter a prefix in the Prefix

text box; the automatically generated site URL will have the prefix before

the automatically generated number or before the randomly added

characters and/or numbers. choose one of the following options:

▪ Sequential numbering – Choose this option to automatically

generate the site URL by adding the number starting from 1,

increasing in numerical value.

▪ Random string – Choose this option to automatically generate

the site URL by randomly adding characters and/or numbers. Enter

the Minimum length of the URL name and the Maximum

length of the URL name in the corresponding text box. Note that

the value entered here cannot exceed 50.

*Note: If you allow business users to request for creating sites in your Office 365 tenant’s

root site collection or self-service created sites, you must enable Custom Script settings.

With enabled Custom Script settings, Governance Automation can successfully apply

metadata to newly created sites. For more information about SharePoint Online Custom

Script settings, refer to https://support.office.com/en-us/article/allow-or-prevent-

custom-script-1f2c515f-5d7e-448a-9fd7-835da935584f?ui=en-US&rs=en-001&ad=US.

https://support.office.com/en-us/article/allow-or-prevent-custom-script-1f2c515f-5d7e-448a-9fd7-835da935584f?ui=en-US&rs=en-001&ad=US

https://support.office.com/en-us/article/allow-or-prevent-custom-script-1f2c515f-5d7e-448a-9fd7-835da935584f?ui=en-US&rs=en-001&ad=US


Complete the following steps to enable Custom Script settings:

a. Navigate to SharePoint admin center > settings > Custom Script.

b. Choose the Allow users to run custom script on self-service created sites

option.

c. Click OK to save your change.

*Note: Changes to Custom Script settings might take up to 24 hours to take effect.

2. Site Title Validation – You can select the Title validation checkbox to enable site title

validation. Then, select a text validation rule from the drop-down list. The site title

defined by the requester will be validated according to the regular expression set in the

text validation rule.

3. Language (This option is only available if you have language packs installed on the Web

server) – Specify the language for the sites. If more than one language is selected,

choose a default language from the Default Selection drop-down list.

Choose to assign a language to sites created by this service or allow the business user to

choose the language when submitting a request for this service from the languages

selected in the Select Language configuration area. Choose from the following:

• Assign by IT Admin – The language selected in the Default Selection drop-

down list will be applied to all sites created through requests for this service.


• Assign by Business User – Allows business user to choose from the languages

you have selected in the Select Language configuration area.

4. Site Template – Specify the templates which can be used to create the site. In the

Template store text box, enter the site collection URL where all of your site templates

are centrally stored. Then click Retrieve to retrieve the available templates and select the

desired templates by selecting corresponding checkboxes. Select a template as the

default template from the drop-down list in the Default Selection section.

Choose to assign a template to sites created by this service or allow the business user to

choose the template when submitting a request for this service

• Assign by IT Admin – The site template selected in the Default Selection drop-

down list will be applied to all sites created through requests for this service.


• Assign by Business User – Allows the business user to select the site template

when submitting a request for this service. The template selected in the Default

Selection drop-down list will be displayed as a default template and the business

user can change it to another template.



6. Site Permissions – Select to inherit permissions from parent site or use unique

permissions.

• If you choose to inherit the parent site’s permission settings, choose the Use

same permissions as parent site option. Assign by IT Admin will be the default

selection. Choose to Show as Read-Only to Business User or Hide from

Business User.

• If you choose to use unique permissions, refer to the step below.

7. Use unique permissions – Choose the Use unique permissions option and customize

the site permissions for sites created by this service:

• The Common tab – Configure the common permission settings to assign

permissions to specific groups and users. By default, the common groups are

displayed. Click the edit ( ) button to edit the settings of a specific group or click

the delete ( ) button to delete a specific group.

o Create Group – Click Create Group to create a new group and add it into




optional description for future reference. Enter $SiteName to

automatically add the site title as the group name prefix in Create

Site service request.




$Manager of Requester, $Primary Site Collection Contact,

$Secondary Site Collection Contact, $Primary Site Contact, and

$Secondary Site Contact. Then, click OK to save your

configurations.


Variable Roles.

Choose Assign by IT Admin to assign the group settings to sites

created by this service. Then choose either Show as Read-Only to

Business User or Hide from Business User. Choose Assign by

Business User to allow business user to configure the group

settings when submitting requests for this service. You can choose

to require the business user to configure the group settings by

selecting the Require Business User Input checkbox.









checkboxes.





o Grant Permissions – Click Grant Permissions to grant permissions to


following settings:


grant permissions.







checkboxes.


• The specific template tab – The template tab depends on the selected site

template. The default groups of the site template are displayed. Click the edit ( )

button to edit the settings of a specific group or click the delete ( ) button to

delete a specific group.

o Use common permission settings – Select the checkbox to apply the

permission settings in the Common tab. If there are group names that

already exist in the Common tab, the group settings will be replaced by

those of the Common tab.

o Create Group – Click Create Group to create a new group and add it into




optional description for future reference.





$Manager of Requester, $Primary Site Collection Contact,

$Secondary Site Collection Contact, $Primary Site Contact, and

$Secondary Site Contact. Then, click OK to save your

configurations.


Variable Roles.

Choose Assign by IT Admin to assign the group settings to sites

created by this service. Then choose either Show as Read-Only to

Business User or Hide from Business User. Choose Assign by

Business User to allow business user to configure the group

settings when submitting requests for this service. You can also

choose to require the business user to configure the group

settings by selecting the Require Business User Input checkbox.








checkboxes.





o Grant Permissions – Click Grant Permissions to grant permissions to


following settings:


grant permissions.







checkboxes.



• Business User action control – Choose how to control the business user actions

on the site permissions.

o Allow Business User to grant user permissions directly – Select this

checkbox to allow business users to directly grant permissions to specific

users in the request.

o Prevent Business User from requesting to grant permissions with the

following permission levels – Select this checkbox and select your

desired permission levels. The selected permission levels will not be

displayed in the request.

8. Navigation – Configure navigation options for sites created using this service:

• Choose whether or not to Display this site on the Quick Launch of the parent

site.

• Choose whether or not to Display this site on the top link bar of the parent

site.

Choose to apply the option to sites created by this service or allow the business user to

choose the option when submitting a request for this service. Choose from the following:

• Assign by IT Admin – The navigation options configured here will be applied to

all sites created through requests for this service. Select either Show as Read-

Only to Business User or Hide from Business User.

• Assign by Business User – Allows the business user to configure the navigation

options.

9. Navigation Inheritance – Choose whether or not to have sites created by this service

Use the top link bar from the parent site by choosing the corresponding option.

Choose to apply the option to sites created by this service or allow the business user to


• Assign by Business User – Allows business user to choose the option when

submitting a request for this service.

• Assign by IT Admin – The selected option will be applied to requests for this


Business User.


11. Primary Site Contact – The primary site contact will be the user designated for

managing the site created by this service. Assign a user to be the primary site contact by

entering the username into the text box. Press Enter to check that the name is valid.

You can also enter $ to select one of the following roles:

• $Requester








Choose to assign the primary site contact to sites created by this service or allow the

business user to designate one when submitting a request for this service. Choose from

the following:

• Assign by IT Admin – The primary site contact configured here will be applied to

all sites created through requests for this service. Select either Show as Read-



contact.

You can send an e-mail to notify the primary site contact when the site is created

successfully. Select the Notify the contact upon site creation checkbox and select an e-

mail template from the drop-down list. By default, Built-in Object Ownership

Notification E-mail Template is selected.

12. Secondary Site Contact – The secondary site contact will be the user designated for

managing sites created by this service in case the primary site contact is unable to

respond to a notification. Assign a user to be the secondary site contact by entering the

username into the text box. Press Enter to check that the name is valid.

You can also enter $ to select one of the following roles:

• $Requester







Choose to assign the secondary site contact to sites created by this service or allow the

business user to designate one when submitting a request for this service. Choose from

the following:


• Assign by IT Admin – The secondary site contact configured here will be applied

to all sites created through requests for this service. Select either Show as Read-



site contact.

You can send an e-mail to notify the secondary site contact when the site is created

successfully. Select the Notify the contact upon site creation checkbox and select an e-

mail template from the drop-down list. By default, Built-in Object Ownership

Notification E-mail Template is selected.

13. DocAve Deployment Manager Plan – Select the Apply DocAve Deployment

Manager Plan checkbox to apply a DocAve Manager plan to the new site. The template

or pattern in the Deployment Manager plan will be used to create the new site. Select

Deployment Manager plans from the table.

• The plans created from DocAve Deployment Manger Home tab will be displayed

if they meet all of the following conditions:




same.

The source nodes in the mappings are sites or objects lower than sites.

The deployment type of the mappings in the plan is Design Element.

The destination nodes in the mappings are sites.

All of the mappings in the plan are enabled and meet all of the above

conditions.

• The plans created from Deployment Manager patterns will be displayed if they

meet all of the following conditions:




same.

The scope of the pattern is site.

The source nodes in the mappings are sites or objects lower than sites.

The destination nodes in the mappings are sites.

All of the mappings in the pattern are enabled and meet all of the

conditions above.


Assign the Deployment Manager plans in this service or allow the business user to

choose the Deployment Manager plans when submitting a service request. Choose from

the following:

• Assign by IT Admin – The Deployment Manager plans selected in the Default

Selection drop-down list will be applied to all sites created by this service. Select


• Assign by Business User – Allows business user to choose from the Deployment

Manager plans you have selected in the Select plan area. You can also select the

Require Business User Input checkbox to require the business user to select the

Deployment Manager plans.

14. Governance Automation App and App Parts – Choose to automatically enable

Governance Automation App during site creation. If enabling this feature, first make sure

that the Governance Automation App has been properly deployed to your farm. For

more information about the environment configuration and deployment, refer to

Installing the Governance Automation App for SharePoint 2013/SharePoint 2016 On-

Premises or Installing the Governance Automation App for SharePoint Online. If you

choose Automatically enable Governance Automation App, you can also choose to

automatically add Governance Automation app part Site Information Card and/or Site

Directory into the homepage of the site that will be created by this service. Select the

Automatically add Governance Automation app parts into the homepage checkbox

and then select the checkbox for the corresponding checkbox.

15. Metadata – Choose to inherit parent site’s metadata or use unique metadata.

• Inherit parent metadata – The new site will inherit its parent site’s metadata.

• Unique metadata – The new site will use unique metadata. Select the metadata

to be made available to users when submitting a request for this service. Click

Add Metadata to open the Add Metadata window. In the Add Metadata

window:

Create – Click Create to create new metadata in the Create Metadata

window. For more information about how to configure metadata, refer to

Configuring Metadata.

Edit – Select metadata and click Edit. For more information about how to


Add to List – Select desired metadata and click Add to List. The

metadata displayed here is configured in Settings > Metadata.

You can select the Copy metadata from its parent site checkbox. With this

option selected, the newly created site, which is based on this service, will copy its

parent site’s metadata.


options:






• Click Save and Activate to save all of the configurations and activate this service



configurations.

Create Library/List Service

Configure Create Library/List services to define the Create Library/List service request templates

for business users. You can predefine the settings for libraries or lists created by this service as

well as configure available options for business users to choose from when requesting this

service. Libraries or lists created by Governance Automation are included in the data protection

plan and content retention rules of the site collection they live in.

In the interface for creating or editing a Create Library/List service, configure the following

settings.



1. Bulk Mode – Choose to enable bulk mode. Select the Enable bulk creation of

libraries/lists to allow users to request the creation of multiple libraries and lists in one

service request.

2. Scope – Choose the site you wish to be made available in this service. Business users will

be able to choose which site to create the new library or list under.

a. Select a farm or My Registered Sites from the drop-down list.

b. Choose one of the following methods to configure the scope:

Manually input URL – Select this option and click the Add Your Own

URL link to enter the URL of the site in the URL text box. To add more

sites click Add Your Own URL after entering a URL.

Select scope from tree – Select this option and then expand the tree to

select the sites.

Optionally, select Enable security trimming in the tree of the request for this

service to only allow requesters to view the node that they have permissions to

access in the scope tree. Note the following:


request.





c. Use SharePoint context to automatically populate the service request scope

– You can select this checkbox to retrieve and use SharePoint context in the

service request scope. In the Governance Automation Web Part interface, the

service request URL is set to the Web part URL, which will be used as the request





format:

https://servername:port/Request/NewListCreationRequest?serviceId={servic

eID}&parent={parentsiteURL}.






it.






request scope.

3. Library/List Name Validation – You can select the Name validation checkbox to

enable library or list name validation. Then, select a text validation rule from the drop-

down list. The library or list name defined by the requester will be validated according to


4. Navigation – Choose whether or not to Display this library or list on the Quick

Launch of its parent site.

Choose to assign the navigation option to the library or list created by this service or

allow the business user to choose this option when submitting a request for this service.

Choose from the following:

• Assign by IT Admin – The option selected here will be applied to all libraries or

lists created through requests for this service. Select either Show as Read-Only

to Business User or Hide from Business User.




5. Type – Select the type of the object that you allow to be create, Library or List.

Choose to assign the type to the library or list created by this service or allow the

business user to choose the type when submitting a request for this service. Choose

from the following:

• Assign by IT Admin – The type selected here will be applied to all libraries or

lists created through requests for this service. Select either Show as Read-Only

to Business User or Hide from Business User.

• Assign by Business User – Allows business user to choose the type when



7. Library/List Template – Enter the site collection URL in which all of the library or list

templates are centrally stored in the Template store text box, then click outside of the

text box to remove the cursor from it and retrieve the templates. Select the available

templates that your business users may use to create a new library or list. You can select

multiple templates. Use the Default template drop-down list to designate the default

template for the new library or list created by this service.

Choose to assign the template to the library or list created by this service or allow the

business user to choose the template when submitting a request for this service. Choose

from the following:

• Assign by IT Admin – The template selected here will be applied to all libraries

or lists created through requests for this service. Select either Show as Read-


• Assign by Business User – Allows business user to choose the template when


8. Document Version History (This section appears when you select Library as the Type.)–

Specify whether a version is created each time you edit a file in this library.

• Require content approval for submitted items? – Specify whether new files or

changes to existing files should remain in a draft state until they have been

approved.

• Create a version each time you edit a file in this library?

No versioning – Do not create a version when a file in this library is

edited.

Create major versions – Create a major version each time a file in this

library is edited.


Create major and minor (draft) versions – Create major and minor

versions each time a file in this library is edited.

• Optionally limit the number of versions to retain – Allows you to limit the

number of versions that you wish to retain. To limit the number of major versions,

select the checkbox before Keep the following number of major versions and

enter a number in the provided text box. You can also keep drafts for major

versions by selecting the checkbox before Keep drafts for the following

number of major versions and enter a number in the provided text box.

Choose to assign the configured settings to the library created by this service or allow

the business user to configure these settings when submitting a request for this service.


• Assign by IT Admin – The settings configured here will be applied to all libraries

created through requests for this service. Select either Show as Read-Only to


• Assign by Business User – Allows business user to configure the settings when


9. Item Version History (This section appears when you select List as the Type.) – Specify

whether a version is created each time you edit an item in this list.

• Require content approval for submitted items? – Specify whether new items

or changes to existing items should remain in a draft state until they have been

approved.

• Choose whether to Create a version each time you edit an item in this list.

• Optionally limit the number of versions to retain – Allows you to limit the

number of versions that you wish to retain. To limit the number of versions, select

the Keep the following number of versions checkbox and enter a number in

the provided text box. You can also keep drafts for approved versions by

selecting the Keep drafts for the following number of approved versions

checkbox and entering a number in the provided text box.

Choose to assign the configured settings to the list created by this service or allow the

business user to configure these settings when submitting a request for this service.


• Assign by IT Admin – The settings configured here will be applied to all lists

created through requests for this service. Select either Show as Read-Only to






11. Library or List Address – You can choose the following options to validate or construct

the library or list URL.

• URL validation – Select the checkbox to enable library or list URL validation.

Then, select a text validation rule from the drop-down list. The library or list URL

defined by the requester will be validated according to the regular expression set

in the text validation rule.

• Construct URL – Select the checkbox to build the library or list URL using specific

rules. Click Add and select a rule from the drop-down list. The following rules are

available:

Library or List Name

Custom metadata with the types of Single line of text, Choice, Person or

Group, Managed metadata, and Lookup.

*Note: If the metadata with the type of Choice - Checkboxes, Person or

Group, or Managed metadata has multiple values, the values will be

separated with semicolons in the constructed URL.

In the request form, the constructed URL will be automatically provided as the

default library or list URL. The requester can modify the URL if desired.

*Note: If Bulk Mode is enabled in the service and the requester wants to create

libraries or lists in bulk, the construct URL rules will not take effect.


options:








configurations.

Create Office 365 Group/Team Service

Configure Create Office 365 Group/Team services to define the Create Office 365 Group/Team

service request templates for business users. You can predefine the settings for Office 365

groups/teams created by this service as well as configure available options for business users to

choose from when requesting this service.

In the interface for creating or editing a Create Office 365 Group/Team service, configure the

following settings.




1. App Profile – Select an app profile from the drop-down list. The app profile was

configured in Settings > App Management. The app profile represents a tenant in

Office 365, and new Office 365 groups/teams will be created in this tenant.

2. Privacy – Choose one of the following privacy options for new Office 365 groups.

• Public – Anyone can see Office 365 group content

• Private – Only members can see Office 365 group content

Choose to apply your selection to requests for this service, or allow business users to

configure this when submitting requests for this service. Choose from the following:

• Assign by IT Admin – The privacy option selected here will be applied to new

Office 365 groups. Select either Show as Read-Only to Business User or Hide

from Business User.

• Assign by Business User – Allows business users to select the privacy option

when submitting requests for this service.

3. Subscribe Members – The Send copies of Office 365 group conversations and

events to Office 365 group members’ inboxes option decides whether to allow Office

365 group members to receive copies of Office 365 group conversations and events.



• Assign by IT Admin – Your selection here will be applied to new Office 365

groups. Select either Show as Read-Only to Business User or Hide from

Business User.

• Assign by Business User – Allows business users to configure this setting when

submitting requests for this service.

4. Outside Senders – The Allow outside senders option decides whether to allow users

outside the organization to send e-mails to Office 365 groups.



• Assign by IT Admin – Your selection here will be applied to new Office 365


Business User.

• Assign by Business User – Allows business users to configure this setting when


5. Governance Automation App and App Part – Choose whether to automatically enable

the Governance Automation App during Office 365 group creation.


If you are enabling this feature, first make sure that the Governance Automation App has

been properly deployed to your SharePoint Online environment. For more information

about the environment configuration and deployment, refer to Installing the Governance

Automation App for SharePoint Online.

If you choose Automatically enable Governance Automation App, you can choose to

add the Cloud Governance Panel into the group team site that will be created along

with the Office 365 group.

*Note: If you want Governance Automation to automatically add the Cloud Governance

Panel, make sure the Cloud Governance Panel package has been properly installed to

your SharePoint Online environment. For details, refer to Installing the Cloud Governance

Panel on SharePoint Online.

6. Microsoft Teams – Choose whether or not to enable the Microsoft Teams functionality

for the Office 365 group created via this service, or allow business users to configure this

in the service request form. Choose from the following:

• Assign by IT Admin – New Office 365 groups created via this service will have

the Microsoft Teams functionality enabled. Select either Show as Read-Only to


• Assign by Business User – Allows business users to choose to enable Microsoft

Teams for new Office 365 groups when submitting requests for this service.

*Note: If your tenant allows enabling Microsoft Teams for Office 365 groups that will be

created via Governance Automation, the account used to register your SharePoint Online

admin center must have the SharePoint Administrator and Exchange Administrator roles

in Office 365. For details on registering the SharePoint Online admin center, refer to

Registering SharePoint Online Admin Centers/Site Collections.

7. Language – Select one or more languages for new Office 365 groups created via this

service. If more than one language is selected, you must select a default language from

the Default language drop-down list.

Choose to assign a language to Office 365 groups created via this service, or allow

business users to select the language when submitting requests for this service. Choose

from the following:

• Assign by IT Admin – The language selected from the Default language drop-

down list will be used as the language of new Office 365 groups. Select either

Show as Read-Only to Business User or Hide from Business User.

• Assign by Business User – Allows business users to select languages when

submitting requests for this service. The default language selected in this service

will become the default option, and business users can change it to another

language.

8. Office 365 Group Classification – Select one or more group classifications for new

Office 365 groups created via this service. If you select more than one group


classification, you must select a default group classification from the Default Office 365

group classification drop-down list.

Choose to assign a group classification to Office 365 groups created via this service, or

allow business users to select the group classification when submitting requests for this

service. Choose from the following:

• Assign by IT Admin – The group classification selected from the Default Office

365 group classification drop-down list will be applied to new Office 365


Business User.

• Assign by Business User – Allows business users to select group classifications

when submitting requests for this service. The default group classification

selected in this service will become the default option, and business users can

change it to another group classification. You can select the Require Business

User Input checkbox to require business users to select a group classification.


10. Primary Group Contact – The primary group contact is the user designated to manage

the lifecycle of new Office 365 groups created via this service.

Choose to assign a user as the primary group contact, or allow business users to assign

the primary group contact when submitting requests for this service. Choose from the

following:

• Assign by IT Admin – If you select Assign by IT Admin, enter a username in the

text box and press Enter to validate it. This user will become the primary group

contact of all Office 365 groups created via this service. Select either Show as


• Assign by Business User – Business users will assign the primary group contact


11. Secondary Group Contact – The secondary group contact is the user designated to

manage the lifecycle of new Office 365 groups in the event the primary group contact is

unable to respond to a notification.

Choose to assign a user as the secondary group contact, or allow business users to

assign the secondary group contact when submitting requests for this service. Choose

from the following:

• Assign by IT Admin – If you select Assign by IT Admin, enter a username in the

text box and press Enter to validate it. This user will become the secondary group

contact of all Office 365 groups created via this service. Select either Show as


• Assign by Business User – Business users will assign the secondary group

contact when submitting requests for this service.


12. Office 365 Group Owners – Choose to assign group owners for Office 365 groups

created via this service, or allow business users to assign group owners when submitting

requests for this service. Choose from the following:

• Assign by IT Admin – If you select Assign by IT Admin, enter one or more

usernames in the text box. You can also enter $ to select the following roles:

o $Requester

o $Manager of Requester

o $Primary Group Contact

o $Secondary Group Contact



• Assign by Business User – Business users will assign group owners when


13. Office 365 Group Members – Choose to assign group members for Office 365 groups

created via this service, or allow business users to assign group members when

submitting requests for this service. Choose from the following:

• Assign by IT Admin – If you select Assign by IT Admin, enter one or more

usernames in the text box. You can also enter $ to select the following roles:

o $Requester


o $Primary Group Contact

o $Secondary Group Contact



• Assign by Business User – Allow business users to assign group members when

submitting requests for this service. You can select the Require Business User

Input checkbox to require business users to assign group members.

You can also choose whether to Enable hidden group membership to hide the

members of the Office 365 group from users who are not members of the group.



• Assign by IT Admin – The enabled or disabled hidden group membership will be

applied to new Office 365 groups created via this service. Select either Show as



• Assign by Business User – Business users will choose whether to enable hidden

group membership.

14. Office 365 Group Policy – Select one or more Office 365 group policies that can be

applied to Office 365 groups created via this service. If you select more than one policy,

you must select a default policy.

Choose to apply your selection, or allow business users to select Office 365 group

policies. Choose from the following:

• Assign by IT Admin – The Office group policy selected from the Default

Selection drop-down list will be applied to Office 365 groups created via this


Business User.

• Assign by Business User – Business users will select the Office 365 group policy

when submitting requests for this service. The default policy selected in this

service will become the default option, and business users can change it to

another policy.


16. Office 365 Group Name/ID – If groups names/group IDs of your tenant’s Office 365

groups require rules, select the Construct Office 365 group name checkbox and/or the

Construct Office 365 group ID checkbox. Otherwise, leave the checkbox as deselected

and business users can enter desired content as groups names and group IDs.

If you select the checkboxes, follow the steps below to set rules for constructing group

name and/or group ID:

a. Click Add under the Office 365 group name prefix, Office 365 group name

suffix, Office 365 group ID prefix, or Office 365 group ID suffix label.

b. Select Text, Metadata, or Attribute as a rule from the drop-down list, and then

enter or select a value for the selected rule.

c. You can repeat the steps above to add more rules.

Choose to define group names/group IDs for Office 365 groups created via this service,

or allow business users to define group names/group IDs based on the prefixes/suffixes

in your rules. Choose from the following:

• Assign by IT Admin – The prefixes/suffixes you set here will be used to build

group names/group IDs for Office 365 groups created via this service. Group

names/group IDs will be displayed to business users as read-only.

• Assign by Business User – The prefixes/suffixes you set here will be displayed to

business users as read-only. Apart from the prefixes/suffixes, business users can

enter additional content to build groups names/group IDs. You can select the

Require Business User Input checkbox to require business users to enter

additional content for groups names/group IDs.


17. Links in Request/Task Details Page – When a new Office 365 group is created, several

tools are created together with the new group. Choose whether to display links for the

following tools on the View Details of the corresponding service requests and tasks:

Planner, Site, Files, Conversations, and/or Notebook.


options:




Management page.


which allows business users to submit requests for this service.

• Click Cancel to return to the Service Management page without saving any

configurations.

Deploy Patterns Service

To define the Deploy Patterns service request templates for business users, configure Deploy

Patterns services. You can customize the settings for business users to deploy patterns in

DocAve Deployment Manager plan to the defined site collections or sites.

In the interface for creating or editing a Deploy Patterns service, configure the following

settings.



1. Scope – Select a farm or My Registered Sites from the drop-down list and expand the

tree. Select the desired Web applications by selecting the corresponding checkboxes.

Optionally, configure the following:

• Enable security trimming in the tree of the request for this service – Select

this checkbox to only allow requesters to view the node that they have

permissions to access in the scope tree. Note the following:


request.




• User SharePoint context to automatically populate the service request scope

– Select this checkbox to retrieve and user SharePoint context in the service

request scope. In the Governance Automation Web Part interface, the service


request URL is set to the Web part URL, which will be used as the request scope.

The same applies to Site Information Card app part, so that the Site Information

Card URL will be used as the request scope. Alternatively, a link can be created

within SharePoint to this service request page and the request scope will be set

to the Parent URL. Make sure that the request URL is in the following format:

https://servername:port/DeploymentManagementPatternRequest/New?ser

viceId={serviceID}&parent={parentsiteURL}




request scope.

2. Pattern Level – Select the Site collection checkbox and/or Site checkbox as the pattern

level. Then, select one or more patterns retrieved from the farms or SharePoint Online

sites groups you selected in the Scope field. The patterns will be applied to the site

collection or site specified in the request form. You must select a default pattern from

the Default Selection drop-down list for each pattern level.

3. Pattern Applying Method – Choose one of the following methods that will be used for

applying patterns to the site collection or site.

• By URL – Choose this option to allow business users to define one or more site

collections or sites. The patterns that are currently deployed to these site

collections or sites will be retrieved. Then, business users can apply new patterns

to the defined site collections or sites.

• By Pattern – Choose this option allow business users to select an original pattern

to retrieve site collections or sites currently deployed with this pattern. Then,

business users can select the site collections or sites and select new patterns that

will be applied to these site collections or sites.

Choose to apply the selected pattern applying method to requests for this service or

allow business users to select the pattern applying method when submitting requests for

this service. Choose from the following:

• Assign by Business User – Allows business user to select the pattern applying

method for site collections or sites when submitting a request for this service.

• Assign by IT Admin – The patter applying method selected in this service will be

applied to requests for this service.


5. Conflict Resolution – Conflict resolution determines the action that DocAve takes when

the name of a container or content in the new pattern is identical to that in site

collections or sites. Select one of the following resolutions for the container level conflict

from the drop-down list:


• Skip – Ignores the conflict and keeps the container in site collections or sites as it

is.

• Merge – Updates the container in site collections or sites based on the container

in the new pattern.

• Replace – Substitutes the container in site collections or sites with the container

in the new pattern.

Note the following:

o If you selected Skip as the conflict resolution for the container level, you

can select the Check lower objects checkbox to check conflicts of lower

objects.

o If you selected Merge as the conflict resolution for the container level,

you must select a resolution for the content level conflict.

Select one of the following resolutions from the Content level conflict

resolution drop-down list for the content level conflict:

o Skip – Ignores the conflict and keep the content in site collections or sites

as it is.

o Overwrite – Substitutes the content in site collections or sites with the

content in the new pattern.

o Overwrite by Last Modified Time – Substitutes the content in site

collections or sites with the content that has the latest modification.

Choose to apply the selected conflict resolutions to requests for this service or allow

business users to select the conflict resolution when submitting requests for this service.


• Assign by IT Admin – The conflict resolutions selected in this service will be used

as the conflict resolutions in requests for this service. Select either Show as


• Assign by Business User – Allows business users to select the conflict resolutions

for container level and/or content level in the request form.

6. Apps – Choose whether to deploy apps in a pattern to site collections or sites. If you

enable it, you must select a resolution for the apps conflict from the App conflict

resolution drop-down list:

• Skip – Ignores the conflict and keep the apps and AppData in site collections or

sites as they are.

• Update App Only – The apps in site collections or sites will be overwritten except

for the AppData, if the apps in the new pattern have more recent versions than

the apps in site collections or sites.


• Replace App and AppData – Substitutes the apps and AppData in site

collections or sites with the apps in the new pattern.

Choose to apply the configurations to requests for this service or allow business users to

configure the settings when submitting requests for this service. Choose from the

following:

• Assign by IT Admin – The Apps settings configured in this service will be

applied to requests for this service. Select either Show as Read-Only to Business


• Assign by Business User – Allows business users to configure the Apps settings

in the request form.

7. Mappings – Mappings allows you to map properties of the new pattern to site

collections or sites. Select a domain mapping, user mapping, and/or language mapping

from the corresponding checkboxes.



following:

• Assign by IT Admin – Mappings selected in this service will be applied to



• Assign by Business User – Allow business users to select mappings in the

request form.

8. Workflow – Choose to select the Include workflow definition checkbox to deploy

existing workflow definition in a new pattern to site collections or sites.



following:

• Assign by IT Admin – The Workflow settings configured in this service will be

applied to requests for this service. Select either Show as Read-Only to Business


• Assign by Business User – Allows business users to choose whether to configure

the Workflow settings in the request form.

9. Deploy to Relative Lists and Sites – Choose to select the Deploy the content type to

relative lists and sites checkbox to deploy the content types of the new pattern to the

relative lists and sites.



following:


• Assign by IT Admin – The Deploy to Relative Lists and Sites settings

configured in this service will be applied to requests for this service. Select either



the Deploy to Relative Lists and Sites settings in the request form.

10. Preserve the Null Column Values – Choose whether or not to preserve the null value of

the item columns in the new patterns by choosing Yes or No. If you choose Yes, the null

value will be preserved for those items. If you choose No, the null value will be replaced

with the value in the site collection or site.

Choose whether or not to apply the configurations to requests for this service or allow

business user to choose whether configure the settings when submitting requests for

this service. Choose from the following:

• Assign by IT Admin – The Preserve the Null Column Values settings



• Assign by Business User – Allows business user to choose whether or not to

configure the Preserve the Null Column Values settings in the request form.

11. Managed Metadata Service Settings – Choose whether to enable copying managed

metadata service. By default, the Copy managed metadata service checkbox is

selected. Then, choose to copy Term, Term set, or the entire Managed metadata

service with the content from the new pattern to the site collection or site by choosing

the corresponding options. By default, Term set is chosen.

*Note: Copying the managed metadata service will activate the service in the site

collection or site if it is not activated.

Choose whether apply the configurations to requests for this service or allow business

users to choose whether to configure this settings when submitting requests for this


• Assign by IT Admin – The Managed Metadata Service Settings configured in

this service will be applied to requests for this service. Select either Show as



the Managed Metadata Service Settings in the request form.

12. Site Title and Description – Choose whether to Copy site title and description from

the new pattern to the site collection or site that will be specified in the request form.

Choose to apply the configuration to requests for this service or allow business users to

configure the setting when submitting requests for this service. Choose from the

following:


• Assign by IT Admin – Your configuration in this service will be applied to



• Assign by Business User – Allows business users to choose whether to copy site

title and description in the request form.


options:








configurations.

Site Collection Lifecycle Management Service

Site Collection Lifecycle Management services provide business users with control over the

lifecycle of their site collections created/managed by Governance Automation. You can

configure the settings to notify site collection owners of lease expiration and lack of use of their

site collections.

In the interface for creating or editing a Site Collection Lifecycle Management service, configure


1. Scope – Select the desired Web applications. Select a farm or My Registered Sites from

the drop-down list and expand the tree. Select the desired Web applications by selecting

the corresponding checkboxes.




permissions to access in the scope tree.


request.




• Use SharePoint context to automatically populate the service request scope

– Select this checkbox to retrieve and use SharePoint context in the service




The same applies to the Site Information Card app part, so that the Site




format:

https://servername:port/Request/NewSCLifecycle?serviceId={serviceID}&pa

rent={parentsiteURL}.






it.




request scope.

2. Lifecycle Management Actions – Select the type of lifecycle management service to

create:

• Extend Site Collection Lease – Allows business users to request an extension to

the lease of their site collection. Note the following:


has expired, the new lease will be calculated from the date the Site



has not expired, the lease that the site collection will have is the extended

lease period plus the remaining time of the old lease.

• Delete Site Collection – Allows business users to request their site collection be

deleted.

• Archive Site Collection – Allows business users to request their site collection to

be extracted from SharePoint and stored in more economical storage devices.

*Note: If the archived site collection is restored to SharePoint using DocAve

Archiver, the restored site collection is still regarded as “archived” in the

Governance Automation Configuration Database. This means that the site

collection is not managed by Governance Automation. To manage the restored

site collection using Governance Automation you must import the site collection


to Governance Automation. For more information about how to import site

collections, refer to Importing Existing Objects.

• Change Site Collection Policy – Allows business users to request a different

Governance Automation policy be associated with the site collection they own, or

request that a different Governance Automation policy associated with a My Site

by specifying the My Site owner.

*Note: During a policy change, the content database settings within the original

policy settings cannot be changed.

• Lock Site Collection – Allows business users to submit a request to lock an

unlocked site collection. Configure the following settings for locking site

collection:

i. Lock status for the site collection – Choose the lock status for the site

collection, Adding content prevented, Read-only (blocks additions,

updates, and deletions), or No access.

Choose to assign a lock status for the site collection in this service or

allow the business user to choose the lock status when submitting a

service request. Choose from the following:

▪ Assign by IT Admin – The lock status for the site collection

selected here will be the lock status of site collection in this service

request. Select either Show as Read-Only to Business User or


▪ Assign by Business User – Allows business user to choose the

lock status for the site collection when submitting a request for

this service.

ii. Start an additional site collection lifecycle action as an escalation step

– You can select this checkbox to generate a site collection lifecycle action

task after the site collection is locked at a certain time. Enter a number in

the text box and select Day(s), Week(s), Month(s), or Year(s) as a time

unit.

iii. Lifecycle action – Select a lifecycle action (Delete Site Collection or

Archive Site Collection) from the drop-down list for the escalation.

Choose to assign a lifecycle action for site collections managed by this

service or allow the business user to choose a lifecycle action when


▪ Assign by IT Admin – The lifecycle action selected here will be

applied to site collections managed by this service. Select either

Show as Read-Only to Business User or Hide from Business

User.


▪ Assign by Business User – Allows business user to choose the

lifecycle action for escalation when submitting a request for this

service.

iv. Notify the following people about site collection locking and

escalation – You can select this checkbox to notify the selected people

about the site collection locking and escalation at a certain time before

the site collection lifecycle action task is generated. Enter the names of

the users or groups you want to notify. You can also enter $ to select the

following roles:




▪ $Secondary Site Collection Administrator

▪ $Approvers

▪ $Site Members

▪ $Site Owners

▪ $Designers




▪ $Site Collection Metadata ("Metadata Name")


Roles.

Then, enter a number in the next text box and select Day(s), Week(s),

Month(s), or Year(s) as a time unit. This notification e-mail uses the e-

mail template selected from the E-mail template drop-down list.

v. Repeat notification before escalation – You can select this checkbox to

repeat sending notification e-mail to the selected people in schedule until

the lifecycle action is executed. Enter a number in the text box and select

Day(s), Week(s), Month(s), or Year(s) as a time unit. This notification e-

mail uses the e-mail template selected from the E-mail template drop-

down list.

• Unlock Site Collection – Allows business users to request to unlock a locked site

collection.

• Change Site Collection Quota – Allows business users to request a change of

the quota template or quota size of site collections.


3. Site Collection Records Settings – When you select Delete Site Collection or Archive

Site Collection as the lifecycle management action, you can configure the site collection

records settings.

Choose whether to Remove the site collection record from the Governance

Automation Database once this site collection is deleted or archived, or allow business

users to configure this in the request form. If you select this option, you can also select

the Remove all of the request/task records related to the site collection from the

Governance Automation Database checkbox. Note that if you choose to remove all of

the request/task records from the Governance Automation Database, the in-progress

requests/tasks will also be deleted.

Choose from the following options:

• Assign by IT Admin – The site collection records settings configured here will be

applied to the site collection managed by this service. Select either Show as

Read-Only to Business User to display the site collection records settings to

business users in the request form or Hide from Business User to not display

the settings to business users.

• Assign by Business User – Allows business users to configure the site collection

records settings when submitting requests for this service.


options:






allowing users to submit service requests for this service.


configurations.

Site Lifecycle Management Service

Site Lifecycle Management services provide business users with control over the lifecycle of their

sites created/managed by Governance Automation.

In the interface for creating or editing a Site Lifecycle Management service, configure the

following settings.




1. Action Mode – You can choose to Enable site deletion/archiving in bulk. If enabled, a

requester can choose to delete/archive a single site, or delete/archive multiple sites in

bulk.

2. Scope – Configure the scope for this service. Select a farm or My Registered Sites from

the drop-down list first, then you can choose to input URLs manually or select the scope

from the tree.

• Manually input URL – Click Add Your Own URL to add the URL, then enter the

URL in the text box. Repeat the step to add multiple URLs.

• Select scope from tree – Click the farm or My Registered Sites to expand the

tree and select your desired nodes by selecting the corresponding checkboxes.






request.












format:

https://servername:port/SSLMRequest/New?serviceId={serviceID}&parent=

{parentsiteURL}.






it.





request scope.

3. Lifecycle Management Actions – Choose the type of lifecycle management service to

create:

• Delete Site – Allows business users to request to delete their sites.

• Archive Site – Allows business users to request for their sites to be extracted

from SharePoint and stored in more economical storage devices.

*Note: If you choose Archive Site, you must select an Archiver profile from the

drop-down list. Archiver profiles are configured in DocAve. The Archiver profile

that has a rule with the Enable manual approval option enabled is filtered out

here.

*Note: If the archived site is restored to SharePoint using DocAve Archiver, the

restored site is still regarded as “archived” in the Governance Automation

Configuration Database. This means that the site is not managed by Governance

Automation. To manage the restored site using Governance Automation, you

must import the site to Governance Automation. For more information about

how to import sites, refer to Importing Existing Objects.

4. Site Records Settings – Choose whether to Remove the site record from the

Governance Automation Database once this site is deleted or archived, or allow

business users to configure this in the request form. If you select this option, you can

also select the Remove all of the request/task records related to the site from the

Governance Automation Database checkbox. Note that if you choose to remove all of

the request/task records from the Governance Automation Database, the in-progress

requests/tasks will also be deleted.

Choose from the following options:

• Assign by IT admin – The site records settings configured here will be applied to

the site managed by this service. Select either Show as Read-Only to Business

User to display the site records settings to business users in the request form or

Hide from Business User to not display the settings to business users.

• Assign by Business User – Allows business users to configure the site records

settings when submitting requests for this service.


options:









configurations.

Office 365 Group Lifecycle Management Service

Configure Office 365 Group Lifecycle Management services to define the Office 365 Group

Lifecycle Management service request templates for business users. Business users can manage

the lifecycle of their Office 365 groups.

In the interface for creating or editing an Office 365 Group Lifecycle Management service,

configure the following settings.



1. App Profile – Select an app profile for Office 365 from the drop-down list. The app

profile was configured in Settings > App Management. The app profile represents a

tenant in Office 365, and it provides the scope for Office 365 groups whose lifecycle can

be managed.

2. Lifecycle Management Action – Select a lifecycle management action that can be

triggered from requests for this service.

• Delete Office 365 Group – Allows business users to request to delete Office 365

groups.

• Extend Office 365 Group Lease – Allows business users to request to extend the

lease of Office 365 groups. Note the following:

o If a business users requests a lease extension when an Office 365 group’s

lease has expired, the new lease will be calculated from the date when the

Office 365 Group Lifecycle Management service request is approved.

o If a business user requests a lease extension when an Office 365 group’s

lease has not expired, the lease that the Office 365 group will have is the

extended lease plus the remaining time of the old lease.

• Change Office 365 Group Policy – Allow business users to request to apply a

different Office 365 group policy to Office 365 groups.

• Change Office 365 Group Team Site Quota – Allow business users to change

the quota of Office 365 group team sites.

3. Office 365 Group Records Settings – If you select Delete Office 365 Group as the

lifecycle management action, you can configure this section.

Choose whether to Remove the Office 365 group record from the Governance

Automation Database, or allow business users to configure this in the request form. If


you select this option, you can also choose whether to Remove all of the request/task

records related to the Office 365 group from the Governance Automation

Database. Note that if you choose to remove all of the request/task records from the

Governance Automation Database, the in-progress requests/tasks will also be deleted.

Choose to apply your configurations to requests for this service, or allow business users

to configure the settings in the request form:

• Assign by IT Admin – The Office 365 group records settings configured here will

be applied to requests for this service. Select either Show as Read-Only to


• Assign by Business User – Allows business users to configure the Office 365

group records settings when submitting requests for this service.


options:




Management page.




configurations.

Change Site Collection Contact or Administrator Service

Configure Change Site Collection Contact or Administrator services to define the Change Site

Collection Contact or Administrator service request for business users. You can change the Site

Collection Contact or Administrator when the site collection expires to transfer the

responsibilities to another user.

In the interface for creating or editing a Change Site Collection Contact or Administrator service,




1. Scope – Select the nodes where the requester can request for changing the site

collection contact or administrator.

• For SharePoint on-premises, select a Farm and expand the farm tree to select the

desired Web applications by selecting the corresponding checkboxes.

• For SharePoint Online, click My Registered Sites to expand it and select your

desired SharePoint Sites groups by selecting the corresponding checkboxes.







request.







request URL will be set to the Web part URL, which will be used as the request





format:

https://servername:port/ChangeSCContactRequest/New?serviceId={serviceI

D}&parent={parentsiteURL}.






it.




request scope.

2. Change Contact/Administrator Settings – This option allows business users to change

primary and secondary site collection contacts, or primary, secondary, and additional site

collection administrators. You can define whether to allow business users to change

primary My Site contact and primary My Site administrator.

*Note: In SharePoint Online site collections, only the primary site collection

administrator and the additional site collection administrators can be changed. The

secondary site collection administrator cannot be changed. If Site collection

administrators is selected in the service, and a SharePoint Online site collection URL is

entered in the request page, only the Primary administrator text box and the

Additional administrators are available in the request.


3. Change Method – Choose By URL or By User as a change method for this service or

allow business users to decide when submitting requests for this service. Choose from

the following:

• Assign by Business User – Allows business users to choose the change method


• Assign by IT Admin – The selected change method will be applied to requests

for this service. The selected change method will not be displayed to business

users in the service request.


options:








configurations.

Change Site Contact Service

You can change the Site Contact when the corresponding site collection expires to transfer the

responsibilities to another user.

In the interface for creating or editing a Change Site Contact service, configure the following

settings.



1. Scope – Define the scope by manually inputting URLs or selecting from the tree.

• Manually input URL – Click Add Your Own URL and then input the URL in the

text box. Repeat to add more URLs.

• Select from tree – Expand the farm tree or My Registered Sites to select the

desired nodes by selecting the corresponding checkboxes.







request.












format:

https://servername:port/ChangeSSContactRequest/New?serviceId={serviceI







it.




request scope.

2. Change Method – Choose By URL or By User as a change method for this service or

allow business users to decide when submitting request for this service. Choose from the

following:

• Assign by Business User – Allows business users to choose the change method


• Assign by IT Admin – The selected change method will be applied to requests

for this service. The selected change method will not be displayed to business

users in the service request.


options:









configurations.

Content Move Service

Configure Content Move services to define the Content Move service request template for

business users. You can configure the settings to copy or move SharePoint contents, so the

content and topology of your SharePoint environment can be restructured easily and accurately.

Note the following:

• If the source object is not managed by Governance Automation, the destination

object will not be managed by Governance Automation.

• If the source object is a top-level site, Governance Automation will check whether

or not the top-level site’s site collection is managed by Governance Automation,

and then follow the rule above.

• If a new site is created in the destination, the new site will be managed by


In the interface for creating or editing a Content Move service, configure the following settings.



1. Scope – Select the source scope and the destination scope. They can be identified as a

source or destination in a Content Move request.

• In Source Scope:

For SharePoint on-premises, expand the farm tree and select the desired

Web applications by selecting the corresponding checkboxes.

For SharePoint Online, click My Registered Sites to expand it and select

your desired SharePoint Sites groups by selecting the corresponding

checkboxes.

• In Destination Scope:

You can define the data destination by selecting the Specify a destination URL

option or selecting a destination scope.

Specify a destination URL – Select the option to specify a destination

URL.


▪ Set a destination starting URL – Select the option and enter a

valid URL as a destination starting URL. In the Content Move

request page, the entered destination starting URL will be used as

the starting node of the destination scope tree.

▪ Set a specific destination URL – Select the option and enter a

valid URL as the destination URL. The requester can only copy or

move content to this object.

Select a destination scope – Select the option and configure the

following settings:

▪ For SharePoint on-premises, expand the farm tree and select the

desired Web applications by selecting the corresponding

checkboxes.

▪ For SharePoint Online, click My Registered Sites to expand it and

select your desired SharePoint Sites groups by selecting the

corresponding checkboxes.



this checkbox only allow requesters to view the node that they have permissions

to access in the scope tree. Note the following:


request.












format:

https://servername:port/ContentManagerRequest/New?serviceId={serviceI








it.




request scope.

2. Method – Select Copy or Move for this service or allow the business user to decide

when submitting the request:

• Assign by Business User – Allows business user to choose the method when


• Assign by IT Admin – The selected method will be applied to requests for this


Business User.

If you select Move, you may also configure the following settings:

• Source Documents/Items Deleted Method – Select Manually to delete the

source content yourself once the move job is complete in DocAve (select the

move job in Job Monitor, then click Delete on the ribbon and select Delete

Content from the drop-down list), or select Automatically to have DocAve

delete the source content once the move job is complete.

Choose to apply the method to requests for this service or allow the business

user to choose the method when submitting a request for this service. Choose

from the following:

Assign by Business User – Allows business user to choose the method


Assign by IT Admin – The selected method will be applied to requests

for this service. Select either Show as Read-Only to Business User or


• Delete Checked Out Documents From Source – By default, No is selected.

Select Yes if you want to have the checked out documents on the source node

deleted when the source content is deleted.

Choose to apply this option to requests for this service or allow the business user

to choose the option when submitting a request for this service. Choose from the

following:

Assign by Business User – Allows business user to choose the option



Assign by IT Admin – The selected option will be applied to requests for

this service. Select either Show as Read-Only to Business User or Hide

from Business User.

3. Action – Select Attach to transfer the source node as a child node underneath the

destination node, or select Merge to add the content, securities, and configurations of

the source node to the destination node.

Choose to apply this option to requests for this service or allow the business user to

choose the action when submitting a request for this service. Choose from the following:

• Assign by Business User – Allows business user to choose the action when


• Assign by IT Admin – The selected action will be applied to requests for this

service.


5. Filter Policy – Select a filter policy you previously created in DocAve from the drop-

down list. Filter policies allow you to select specific objects or data within each

SharePoint level from the Web application down to the item level.



• Assign by Business User – Allows the business user to choose the option when




Business User.

6. Configuration – Choose whether to migrate configuration to the destination.

• Select Copy/Move configuration to copy/move the properties, descriptions,

titles, settings, and features from the source node to the destination node.

If you want to keep the look and feel of the source site, including the

quick launch, top link bar, tree view, site themes, and master page, select

the Keep look and feel checkbox.

*Note: This function will only take effect if the source node is a site, the

destination node is a top-level site or a site collection, and if you chose

Merge as the action.

• Select Do not copy/move configuration if you don’t want to migrate

configuration to the destination. Then, choose from the following options:

Select Copy/Move the item-dependent columns and content types to

maintain item integrity. Then, select a conflict resolution method for

these items’ columns and content types from the drop-down list:


▪ Do not copy/move the columns and content types, or the

corresponding items – Ignore the conflicting columns, content

types, and the corresponding items, and do nothing on the source

and destination node.

▪ Overwrite the columns and content types to destination –

Overwrite the destination columns and content types with the

source node.

▪ Append the columns and content types to destination – Keep

the destination columns and content types when there is a

conflict. In addition, copy the source columns and content types to

the destination node with a numerical suffix added (for example,

ColumnName_1, ColumnName_2, etc.).

Select Do not copy/move the item-dependent columns or content

types. Report the items if the corresponding column or content type

is not found in destination. The corresponding items are not copied to

the destination. The job report will show items if the corresponding

column or content type is not found in the destination node.

*Note: If a source node is associated with a Managed Metadata column and there is no

Managed Metadata column in the destination node, Governance Automation do not

copy or move the source Managed Metadata column to the destination.







Business User.

7. Security – Select the Copy/Move security checkbox to copy the user and/or group

permissions from the source node to the destination node, including SharePoint

permission level and permission inheritance of SharePoint objects. Select the Exclude

user/group without permission checkbox to not copy users and/or groups that have

no permissions to the destination.







Business User.


8. Content – Select the Copy/Move content checkbox to copy content from the source

node to the destination node, including files and items. Select the Include list

attachment checkbox to also copy attached content in lists from the source node to the

destination node.







Business User.

9. Workflow – Select the Include workflow definition checkbox to copy/move the

definition of existing workflows for the selected content from the source node to the

destination node, and/or select the Include workflow instance to copy/move the state,

history and tasks of existing workflows for the selected content from the source node to

the destination node.

If you select Include workflow instance, Include completed instances is mandatory

and the source completed instances will be copied/moved to the destination.

You can also select the Include running instances checkbox to copy/move the source

running instances to the destination. With this checkbox selected, choose from the

following options:

• Cancel workflows – After the source workflows are copied or moved to the

destination, these workflows are cancelled in the destination.

• Restart workflows – After the source workflows are copied or move to the

destination, these workflows are restarted in the destination.







Business User.

10. Managed Metadata Service Setting – Select the Copy Managed Metadata Service

checkbox to copy the related Managed Metadata Services from the source node to the

destination node, and then select one of the following options:

• Term – Copy terms that are used in the source, their parent terms, the term sets

where the used terms reside, and the names of the groups where the used terms

reside to the destination.


• Term set – Copy the whole term sets where the used terms reside in the source

(regardless of whether or not the terms in the term sets are used by the source

node or not) to the destination.

• Managed Metadata Service – Copy the whole Managed Metadata Services that

are related to the source node to the destination.

*Note: Copying the Managed Metadata Service will automatically activate the

service in the destination, if the service in the destination is not already activated.







Business User.


12. Preserve the Null Column Values – Select Yes to preserve the null values of item

columns even if the columns on the destination have default values configured, or select

No to replace null values with default values in the destination node.







Business User.

13. Data Compression – Select the Compression checkbox if you want to compress the

data when it is copied. If you choose to compress the data, use the slider to select the

compression rate. Fastest compression rate results in a larger data set. Best compression

rate results in a smaller, better quality data set, but the compression takes more time to

perform.







Business User.


14. Data Encryption – Select the Encryption checkbox if you want to encrypt the data. Then

select the default security profile or a security profile which is previously configured in

DocAve from the drop-down list to protect your backup data using the security keys

generated by the specified encryption method.







Business User.

15. Mappings – Select previously configured profiles for column mapping, content type

mapping, user mapping, domain mapping, and language mapping. Mapping profiles are

created in DocAve and are optional.

• Column mapping – Allows you to map source columns to destination columns.

The destination column name will be replaced by the configured source column

name, and you can add value mapping. According to column type, the source

column and the destination column can be the same or different.

• Content type mapping – Allows you to map source content types to the

specified content types in destination, or change the content type name to

another one, according to the condition that you set up.

• User mapping – Allows you to replace an existing source node username with an

existing destination node username or a default username in the destination, or

add a place holder account to keep user metadata even if the user no longer

exists.

• Domain mapping – Allows you to map a source domain to a destination

domain. The destination domain name will be replaced by the configured source

domain name, and the user in the source domain will be mapped to the

destination user which has the same login name.

• Language mapping – Allows you to choose if you want to display destination

node in a different language than source node after the plan has been executed.







Business User.


16. Back Up Environment Before Running Plan – Allows you to keep a copy of the source

or destination node before copying/moving content.

• Back up the source environment (for Move only) – Create a copy of the source

node prior to performing the move.

• Back up the destination environment – Create a copy of the destination node

prior to performing the copy (allows you to undo the copy).

*Note: If you choose Back up the source environment and/or Back up the

destination environment, you must select a storage policy from the drop-down list.







Business User.

17. Conflict Resolution – If the item name in the source node is the same as that of an

existing item in the destination node, a conflict occurs. This setting allows you to handle

conflicts at both the container and content level. Container level conflict resolution

contains Skip, Merge, and Replace. Skip will keep the destination container as is and

you can choose to set content level conflict resolution by clicking the checkbox next to

Check lower objects. Merge will add the source container to the destination, but you

must set content level conflict resolution. Replace will substitute the container in the

destination with the one in source and you cannot set content level conflict resolution.

Content level conflict resolution includes Skip, Overwrite, Overwrite by Last

Modified Time, and Append.







Business User.

18. Agent Group – Select a source Agent group and a destination Agent group from the

drop-down lists to execute the copy or move job. Agent groups can contain multiple

Agents for load balancing and performance improvements.


options:









configurations.

Change Site Collection Settings Service

Configure Change Site Collection Settings services to define the Change Site Collection Settings

service request template for business users. You can change the title, description, and metadata

of site collections.

In the interface for creating or editing a Change Site Collection Settings service, configure the

following settings.



1. Scope – Specify the Web applications where site collection settings are allowed to

change.

• For SharePoint on-premises, click a farm to expand the farm tree. Then, select the

desired Web applications by selecting the corresponding checkboxes.





this option to only allow requesters to view the node that they have permissions



request.





– Select this option to retrieve and use SharePoint context in the service request

scope. In the Governance Automation Web Part interface, the service request URL

is set to be the Web part URL, which will be used as the request scope. The same

applies to the Site Information Card app part, so that the Site Information Card


URL will be used as the request scope. Alternatively, a link can be created within

SharePoint to this service request page and the request scope will be set to the

parent URL. Make sure that the request URL is in the following format:

https://servername:port/ChangeSCMetadataRequest/New?serviceId={servic







it.




request scope.

2. Changed Site Collection Settings – Choose to allow business users to change the Title,

Description, and Metadata of site collections by selecting the corresponding

checkboxes.

• If you select the Title checkbox, you can select the Title validation checkbox to

enable the site collection title validation. Then, select a text validation rule from

the drop-down list. The changed site collection title will be validated by the

regular expression set in the text validation rule.

• If you select the Metadata checkbox, click Add Metadata to add metadata to

the site collection that can be edited by business users in the pop-up window.

Select the Enable adding or deleting metadata checkbox to allow business

users to add or delete metadata when submitting a request for this service.


options:








configurations.


Change Site Metadata Service

Configure Change Site Metadata services to define the Change Site Metadata service request

template for business users. You can change the site metadata when you want to update the site

information.

In the interface for creating or editing a Change Site Metadata service, configure the following

settings.



1. Scope – Specify the scope by manually inputting URLs or selecting from the tree.

• Manually input URL – Click Add Your Own URL and then input the URL in the


• Select scope from tree – Select a farm or My Registered Sites from the drop-

down list and expand the tree to select the desired nodes by selecting the

corresponding checkboxes.






request.







is set to the Web part URL, which will be used as the request scope. The same





https://servername:port/ChangeSSMetadataRequest/New?serviceId={servic








it.




request scope.


3. Change Metadata – Click Add Metadata to add metadata to the site that can be edited

by business users in the pop-up window. You can choose to enable the following

options:

• Enable inheriting metadata – Allow business users to choose whether or not the

requested site will inherit its parent site’s metadata when submitting requests for

this service.

• Enable adding or deleting metadata – Allow business users to add or delete

metadata when submitting requests for this service.


options:








configurations.

Change Library/List Settings Service

Configure Change Library/List Settings services to define the Change Library/List Settings service

request templates for business users. You can choose the library/list settings that are available

for business users to choose from when requesting this service. Library/list settings include

name, description, navigation, and versioning settings.

In the interface for creating or editing a Change Library/List Settings service, configure the

following settings.




1. Scope – Select a farm or My Registered Sites from the drop-down list, and then define

the scope by manually entering URLs or selecting nodes from the tree.

• Manually input URL – Click Add Your Own URL and then enter the URL in the


• Select scope from tree – Expand the tree to select the desired nodes by

selecting the corresponding checkboxes.






request.







is set to the Web part URL, which will be used as the request scope. The same





https://servername:port/Request/NewListCreationRequest?serviceId={servic







it.




request scope.

2. Change Library/List Settings – Select the library/list settings that you allow business

users to change by selecting the corresponding checkboxes, including Name,

Description, Navigation, and Versioning settings.


If you select the Name checkbox, you can select the Name validation checkbox to

enable the library or list name validation. Then, select a text validation rule from the

drop-down list. The changed library or list name will be validated by the regular

expression set in the text validation rule.


options:








configurations.

Change Office 365 Group/Team Settings Service

Configure Change Office 365 Group/Team Settings services to define the Change Office 365

Group/Team Settings service request templates for business users. You can choose the Office

365 group settings that are available for business users to change when requesting this service.

In the interface for creating or editing a Change Office 365 Group/Team Settings service,




1. App Profile – Select an app profile for Office 365 from the drop-down list. The app

profile was configured in Settings > App Management. The app profile represents a

tenant in Office 365, and it provides the scope for Office 365 groups whose settings can

be changed.

2. Change Office 365 Group Name and Description – Choose whether to allow business

users to change the Name and Description of Office 365 groups.

3. Change Membership Subscription Settings – Choose whether to allow business users

to Change settings for sending copies of Office 365 group conversations and events

to Office 365 group members’ inboxes. If you select this checkbox, business users can

enable or disable member subscription in the request form.

4. Change Outside Senders Settings – Choose whether to allow business users to Change

outside senders. If you select this checkbox, business users can decide whether to allow

outside senders.

5. Change Office 365 Group Classification – Choose whether to allow business users to

Change Office 365 group classification.


6. Change Office 365 Group Contacts – Choose whether to allow business users to

Change primary group contact and/or Change secondary group contact.

7. Change Office 365 Group Owners – Choose whether to allow business users to Add

Office 365 group owners and/or Remove Office 365 group owners.

8. Change Office 365 Group Members – Choose whether to allow business users to Add

users to Office 365 groups and/or Remove users from Office 365 groups.

9. Microsoft Teams – Choose whether to allow business users to enable Microsoft Teams

functionality for the requested Office 365 group.

10. Change Office 365 Group Metadata – Choose whether to allow business users to

change Office 365 group metadata. If you select the Metadata checkbox, click Add

Metadata, and then select the metadata whose values can be changed by business

users. You can also choose whether to allow business users to add or delete metadata.


options:




Management page.




configurations.

Grant Permissions Service

Configure Grant Permissions services to define the Grant Permissions service request template

for the business users. You can specify users in a specific site or a library who you wish to grant

permissions to.

In the interface for creating or editing a Grant Permissions service, configure the following

settings.



1. Scope – Select the Web applications you wish to enable.

• For SharePoint on-premises Web applications, select a farm and expand the farm

tree. Then, select the desired Web applications by selecting the corresponding

checkboxes.




Optionally, select the Use SharePoint context to automatically populate the service

request scope checkbox to retrieve and use SharePoint context in the service request

scope. In the Governance Automation Web Part interface, the service request URL is set

to the Web part URL, which will be used as the request scope. The same applies to the

Site Information Card app part, so that the Site Information Card URL will be used as the

request scope. Alternatively, a link can be created within SharePoint to this service

request page and the request scope will be set to the parent URL. Make sure that the

request URL is in the following format:

https://servername:port/GRPermRequest/New?serviceId={serviceID}&parent={par

entsiteURL}.


• Allow Business User to Edit the URL – The retrieved URL will be automatically

filled into the request scope, and the requester can edit it.

• Show as Read-Only to Business User – The retrieved URL will be displayed as

read-only in the request scope, and the requester cannot edit it.

• Hide from Business User – The retrieved URL will not be displayed to the




Governance Automation app part Site Information Card will be used as the request

scope.

2. Select Users – Select the users to which you want to grant permissions. Choose from the

following:

• Allow domain group permissions assignment only – Choose this option to

only allow the business user to grant permissions to a domain group.

• Allow permissions assignment to user/group – Choose this option to allow the

business user to grant permissions to users or groups.

Allow any user/group – Choose this option to allow the business user to

grant permissions to any user or AD group of the selected scope.

Allow peers and direct or indirect reports – Choose this option to allow

the business user to grant permissions to users managed by the requester

and the users of the same title as the requester.

Allow direct or indirect reports – Choose this option to allow the

business user to grant permissions to users managed by the requester.

Set requester as the default user – Select this checkbox to add the

requester as the default user in a request for this service.


• Allow business users to add members to Active Directory groups – Select this

checkbox to allow business users to add members to Active Directory groups via

a Grant Permissions request.

3. Permission Duration – Choose the permission duration for the selected users/groups.

• Permanent permissions – The permissions will be granted to the selected

users/groups permanently.

• Temporary permissions – The permissions will be granted to the selected

users/groups temporarily.

Choose to apply either of the options above to requests for this service or allow the

business user to choose the option when submitting a request for this service. Choose

from the following:

• Assign by IT Admin – The Permission Duration option configured here will be


• Assign by Business User – Allows the business user to configure the Permission

Duration option.

If Temporary permissions is selected, you can further configure the Temporary

permissions settings:

• Specify the default duration – Enter a number in the text box and select Day(s),


• If Temporary permissions is assigned by IT Admin, you can choose one of the

following options:

Allow business users to specify the duration – When submitting

requests for this service, business users can enter desired permission

duration, regardless of the default duration.

Business users can only request with default duration – When

submitting requests for this service, the default duration is mandatory and

business users cannot change the permission duration.

• If Temporary permissions is assigned by business user, you can set the

maximum permission duration. Enable The permission cannot be granted

longer than, then enter a number in the text box and select Day(s), Month(s), or

Year(s) from the drop-down list.

• Notify the person who was granted the permissions about permission

expiration – Select this checkbox and define the specified time that the person

will be notified in advance. Enter a number and select Day(s) or Month(s) from

the drop-down list. Then, select an E-mail Template for the notification to be

sent.

4. Grant Permissions – Specify the permissions for the selected users/groups.


• Add users to a SharePoint group (This option is only available when you select

Permanent permissions in Permission Duration) – Grants the group

permissions to a user by adding the user into a SharePoint group.

• Grant users permission directly – Assigns the explicit permission to a user.



• Assign by IT Admin – The Grant Permissions option configured here will be


• Assign by Business User – Allows the business user to configure the Grant

Permissions option.


• Permissions above the requester's own permissions cannot be granted to

others – Select this checkbox to not allow the requester to grant to others

permissions that are higher than the requester’s own permissions.

*Note: If the requesters grant permissions to themselves, the permissions higher

than the requester’s own permissions can be granted.

• Exclude specified permission levels from the request page – Select this

checkbox and select your desired permission levels by selecting the

corresponding checkboxes. The selected permission levels will be excluded from

the business user’s request page.

*Note: The displayed permission levels are retrieved from Governance

Automation Configuration Database. To select your desired permission levels,

add the permission levels in Settings > SharePoint Permission Level

Management first.

5. Send E-Mail – Choose to send an e-mail to the new users for notifying the new

permission. Select the Send welcome e-mail to the new users checkbox, and then

enter the Subject and the Personal message of the e-mail.



• Assign by IT Admin – The Send E-Mail option configured here will be applied to



• Assign by Business User – Allows the business user to configure the Send E-

Mail option.



options:









configurations.

Change Permissions Service

Configure Change Permissions services to define the Change Permissions service request

template for the business users. You can specify the users in a certain site collection whose

permission you wish to change.

In the interface for creating or editing a Change Permissions service, configure the following

settings.



1. Scope – Select the scope you wish to enable:

• For SharePoint on-premises, select a loaded farm and expand the farm tree. Then,

select the desired Web applications by selecting the corresponding checkboxes.








request.













format:

https://servername:port/GRPermRequest/New?serviceId={serviceID}&paren

t={parentsiteURL}.






it.






request scope.

2. Select Users – Specify the users from which you want to change the permissions.


• Allow any user/group – Choose this option to allow the business user to change

permissions of any user or AD group of the selected scope.

You can also select the Show members of Active Directory groups or of Form-

based Authentication roles that appear in results checkbox. With this option

selected, the members of Active Directory groups or Form-based Authentication

roles will be displayed in the generated permission review task for changing

permissions. Note that this feature is only supported on SharePoint on-premises.

• Allow peers and direct or indirect reports – Choose this option to allow the

business user to change permissions of users managed by the requester and the

users of the same title as the requester.

• Allow direct or indirect reports – Choose this option to allow the business user

to change permissions of users managed by the requester.

*Note: A User Profile Service must be configured in Governance Automation, or an

External Role Source Service must be configured by users.

3. Task Notification for Requester – Select an e-mail template for the notification e-mail.

The e-mail notifies the requester to review or change permissions in the generated

permission review task.

4. Excluded Permissions – Select the Exclude specified permission levels from the task

checkbox to exclude permission levels from the permission review task. Select your


desired permission levels by selecting the corresponding checkboxes. The selected

permission levels will not be available in the permission review task.


options:








configurations.

Clone or Transfer User Permission Service

Configure Clone or Transfer User Permission services to request having one person’s

permissions be the same as another user. Role changes happen frequently in most

organizations. This puts permission control in the hands of business users based on predefined

settings set by IT administrators.

In the interface for creating or editing a Clone or Transfer User Permissions service, configure

the following settings.



1. Scope – Select the nodes from which the requester can request for cloning or

transferring user permissions. Select a farm or My Registered Sites and expand the tree

to select the desired nodes by selecting the corresponding checkboxes.



scope. In the Governance Automation Web Part interface, the service request URL is set




request page and the request scope will be set to the parent URL. Make sure that the

request URL is in the following format:

https://servername:port/Request/NewCloneUserPermRequest?serviceId={serviceID

}&parent={parentsiteURL}.


• Allow Business User to Edit the URL – The retrieved URL will be automatically

filled into the request scope, and the requester can edit it.


• Show as Read-Only to Business User – The retrieved URL will be displayed as

read-only in the request scope, and the requester cannot edit it.

• Hide from Business User – The retrieved URL will not be displayed to the




Governance Automation app part Site Information Card will be used as the request

scope.

2. Restrict Source User Selection – Define the users which can be selected as the source

user to clone permissions from. Choose from the following:

• Allow any user/group – Select this option to allow the business user to select

any user or AD group of the selected scope as the source user.

• Allow peers and direct or indirect reports – Select this option to allow the

business user to select the users managed by the requester and the users of the

same title as the requester to be the source user.

• Allow direct or indirect reports – Select this option to allow the business user

to select the users managed by the requester to be the source user.

*Note: A User Profile Service must be configured in Governance Automation, or

an External Role Source Service must be configured by users. Otherwise this

setting will not take effect.

3. Restrict Target User Selection – Define the users which can be selected as the target

user to clone permissions to. Choose from the following:

• Allow any user/group – Select this option to allow the business user to select

any user or AD group of the selected scope as the source user.

• Allow peers and direct or indirect reports – Select this option to allow the

business user to select the users managed by the requester and the users of the

same title as the requester to be the source user.

• Allow direct or indirect reports – Select this option to allow the business user

to select the users managed by the requester to be the source user.

*Note: A User Profile Service must be configured in Governance Automation, or

an External Role Source Service must be configured by users. Otherwise this

setting will not take effect.


5. Permission Option – Select a method from the drop-down list to determine how you

will assign the source user’s/group’s permission to the target user/group.

• Append – Adds the permission of the source user/group to the destination

user/group.


• Replace – Replaces the permission of the target user with the source user’s

permission.



• Assign by IT Admin – The Permission Option configured here will be applied to



• Assign by Business User – Allows the business user to configure the Permission

Option.

6. User Alert Option – Choose to send the user alerts settings set by the source user to the

target users.

Select the Send source user alerts to target user checkbox to enable this option in

requests for this service.



• Assign by IT Admin – The User Alert Option configured here will be applied to



• Assign by Business User – Allows the business user to configure the User Alert

Option.

7. Change Metadata – Choose to Change source user metadata to target user. If you

select this option, then click Add Source User Metadata to add the source user

metadata you want to change. Enter the metadata you want to allow to be changed for

this service, and then click Insert.



• Assign by IT Admin – The Change Metadata configured here will be applied to



• Assign by Business User – Allows the business user to configure the option. You

can select the Require Business User Input checkbox to require the business

user to configure the Change Metadata option.

8. Additional Option – Choose how to deal with the permissions of the source user that is

a member of a SharePoint group. Choose from the following:

• Add target user to the same group in destination – Adds the target user to the

SharePoint group to which the source user belongs.


• Clone source user’s permission to the target user directly – Copies the

permissions of the group that the source user is a member of to the target user.



• Assign by IT Admin – The Additional Option configured here will be applied to



• Assign by Business User – Allows the business user to configure the Additional

Option.

9. Options for Transfer – Select the options to manage the source user/group when

transferring permissions. The selected options will be the default selections in requests


• Remove source user’s explicit permission – Removes the source user’s or

group’s permission after transferring the permission successfully.

• Remove source user from SharePoint groups – Deletes the source user from

the SharePoint groups that the user belongs to after transferring the permission

successfully.

• Delete source user from site collection – Deletes the source user or group from

the site collection after transferring the permission successfully.



• Assign by IT Admin – The Options for Transfer configured here will be applied

to requests for this service. Select either Show as Read-Only to Business User or


• Assign by Business User – Allows the business user to configure the Options for

Transfer. You can select the Require Business User Input checkbox to require

the business user to configure Options for Transfer.


options:








configurations.


Manage Permissions Service

Configure Manage Permissions services to define the Manage Permissions service request

template for the business users. You can choose to allow business users to manage SharePoint

groups and manage permissions.

In the interface for creating or editing a Manage Permissions service, configure the following

settings.



1. Service Scope – Select the scope you wish to enable:

• For SharePoint on-premises, select a loaded farm and expand the farm tree. Then,

select the desired Web applications by selecting the corresponding checkboxes.





scope. In the Governance Automation Web part interface, the service request URL is set




request page and the request scope will be set to the parent URL. Make sure the request

URL is in the following format:

https://servername:port/ManagePermissions/New?serviceId={serviceID}&parent={

parentsiteURL}.

*Note: If you select My Registered Sites, the function will take effect on the Governance

Automation App deployed on SharePoint Online. The URL of the Governance

Automation app part Site Information Card will be used as the request scope.

2. User/Group Scope – Choose how you want to allow requesters to manage users’ and/or

groups’ permissions on specific SharePoint objects within the selected scope above.

Select one of the following options from the drop-down list:

• Users and Groups – Allows requesters to manage permissions of users/groups.

• Only Users – Only allows requesters to manage permissions of users.

• Only Groups – Only allows requesters to manage permissions of groups.

Then, choose one of the following options to define the scope of the users and/or

groups whose permissions can be managed:

• Allow any user/group – Choose this option to allow business users to manage

permissions of any user/group.


• Allow peers and direct or indirect reports – Choose this option to allow

business users to manage permissions of users managed by the requester and

the users of the same title as the requester.

• Allow direct or indirect reports – Choose this option to allow the business user

to manage permission of users managed by the requester.

Note the following:

• If you selected Users and Groups or Only Groups above, you can also select the

Show members of Active Directory groups or of Form-based Authentication

roles that appear in retrieved results checkbox under the Allow any

user/group option. Note that this feature is only supported on SharePoint on-

premises.

• If User Profile Service is not configured in AvePoint Governance Automation, or

an External Role Source Service is not configured by users, Governance

Automation cannot find the corresponding peers, direct reports, or indirect

reports.

3. Permissions to Exclude – Choose whether to Exclude specified permissions levels

from the request page. With this option enabled, select your desired permission levels

by selecting the corresponding checkboxes. The selected permission levels will be

excluded from the business user’s request page.

*Note: The displayed permission levels are retrieved from Governance Automation

Configuration Database. To select your desired permission levels, add the permission

levels in Settings > SharePoint Permission Level Management first.

4. SharePoint Group Management Options – Choose how you want to manage

SharePoint groups by selecting the Create SharePoint group, Delete SharePoint

group, Manage group settings, and/or Manage group members checkboxes. By

default, these checkboxes are all selected. If you select the Create SharePoint group

and/or Manage group settings checkboxes, complete the following settings:

a. Group owner – Enter one of the following roles to be assigned as the group

owner. By default, the $Requester role is specified as the group owner.

o $Requester


o $Primary Site Collection Administrator

o $Secondary Site Collection Administrator

o $Primary Site Collection Contact

o $Secondary Site Collection Contact

o $Primary Site Contact

o $Secondary Site Contact


o $Approvers

o $Site Owners

o $Site Members

o $Designers

o $Hierarchy Managers

o $Quick Deploy Users

o $SharePoint Group (“Group Name”)

o $Site Collection Metadata ("Metadata Name")

o $Site Metadata ("Metadata Name")

Note the following:

o The roles of SharePoint groups are not supported in SharePoint Online

environment.

o The roles of SharePoint groups can be assigned as the group owner and

the SharePoint group itself will become the group owner.

For detailed descriptions of roles, refer to Appendix A: Supported Variable Roles

Choose to assign a group owner to requests for this service or allow business

users to assign the group owner when submitting requests for this service.


o Assign by IT Admin – The user role specified in this service will be

assigned as the group owner of the SharePoint group. Select either Show

as Read-Only to Business User or Hide from Business User. By default,

Hide from Business User is chosen.

o Assign by Business User – Allows business user to assign a user or group

as the SharePoint group owner when submitting a request for this service.

b. Who can view the membership of the group – Choose Group members or All

users to be allowed to view the membership of the group.

c. Who can edit the membership of the group – Choose Group owner or Group

members to be allowed to edit the membership of the group.

Choose to apply your options for Who can view the membership of the group

and Who can edit the membership of the group to requests for this service, or

allow business users to configure these settings when submitting requests for this


o Assign by IT Admin – The options you selected here will be applied to

requests for this service. Select either Show as Read-Only to Business



o Assign by Business User – Allows business users to select the options


d. Allow users to request for joining or leaving this group – Choose whether or

not to allow users to request for joining or leaving the group within SharePoint.

Choose Yes or No. By default, No is chosen to not allow users to request for

joining or leaving this group.

e. Automatically accept requests – If you chose Yes above to allow users to

request for joining or leaving this group, you must choose whether or not to

allow those requests to be accepted automatically by choosing Yes or No. By

default, No is chosen to not allow requests to be accepted automatically.

f. Send membership requests to the following e-mail address – If you chose No

above to not allow requests to be accepted automatically, enter an e-mail

address used to receive membership requests in the text box.

Choose whether to apply your options for Allow users to request for joining or

leaving this group, Automatically accept requests, and Send membership

requests to the following e-mail address to requests for this service. Choose

from the following:

o Assign by IT Admin – The options you selected here will be applied to

requests for this service. Select either Show as Read-Only to Business

User or Hide from Business User. By default, Hide from Business User

is chosen.

o Assign by Business User – Allows business user to select the options


5. Permission Management Options – Choose how you want to manage permissions by

selecting the following options. By default, these checkboxes are all selected.

• Grant permissions – Select this option to allow business users to grant

permanent permissions or temporary permissions to Active Directory

users/groups, Office 365 users/groups, or SharePoint groups in the request form.

• Edit permissions – Select this option to allow business users to edit permissions

of Active Directory users/groups, Office 365 users/groups, or SharePoint groups

in the request form.

• Remove permissions – Select this option to allow business users to remove

permissions from Active Directory users/groups, Office 365 users/groups, or

SharePoint groups in the request form.

• Stop inheriting permissions – Select this option to allow business users to break

permission inheritance for the defined scope.

• Delete unique permissions – Select this option to allow business users to delete

the unique permissions from the defined scope and inherit permissions from its

parent.


If you select the Grant permissions checkbox, you must choose one of the following

options:

• Permanent permissions – The permissions will be granted to the selected

users/groups permanently.

• Temporary permissions – The permissions will be granted to the selected

users/groups temporarily.

Choose to apply either of the options above to requests for this service or allow the

business user to choose the option when submitting a request for this service. Choose

from the following:

• Assign by IT Admin – The Permanent permissions or Temporary permissions

option configured here will be applied to the requests for this service.

• Assign by Business User – Allows the business user to configure the Permanent

permissions or Temporary permissions.

If you chose the Temporary permissions option, you can further configure the

Temporary permissions settings:

• Specify the default duration – Enter a number in the text box and select Day(s),


• If Temporary permissions is assigned by IT Admin, you can choose one of the

following options:

o Allow business users to specify the duration – When submitting

requests for this service, business users can enter desired permission

duration, regardless of the default duration.

o Business users can only request with the default duration – When

submitting requests for this service, the default duration is mandatory and

business users cannot change the permission duration.

• If Temporary permissions is assigned by business users, you can set the

maximum permission duration. Enable The permission cannot be granted

longer than, then enter a number in the text box and select Day(s), Week(s),


• Notify the person who was granted the permissions about permission

expiration – Select this checkbox and define the time that the person will be

notified in advance. Enter a number and select Day(s) or Month(s) from the

drop-down list. Then, select an E-mail Template for the notification to be sent.

Whether you chose Permanent permissions or Temporary permissions, you can

enable Send welcome e-mail to the new users. Then, enter an optional Subject and

Personal message in the corresponding text boxes.


Choose to apply the Send welcome e-mail to the new users settings to requests for

this service or allow business users to configure the settings when submitting requests


• Assign by IT Admin – The Send welcome e-mail to the new users settings


Show as Read-Only to Business User or Hide from Business User. By default,

Hide from Business User is chosen.




options:








configurations.

Custom Service

Use the Custom Service to capture required service information as metadata and to execute the

desired actions through an executable file, PowerShell script file, or assembly file.

In the interface for creating or editing a Custom service, configure the following settings:

1. Service Name and Description – Enter a Name for the service and an optional


2. Language – Choose one or more languages for this service. When starting a request, a

requester can filter the services according to their languages.

3. Service Category – Categories are used to organize your Governance Automation

services. Select an existing category from the drop-down list or create a new category for

this service by clicking Create New then configuring the new category in the Create

Category interface.

4. Service Contact – Specify a user to be the Service Contact. This should be a business

user who is the owner of the business process for this service. Enter the username in the

Service Contact text box. Press Enter to check that the name is valid.

5. Administrator Contact – Specify a user or group to be the Administrator Contact. This

user or group should be an administrator of Governance Automation and is responsible

for service management. Governance Automation will assign a task to the Administrator


Contact when an error occurs after the approval process starts. Enter the name of a user

or group in the Administrator Contact text box. Press Enter to check that the name is

valid. To also have an e-mail notification be sent to the Administrator Contact when this

service encounters an error, configure the Administrator Notification section of

Settings. For more information on how to configure the Administrator Notification, see

Configuring Administrator Notifications.


7. Metadata – Select the metadata to be made available to users when submitting a

request for this service. Click Add Metadata to go to the Add Metadata window. In the

Add Metadata window:

• Create – Click Create to create new metadata in the Create Metadata window.

For more information about how to configure metadata, refer to Configuring

Metadata.

• Edit – Select metadata and click Edit. For more information about how to


• Add to List – Select desired metadata and click Add to List. The metadata

displayed here is configured in Settings > Metadata.

8. Approval Process – Select an approval process from the drop-down list, or create a new

one by clicking Create New to redirect to the Approval Process Settings interface

without saving any configurations on the current page. After selecting the approval

process, you can click the information ( ) icon to view the approval stage, approver,

and approval order in a pop-up window.

• If the configurations of the selected approval process do not meet your

requirements, you can create a new approval process on the basis of the selected

approval process. Click Create from This Existing Approval Process and the

Approval Process Settings window appears. Configure the settings, and then

save and activate the approval process. For more information on configuring the

approval process, refer to Creating or Editing Approval Processes.

• Optionally, select the Allow all approvers to edit this service request checkbox

to allow all of the approvers to edit the service request for this service when

viewing the service request. You can Notify the requester when the service

request is edited by selecting the checkbox and then selecting an E-mail

template.

*Note: If you select an approval process with Auto-approve or Integrate with

K2 Workflow enabled, the Allow all approvers to edit this service request

option is invisible.

9. Custom Action – Choose the desired custom action Before approval and/or After

approval by using an executable file, PowerShell script file, or assembly. Select the

corresponding checkboxes and enter the required information.

• Executable file (.exe) – Enter the executable file name in the text box.


• PowerShell script file (.ps1) – Enter the PowerShell script file name in the text

box.

• Assembly (.dll) – Enter Assembly name, Namespace.class, and Method in the


10. Execution Schedule – Select Enable service request execution schedule to define

when Governance Automation executes the service request. Then, choose a previously

configured execution schedule from the drop-down list or click Create New to create a

new one.

11. Schedule Date – Select Enable requesters to schedule the request execution date to

allow business users to configure a schedule date to execute the service request for this

service.

• Allow business users to override IT Admin’s execution schedule (This section

only appears when Enable service request execution schedule is selected) – If

Enable service request execution schedule is selected in the Execution

Schedule section, you can choose to allow business users to override the

execution schedule selected by IT Admin and define their own scheduled request

execution time.

• Notify the approvers about upcoming scheduled request in advance by –

Choose to send an e-mail to notify the approvers in advance when it reaches a

specified time. If Notify the approvers about upcoming scheduled request in

advance by is selected, enter a number in the text box and select Day(s) or

Week(s) from the drop-down list. Then, select an E-mail Template for the

notification sent to the approvers.


options:








configurations.

Configuring Dynamic Mode Services A dynamic service is a set of configured settings containing specific conditions that will be

executed in service requests, in order to achieve various purposes upon the service requests. For

example, a Create Site Collection service of the dynamic mode allows you to configure basic

service settings, metadata, and in-request custom actions as conditions will be executed in


service requests. By using conditions in Dynamic Mode Services, different site collections can be

created based on different information provided by business users in the service request form,

which means that multiple services do not need to be created for minor differences in the

service configurations.

There are four types of dynamic mode services:

• Create Site Collection service

• Custom Service

• Create Site service

• Create Library/List service

To create or manage dynamic mode services, click Service in the Administrator landing page, or

click Service Management in the side bar.

In Service Management, click the Dynamic Mode tab and all of the Governance Automation

dynamic mode services you have configured are displayed. You may change the number of the

services displayed per page, as well the order they are displayed in. To change the number of

services displayed per page, select the desired number from the Show rows drop-down list in

the upper-right corner. To sort the services, click the sort ( ) button in a column heading such

as Service, Category, Last Modified Time, and Created By then select Ascending or

Descending.

You can customize how the services are displayed in the following ways:

• Search – Allows you to filter services displayed by the keyword you designate.

The Service column and the Created By column support to search for the

desired services, and only the content in the column displayed in the current view

can be searched.






the filter items ( ) button of the column you want to filter, then select the


You can perform the following actions for dynamic mode services in Service Management:

• Create – Click Create on the ribbon to display the Create New interface. Select a

service type to create the new service using corresponding template.

• Edit – Select an inactive or a draft service, and click Edit on the ribbon to edit this

service.


• Delete – Select an inactive or a draft service, and click Delete on the ribbon to

delete this service. A confirmation window will appear for this deletion. Click OK

to delete the selected service, or click Cancel to return to the Service

Management interface without deleting the selected service.

• Activate – Select inactive services that you want to activate and click Activate on

the ribbon. Active services are available to be requested.

• Deactivate – Select active services that you want to deactivate and click

Deactivate on the ribbon. Inactive services will not be seen by business users and

cannot be requested.

*Note: If a farm has been set in a service scope and the farm is deleted from your environment,

the service with this farm in the scope will be unavailable. You must edit the service and select a

new farm.

Refer to the following instructions to create or edit a dynamic mode service.

1. Configure the common service settings. For information about common service settings

that exist in all types of services, refer to Common Service Settings.

2. Click the arrow on the right-hand side to proceed to the next page.

Service settings of this page are divided into the following sections that can be used as

conditions in the service request form:

• Basic Service Settings – This section marked in blue includes the basic services

settings, for example, site collection title validation, scope, and policy, etc.

• Metadata – This section marked in yellow indicates the metadata created in your

Governance Automation environment. Metadata can be used as conditions of

other sections.

• In-Request Custom Action – This section marked in grey indicates the in-

request custom actions you are about to add to this service. The in-request

custom actions will be executed in the service request form. The executed result

can be used as conditions of other sections

The diagram below is an example and it shows how the dynamic mode service works.


Audience Type

Internal Portal

External Portal

Yes

NoDisplay a

custom error message.

Continue

Metadata

Internal Users

External Users

Basic Service Settings: Scope - Web Application

Validate if the Primary Site Collection Contact

is in the Contoso All AD group.

In-Request Custom Action

Continue

Figure 19: An example for dynamic mode Create Site Collection service.

Note the following:

• The sections can be dragged up and down. The orders of the sections displayed

in this service will become the order of the fields displayed in the service request

form.

• A basic service setting, added metadata, or an in-request custom action cannot

be dragged above the one that is being used as the condition for the basic

service setting, added metadata, or the in-request custom actin you are about to

drag.

• For detailed information about which section can be used as conditions, and

which sections can be applied with conditions, refer to Appendix I: Dynamic

Mode Service Sections.

3. Refer to the following instructions to add metadata or in-request custom actions that

can be used as conditions:

• Click Add Metadata on the left pane and select your desired metadata. Then,

click Add to List to add the selected metadata to the left pane. You can also click

Create to create new metadata.

• Click Add In-Request Custom Action on the left pane and enter a name for the

in-request custom action in the text box. Then, click Save to add the in-request

custom action to the left pane, or click Cancel to return to not save any changes.

4. If a section does not need any conditions, refer to the following instructions to configure

the default settings:

• Click a basic service setting or an added metadata on the left pane and configure

the default settings. Then, click Save to save the default settings, or click Cancel

to leave the configuration page. For more information about basic service


settings, refer to the instructions about the corresponding classic mode services

in the Configuring Classic Mode Services section.

• Click an added in-request custom action on the left pane and choose one of the

following options on the Default Settings page:

o Execute a custom action – Choose this option to execute a custom

action in the service request form.

▪ Data provider – Values of the sections that used as sources will

be leveraged as parameters by this in-request custom action, in

order to execute the .exe, .ps1, or the .dll file. You must select a

source type and select a source name respectively from the drop-

down lists. Then, click Add to List to add the data provider to the

table. Repeat these steps to add more data providers. You can also

click Clear Settings to clear all of the conditions configured above

or click Clear Table to delete all of the add data providers from

the table.

▪ Execute a custom action on SharePoint – Choose whether to

Execute a custom action on SharePoint or in the service request

form.

If you select the Execute a custom action on SharePoint

checkbox, the custom action will be executed on SharePoint on-

premises or SharePoint Online. Note that if you choose the

SharePoint on-premises option, you must place the custom

action files to the location specified below on all of the servers

where DocAve Agents are installed. When the service request gets

to this step, certain information will be validated in SharePoint

before the service request continues to the next step.

If you deselect the Execute the custom action on SharePoint

checkbox, the custom action will be executed on Governance

Automation server. When the service request gets to this step,

some information provided by the requester will be validated

before the service request continues to the next step.

▪ Custom action – Allows you to define a desired custom action

that will be executed on SharePoint or in the service request form.

If you choose the Executable file (.exe) or the PowerShell script

file (.ps1) option, enter an executable file name or a PowerShell

script name in the corresponding text boxes. If you choose the

Assembly (.dll) option, enter Assembly name, Namespace.class,

and Method in the corresponding text boxes.

*Note: If you chose to execute the custom action on SharePoint

on-premises, make sure that the executable file and the

PowerShell script file exist in


the …\Agent\bin\GovernanceAutomation directory on the DocAve

Agent servers and the assembly file exists in

the …\AvePoint\GovernanceAutomation\bin directory on the

Governance Automation server. If you chose to execute the

custom action on SharePoint Online or in the service request form,

make sure that the executable file and the PowerShell file exist in

the …\GovernanceAutomation\CustomActionFiles directory on the

Governance Automation server, and the assembly file exists in

Governance Automation Directory

…\AvePoint\GovernanceAutomation\bin.

o Keep the service request from proceeding and display the following

error message – Choose this option to prevent the service request from

proceeding. Enter your desired error message in the text box below that

will be displayed in the service request form when the request stops

proceeding.

Click Save to save the configurations or click Cancel to leave the configuration

page without saving any changes.

5. If a section needs conditions, complete the following steps to apply conditions and set a

default action in case none of the pre-defined conditions are met:

a. Click the option ( ) button of a basic service setting, added metadata, or an

added in-request custom action, then, select Apply Condition from the drop-

down list to configure conditions that will be executed in the service request

form. Complete the following settings to configure conditions:

i. Condition name – Enter a condition name in the text box. Note that the

names of the conditions that have been applied will be loaded when you

enter a key word of the condition name. You can select a condition name

to have the condition settings automatically filled.

ii. Source type – Select a source type from the drop-down list.

iii. Source name – Select a source name from the drop-down list.

iv. Condition – Select a condition from the drop-down list.

v. Value – Select a value from the drop-down list or enter a value in the text

box.

vi. Click Add to List to add the condition to the table below. You can repeat

the steps above to add multiple conditions.

If you add multiple criteria, select And or Or from the Logic option drop-

down list. If you select And, the basic service settings, metadata settings,

or action you are about to configure below will be applied to the service

request when all of the conditions are met. If you select Or, the basic


service settings, metadata settings, or action below will be applied to the

service request when any of the conditions is met.

You can also click Clear Settings to clear all of the conditions configured

above or click Clear Table to clear all of the added conditions from the

table.

vii. Configure the basic service settings, metadata settings, or action that will

be applied to requests, when the conditions configured above are met.

viii. Click Save to save the configurations, or click Cancel to leave the

configuration page without saving any changes.

b. After configuring the conditions for a section, you must configure the default

action for this section in case none of the pre-defined conditions are met.

Click the option ( ) button of a basic service setting, added metadata, or an

added in-request custom action, then, select Default Action from the drop-

down list and choose one of the following options from the Default Action

Settings page:

o Apply the following settings when none of the pre-defined

conditions are met – When you select a basic service setting or an added

metadata, choose this option to apply the default settings when none of

the pre-defined conditions are met in the service request. If necessary,

you can modify the settings.

o Keep the service request from proceeding and display the following

error message – When you select a basic service setting, an added

metadata, or an added in-request custom action, choose this option to

prevent the service request from proceeding.

o Execute a custom action when none of the pre-defined conditions are

met – When you select an added in-request custom action, choose this

option to execute a custom action when none of the pre-defined

conditions are met.

Click Save to save the configurations or click Cancel to leave the configuration

page without saving any changes.


options:

• Click Save as Draft to save all of the configurations as a draft and return to the

Service Management interface.




configurations.


Additional Governance Automation Configurations The following sections detail additional configurations you can make to Governance

Automation.

Importing Existing Objects This feature allows you to use Governance Automation to manage existing objects that were not

created by Governance Automation, including SharePoint site collections/sites and Office 365

groups.

First, you will configure an export plan to scan for objects that were not created through

Governance Automation. A scan result file that contains the list of objects is sent to the selected

export location. Next, you will go to the export location to modify the scan result file and then

import the modified scan result file into Governance Automation.

To access Import Existing Objects, click Import Existing Objects in the SharePoint group

within the Settings interface.

Creating an Export Plan

To create a new export plan, click Create on the ribbon in the Export Mode tab.

In the Create Export Plan interface, configure the following settings:

1. Plan Name and Description – Enter the name of the plan that you are about to create.

Enter an optional description for future reference.

2. Object Type – Select the type of objects that you want to export, Site Collection, Site,

or Office 365 Group.

3. Source Environment – If you select Site Collection or Site as the object type, select the

farm or My Registered Sites containing the site collections or sites you want to export.

The farms displayed here are based on the logged in user’s permission set in the

Account Manager of Governance Automation.

4. Scope – Select a scope that you wish to export objects from.

• If Site Collection is selected in the Object Type section, only SharePoint on-

premises Web application or SharePoint online admin center can be selected

from the tree.

• If Site is selected in the Object Type section and a SharePoint on-premises farm

is selected in the Source Environment section, you can select Web

applications/site collections/sites from the farm tree.

*Note: If you select Web applications or site collections, the Web applications or

site collections will not be included in the scan result file. Only the sites within the


selected Web applications or site collections will be included in the scan result

file.

• If Site is selected in the Object Type section and My Registered Sites is selected

in the Source Environment section, you can select SharePoint sites groups/site

collections/sites from the tree.

*Note: If you select SharePoint sites groups or site collections, the SharePoint

sites groups or site collections will not be included in the scan result file. Only the

sites within the selected SharePoint sites groups or site collections will be

included in the scan result file.

• If Office 365 Group is selected in the Object Type section, select an app profile

from the drop-down list. The app profile was configured in Settings > App

Management. The app profile represents a tenant in Office 365, and Office 365

groups within this tenant will be exported to the scan result file.

5. E-mail Notification – Choose the e-mail recipient who will receive the e-mail

notification when there is new scan result. Enter the username in the E-mail recipient

text box and press Enter to check that the name is valid. Then, select an E-mail

template.

6. Schedule – Choose whether to execute the export plan on a schedule.

• No schedule – The export plan will be executed when you click Save and Export.

• Configure the schedule – Configure the schedule to execute the export plan.

Start time – Select the time to start executing the schedule.

Interval – Define the interval to execute the schedule by entering the

value of the interval in the text box then selecting Minute(s), Hour(s),

Day(s), Week(s), or Month(s).

7. Export Location – Select a previously configured export location from the drop-down

list to store the scan result, or click Add New Location to create a new export location in

the New Export Location interface. If No schedule is selected in the Schedule section,

you can also choose Export to a local path.

8. File Type of the Exported Report – Select XLS or XLSX as the file type of the exported

scan result file.

9. When you have finished configuring settings for this export plan, choose one of the

following options:

• Click Save to save all of the configurations and return to the Export Mode

interface.

• Click Save and Export to save all of the configurations and export the scan

result.


• Click Cancel to return to the Export Mode interface without saving any

configurations.

Modifying the Scan Result File

There are three types of scan result files: the scan site collection result file, the scan site result

file, and the scan Office 365 group result file.

*Note: Result files are case-sensitive.

Modifying the Scan Site Collection Result File

To modify a scan site collection result file, follow the instructions below:

1. Navigate to the location on your local drive where the exported scan result file is saved

or the export location where the scan result file is exported.

2. Open the scan result file to view and configure the following columns:

*Note: All information must be entered exactly, including spaces and capitalization.

• URL – Displays the full URL of the scanned site collection. You can also manually

enter the full URLs of other existing site collections.

• Policy Name – Enter the name of the site collection policy that will be applied to

the imported site collections. Note the following:

o The farm where the specified policy resides must be the same as the one

where the imported site collection resides.

o If the site collection policy has the site policy bar enabled, make sure the

Governance Automation Policy Bar solution has been deployed. For more

information about how to deploy the solution, refer to Deploying the

Governance Automation Policy Bar Solution.

• Primary Site Collection Contact (optional) – Enter the login name or display

name of an Active Directory user or of an Office 365 user to assign the user as the

primary site collection contact.

• Secondary Site Collection Contact (optional) – Enter the login name or display

name of an Active Directory user or of an Office 365 user to assign the user as the

secondary site collection contact.

• Publish to Directory – Enter Yes if you want to publish each imported site

collection to Public Site Collection Directory. Otherwise, enter No. For more

information about Publish to Directory, refer to the Public Site Collection

Directory section.

• Apply the Site Information Card App Part (Yes/No) (optional) – Enter Yes if

you want to add the Site Information Card app part into the homepage of each

imported site collection. If you do not want to add the Site Information Card app


part into the homepage of each imported site collection, leave this column

empty.

• Apply the Site Directory App Part (Yes/No) (optional)– Enter Yes if you want to

add the Site Directory app part into the homepage of each imported site

collection. If you do not want to add the Site Directory app part into the

homepage of each imported site collection, leave this column empty.

*Note: If you enter Yes for the two columns above, make sure the Governance

Automation App has been properly deployed to your farm or SharePoint Online

environment. For more information about the environment configuration and

deployment, refer to Installing the Governance Automation App for SharePoint

2013/SharePoint 2016 On-Premises or Installing the Governance Automation App

for SharePoint Online.

• Custom Metadata – Enter the value for the custom metadata. Any site collection

metadata created in Governance Automation Settings > Request Management

> Metadata Management can be entered here.

Note the following:

o The values entered for metadata must be in line with the types of

corresponding metadata.

o The values entered for Managed metadata must be the terms stored in

your Managed Metadata Service. The SharePoint farm or Office 365

tenant where the Managed Metadata Service belongs must be the same

as the one where the imported site collection resides.

o The values entered for Choice (menu to choose from) metadata must be

the ones specified in Governance Automation Settings > Request

Management > Metadata Management.

o The format of values entered for Date and Time metadata must be the

same as the date and time format configured in Governance Automation

> Configure Personal Settings > Time Zone and Date/Time Format of

the current logged-in user. For more information about configuring

personal settings, refer to the Configuring Language, Time Zone,

Date/Time Format, and Office 365 Account Settings section.

For more information about how to configure metadata, refer to Creating or

Editing Metadata.

3. Save the file when finished. Then, proceed to Importing the Configured Scan Result File

to import the scan site collection result file into Governance Automation.

Modifying the Scan Site Result File

To modify a scan site result file, follow the instructions below:





*Note: All information must be entered precisely, including spaces and capitalization.

• URL – Displays the full URL of the scanned site. You can also manually enter the

full URLs of other existing sites.

• Site Collection ID – Displays the ID of the site collection that the site belongs to.

If you manually enter URLs in the URL column, you must enter the IDs of the site

collections where the sites reside.

• Site ID – Displays the ID of the site. If you manually enter URLs in the URL

column, you must enter the IDs of the sites.

• Apply the Site Information Card App Part (Yes/No) (optional) – Enter Yes if

you want to add the Site Information Card app part into the homepage of each

imported site. If you do not want to add the Site Information Card app part into

the homepage of each imported site, leave this column empty.

• Apply the Site Directory App Part (Yes/No) (optional) – Enter Yes if you want

to add the Site Directory app part into the homepage of each imported site. If

you do not want to add the Site Directory app part into the homepage of each

imported site, leave this column empty.

*Note: If you enter Yes for the two columns above, make sure the Governance

Automation App has been properly deployed to your farm or SharePoint Online

environment. For more information about the environment configuration and

deployment, refer to Installing the Governance Automation App for SharePoint

2013/SharePoint 2016 On-Premises or Installing the Governance Automation App

for SharePoint Online.

• Primary Site Contact – Enter the login name or display name of an Active

Directory user or of an Office 365 user to assign the user as the primary site

contact.

• Secondary Site Contact – Enter the login name or display name of an Active

Directory user or of an Office 365 user to assign the user as the secondary site

contact.

• Custom metadata – Enter the value for the custom metadata. Any site metadata

created in Governance Automation Settings > Request Management >

Metadata Management can be entered here.

Note the following:

o The values entered for metadata must be in line with the type of



o The value entered for Managed metadata must be one of the terms

stored in your Managed Metadata Service. The SharePoint farm or Office

365 tenant where the Managed Metadata Service belongs must be the

same as the one where the imported site resides.





same as the date and time format configured in Governance

Automation > Configured Personal Settings > Time Zone and

Date/Time Format of the current logged-in user. For more information

about configuring personal settings, refer to the Configuring Language,

Time Zone, Date/Time Format, and Office 365 Account Settings section.

For more information on configuring metadata, refer to Creating or Editing

Metadata.


to import the scan site result file into Governance Automation.

Modifying the Scan Office 365 Group Result File

To modify a scan Office 365 group result file, follow the instructions below:




*Note: All information must be entered precisely, including spaces and capitalization.

• Office 365 Group Name – Displays the name of the scanned Office 365 group.

You can also manually enter the names of other existing Office 365 groups.

• Office 365 Group ID – Displays the ID of the Office 365 group.

• Office 365 Group Policy – Enter the name of the Office 365 group policy that

will be applied to the Office 365 group.

• Primary Group Contact – Enter the login name or display name of an Active

Directory user or of an Office 365 user to assign this user as the primary group

contact.

• Secondary Group Contact – Enter the login name or display name of an Active

Directory user or of an Office 365 user to assign this user as the secondary group

contact.

• Custom Metadata – Enter the value for the custom metadata. Any Office 365

group metadata created in Governance Automation Settings > Request

Management > Metadata Management can be entered here.


Note the following:

o The values entered for metadata must be in line with the types of


o The values entered for Managed metadata must be the terms stored in

your Managed Metadata Service. The SharePoint farm or Office 365

tenant where the Managed Metadata Service belongs must be the same

as the one where the imported Office 365 group resides.





same as the date and time format configured in Governance

Automation > Configure Personal Settings > Time Zone and

Date/Time Format of the current logged-in user. For more information

about configuring personal settings, refer the Configuring Language, Time

Zone, Date/Time Format, and Office 365 Account Settings section.

For more information on configuring metadata, refer to Creating or Editing

Metadata.


to import the scan Office 365 group result file into Governance Automation.

Importing the Configured Scan Result File

Next, you will import the configured scan result file and apply it to Governance Automation.

On the Import Existing Objects page, follow the instructions below:

1. Click Import Mode on the ribbon to access the import mode.

2. Object Type – Select the type of objects that you want to import, Site Collection, Site,

or Office 365 Group.

3. Destination Environment – Select a destination environment that the exported objects

will be imported to.

• If you select Site Collection or Site in the Object Type section, select a

SharePoint on-premises farm or My Registered Sites from the drop-down list.

The selected farm or My Registered Sites must be the same as the one where the

imported site collection resides.

• If you select Office 365 Group in the Object Type section, select an app profile

from the drop-down list. The app profile represents a tenant in Office 365. The

Office 365 tenant must be the same as the one where the imported Office 365

group resides.


4. Site Collection Administrator (This section only appears when you select Site

Collection in Object Type and select My Registered Sites in Destination

Environment) – Specify the site collection administrator who is the administrator for all

of the site collections that you wish to import. Enter the Username and Password in the


*Note: The entered username must be the login name.

5. Import Location – Click Browse to locate the configured scan result file.

6. E-mail Notification – Enter the username of the recipient in the E-mail recipient text

box. The recipient will receive an e-mail notification about the import result. Then, select

an e-mail template from the E-mail template drop-down list.

7. Export Location – Select a configured export location from the drop-down list to store

the report of the import result. You can also click Add New Location to add a new

export location. For detailed information about configuring the export location, refer to

Creating or Editing Export Locations.

8. Click Apply on the ribbon. After the import completes, an import result file is generated

and will be saved in the export location configured above.

Configuring Metadata In Governance Automation, you can create metadata that will be available in services for users to

select when submitting a request to create a new site collection or site. The metadata created by

Governance Automation is stored in the property bag of the site collection/site and can be used

to maintain information such as purpose of creation, geography, for compliance and records

standards purposes, etc.

*Note: Publish to Directory is a pre-defined metadata which will be automatically added into

the Create Site Collection service. You can choose whether or not to add this metadata to the

site collection created by Governance Automation when submitting a service request. All of the

site collections with Publish to Directory metadata can be displayed in the Public Site

Collection Directory. For information on Public Site Collection Directory, see Public Site

Collection Directory.

To access Metadata Management, click Metadata Management in the Request

Management group within the Settings interface.

Searching and Filtering Metadata

To change the number of rows displayed, use the Show rows drop-down list in the upper right-

hand corner. To sort the metadata, click the sort ( ) button in a column heading such as

Metadata Name, Default Value, Display Metadata on Reports, Last Modified Time, and

Created By, then select Ascending or Descending.

You can customize how the metadata are displayed in the following ways:


• Search – Allows you to filter metadata displayed by the keyword you designate.

The Metadata Name column and the Created By column support to search for

the desired metadata, and only the content in the column displayed in the

current view can be searched.








To view details of a metadata, click the metadata name.

Creating or Editing Metadata

To create a new metadata, click Create on the ribbon. You can choose to create metadata for

Create Site Collection service requests or Create Site service requests by clicking corresponding

hyperlinks under the Metadata Type heading.

To modify previously configured metadata, select the metadata, and click Edit on the ribbon.

Configure the following settings when creating or editing metadata:

1. Name and Type – Enter a name for the new metadata into the Metadata Name text

box. All metadata created by Governance Automation will have the prefix GA_. Then

select the type of information you wish to store in this metadata by choosing the

corresponding option.

• Single line of text

• Multiple lines of text

• Yes/No (check box)

• Choice (menu to choose from)

• Person or Group

When Person or Group is chosen, you can Allow a variable role reference to

this metadata in the approval process. With the checkbox selected, when

configuring an approval process, you can enter a role in the format of $Service

Metadata ("Metadata Name") as the approver.

• Managed Metadata

• Date and Time

• Lookup


When Lookup is chosen, you can Allow a variable role reference to this

metadata in the approval process. With the checkbox selected, when

configuring an approval process, you can enter a role in the format of $Service

Metadata ("Metadata Name") as the approver. Make sure that the Lookup

value is an available user or group. Otherwise, an error task will be generated

during approval of the request

*Note: When you edit the metadata, the metadata type is not allowed to be changed.

2. Additional Column Settings – Configure additional settings for the new metadata.

Enter an optional description into the Description text box. For each type of metadata,

select who assigns the metadata value. Choose from the following:

• Assign by Business User – Allows the business user to assign this metadata

value when submitting requests via services. You can select the Require Business

User Input checkbox to require the business user to assign the metadata value.

• Assign by IT Admin – The Default Value you set will be assigned to requests via

services. Select either Show as Read-Only to Business User or Hide from

Business User.

Then configure the following settings depending on your selection in The type of

information in this metadata:

• Single line of text – Enter the desired text into the Default Value text box.

You can also validate the Single line of text value using a defined regular

expression. Select the Apply validation on the request page checkbox and then

select a previously configured text validation rule from the drop-down list. For

more information about how to create a text validation rule, refer to Creating or

Editing Text Validation Rules.

• Multiple lines of text – Enter the desired text into the Default Value. You may

enter multiple lines of text by hitting the Enter key on your keyboard.

You can also validate the Multiple lines of text value by a defined regular

expression. Select the Apply validation on the request page checkbox and then

select a previously configured text validation rule from the drop-down list. For

more information about how to create a text validation rule, refer to Creating or

Editing Text Validation Rules.

• Yes/No (checkbox) – Choose to Enable Terms and Conditions Agreement by

selecting the checkbox. If the option is enabled, enter the desired terms and

conditions in the text box. Select Yes or No as the Default Value from the drop-

down list.

• Choice (menu to choose from) – Enter the choices you wish to provide in the

Type each choice on a separate line text box. Choose the type of selections to

provide from the following: Drop-down Menu, Radio Buttons or Checkboxes

(allow multiple selections).


• Person or Group – Enter the usernames or group names in the Default Value

field. For multiple entries, separate each entry with a semicolon.

• Managed Metadata – Configure the following settings for Managed Metadata.

Multiple Value Field – Select the Allow multiple values checkbox if you

wish to create multiple terms for the site collection created by


Term Set Settings – Select a farm from the Select farm and term set

drop-down list to load the term sets where you can retrieve the terms.

Expand the Managed Metadata Service tree to select the term set where

to choose the term by clicking the term set name. The selected term set is

highlighted in orange.

Default Value − Enter your desired terms as the default values in the text

box or select a default value by selecting the select ( ) button to access

the Select Metadata interface. Expand the term set tree to select the

desired term and click the Add button in the lower left-corner of the

Select Metadata interface.

• Date and Time – Choose Date and Time Format and Default Value.

Date and Time Format – Choose one of the following format:

▪ Date Only – Only the date will be displayed in the metadata value.

▪ Date & Time – The date and time will be displayed in the

metadata value.

Default Value – Choose one of the following options:

▪ (None) – Do not define a default value for the metadata.

▪ Today’s Date (for Date Only) or Today’s Date & Time (for Date

& Time) – “Today” refers to the request submission day. If

Today's Date is selected, the request submission date will be the

default value. If Today's Date & Time is selected, the request

submission date & time will be the default value.

▪ Click the calendar ( ) button to select your desired date or date &

time as the default metadata value.

*Note: The metadata value displayed in Governance Automation interface

follows the time zone and date/time format selected in Configure Personal

Settings. The metadata value stored in SharePoint site collection property bag is

based on Universal Time Coordinated (UTC).

• Lookup – Choose the data source type and configure the required settings.

SharePoint User Profile Service – Choose this option and configure the

following setting:


▪ Farm Name – Select a farm from the drop-down list.

▪ User Profile Service name – Select a User Profile Service from

which the user profiles will be retrieved.

▪ Get user profile from system role/Person or Group metadata –

Select a system role or a Peron or Group metadata to filter the

user profiles. Only the user profiles of the selected role or Peron

or Group metadata value will be looked up.

▪ Get value from user profile property – Select a user profile

property whose value will be used as the metadata value.

SharePoint library/list – Choose this option and configure the following

setting:

▪ Farm Name – Select a farm from the drop-down list. Then,

configure one of the following options:

Manually input library/list URL – Enter the URL of a library or list

from which the metadata value will be retrieved.

Select library/list from tree – Expand the farm node and select

the library or list from which the metadata value will be retrieved.

▪ Get value from SharePoint library/list property – Select a

property name from the drop-down list. The value of the selected

property will be used as the metadata value.

You can also select the Define an additional SharePoint list

column as filter checkbox and configure the following conditions

to filter the Lookup values.

Match SharePoint list column value with metadata – Select a

metadata name from the drop-down list. When the value of the

selected metadata is the same as that of the SharePoint list

column selected below, the conditions are met. The property value

of the file or item that meets the conditions will be the metadata

value.

Look up value from SharePoint list column – Select a column

name from the drop-down list. This column is used to match the

metadata selected above.

Custom conditions – Choose this option and select an Executable file

(.exe), PowerShell script file (.ps1), or Assembly (.dll) in which the

custom conditions are defined.

▪ Executable file (.exe) – Enter the executable file name in the text

box.


*Note: The executable file must exist in the directory


*Note: Make sure the executable file automatically generate a .txt

file that will be located in the same directory of the executable file,

and that the .txt file contains the metadata values and each

metadata value is placed in a line.

▪ PowerShell script file (.ps1) – Enter the PowerShell script file

name in the text box.

*Note: The PowerShell script file must exist in the directory


*Note: Complete the following steps to make Governance

Automation have the permission retrieve the content of the

PowerShell script file.

Navigate to the Governance Automation server and navigate to

Start > Windows PowerShell. Right-click Windows PowerShell

and select Run as administrator. In the Administrator: Windows

PowerShell window, enter Set-ExecutionPolicy Unrestricted and

press Enter. Then, enter Y and press Enter.

▪ Assembly (.dll) – Enter Assembly name, Namespace.class, and

Method in the corresponding text boxes.

*Note: The assembly file must exist in the directory


3. Display Metadata on Reports – Choose whether or not to display this metadata on the

Site Collection Report/Site Report of Governance Automation.

• Yes – The metadata will be displayed on Site Collection Report/Site Report,

allowing for faster filtering, searching and sorting.

• No – The metadata will not be displayed on Site Collection Report/Site Report,

and cannot be filtered, searched, or sorted.

4. Click Save to save the configurations and return to the Create Metadata interface, and

click Cancel to return to the Metadata Management interface without saving any

configurations.

*Note: When you finish editing the metadata that is applied to existing services, click

Save and Update to All Applied Services to save and update this metadata for the

corresponding services.

Deleting Metadata

To delete a metadata, select a previously configured metadata, and then click Delete on the

ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the


deletion. Click OK to delete the selected metadata, or click Cancel to return to the Metadata

Management interface without deleting the selected property.

Configuring Questionnaires Use Questionnaire Management to configure questionnaires, which guide requesters to

appropriate services. In a questionnaire, you can add your desired questions, define the order

that the questions appear, customize the logical relationship for the questions, add the answer

criterion, and select the services that will be visible to the requesters.

*Note: The Questionnaire Management feature is not fully supported on Internet Explorer 8. To

use this feature, AvePoint recommends that you use Google Chrome or Internet Explorer 9 or

above to manage questionnaires.

To access Questionnaire Management, click Questionnaire Management in the Request


Displaying and Searching Questionnaires

To change the number of questionnaires displayed, use the Show rows drop-down list in the

upper right-hand corner.

To search the displayed questionnaire, enter the keyword in the Search text box and click the

search ( ) button.

Creating or Editing Questionnaires

To create a new questionnaire, click Create on the ribbon. To modify a previously configured

questionnaire, select the desired questionnaire, and click Edit on the ribbon.

In the interface for creating or editing a questionnaire, configure the following settings:

1. Name and Description – Enter the name for the questionnaire that you are about to

create. Enter an optional description for future reference.

2. Language – Choose one or more languages for this questionnaire. When starting a

request, the questionnaires can be filtered according to their languages.

3. Questionnaire Category – Categories are used to organize your questionnaires. Select

an existing category from the drop-down list or create a new category for this

questionnaire by clicking Create New then configuring the new category in the Create

Category interface.

4. Questionnaire Permissions – Choose Allow all users to see and use this

questionnaire in the service catalog to allow this questionnaire to be viewed and used

by any user in the service catalog. Choose Select users/groups to see and use this

questionnaire in the service catalog to only allow this questionnaire to be viewed and


used by specific users/groups in the service catalog. Enter the names of the users/groups

in the text box. Press Enter to check that the names are valid.


6. Questions – Define the questions for this questionnaire.

• To create a new question, click Add Question and then configure the following

settings in the Add Question interface.

i. Question – Enter your desired question in the text box. Then, you can

select the Hide questions and answers from Site Information Card

checkbox to hide the entered question and the answers you are about to

define from the Site Information Card inserted to a site or site collection.

ii. Map to Metadata – Choose whether to map the question to metadata. If

you select the Map to Metadata checkbox, the question will become a

field on the request form. After a requester answers the question in a

questionnaire, the selected answer will be automatically set as the field

value in the request form. If you select the Map to metadata checkbox,

choose one of the following options:

▪ Save this question as new metadata – Choose this option to

save the question entered above as a new metadata. You must

enter a metadata name in the text box. Then, enter a description

for future reference.

▪ Select from existing metadata – Choose this option to map the

question to existing metadata selected from the drop-down list.

You can set a user’s last answer as the default answer by selecting

the Set default to user’s last answer checkbox.

iii. Answer Settings – If you chose Save this question as new metadata in

the Map to Metadata field above, configure the answer settings below:

▪ Type – You must select Drop-down Menu, Radio Buttons, or

Managed Metadata as the answer type.

*Note: If Managed metadata is selected, select a farm, then,

select a term set group.

▪ Type each choice on a separate line – If you chose Drop-down

Menu or Radio Buttons as the answer type, you must enter the

answers for the question in the text box. Enter each answer on a

separate line.

▪ Default answer – Define a default answer for the question. Then,

choose to set a user’s last answer as the default answer by

selecting the Set default to user’s last answer checkbox.

iv. Click Save to save this question or click Cancel to return to the

questionnaire interface without saving any configurations.


• To edit a previously created question, click the edit ( ) button after the question

name and then modify the settings in the Edit Question interface.

• To delete a previously created question, click the delete ( ) button after the

question name.


8. Follow the steps below to configure the logic diagram.

a. Drag your desired question from the left pane to the Start point of the right

pane.

b. Drag another question under the arrow of one answer for the question above to

determine the logical relationship.

c. Repeat the step above to add multiple questions.

*Note: You can add the same question to multiple logical flows on the right

pane, but a question can only be added into a logical flow once.

d. Drag your desired service to the end point of each logical flow.

The previously created questions and the services in the left pane are supported

to search. Enter the keyword of the question name or service name in the text

box under Questions or Services and click the search ( ) button to search it.

Click the remove ( ) button to remove a question or service from the logic

diagram.

e. If there are no services that fit the logical flow, click Add Default End Points to

end all points with No Service. For the No Service end point, you are allowed to

continue with another questionnaire or define a custom message that helps the

requester find proper solutions if there is no service available to the requester.

i. Click the edit ( ) button next to the No Service end point and the End

Point window appears. Choose one of the following methods:

▪ Questionnaire – Choose this option and select a questionnaire

from the drop-down list to continue this questionnaire with

another questionnaire.

▪ Custom Message – Choose this option to display a custom

message to the requester after this questionnaire is finished. Enter

the message in the text box.

Optionally, select the Add URL checkbox and enter your desired

URL in the text box. The URL will be displayed to the requester and

redirect the requester to another site to continue the service

request.

ii. Click Save on the ribbon to save your configurations.


*Note: You can click Full Screen on the upper-right corner to expand the logical

diagram configuration space. You can also click Exit Full Screen on the upper-

right corner to narrow the logical diagram configuration space back.

9. When you have finished configuring settings for this questionnaire, choose one of the

following options:

• Click the arrow on the left-hand side to go to previous steps to review and


• Click Save As Draft to save the questionnaire as a draft and return to the

Questionnaire Management interface.

• Click Save and Activate to save all of the configurations and activate this

questionnaire.

• Click Cancel to return to the Questionnaire Management interface without

saving any configurations.

Activating, Deactivating, Copying, and Deleting Questionnaires

To activate an inactive questionnaire, select the questionnaire, and then click Activate on the

ribbon.

To deactivate an active questionnaire, select the questionnaire, and then click Deactivate on the

ribbon.

To copy a previously configured questionnaire, select the questionnaire, and then click Copy on

the ribbon.

To delete a questionnaire, select a previously configured questionnaire, and then click Delete on

the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with

the deletion. Click OK to delete the selected questionnaire, or click Cancel to return to the

Questionnaire Management interface without deleting the selected questionnaire.

Configuring E-mail Templates *Note: For Governance Automation to send notification e-mails, outbound e-mail SMTP must

be configured in Send E-Mail Settings in DocAve. For information on configuring the Send E-

Mail Settings in DocAve, see the User Notification Settings section of the DocAve 6 Control

Panel Reference Guide.

Governance Automation comes with built-in e-mail templates. If desired, you can customize

notification e-mails sent by Governance Automation, such as when a request is approved or

when a task is assigned. Different e-mail templates are used for different notifications.

To access E-mail Templates, click E-mail Templates in the System group within the Settings

interface.




Searching and Filtering E-mail Templates

To change the number of rows displayed, use the Show rows drop-down list in the upper right-

hand corner. To sort the E-mail Templates, click the sort ( ) button in a column heading such as

E-mail Template, E-mail Template Type, and Description. You can also filter the E-mail

Template Type by clicking the filter ( ) button in the column heading.

To search displayed e-mail template, enter the keyword in the Search text box and then click the

search ( ) button.

Creating or Editing E-mail Templates

To create a new e-mail template, click Create on the ribbon. To modify a previously configured

e-mail template, select the e-mail template, and click Edit on the ribbon.

In the interface for creating or editing an e-mail template, configure the following settings:

1. Enter a desired E-mail Template Name for e-mail template. Then enter an optional

Description for the e-mail template for future reference.

2. Select an E-mail Template Type from the drop-down list to designate when the e-mail

template can be used in Governance Automation.

3. Subject – Enter a subject name of the e-mail notification for the e-mail template. You

can insert reference in the Subject by clicking the Insert Reference hyperlink. A

Reference is a parameter that will call up the corresponding bit of information for which

it is named specific to each individual service request.

4. Message Body – Customize the message body of the e-mail notification for the e-mail

template. You can insert reference in the Message Body by clicking the Insert Reference

hyperlink. A Reference is a parameter that will call up the corresponding bit of

information for which it is named specific to each individual service request.

*Note: If you insert the Governance Automation Link reference and you do not want to

display the internal Governance Automation login URL to e-mail receivers, refer to the

following instructions to modify the internal Governance Automation login URL to an

external login URL:

a. Go to the Governance Automation server.

b. Navigate to …\AvePoint\GovernanceAutomation\Config.

c. Find the Global.config file and open it with Notepad.

d. Find the following nodes:

<ContrlAddress value="External Host" />

<ControlPort value="External Port" />

e. Replace the following values with your desired values:

o External Host – Replace this external host with your desired value.


o External Port – Replace the external port with your exact port of HTTPS.

Note that the default port of HTTPS is 443. If you want to use the default

port, you must replace the external port with 443.

f. Save and close the file.

Then, refer to the instructions below to restart the Governance Automation Workflow

and the Governance Automation Timer services, and recycle the application pool for

Governance Automation:

a. Navigate to Start > Application Tools > Services on each node, and restart

Governance Automation Timer service and Governance Automation Workflow

service.

b. Navigate to Internet Information Services (IIS) Manager > Application pools.

c. Right-click the application pool for Governance Automation and select Recycle….

The Governance Automation application pool restarts.

5. Click Save to save the configurations and return to the E-mail Templates interface, or

click Cancel to return to the E-mail Templates interface without saving any

configurations.

Deleting E-mail Templates

To delete an e-mail template from Governance Automation, select an e-mail template from the

e-mail template list, and then click Delete on the ribbon. A confirmation window will pop up

and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected e-

mail template, or click Cancel to return to the E-mail Template interface without deleting the

selected e-mail template.

Configuring Execution Schedules Use the Execution schedule feature to define when Governance Automation executes service

requests.

To access Execution Schedule, click Execution Schedule in the Request Management group

within the Settings interface

Displaying and Searching Execution Schedules

To change the number of execution schedules displayed, use the Show rows drop-down list in

the upper right-hand corner.

To search the displayed execution schedules, enter the keyword in the Search text box and click

the search ( ) button.


Creating or Editing Execution Schedules

To create a new execution schedule, click Create on the ribbon. To modify a previously

configured execution schedule, select the desired execution schedule, and click Edit on the

ribbon.

In the interface for creating or editing an execution schedule, configure the following settings:

1. Execution Schedule Name and Description – Enter a desired Name for the execution

schedule. Then enter an optional Description for the execution schedule for future

reference.

2. Define Execution Schedule – Define an execution schedule for a Service by selecting

your desired days and hours. Then, click Add to List to add it to the execution schedule

list below, or click Clear Settings to reset your execution schedule.

3. Time Zone – Select your time zone for the execution schedule.

4. Click Save to save the configurations and return to the Execution Schedule interface, or

click Cancel to return to the Execution Schedule interface without saving any

configurations.

Deleting Execution Schedules

To delete an execution schedule, select a previously configured execution schedule, and then

click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want

to proceed with the deletion. Click OK to delete the selected execution schedule, or click Cancel

to return to the Execution Schedule interface without deleting the selected execution schedule.

Configuring Request Access Settings When business users attempt to access SharePoint 2010/SharePoint 2013/SharePoint 2016 site

collections or sites that they do not have permission to access, they are brought to the

SharePoint Access Denied page. With the Request Access solution deployed and the Request

Access Settings configured, SharePoint users are redirected from the SharePoint Access Denied

page to the Governance Automation Grant Permissions request interface, where they can then

request access to the site collection or site. This enables business users to submit Grant

Permissions service requests without having to leave their SharePoint environment.

To access Request Access Settings, click Request Access Settings in the Request


Preparing SharePoint

Before configuring Request Access Settings, you must complete the following preparations in

SharePoint:

1. Configuring Outgoing E-mail Settings


2. Configuring Access Request Settings

3. Deploying the Governance Automation Request Access Solution

Configuring Outgoing E-mail Settings

You can skip this section if you have completed these steps previously. To configure outgoing e-

mail settings, complete the following steps:

1. In SharePoint Central Administration, navigate to Application Management >

Manage web applications.

2. Select the Web application that you will apply the request access feature to and click

General Settings > Outgoing E-mail.

3. In the Web Application Outgoing E-mail Settings interface, enter the Outbound

SMTP server, From address, Reply-to address, and select the Character set.


Configuring Access Request Settings

After configuring the outgoing e-mail settings, follow the instructions below to configure the

access request settings:

1. In the site that you will apply the request access to, click Site Actions on the ribbon and

click Site Permissions.

2. Click Manage Access Requests on the ribbon.

3. In the Manage Access Requests interface, configure the following settings:

a. Select the Allow requests for access checkbox.

b. Enter the e-mail address that will receive the requests for access.

c. Click OK to save your configurations.

Deploying the Governance Automation Request Access Solution

The solution GARequestAccessSP2010.wsp (for SharePoint 2010),

GARequestAccessSP2013.wsp (for SharePoint 2013), and GARequestAccessSP2016.wsp (for

SharePoint 2016) reside in the directory …\AvePoint\GovernanceAutomation\SharePoint

Solutions on the Governance Automation server.

Complete the following steps to deploy this solution:

1. To deploy the solution on a SharePoint Web-front end server, copy the solution file to

the SharePoint Web-front end server first.

2. On the SharePoint server, navigate to SharePoint 2010 Management Shell, SharePoint

2013 Management Shell, or SharePoint 2016 Management Shell. Right-click it and select

Run as administrator.



stsadm –o addsolution –filename "C:\Program

Files\AvePoint\GovernanceAutomation\SharePoint

Solutions\GARequestAccessSP2010.wsp"

Figure 20: Deploying the Governance Automation Request Access Solution.

*Note: Replace C:\Program Files\AvePoint\GovernanceAutomation\SharePoint

Solutions\GARequestAccessSP2010.wsp with the path where the solution is stored.

*Note: For the SharePoint 2013 or the SharePoint 2016environment, the solution file is

GARequestAccessSP2013.wsp or GARequestAccessSP2016.wsp.



5. Navigate to SharePoint Central Administration > System Settings > Farm

Management, and then click Manage farm solutions.

6. Click garequestaccesssp2010.wsp, garequestaccesssp2013.wsp, or

garequestaccesssp2016.wsp, and then click Deploy Solution to deploy it.

7. Complete the following steps after the solution deployment is finished if you are using :

• The SharePoint 2013 environment:

i. Navigate to C:\Program Files\Common Files\Microsoft Shared\Web Server

Extensions\15\TEMPLATE\LAYOUTS\GA.

ii. Right-click the AccessDenied.aspx file and select Copy.

iii. Navigate to C:\Program Files\Common Files\Microsoft Shared\Web Server

Extensions\15\TEMPLATE\LAYOUTS and paste the copied .aspx file into

this directory.

*Note: If you want to apply the request access feature to site collections with the

experience version of SharePoint 2010, complete the following steps:

i. Navigate to C:\Program Files\Common Files\Microsoft shared\Web Server

Extensions\15\TEMPLATE\LAYOUTS\GA\Experience_Version10.




this directory.

• The SharePoint 2016 environment:

i. Navigate to C:\Program Files\Common Files\Microsoft Shared\Web Server

Extensions\16\TEMPLATE\LAYOUTS\GA.





this directory.

Configuring Request Access Settings

To access Request Access Settings, in the Settings page, click Request Access Settings. Then,


1. Select a farm from the drop-down list on the left pane.

2. Expand the farm tree to select your desired Web application or site collection by

selecting the corresponding option. The title and URL of the selected Web application or

site collection are displayed on the right pane.

3. Select a previously configured Grant Permissions service from the drop-down list on the

right pane. For information about how to configure a Grant Permissions service, refer to

Grant Permissions Service.

*Note: If you select a site collection beneath a Web application that already had a Grant

Permissions service applied to it, the name of the Grant Permissions service is displayed.

You can also apply a unique Grant Permissions service to the selected site collection by

selecting Apply a unique Grant Permissions service to this node checkbox and

selecting a previously configured service from the drop-down list.

4. Click Apply on the bottom to apply the settings.

5. If you are configuring the Request Access Settings for a SharePoint 2010 Web

application for the first time, proceed to Restarting IIS (for SharePoint 2010 Only).

Restarting IIS (for SharePoint 2010 Only)

If configuring Request Access Settings for a SharePoint 2010 Web application for the first time,

you must manually restart the IIS to apply your configurations on all of your SharePoint servers.

1. Navigate to Start > All Programs > Administrative Tools > Internet Information

Services (IIS) Manager.

2. Right-click the Web application in Sites.

3. Click Manage Web Site, and then click Restart.

Exporting and Importing Configuration Data Use Export and Import Configuration Data to manage Governance Automation configuration

data between different environments. The configuration data includes global settings, approval

process, policies, and services.


*Note: The source environment and the destination environment must be running identical

versions of Governance Automation.

To access Export and Import Configuration Data, click Export and Import Configuration

Data in the System group within the Settings interface.

Exporting Configuration Data

In the Export and Import Configuration Data page, follow the instructions below to export

your desired configuration data:

1. Click Export Mode on the ribbon.

2. Export Location – Choose the path to store the exported file that contains the exported

data.

• Select Export to a local path to store the exported file in a local path.

• Select Export to an export location to store the exported data in an export

location. Select a previously configured export location from the drop-down list

or click Add New Location to create a new one. This will bring you to the New

Report Export Location interface without saving any of the configurations you

have made for this service.

• Scope – Expand Global settings, Approval processes, Policies, and Services to

select your desired configuration data by selecting the corresponding

checkboxes.

3. Click Export on the ribbon to export the selected configuration data.

Importing Configuration Data

In the Export and Import Configuration Data page, follow the instructions below to import

your desired configuration data:

1. Click Import Mode on the ribbon.

2. Import Location – Click Browse to locate the configuration file that you wish to import.

3. Imported Data Conflict Resolution – Governance Automation objects refer to approval

processes, policies, services, etc. If a Governance Automation object name in the source

environment is the same as that of an existing object in the destination environment, a

conflict occurs. Select a conflict resolution from the drop-down list:

• Skip – Keeps the destination object as it is.

• Overwrite – Substitutes the destination object with the one of the source

environment.

4. Click Retrieve Data to retrieve the data in the imported configuration file.


5. Mappings – Configure mappings for the environment where the data is exported and

the environment where the data will be imported.

• Domain mapping – Enter the domain name of the environment where the data

will be imported.

• Farm mapping – Select the farm of the environment where the data will be

imported.

• User Profile Service Application mapping – Expand the farm to view the User

Profile Service Application of the environment where the data is exported. Then,

select the User Profile Service Application of the environment where the data will

be imported.

• Web application mapping – Select the Web application in which the data will be

imported.

• Content database mapping – Expand the Web application to view the content

database of the Web application from which the data is exported. Then, select

the content database of the Web application in which the data will be imported.

6. Import Scope – Select the data that you wish to import by selecting the corresponding

checkboxes.

7. Click Apply on the ribbon to start importing the data to the selected environment.

Configuring SharePoint Workflow Integration Settings Configure SharePoint Workflow Integration Management to integrate SharePoint on-premises

2010/2013 Designer Workflow or Nintex Workflow with Governance Automation approval

process. The SharePoint on-premises 2010/2013 Designer Workflow and the Nintex Workflow

can be leveraged to process service requests in Governance Automation. Currently, only the

following services support integration with SharePoint Designer Workflow or Nintex Workflow:

• Create Site Collection

• Create Site

• Create My Site

• Grant Permissions

• Content Move

• Content Migration

• Site Collection Lifecycle Management

• Site Lifecycle Management

To access SharePoint Workflow Integration Management, click SharePoint Workflow

Integration Management in the SharePoint group within the Settings interface.


Starting Microsoft SharePoint Foundation Sandboxed Code Service

Before configuring the SharePoint Workflow Integration Management settings, you must start

Microsoft SharePoint Foundation Sandboxed Code Service.

1. Navigate to SharePoint Central Administration > System Settings > Manage services

on server.

2. In the Action column of Microsoft SharePoint Foundation Sandboxed Code Service,

click Start.

To access SharePoint Workflow Integration Management settings, in the Settings page, click

SharePoint Workflow Integration Management.

In SharePoint Workflow Integration Management, you can create a new SharePoint

Workflow integration profile, edit a previously configured profile, or delete a previously

configured profile. For details on creating or editing a profile, refer to Creating or Editing

SharePoint Workflow Integration Profiles.

Displaying and Searching SharePoint Workflow Integration Profiles

To change the number of profiles displayed, use the Show rows drop-down list in the upper-

right corner.

To search the displayed profiles, enter the keyword in the Search text box and click the search

( ) button.

Creating or Editing SharePoint Workflow Integration Profiles

To create a new profile, click Create on the ribbon. To modify a previously configured profile,

select the desired profile, and click Edit on the ribbon.

In the interface for creating or editing a SharePoint Workflow integration profile, configure the

following settings:

1. Name and Description – Enter the name and description for the SharePoint Workflow

integration profile.

2. Farm – Select a farm to define the scope of the site collection whose workflow will be

integrated with Governance Automation approval process.

3. Site URL – Enter a site URL in the text box. The solution

GASPWorkflowIntegration.wsp will be automatically deployed to the site collection of

this site. The workflow related lists will be created in this site.

4. Choose one of the options on the ribbon:

• Save – Click Save to save the configurations and deploy the solution later.


• Save and Deploy Solution – Click Save and Deploy Solution to save the

configurations and have Governance Automation deploy the solution

immediately.

• Cancel – Click Cancel to go back to the SharePoint Workflow Integration


Deleting SharePoint Workflow Integration Profiles

To delete a profile, select a previously configured profile, and then click Delete on the ribbon. A

confirmation window will pop up and ask if you are sure you want to proceed with the deletion.

Click OK to delete the selected profile, or click Cancel to return to the SharePoint Workflow

Integration Management interface without deleting the selected profile.

Creating SharePoint Workflows

After configuring the SharePoint Workflow integration profile, complete the following steps to

create the workflow in SharePoint:

Creating a SharePoint 2013 Designer Workflow

To create a SharePoint 2013 Designer Workflow that will be integrated with Governance

Automation approval process, complete the following steps:

1. Export Governance Automation IIS certificate. For more information about how to export

the certificate, refer to Export Governance Automation IIS certificate.

2. Install Governance Automation IIS certificate on SharePoint Server.

a. Navigate to the SharePoint server. Copy the exported certificate file to this server.

b. Double-click the certificate file and click Install Certificate… in the General tab.

c. In the Welcome to the Certificate Import Wizard interface, click Next.

d. In the Certificate Store window, choose Place all certificates in the following

store.

e. Click Browse… and select Trusted Root Certification Authorities in the new

window. Then, click OK to go back to the Certificate Store window.

f. Click Next to go to the Completing the Certificate Import Wizard window.

Click Finish to finish the certificate installation.

g. A window appears to remind that the import is successful.

3. Navigate to Microsoft SharePoint Designer and open the site whose URL is entered in

the configured SharePoint Workflow integration profile.

4. Click Workflows on the left pane.

5. Click List Workflow on the ribbon and select the Service Requests list.


6. In the Create List Workflow – Service Requests window, enter the name and

description for the workflow that you are about to create. Select SharePoint 2013

Workflow as the platform type. Then, Click OK.

7. Click Action on the ribbon and select Call HTTP Web Service from Core Actions.

8. Click the this link and the Call HTTP Web Service window appears.

9. Click the ellipsis ( ) button to go to the String Builder window.

10. In the Name field, enter the URL in one of the following formats for approving or

rejecting the request:

• Approve – https://GAhost:port

/api/ApproveGARequest?workflowinstanceid=

• Reject – https://GAhost:port /api/RejectGARequest?workflowinstanceid=

GAhost – Be replaced with the hostname of the machine where


port – Be replaced with the port used to access Governance Automation

Web site.

11. Click Add or Change Lookup to go to the Lookup for String window.

a. In the Data source field, select Workflow Context from the drop-down list.

b. In the Field from source field, select Instance ID from the drop-down list.

c. Click OK to go back to the Lookup for String window.

12. Click OK to save configurations and go back to the Call HTTP Web Service window.

13. Select HTTP GET as the HTTP method, then Click OK to save the action.

14. Configure other workflow settings if desired, then click Save on the ribbon to save the

workflow.

15. Click Publish on the ribbon to publish the workflow. The published workflow will be

available to select in an approval process.

Creating a SharePoint 2010 Designer Workflow

To create a SharePoint 2010 Designer Workflow that will be integrated with Governance

Automation approval process, complete the following steps:


…\AvePoint\GovernanceAutomation\SharePointSolutions\SharePoint Workflow

Integration.

2. Find the GASharePointWorkflowActivity.wsp file, right-click the file, and select Copy.

3. Navigate to the server where SharePoint is installed and paste the copied .wsp file into

your desired directory.


4. Navigate to Start > Run > enter cmd in the Open text box and click OK.


cd C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\BIN

Figure 21: Deploying the solution (1).

6. Press Enter and continue the command in the following format:

stsadm.exe -o addsolution -filename C:\ GASharePointWorkflowActivity.wsp

Figure 22: Deploying the solution (2).

*Note: C:\GASharePointWorkflowActivity.wsp should be replaced with the path

where the solution is stored.





Integration.

9. Find the CallGAWebService.Actions file, right-click the file, and select Copy.

10. Go to the server where SharePoint is installed, navigate to …\Microsoft Shared\Web

Server Extensions\14\TEMPLATE\1033\Workflow and paste the copied file into this

directory.

11. Navigate to SharePoint Central Administration > System Settings > Manage farm

solutions.

12. Click gasharepointworkflowactivity.wsp and click Deploy Solution.

13. In the Deploy Solution interface, choose to deploy the solution to all content Web

applications or select a Web application to deploy the solution.

If the solution is deployed to a specific Web application, complete the following steps:


a. Navigate to Administrative Tools > Internet Information Services (IIS)

Manager.

b. Expand the tree and find the Web application under the Sites node.

c. Right-click the Web application and select Explore.

d. In the pop-up window, find the web.config file and open it with Notepad.

e. Navigate to the server where Governance Automation is installed, navigate to


Integration.

f. Find the Config.xml file, open it with Notepad, and copy the content of the file.

g. Go back to the web.config file, find the attribute </authorizedTypes> and

paste the copied content to the attribute.

Figure 23: Modifying the web.config file.

h. Save and close the web.config file.

If the solution is deployed to multiple Web applications, repeat the steps above to

configure the web.config file for each Web application.

14. Navigate to Start > Command Prompt, right-click Command Prompt and click Run as

administrator.

15. In the Command Prompt window, enter iisreset and press Enter.

16. Navigate to Microsoft SharePoint Designer and open the site whose URL is entered in

the configured SharePoint Workflow integration profile.

17. Click Workflows on the left pane.

18. Click List Workflow on the ribbon and select the Service Requests list.

19. In the Create List Workflow – Service Requests window, enter the name and

description for the workflow that you are about to create. Then, Click OK.

20. Click Action on the ribbon and select Call Governance Automation Web Service. The

action contains two parameters:

• Governance Automation Web Service URL – Click Governance Automation

Web Service URL to enter the URL in the format of

https://GAhost:port/gawebservice.asmx.

GAhost – Be replaced with the hostname of the machine where



port – Be replaced with the port used to access Governance Automation

Web site.

• Approval Result – Click Approval Result to select Approved or Rejected from

the drop-down list.

21. Click Save on the ribbon to save the workflow.

22. Click Publish on the ribbon to publish the workflow. The published workflow will be

available to select in an approval process.

Creating a Nintex Workflow

To create a Nintex Workflow that will be integrated with Governance Automation approval

process, complete the following steps:

1. Export Governance Automation IIS certificate.

a. On the Governance Automation service, navigate to Start > Internet

Information Services (IIS) Manager.

b. On the left pane, click the local host.

c. Double-click Server Certificates in the middle.

d. Find the IIS certificate of your Governance Automation and double-click it. The


e. In the Details tab, click Copy to File…. The Certificate Export Wizard window

appears.

f. In the Welcome to the Certificate Export Wizard interface, click Next.

g. In the Export Private Key interface, select No, do not export the private key.

Click Next.

h. In the Export File Format interface, select DER encoded binary X.509 (.CER).

Click Next.

i. In the File to Export interface, click Browse… to select the location where the

certificate file will be exported. Click Next.

j. In the Completing the Certificate Export Wizard interface, click Finish.

k. A window appears to remind that the export is successful.

2. Import Governance Automation IIS certificate to SharePoint Server.

a. Navigate to the SharePoint server. Copy the exported certificate file to this server.

b. Navigate to SharePoint Central Administration > Security > General Security

> Manage trust. You are brought to the Trust Relationships tab.

c. Click New on the ribbon.

d. In the Establish Trust Relationship window, configure the following settings:


Name – Enter the name for this trust relationship.

Root Authority Certificate – Click Browse… and select the Governance

Automation IIS certificate that has been copied to this server.

e. Click OK to finish the certificate import.

3. Activate Nintex Workflow.

a. Navigate to SharePoint Central Administration > Nintex Workflow

Management > Web Application activation.

b. Select the Web application on which you wish to activate Nintex Workflow. Click

Activate.

c. Go to the site whose URL has been entered in the SharePoint Workflow


d. Navigate to Site Settings > Site Collection Administration > Site collection

features.

e. Find Nintex Workflow 2013 or Nintex Workflow 2010 and click Activate.

f. Navigate to Site Settings > Site Actions > Manage site features.

g. Find Nintex Workflow 2013 or Nintex Workflow 2010 and click Activate.

4. Create a Nintex Workflow in the list Service Requests.

a. Go to the site whose URL has been entered in the SharePoint Workflow


b. Navigate to the list Service Requests.

c. Click the List tab on the ribbon.

d. Click Workflow Settings and select Create a Workflow in Nintex Workflow.

e. Create a custom workflow that is associated with the action Call web service.

Configure the action settings:

i. URL – Enter the URL in the format of

https://GAHost:GAPort/gawebservice.asmx.

▪ GAHost – The hostname of the Governance Automation server.

▪ GAPort – The port number of Governance Automation Web site.

ii. Web method – Click Refresh and select FinishTask from the drop-down

list.

iii. WorkflowInstanceID (guid) – Click the insert reference ( ) button. The

Insert Reference window appears. In the Common tab, select Workflow

Instance ID. Click OK to insert the selected reference and close the Insert

Reference window.


iv. IsApproved (boolean) – Enter true or false. true means that the request

will be approved. false means that the request will be rejected.

v. Click Save on the ribbon to save your configurations.

f. Configure other desired actions and click Publish on the ribbon to publish the

workflow. The published workflow will be available to select in an approval

process.

Hiding or Revealing Sections to Business Users This feature helps you define which sections are visible to business users in the landing page.

To access Business User Features Activation or Deactivation, click Business User Features

Activation or Deactivation in the System group within the Settings interface.

In the Business User Features Activation or Deactivation interface, select the sections that

you wish the business users to view by selecting the corresponding checkboxes. Click Save on

the ribbon to save your configurations.

Configuring Export Locations The Export Location allows you to select a storage location to export Governance Automation

reports and to store request attachments.

To access Export Location, click Export Location in the System group within the Settings

interface.

Searching Report Export Locations

In this interface, you can search your desired Report Export Locations by designated keywords.

Enter the keyword in the Search text box and then click the search ( ) button. The Location

Name and Description column support to search for export locations, and only the content in

the column displayed in the current view can be searched.

Creating or Editing Export Locations

To create a new export location, click Create on the ribbon. To modify a previously configured

export location, select the export location, and click Edit on the ribbon.

In the interface for creating or editing an export location, configure the following settings:

1. Name and Description ‒ Enter a Name for the export location. Then enter an optional

Description for the export location for future reference.

2. Path ‒ The export location can be a file share, Storage Area Network (SAN), or Network-

Attached Storage (NAS). Enter the UNC Path in the following format:

\\admin-PC\c$\data or \\admin-PC\shared folder


*Note: The path you entered must be an existing one.

3. Enter the Username and Password in the corresponding text boxes. Then click

Validation Test. DocAve will test the path and user information to make sure they are

valid.

4. Click Save to save the configurations and return to the Export Location interface, or

click Cancel to return back to Export Location interface without saving any changes.

Deleting Export Locations

To delete an export location from Governance Automation, select an export location from the

list of previously configured export locations, and then click Delete on the ribbon. A

confirmation window will pop up to ask if you are sure you want to proceed with the deletion.

Click OK to delete the selected export location, or click Cancel to return to the Export Location

interface without deleting the selected export location.

Configuring SharePoint Permission Levels Permission levels allow you to assign a particular set of permissions to users and SharePoint

groups so that they can perform specific actions on your site.

To access SharePoint Permission Level Management, click SharePoint Permission Level

Management in the SharePoint group within the Settings interface.

Displaying and Searching Permission Levels

To change the number of rows displayed, use the Show rows drop-down list in the upper-right

corner.

To search the displayed SharePoint Permission Level, enter the keyword in the Search text box

and click the search ( ) button.

Creating or Editing Permission Levels

To create a new permission level, click Create on the ribbon. To modify a previously configured

permission level, select the desired permission level, and click Edit on the ribbon.

In the interface for creating or editing a SharePoint permission level, configure the following

settings:

1. Name and Description – Enter a desired Name for the permission level. Then enter an

optional Description for the permission level for future reference.

2. Permissions – Add permission to the permission level by selecting corresponding

checkboxes. You can also select the Select All checkbox to select all of the permissions

listed below.


3. Click Save to save the configurations and return to the SharePoint Permission Level

Management interface, or click Cancel to return to the SharePoint Permission Level


Deleting Permission Levels

To delete a permission level from Governance Automation, select a previously configured

permission level, and then click Delete on the ribbon. A confirmation window will pop up and

ask if you are sure you want to proceed with the deletion. Click OK to delete the selected

permission level, or click Cancel to return to the SharePoint Permission Level Management

interface without deleting the selected permission level.

Configuring Administrator Notifications Administrator Notifications inform the Administrator Contact should any service request

encounter an error.

To access Administrator Notification, click Administrator Notification in the System group


Follow the instructions below to configure the Administrator Notification settings:

1. Alternate Administrator Contact – Select a user or group to be an alternate

Administrator Contact in case that the Administrator Contact is unavailable. Enter the

name of a user or group in the text box. Press Enter to check that the name is valid.

2. E-mail Settings – Allows you to send an e-mail to the Administrator Contact once a task

has been assigned to that Administrator Contact when an error occurs. Select the Notify

the service request Administrator Contact when the error task is assigned checkbox,

and select an e-mail template from the drop-down list for this e-mail notification.

3. Duration and Escalation – Select the Enable Duration and Escalation checkbox to

notify another administrator contact if a task has not been handled within the specified

amount of time. Make sure that the user receiving the escalated tasks has enough

permission to handle all tasks.

a. Enter a number into the Duration text box for the deadline, and select either

Day(s) or Week(s) as the time unit for the duration.

b. Escalation – Select the action that the escalation will trigger from the drop-down

list.

Notify – The specified users will be notified when the task is escalated.

Enter the usernames in the text box. Press Enter to check that the

usernames are valid.

Reassign to – The task will be re-assigned to the specified users when the

task is escalated. Enter the username in the text box. Press Enter to check

that the username is valid.


You can also enter $ to select from the following roles:

$Managers of Approvers

$Current Stage Approvers

$Approvers

$Site Members

$Site Owners

Designers

Hierarchy Managers

Quick Deploy Users


c. E-mail Template – Select an e-mail template from the drop-down list.

4. Click Save to save the configurations and return to the Settings interface, or click Cancel

to return to the Settings interface without saving any changes.

Configuring the Timer Service The Governance Automation Timer Service runs synchronization and scans on a default

schedule. If you are about to set custom schedules to synchronize or scan, use Timer Service

Configuration Management to manually configure the Governance Automation Timer Service

schedules. After saving the configurations for the Timer Service settings, they take effect

immediately without the need to restart the Governance Automation Timer Service.

To access Timer Service Configuration Management, click Timer Service Configuration

Management in the System group within the Settings interface.

In the Timer Service Configuration Management interface, configure the following settings:

1. Site Collection Status Scan Job – Select Enable site collection status scan job to

enable this job. The site collection status scan job monitors the status of site collections,

including inactivity, lease expiration, locking, and deletion. Configure the interval to

perform the job by entering your desired value and selecting Minute(s), Hour(s),

Day(s), or Week(s).

2. Office 365 Group Status Scan Job – Select Enable Office 365 group status scan job

to enable this job. The Office 365 group status scan job monitors the status of Office 365

groups, including inactivity, lease expiration, and deletion. Configure the interval to


Day(s), or Week(s).

3. Office 365 Group Information Synchronization Job – Select Enable Office 365 group

information synchronization job to enable this job. The Office 365 group information


synchronization job synchronizes the Office 365 group information in the Governance

Automation database. Configure the interval to perform the job by entering your desired

value and select Minute(s), Hour(s), Day(s), or Week(s).

4. Tree Cache Synchronization Job – Select Enable tree cache synchronization job to

enable this job. The tree cache synchronization job synchronizes the tree cache

information in Governance Automation database. Configure the interval to perform the

job by entering your desired value and selecting Minute(s), Hour(s), Day(s), or

Week(s).

5. Archive Site Collection Content Scan Job – Select Enable archive site collection

content scan job to enable this job. The archive site collection content scan job checks if

there are contents in the site collections need to be archived. Configure the interval to


Day(s), or Week(s).

6. Site Information Synchronization Job – Select Enable site information

synchronization job to enable this job. The site information synchronization job

synchronizes the related site information in Governance Automation database. Configure

the interval to perform the job by entering your desired value and selecting Minute(s),

Hour(s), Day(s), or Week(s).

7. Site Collection Information Synchronization Job – Select Enable site collection

information synchronization job to enable this job. The site collection information

synchronization job synchronizes the related site collection information in Governance

Automation database. Configure the interval to perform the job by entering your desired

value and selecting Minute(s), Hour(s), Day(s), or Week(s).

8. User Profile Service Synchronization Job – Select Enable User Profile Service

synchronization job to enable this job. The User Profile Service synchronization job

synchronizes the User Profile Service information in the Governance Automation

database. Configure the interval to perform the job by entering your desired value and

selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

9. Temporary Permission Scan Job – Select Enable temporary permission scan job to

enable this job. This job creates the temporary SharePoint groups, which contain users

whose temporary permissions are granted via Manage Permissions service requests. The

job also monitors and deletes the temporary SharePoint groups, which contain users

whose temporary permissions are granted via Grant Permissions or Manage Permissions

service requests. Configure the interval to perform the job by entering your desired value

and selecting Minute(s), Hour(s), Day(s), or Week(s).

10. Content Database Information Synchronization Job – Select Enable content

database information synchronization job to enable this job. The content database

information synchronization job synchronizes the information of content databases

created by Governance Automation into Content Database Report. Configure the interval

to perform the job by entering your desired value and selecting Minute(s), Hour(s),

Day(s), or Week(s).


11. SharePoint Workflow Integration Scan Job – Select Enable SharePoint Workflow

integration scan job to enable this job. The SharePoint Workflow integration scan job

checks the status of SharePoint Workflow and synchronizes custom metadata. Configure

the interval to perform the job by entering your desired value and selecting Minute(s),

Hour(s), Day(s), or Week(s).

12. Task Reminder Scan Job – Select Enable task reminder scan job to enable this job.

The task reminder scan job checks if it is time to remind the approvers that their pending

tasks will expire. Configure the interval to perform the job by entering your desired value

and selecting Minute(s), Hour(s), Day(s), or Week(s).

13. Recertification Scan Job – Select Enable recertification scan job to enable this job.

The recertification scan job checks the recertification profiles to see if it is time to run a

recertification process. Configure the interval to perform the job by entering your desired

value and selecting Minute(s), Hour(s), Day(s), or Week(s).

14. Click Save to save the configurations and return to the Settings page, or click Cancel to

return to the Settings page without saving any configurations.

Configuring System General Settings Use System General Settings to configure the session timeout settings and the request

attachment settings.

To access System General Settings, click System General Settings in the System group within

the Settings interface.

1. Session Timeout – Enter a number in the text box and select a unit from the drop-down

list, Minutes or Hours.

2. Attachment – Configure the following settings for attachments that can be uploaded to

a request page.

• Attachment size quota – Define the maximum size for the request attachments.

The total size of the attachments uploaded in one request cannot exceed the

maximum size. By default, the maximum size is 50 MB. The maximum size set

here cannot exceed 2047 MB.

• Illegal file types – Define file types as illegal, which does not allow them to be

uploaded to the request page. The default illegal file types are the same as those

in SharePoint.

• Attachment storage location – Select an export location to store the request

attachments or click Add New Location to create a new export location in the

New Export Location window.

*Note: If no export location is selected, the attachments will be stored in the

Governance Automation Configuration Database.


3. Click Save to save your configurations or click Cancel to return to the Settings page

without saving any configurations.

Configuring Category Management Use Category Management to organize services, approval processes, policies, and

questionnaires.

To access Category Management, click Category Management in the System group within

the Settings interface.

Displaying and Searching Categories

To change the number of categories displayed, use the Show rows drop-down list in the upper

right-hand corner.

To search the displayed categories, enter the keyword in the Search text box and click the

search ( ) button.

Creating or Editing Categories

To create a new category, click Create on the ribbon. To modify a previously configured

category, select the desired category, and click Edit on the ribbon.

In the interface for creating or editing a category, configure the following settings:

1. Category Name – Enter the name of the category that you are about to create.

2. Category Name Mapping – This allows the category to be displayed as different names

in Governance Automation with different display languages. Enter the category names

for different languages in the corresponding text boxes. If you do not wish to configure

the category name mapping manually, Governance Automation automatically uses the

category name entered in step 1 for the category names of all languages. The text boxes

will be filled in with the name entered in Category Name when the cursor is moved

away from the category name.

3. Click Save to save the configurations and return to the Category Management

interface, or click Cancel to return to the Category Management interface without

saving any configurations.

Deleting Categories

To delete a category, select a previously configured category, and then click Delete on the


deletion. Click OK to delete the selected category, or click Cancel to return to the Category

Management interface without deleting the selected category.


Configuring Recertification Profiles Recertification profiles enable different types of recertification processes that can be applied to

site collection policies.

To access the Recertification Profile Management, click Recertification Profile Management

in the Request Management group within the Settings interface.

Displaying and Searching Recertification Profiles

To change the number of recertification profiles displayed, use the Show rows drop-down list in

the upper-right corner.

To search the recertification profiles that are displayed, enter the keyword in the Search text box

and click the search ( ) button.

Creating or Editing Recertification Profiles

To create a new recertification profile, click Add on the ribbon. To modify a previously

configured recertification profile, select the desired profile, and click Edit on the ribbon.


1. Name and Description – Enter a name and an optional description for the

recertification profile.

2. Recertification Scope – Choose Site collection or Office 365 group as the

recertification scope.

3. Category – Categories are used to organize recertification profiles. Select an existing

category from the drop-down list or click Create New to create a new category.

4. Recertification Settings (for the site collection scope only) – To run the recertification

process, a report path must be configured. Click the Report Path link provided in the

description on the left pane.

*Note: AvePoint recommends that you back up your recertification report path for

disaster recovery purposes.

Select one or more of the following recertification processes:

• Permission recertification – If you chose Site collection as the recertification

scope, permission recertification enables the periodic review of user and

SharePoint group permissions to site collection content. If you chose Office 365

group as the recertification scope, permission recertification enables the periodic

review of the user permissions and SharePoint group permissions to the

corresponding group team site. A permission recertification task will be

generated according to the schedule. Approvers can then modify the permissions

in Governance Automation and the permission changes will be updated to

SharePoint.


Select the Permission Recertification checkbox and configure the following

settings:

i. Show members of Active Directory groups or of Form-based

Authentication roles that appear in results (optional and for the site

collection recertification scope only) – The members of Active Directory

groups or Form-based Authentication roles will be displayed in the search

results.

*Note: This feature is only supported on SharePoint on-premises.

ii. Specify a duration for the entire recertification process (optional and

for the site collection recertification scope only) – Allows you to define a

duration for the entire recertification process. Enter a number in the text

box and select Day(s) or Week(s) as the unit.

*Note: This feature is only supported on SharePoint on-premises.

iii. Exclude specified permission levels from the task (optional) – Select

the checkbox to exclude permission levels from the permission

recertification report. Select your desired permission levels by selecting

the corresponding checkboxes. The selected permission levels will not be

available in the permission recertification report.

iv. Configure the Recurrence of the permission search: Daily, Weekly, or

Monthly.

v. Select an Approval Process from the drop-down list or click Create New

to create a new one. If the configurations of the selected approval process

do not meet your requirements, click Create from This Existing

Approval Process to create a new approval process on the basis of the

selected approval process.

*Note: Permission recertification is not supported on SharePoint Online

My Sites.

• Metadata recertification – If you chose Site collection as the recertificate

scope, metadata recertification enables the periodic review of site collection

metadata. If you chose Office 365 group as the recertification scope, metadata

recertification enables periodic review of Office 365 group team site metadata. A

metadata recertification task will be generated when the schedule is reached.

Approvers can then modify the metadata values in Governance Automation and

the metadata value changes will be updated to SharePoint. Select the checkbox

and configure the following settings:

i. Specify a duration for the entire recertification process (optional) –

Allows you to define a duration for the entire recertification process. Enter

a number in the text box and select Day(s) or Week(s) as the unit.


ii. Configure the Recurrence of the metadata search: Daily, Weekly, or

Monthly.

iii. Select an Approval Process from the drop-down list or click Create New





*Note: Metadata recertification is not supported on SharePoint Online My

Sites.

• Ownership recertification – If you chose Site collection as the recertification

scope, you can enable ownership recertification. Ownership recertification

enables the election process, which can be used to assign or re-assign site

collection contacts on a periodic schedule. Select the checkbox and configure the

following settings:

i. Specify the users or groups you want to exclude (optional) – Enter the

names of the users or groups that will be excluded during the election

process.

ii. Notify the user when the election task is assigned (optional) – Select

the checkbox to send a notification e-mail to the user when the election

task is assigned. Select an e-mail template that will be used to send the

notification e-mail. By default, the Built-in Election Task E-mail


iii. Duration – Define the duration for each election stage. Enter a number in

the text box and select Day(s) or Week(s) as the unit.

iv. Remind the nominated user before each nomination task expires

(optional) – Select the checkbox to send notification e-mail to the

nominated user before each nomination task expires. Select an e-mail

template that will be used to send the notification e-mail. By default, the

Built-in Task Reminder E-mail Template is selected. Then, define the

time to send the notification e-mail before the task expiration. Enter a

number in the text box and select Day(s) or Week(s) as the unit.

You can also select Enable recurrent reminder to re-send the

notification e-mail in schedule. By default, the notification e-mail is sent

every day.

v. Allow the nominated user to elect another user (optional) – Select this

checkbox to allow the nominated user to reassign the site collection

contact to another user.

vi. Specify a duration for the entire recertification process (optional) –

Allows you to define a duration for the entire election process. Enter a

number in the text box and select Day(s) or Week(s) as the unit.


vii. Configure the Recurrence of the site collection ownership search: Daily,

Weekly, or Monthly.

*Note: Ownership recertification is not supported on SharePoint Online My Sites.

• Conditional recertification – If you chose Site collection as the scope, you can

enable conditional recertification. Conditional recertification enables a custom

recertification process to be initiated by and executable file, PowerShell script file,

or assembly. Select the checkbox and configure the following settings:

i. Specify a duration for the entire recertification process (optional) –



ii. Configure the Recurrence of the metadata search: Daily, Weekly, or

Monthly.

iii. Select an Approval Process from the drop-down list or click Create New





iv. Custom conditions and actions – Choose to use the Executable file

(.exe), PowerShell script file (.ps1), or Assembly (.dll) that contains

your custom conditions and actions. Select the corresponding option and

enter the required information.

▪ Executable file (.exe) – Enter the executable file name in the text

box.

▪ PowerShell script file (.ps1) – Enter the PowerShell script file

name in the text box.

▪ Assembly (.dll) – Enter Assembly name, Namespace.class, and

Method in the corresponding text boxes.

*Note: Make sure the file exists the Governance Automation

directory …\AvePoint\GovernanceAutomation\bin.

*Note: Conditional recertification is not supported on SharePoint Online My

Sites.

• Membership recertification – If you chose Office 365 group as the

recertification scope, you can enable membership recertification. Membership

recertification enables the periodic review of Office 365 members and/or owners.

A membership recertification task will be generated according to the schedule.

Approvers can then modify the membership in Governance Automation and

membership changes will be updated to Office 365. Select the checkbox and



i. Membership type – Select the Group owners checkbox and/or the

Group members checkbox to enable periodic review of group owners

and/or members.

ii. Specify a duration for the entire recertification process (optional) –



iii. Configure the Recurrence of the membership search: Daily, Weekly, or

Monthly.

iv. Select an Approval Process from the drop-down list or click Create New

to create a new one.

5. Site Collection Automated Locking – If you select Site collection as the scope and

select the Specify a duration for the entire recertification process checkbox from any

type of recertification configured above, the Enable automated locking checkbox will

be available. You can select the Enable automated locking checkbox to enable site

collection automated locking if the site collection’s recertification task is overdue. If

enabled, select a lock status for the site collection:

• Adding content prevented

• Read-only (blocks additions, updates, and deletions)

• No access

*Note: SharePoint Online only supports the No access lock status. If you enable

recertification in a site collection policy whose scope is My Registered Sites, the

recertification profiles with other lock statuses will be filtered out. For more

information about configuring a site collection policy for SharePoint Online, refer

to Creating or Editing Site Collection Policies for SharePoint Online.

Then, configure the following settings.

6. Notify the following people when the site collection is locked (optional) – Select the

checkbox to notify users or groups when the site collection is locked. Enter the names of

the users or groups that will be notified about the site collection locking. You can also






• $Approvers

• $Site Members

• $Site Owners


• $Designers




• $Site Collection Metadata ("Metadata Name")

• $SharePoint Group ("Group Name")

For detailed descriptions of supported roles, refer to Appendix A: Supported Variable

Roles. This notification e-mail uses the e-mail template selected from the E-mail


7. Start an additional site collection lifecycle action to escalate (optional) – Select the

checkbox to generate a site collection lifecycle action task after the site collection is

locked at a certain time. Enter a number in the text box and select Day(s), Week(s),

Month(s), or Year(s) as the unit.

*Note: If you select this option and apply the recertification profile to a site collection

policy, you cannot modify the option when editing the profile.

Configure the following settings.

8. Lifecycle action – Select Delete Site Collection or Archive Site Collection as the

lifecycle action from the drop-down list.

Note the following:

• The recertification profile will be applied to a site collection policy. The lifecycle

action will take effect only if one or both of the following options are selected in

the Site Collection Lifecycle Management Request Types field of the site

collection policy.

Enable archiving of entire site collection

Enable deletion of entire site collection

• Once the recertification profile has been applied to a site collection policy, you

cannot change the lifecycle action of the site collection when editing the profile.

• By default, this action will be subject to the approval process selected in the Site

Collection Lifecycle Management Request Types field of the configured site

collection policy.

9. Use a unique approval process for this automated action (optional) – You can select a

unique approval process instead of the default one for the lifecycle action task. Select an

approval process from the drop-down list or create from this existing approval process.

You can also create a new approval process for this automated action.


10. Notify the following people about the site collection escalation (optional) – Allows

you to send notification e-mails to users or groups about the site collection escalation

before generating the lifecycle action task.

a. Enter a number in the text box and select Day(s), Week(s), Month(s), or Year(s)

as the unit.

b. Enter the names of the users or groups in the text box. You can also enter $ to

select the following roles:





$Approvers

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users



$SharePoint Group ("Group Name")

For detailed descriptions of supported roles, refer to Appendix A: Supported

Variable Roles.

c. Select an e-mail template that will be used to send the notification e-mail. By

default, the Built-in Task Reminder E-mail Template is selected.

d. Repeat notification before escalation (optional) – Select the checkbox to

repeat sending notification e-mails until the lifecycle action is executed. Enter a

number in the text box and select Day(s), Week(s), Month(s), or Year(s) as the

unit.

11. Administrator Contact – Enter the name of a user or group who will become the

administrator contact. If a recertification task encounters any errors, an error task will be

generated and the error task will be assigned to this administrator contact.

12. Click Save to save your configurations on the profile or click Cancel to return to the

Recertification Profile Management interface without saving any configurations.


Deleting Recertification Profiles

To delete a recertification profile, select a previously configured profile, and then click Delete on

the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with

the deletion. Click OK to delete the selected profile, or click Cancel to return to the

Recertification Profile Management interface without deleting the selected profile.

Configuring Text Validation Rules Configure text validation rules to set regular expressions. The rules can be applied to Single line

of text or Multiple lines of text metadata. When end users enter values for these Single line

of text or Multiple lines of text on the request page, the metadata values will be validated

according to the regular expressions defined in the text validation rules.

To access the Text Validation Rule Management, click Text Validation Rule Management in

the Request Management group within the Settings interface.

Displaying and Searching Text Validation Rules

To change the number of text validation rules displayed, use the Show rows drop-down list in

the upper-right corner.

To search the displayed text validation rules, enter the keyword in the Search text box and click

the search ( ) button.

Creating or Editing Text Validation Rules

To create a new text validation rule, click Create on the ribbon. To modify a previously

configured text validation rule, select the desired rule, and click Edit on the ribbon.

In the interface for creating or editing a text validation rule, configure the following settings:

1. Name and Description – Enter a Name for the rule. Enter an optional Description.

2. Rule Settings – Configure the following rule settings:

a. Regular expression – Enter a regular expression for this rule.

*Note: The regular expression is validated according to the JavaScript language

style here. A regular expression consists of the regular expression body and

expression options. In addition, the regular expression body must start with the

character / and end with the character /.

For example, if you want to validate that the entered content matches three case-

insensitive letters, the regular expression should be /^[A-Z]{3}$/i.

For more information about the regular expression, refer to the following articles:

https://docs.microsoft.com/en-us/scripting/javascript/reference/regular-

expression-object-javascript

https://docs.microsoft.com/en-us/scripting/javascript/reference/regular-expression-object-javascript

https://docs.microsoft.com/en-us/scripting/javascript/reference/regular-expression-object-javascript


https://developer.mozilla.org/en-

US/docs/Web/JavaScript/Guide/Regular_Expressions?redirectlocale=en-

US&redirectslug=JavaScript%2FGuide%2FRegular_Expressions

b. Display message for invalid content – Enter the message that will be displayed

to the user if the entered content is invalid.

c. Validation test (optional) – Enter content in the text box and then click

Validation Test to test the expected behavior of the entered regular expression.

3. Click Save to save the configurations and return to the Text Validation Rule

Management interface, or click Cancel to return to the Text Validation Rule


Deleting Text Validation Rules

To delete a text validation rule, select a previously configured rule, and then click Delete on the


deletion. Click OK to delete the selected rule, or click Cancel to return to the Text Validation

Rule Management interface without deleting the selected rule.

Configuring Governance Automation Terminologies Use Governance Automation Terminology Management to customize specific terminologies in

your Governance Automation system. The terminologies displayed in Governance Automation

interface, including the role names, will be replaced with your desired values.

The following terminologies are allowed for customization:

• Primary Site Collection Contact

• Secondary Site Collection Contact

• Primary Site Contact

• Secondary Site Contact

*Note: In the scan site collection result file exported from Settings > Import Existing Site

Collections and Sites, the terminologies Primary Site Collection Contact and Secondary Site

Collection Contact will not be replaced to the custom terminologies.

To access the Governance Automation Terminology Management, click Governance

Automation Terminology Management in the System group within the Settings interface.

Select any terminology and click Edit on the ribbon. Then, configure the following settings:

1. The original terminology is displayed. In The current terminology text box, enter the

terminology that you want to change to.

2. In the Terminology Mapping field, enter the terminologies that will be displayed in

Governance Automation with different display languages. The terminology that is in the

https://developer.mozilla.org/en-US/docs/Web/JavaScript/Guide/Regular_Expressions?redirectlocale=en-US&redirectslug=JavaScript%2FGuide%2FRegular_Expressions




same language as the one selected in Configure Person Settings is automatically

changed to the one you entered in The current terminology text box. The default

values of the terminologies in other languages are the translations of the original

terminology.

3. Click Save to save your changes or click Cancel to go back to the Governance

Automation Terminology Management window without saving any changes.

After customizing the terminologies, you can also reset the terminologies to the original ones.

Select one or more terminologies and click Reset on the ribbon.

Configuring Custom Filter on My Sites Configure custom filter to filter site collection or sites in the My Sites report by user roles and

Person or Group metadata. If the login user meets the selected user roles or meets the value of

the selected Person or Group metadata for specific site collections or sites, the user can view

these site collections or sites when accessing the My Sites report.

To access the Custom Filter on My Sites, click Custom Filter on My Sites in the System group


In the Custom Filter on My Sites window, the following user roles are provided as the default

criteria:

• Primary Site Collection Contact

• Secondary Site Collection Contact

• Primary Site Collection Administrator

• Secondary Site Collection Administrator

• Primary Site Contact

• Secondary Site Contact

• Additional Administrators

To manage the criteria, complete the following steps:

1. Click Add a Criterion; the Add a Criterion window appears.

2. Select your desired user roles, Person or Group metadata, or Lookup metadata.

3. Click Add to List; the selected criteria are added to the table.

4. If you want to remove a criterion from the table, click the delete ( ) button next to a

user role or metadata.

5. Click Save to save your configurations, or click Cancel to close the Custom Filter on My

Sites window without saving any configurations.


Configuring Active Directory Profiles Configure Active Directory profiles if you want to allow business users to create Active Directory

groups via Create Site Collection service requests. The profile specifies the domain and

organizational unit for Active Directory groups.

*Note: To create Active Directory groups via Governance Automation, the DocAve Agent

account must be one of the members of the Account Operators group in the domain

controller.

To access the Active Directory Profile Management, click Active Directory Profile

Management in the System group within the Settings interface.

Displaying and Searching Active Directory Profiles

To change the number of Active Directory profiles displayed, use the Show rows drop-down list

in the upper-right corner.

To search the displayed Active Directory profiles, enter the keyword in the Search text box and

click the search ( ) button.

Creating or Editing Active Directory Profiles

To create a new Active Directory profile, click Create on the ribbon. To modify a previously

configured Active Directory profile, select the desired profile, and click Edit on the ribbon.

In the interface for creating or editing an Active Directory profile, configure the following

settings:

1. Name and Description – Enter a name and an optional description for the Active

Directory profile.

2. Domain and Organizational Unit – Specify a domain and an organizational unit for the

Active Directory groups that will be created.

• If your DocAve Agents are installed on the same domain, the domain will be

displayed here. Enter an existing organizational unit in the text box.

• If your DocAve Agents are installed on different domains, select a domain, and

then enter an existing organizational unit in the text box.

3. Click Save to save the profile and return to the Active Directory Profile Management

interface, or click Cancel to return to the Active Directory Profile Management

interface without saving any configurations.

Deleting Active Directory Profiles

To delete an Active Directory profile, select a previously configured profile, and then click Delete

on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed


with the deletion. Click OK to delete the selected profile, or click Cancel to return to the Active

Directory Profile Management interface without deleting the selected profile.

Managing Governance Automation App Parts Use Governance Automation App Part Management to define information that will be

displayed on the Site Information Card app part and the Cloud Governance Panel app part.

To access the Governance Automation App Part Management, click Governance

Automation App Part Management in the SharePoint group within the Settings interface.

On the Governance Automation App Part Management page, refer to the following sections

to configure the Site Information Card app part and the Cloud Governance Panel app part:

• Configuring Site Information Card

• Configuring Cloud Governance Panel

Configuring Site Information Card

Choose what information will be displayed on the Site Information Card app part that can be

inserted to a top-level of a site collection or to a site.

Click Site Information Card Management and configure the following settings:

• Site Collection Level – Select one or more of the following information that will

be displayed in the Site Information Card app part of the site collection level.

o Primary site collection contact

o Secondary site collection contact

o Primary site collection administrator

o Secondary site collection administrator

o Additional site collection administrators

o Metadata

o Questionnaire answers

• Site Level – Select one or more of the following information that will be

displayed in the Site Information Card of the site level.

o Primary site contact

o Secondary site contact

o Metadata

o Questionnaire answers


Note that if you select the Metadata checkbox for the site collection level and/or the site level,

you must select metadata from the drop-down list.

Click Save to save the configurations, or click Cancel to return to the Settings interface without

saving any changes.

Configuring Cloud Governance Panel

Choose what information will be displayed on the Cloud Governance Panel app part for

SharePoint Online site collections and/or Office 365 groups.

Click Cloud Governance Panel Management and configure the following settings:

• Cloud Governance Panel for Site Collections – Choose what information will be

displayed on the Cloud Governance Panel app part added to SharePoint Online

site collections. Configure the following settings:

o Properties – The Properties tab will be displayed on the Cloud

Governance Panel app part. The Properties tab contains Basic properties

and Policy properties. Choose one or more of the following properties:

▪ Basic properties – Choose one or more of the following basic

properties that will be displayed on the Properties tab: Primary

site collection contact, Secondary site collection contact,

Primary site collection administrator, and Additional site

collection administrators.

▪ Policy properties – The site collection policy properties will be

displayed on the Properties tab.

o Metadata – The Metadata tab will be displayed on the Cloud

Governance Panel app part. Select one or more metadata fields from the

drop-down list. You can also select the Questionnaire answers checkbox

to have questionnaire answers displayed on the Metadata tab.

o Start a Request – The Start a Request tab will be displayed on the Cloud

Governance Panel app part. Services with the Available in Site

Information Card and/or Cloud Governance Panel option enabled will

be displayed on this tab.

• Cloud Governance Panel for Office 365 Group – Choose what information will

be displayed on the Cloud Governance Panel app part added to Office 365 group

team sites. Configure the following settings:

o Properties – The Properties tab will be displayed on the Cloud

Governance Panel app part. The Properties tab contains Basis properties

and Policy properties. Choose one or more of them

▪ Basic properties – Choose one or more of the following basic

properties that will be displayed on the Properties tab: Primary


group contact, Secondary group contact, Office 365 group

owner, and Office 365 group member.

▪ Policy properties – The Office 365 group policy properties will be

displayed on the Properties tab.

o Metadata – The Metadata tab will be displayed on the Cloud

Governance Panel app part. Select one or more metadata fields from the

drop-down list. You can also select the Questionnaire answers checkbox

to have questionnaire answers displayed on the Metadata tab.

o Start a Request – The Start a Request tab will be displayed on the Cloud

Governance Panel app part. Services with the Available in Site

Information Card and/or Cloud Governance Panel option enabled will

be displayed on this tab.

Click Save to save the configurations, or click Cancel to return to the Governance Automation

App Part Management page without saving any changes.

Creating Azure Active Directory Applications If your tenant wants to enable single sign-on for Governance Automation or if your tenant wants

to manage Office 365 groups via Governance Automation, you must create applications in

Microsoft Azure Active Directory. You can choose one of the following methods to create the

applications:

• Creating Azure AD Applications with the Governance Automation Configuration

Tool

• Creating Azure AD Applications in the Azure Portal

Creating Azure AD Applications with the Governance Automation Configuration Tool

To create Azure AD applications via the Governance Automation Configuration Tool, make sure

Azure Active Directory PowerShell has been installed on the Governance Automation server. For

details about installing Azure AD PowerShell, refer to this document.

Then, complete the following steps:

1. On the Governance Automation server, navigate to the Governance Automation

Configuration Tool.

2. Click Azure AD Application Configuration on the left pane.

3. In the Azure AD Application Creation section, choose one of the following app types:

• Microsoft Azure AD – Select this app type if your tenant wants to enable single

sign-on (SSO) for Governance Automation. With SSO, you can add Office 365

users and groups to Governance Automation groups, and these users can use

https://docs.microsoft.com/en-us/powershell/azure/active-directory/install-adv2?view=azureadps-2.0


their Office 365 login IDs to sign into Governance Automation. Also, the Office

365 users and groups can be validated via people picker.

• Office 365 – Select this app type if your tenant wants to manage Office 365

groups via Governance Automation.

*Note: To manage Office 365 groups, apart from the application for Office 365,

you must also create the application for Microsoft Azure AD.

4. Click Create.

5. The Azure Active Directory PowerShell window appears. Enter the username and

password of an Office 365 Global Administrator account. Then, click Sign in.

6. When the application is successfully created in Azure AD, a message appears providing

the link of Azure Portal. Go to the Azure Portal to view details of the application. The

application ID will be used later when you configure the app profile in Governance

Automation.

7. If the URL of your Governance Automation Web site has been customized, you must

modify the reply URLs of the application created by the Governance Automation

Configuration Tool. For details, refer to the instructions in Modifying Application Reply

URLs.

8. The application uses certificate authentication. If you want to use a custom certificate for

the communication between Governance Automation and the application, configure the

Apply Custom Certificate section.

*Note: Make sure you have installed the certificate on the Governance Automation

server.

a. Select the corresponding app type, and click Apply.

b. In the Certificate Selection window, select the custom certificate you prepared.

c. Click OK.

d. The Azure Active Directory PowerShell window appears. Enter the username

and password of an Office 365 Global Administrator account. Then, click Sign in.

e. When the custom certificate is successfully applied, a message appears. Click OK.

9. If you do not change other configurations in the Governance Automation Configuration

Tool, except for the Azure AD Application Configuration, close the pop-up window to

exit the tool.

10. Next, proceed to Configuring App Profiles in Governance Automation.

Modifying Application Reply URLs

Complete the following steps to modify the reply URLs of the application created by the

Governance Automation Configuration Tool:





3. Locate Governance Automation Azure AD App For Account Verification or

Governance Automation Office 365 App For Office 365 Operations.

4. Click the application name. The Settings pane appears.

5. Click Reply URLs. The Reply URLs pane appears.

6. Click a URL to activate the edit mode. For each URL, replace the default Governance

Automation Web site URL element with your custom Governance Automation Web site

URL.

7. Click Save to save the changes.

Creating Azure AD Applications in the Azure Portal

Follow the instructions below to manually create the following applications in Azure Portal:

• An application for enabling single sign-on for Governance Automation. With SSO,

you can add Office 365 users and groups to Governance Automation groups, and

these users can use their Office 365 login IDs to sign into Governance

Automation. Also, the Office 365 users and groups can be validated via people

picker.

• An application for enabling Office 365 group management via Governance

Automation.

*Note: To manage Office 365 groups, apart from this application, you must also

create the application above.



3. Click New application registration.

4. In the Create pane, configure the following settings:

• Name – Enter one of the following names according to the application you are

about to create:

o The application for single sign-on and Office 365 user/group validation:

Governance Automation Azure AD App For Account Verification

o The application for Office 365 group management:

Governance Automation Office 365 App For Office 365 Operations

• Application type – Select Web app / API as the application type.

• Sign-on URL – Enter the sign-on URL of your Governance Automation Web site

in the following format:



https://GAHost:GAPort/account/aadlogin

o GAHost – The hostname of your Governance Automation server.

*Note: If Governance Automation is installed on a Windows Network

Load Balancing cluster, enter the cluster's public hostname.

o GAPort – The port number of your Governance Automation Web site.

Click Create. The application is successfully created, and you are brought back to the

App registrations page.

5. Click the newly created application and configure the application settings in the Settings

pane.

• Properties – Click Properties, and the detailed properties of the application are

displayed.

o Copy the application ID, and you will need it later when configuring the

app profile in Governance Automation.

o If your Office 365 users are from multiple tenants, click Yes in the Multi-

tenanted field.

Click Save to save your changes.

• Reply URLs – Click Reply URLs, and add URLs in the following formats:

o The application for single sign-on and Office 365 user/group validation:

▪ https://GAHost:GAPort/account/aadlogon

▪ https://GAHost:GAPort/azureappprofile/processauthorization

response

▪ https://GAHost:GAPort/azureappprofile/processreauthorizati

onresponse

o The application for Office 365 group management:

▪ https://GAHost:GAPort/

▪ https://GAHost:GAPort/azureappprofile/processauthorization

response

▪ https://GAHost:GAPort/azureappprofile/processreauthorizati

onresponse

*Note: Replace GAHost with the hostname of your Governance Automation

server. If Governance Automation is installed on a Windows Network Load

Balancing cluster, enter the cluster's public hostname. Replace GAPort with the

port number of your Governance Automation Web site.

Click Save to save your changes.


• Required permissions – Click Required permissions, and refer to the table

below to add the corresponding permissions:

Application API Application

Permission

Delegated

Permission

The application

for SSO and Office

365 user/group

validation

Windows Azure

Active Directory

Read directory

data

Sign in and read

user profile

Microsoft Graph* Read directory

data

N/A

Read all hidden

membership

The application

for Office 365

group

management

Windows Azure

Active Directory

N/A Sign in and read

user profile

Microsoft Graph Read and write

directory data

N/A

Read and write

files in all site

collections

(preview)

Office 365

Exchange Online

Use Exchange

Web Services with

full access to all

mailboxes

N/A

Office 365

SharePoint

Online

Have full control

of all site

collections

N/A

Read user profiles

*Note: The Read directory data and Read all hidden membership permissions

are required if your Office 365 tenant has Office 365 groups that enable hidden

group membership and you want to allow members of these groups to sign into

Governance Automation with Office 365 login IDs.

6. Click Manifest next to Settings.

7. In the Edit manifest pane, configure the following nodes:

• groupMembershipClaims – Modify the value to All.


• keyCredentials – This node is for the certificate authentication of the application.

It should be a self-signed certificate. If you do not have this certificate, you can

create one in Internet Information Services (IIS) Manager > Server

Certificates. Make sure the public key of the certificate is 2048 Bits. You also

need to export the certificate as a .cer file. Follow the steps below to export the

.cer file:

i. Navigate to Microsoft Management Console.

ii. Navigate to Certificates and locate to the certificate you prepared.

iii. Right-click the certificate, select All Tasks, and then select Export…. The

Certificate Export Wizard window appears:

▪ Export Private Key – Choose No, do not export the private key.

▪ Export File Format – Choose Base-64 encoded X.509 (.CER).

▪ File to Export – Select a location to save the .cer file.

Then, complete the following steps to get certificate information:

i. Navigate to Windows PowerShell.

ii. Enter and execute the following command:

$cer = New-Object

System.Security.Cryptography.X509Certificates.X509Certificate2

iii. Enter and execute the following command:

$cer.Import("[.cer File Path]")

*Note: Replace [.cer File Path] with the file path of the exported .cer file.

iv. Enter and execute the following command:

$bytes = $cer.GetRawCertData()

v. Enter and execute the following command:

$base64Value = [System.Convert]::ToBase64String($bytes)

vi. Enter and execute the following command, and then copy the output

value, which will be used as the value of the keyCredentials node.

$base64Value

vii. Enter and execute the following command:

$bytes = $cer.GetCertHash()

viii. Enter and execute the following command:

$thum = [System.Convert]::ToBase64String($bytes)

ix. Enter and execute the following command, and then copy the output



$thum

x. Enter and execute the following command, and then copy the output


$keyid = [System.Guid]::NewGuid().ToString()

xi. Go back to Azure Portal and enter the value for the keyCredentials node

in the following format:

{

"customKeyIdentifier": "$thum",

"keyId": "$keyid",

"type": "AsymmetricX509Cert",

"usage": "Verify",

"value": "$base64Value"

}

*Note: Replace $thum with the value of the $thum node; replace $keyid

with the value of the $keyid node; replace $base64Value with the value

of the $base64Value node.

xii. Click Save to save changes to the manifest.

8. Provide the thumbprint of the certificate to Governance Automation, so Governance

Automation can invoke the application. Complete the following steps:

a. On the Governance Automation server, navigate to



c. Go to the bottom and add the following node above the </config> node:

<AzureAppSetting>

<AppCertificateThumbprint value=""/>

</AzureAppSetting>

d. Manually enter the thumbprint of your certificate.

*Note: To get the thumbprint of the certificate, double-click the .cer file and you

can find the thumbprint in the Details tab. Do not copy the thumbprint and paste

it into the Global.config file. The thumbprint copied from the .cer file has several

hidden characters, and the thumbprint provided to Governance Automation will

not match with the real thumbprint, which will result in errors in Governance

Automation.

e. Save and close the file.


f. If Governance Automation is installed on a Windows Network Load Balancing

cluster, repeat steps above on each server.

g. Navigate to Start > Administrative Tools > Services; restart Governance

Automation Timer Service and Governance Automation Workflow Service.

h. Navigate to Internet Information Services (IIS) Manager > Application Pools.

i. Right-click the application pool for Governance Automation and select Recycle….

The Governance Automation application pool restarts.

9. Then, procced to Configuring App Profiles in Governance Automation.

Configuring App Profiles After creating Azure AD applications, configuring app profiles in Governance Automation

Settings.

On the Settings page, click App Management in the System group. The App Management

window appears.

Creating App Profiles

If you have created an application for single sign-on and Office 365 user/group validation,

create an app profile with the app type of Microsoft Azure AD.

If you have created an application for Office 365 group management, create an app profile with

the app type of Office 365.

If you have created both applications, respectively create an app profile for each app type.

To create an app profile, click Create on the ribbon. Then, configure the following settings:

1. App Type – Select the app type for the app profile.

2. Application ID – Enter the ID of the application you have created. You can find it in

Azure Portal > Azure Active Directory > App registration.

3. Office 365 Global Administrator – Creating an app profile requires an Office 365

Global Administrator account.

• If it is the first time for your tenant to create the app profile, choose the Sign out

and use another account option.

• If your tenant has app profiles configured, you can choose the Use the current

account option if you are signing Governance Automation with an Office 365

Global Administrator account.

*Note: Governance Automation uses Exchange Online Web Service to create Office 365

groups. If you want to create Office 365 groups via Governance Automation, to ensure

Office 365 groups can be created successfully, make sure this Office 365 Global

Administrator has an Exchange Online mailbox.



4. Click OK on the ribbon.

5. If you choose the Use the current account option, go to the step below.

If you choose the Sign out and use another account option, the Office 365 Sign in

page appears. Enter the login ID and password of an Office 365 Global Administrator

account. Then, click Sign in.

6. On the authorization page, review the required permissions and click Accept. The app

profile is successfully created, and the profile name is the login ID of the Office 365

Global Administrator account. This account is automatically added into the Governance

Automation Administrator group, and the currently logged-in user is changed to this

user.

Re-authorizing an App

You need to re-authorize an app if one of the following circumstances occurs:

• The app is accidently removed from Azure AD.

• The app permissions are changed.

• Your tenant wants to change the Office 365 account that is used to authorize the

app.

Complete the following steps to re-authorize an app:

1. In the App Management window, select the app profile for the corresponding app.

2. Click Re-authorize App on the ribbon.

3. Re-authorizing an app requires an Office 365 Global Administrator account. If you are

signing into Governance Automation with an Office 365 Global Administrator account,

choose the Use the current account option. Otherwise, choose the Sign out and use

another account option.

4. Click OK.

5. If you choose the Use the current account option, go to the step below.

If you choose the Sign out and use another account option, the Office 365 Sign in page

appears. Enter the login ID and password of an Office 365 Global Administrator account.

Then, click Sign in.

6. On the authorization page, review the required permissions and click Accept.

Deleting an App Profile

To delete an app profile, select a previously configured profile, and then click Delete on the

ribbon. A confirmation window appears asking if you are sure you want to proceed with the

deletion. Click OK to delete the selected profile, or click Cancel to return to the App

Management window without deleting the selected profile.


Modifying Governance Automation Configuration

Settings after Installation To view or edit the installation settings after a successful Governance Automation installation,

navigate to Start > Governance Automation and click Governance Automation

Configuration Tool on a server where Governance Automation is installed.

In Governance Automation Configuration Tool, the Configuration Database Settings, Audit

Database Settings, Service Configuration, Authentication Configuration, and Advanced

Configuration can be modified.

*Note: If you are changing the certificate in Advanced Configuration, you must manually copy

two configuration files to Governance Automation directories after saving changes in the

Governance Automation Configuration Tool. For more information, refer to Applying User-

Defined Certificates.

Re-registering Governance Automation after Uninstalling DocAve If you uninstall DocAve and then reinstall DocAve after a Governance Automation installation,

you must re-register Governance Automation to DocAve using the Governance Automation

Configuration Tool. To re-register Governance Automation to DocAve, you must configure the

following settings in the Governance Automation Tool:

• DocAve Control Service Address

• DocAve Manager Passphrase

• DocAve Administration Account Settings

Refer to Installing Governance Automation for detailed information on these settings. After re-

registering Governance Automation to DocAve, an update must be manually installed in DocAve

to use Governance Automation properly. This update

(DocAve_Update_for_Governance_Automation_2_SP2_CU1.zip) resides in the Governance

Automation installation package.


Monitoring and Reporting Monitoring and Reporting allows administrators to manage all requests and tasks created by

and assigned to any user, review Governance Automation processes, and gauge the current

state of sites and site collections managed by Governance Automation.

To access Monitoring and Reporting, click Monitoring and Reporting in the Administrator

landing page.

Monitoring All Requests All Requests centralize all of the submitted service requests created by any users, providing you

with one interface to process all of the requests.

To access All Requests, in the Monitoring and Reporting page, click All Requests. To exit out

of All Requests, click Back.

You may change the number of requests displayed per page, as well the order they are

displayed in. To change the number of requests displayed per page, select the desired number

from the Show rows drop-down list in the upper-right corner. To sort the requests, click the

sort ( ) button in a column heading, then select Ascending or Descending.

You can customize how the requests are displayed in the following ways:

• Search – Allows you to filter service requests displayed by the keyword you

designate. You can search desired reports by the following columns: Request ID,

Request Summary, Service, and Assign To. Only the content in the column


• Manage Columns ( ) – You can manage which columns are displayed in the list




• Filter ( ) – This allows you to filter which item in the list is displayed. Click the

filter ( ) button of the column you want to filter, then select the checkbox next

to the item name to have that item shown in the list.

You can perform the following actions in All Requests:

• View Details ‒ Click a request summary to see its configuration.

• View Request History (This button is only visible when Allow all approvers to

edit this service request is selected in the corresponding service) – Select a

request and click View Request History to view the versions of this request.

• Cancel Request ‒ Select an uncompleted request that you wish to cancel and

click Cancel Request on the ribbon.


• Delete ‒ Select a request that you wish to delete and click Delete on the ribbon.

• Refresh – Click Refresh on the ribbon to refresh information of all requests.

Monitoring All Tasks All Tasks centralize all of the tasks assigned to any users, providing you with one interface to

process all current tasks or review previous tasks.

To access All Tasks, click All Tasks in the Monitoring and Reporting page. To exit out of All

Tasks, click Back.

You can change the number of tasks displayed per page, as well the order they are displayed in.

To change the number of tasks displayed per page, select the desired number from the Show

rows drop-down list in the upper-right corner. To sort the tasks, click the sort ( ) button in a

column heading, then select Ascending or Descending.

You can customize how the tasks are displayed in the following ways:

• Search – Allows you to filter tasks displayed by the keyword you designate. You

can search desired tasks by the following columns: Request ID, Request

Summary, Requester, and Assign To. Only the content in the column displayed

in the current view can be searched.








Approving or Rejecting Requests

You can approve or reject the following types of requests:

• Create Site Collection

• Create Site

• Create Library/List

• Create Office 365 Group/Team

• Deploy Patterns

• Site Collection Lifecycle Management – Archive Site Collection

• Site Collection Lifecycle Management – Delete Site Collection

• Site Collection Lifecycle Management – Extend Site Collection Lease


• Site Collection Lifecycle Management – Change Site Collection Policy

• Site Collection Lifecycle Management – Change Site Collection Quota

• Site Collection Lifecycle Management – Lock Site Collection

• Site Collection Lifecycle Management – Unlock Site Collection

• Site Lifecycle Management – Archive Site

• Site Lifecycle Management – Delete Site

• Office 365 Group Lifecycle Management – Delete Office 365 Group

• Office 365 Group Lifecycle Management – Extend Office 365 Group Lease

• Office 365 Group Lifecycle Management – Change Office 365 Group Policy

• Office 365 Group Lifecycle Management – Change Office 365 Group Team Site

Quota

• Change Site Collection Contact or Administrator

• Change Site Collection Settings

• Change Site Contact

• Change Site Metadata

• Change Library/List Settings

• Change Office 365 Group/Team Settings

• Content Move


• Manage Permissions

1. Click a request summary to view more information about the request. The View Details

window appears.

2. In the View Details window, you have the following options:

• Edit Request – Click Edit Request on the ribbon to edit all of the settings of this

request in the Edit Request window.

*Note: This button is only visible to the approvers when Allow all approvers to

edit this service request is selected in the corresponding service.

• View Request History – Click View Request History to view the versions of this

request in the View Request History window.

3. Click Approve or Reject on the ribbon. Enter any comments you may have in the pop-

up window.

4. Click OK to confirm or click Cancel to return to the All Tasks page without executing the

task


Reassigning Tasks

You can reassign a task to another approver if Allow approvers to reassign tasks to others is

enabled in the approval process. All types of tasks, except for quota threshold tasks, election

tasks, content database threshold warning tasks, and error tasks, can be reassigned. To reassign

a task, follow the steps below:

1. Select a task, and click Reassign on the ribbon.

2. In the pop-up window, enter the name of a user or group that will become the approver.

3. Click OK to confirm.

Managing Automatic Site Collection Lifecycle Management Tasks

Automatic Site Collection Lifecycle Management tasks include site collection inactivity threshold

tasks, site collection lease expiration tasks, and site collection quota threshold tasks. These tasks

will be automatically generated if the following conditions are met:

• Site collection inactivity threshold, site collection lease, or site collection quota

threshold is enabled in a site collection policy.

• The site collection policy is applied to a site collection.

• The site collection’s inactivity threshold is reached, the site collection’s lease has

expired, or the site collection’s quota threshold is reached.

You can perform the following actions on the automatically generated site collection inactivity

threshold tasks, site collection lease expiration tasks, or site collection quota threshold tasks:

To view a task, click a task title. The View Details window appears.

Continuing Site Collection Access

For a site collection inactivity threshold task, you can continue allowing access to the site

collection. To request continued access, follow the steps below:

1. Select a task, and click Continue Access on the ribbon.

2. In the pop-up window, click OK to confirm this action, or click Cancel to return to the All

Tasks page without executing the task.

Extending a Site Collection Lease

For a site collection lease expiration task, you can extend the lease. To request lease extension,

follow the steps below:

1. Select a task, and click Extend on the ribbon.

2. In the Extend Site Collection Lease Period field, the lease period is displayed if the IT

Administrator has defined the site collection lease. If this field is available to configure,

define the amount of time to extend beyond the site collection lease period. Enter a


number in the text box and select Day(s), Week(s), Month(s), or Year(s) from the drop-

down list.

3. In the Comments field, enter your comments for the task.

4. Click OK to confirm this action, or click Cancel to return to the All Tasks page without

executing the task.

Archiving a Site Collection

For both site collection inactivity threshold task and site collection lease expiration task, you can

request to archive the site collection. Follow the steps below:

1. Select a task, and click Archive on the ribbon.



Deleting a Site Collection


request to delete the site collection. Follow the steps below:

1. Select a task, and click Delete on the ribbon.



Changing a Site Collection Policy


request to change the site collection policy. Follow the steps below:

1. Select a task, and click Change Policy on the ribbon.



Changing a Site Collection Quota

For a site collection quota threshold task, you can request to change the site collection quota

size or quota template. Follow the steps below:

1. Select a site collection, and click Change Quota on the ribbon.

2. Edit the quota configurations to make the quota size smaller or larger, or select a

different quota template.

3. Click OK to save your configurations, or click Cancel to return to the All Tasks page

without executing the task.


Managing Automatic Office 365 Group Lifecycle Management Tasks

Automatic Office 365 Group Lifecycle Management tasks include Office 365 group inactivity

threshold tasks and Office 365 group lease expiration tasks. These tasks will be automatically

generated if the following conditions are met:

• Office 365 group inactivity threshold or Office 365 group lease is enabled in an

Office 365 group policy.

• The Office 365 group policy is applied to an Office 365 group.

• The Office 365 group’s inactivity threshold is reached or the Office 365 group’s

lease has expired.

You can perform the following actions on the automatically generated Office 365 group

inactivity threshold tasks or Office 365 group lease expiration tasks:

• Continuing Office 365 Group and Group Team Site Access

• Extending an Office 365 Group Lease

• Deleting an Office 365 Group

To view a task, click a task title. The View Details window appears.

Continuing Office 365 Group and Group Team Site Access

For an Office 365 group inactivity threshold task, you can continue allowing access to the Office

365 group and the corresponding group team site. To request continued access, follow the

steps below:

1. Select a task, and click Continue Access on the ribbon.



Extending an Office 365 Group Lease

For an Office 365 group lease expiration task, you can extend the lease. To request lease

extension, follow the steps below:

1. Select a task, and click Extend on the ribbon.

2. In the Extend Office 365 Group Lease field, the lease period is displayed if the IT

Administrator has defined the Office 365 group lease. If this field is available to

configure, define the amount of time to extend beyond the Office 365 group lease

period. Enter a number in the text box and select Day(s), Week(s), Month(s), or Year(s)


3. In the Comments field, enter your comments for the task.

4. Click OK to confirm this action, or click Cancel to return to the All Tasks page without

executing the task.


Deleting an Office 365 Group

For both Office 365 group inactivity threshold task and Office 365 group lease expiration task,

you can request to delete the Office 365 group. Follow the steps below:

1. Select a task, and click Delete on the ribbon.



Managing Clone or Transfer User Permissions and Manual Archive Tasks

You can perform the following actions on the tasks from Clone or Transfer User Permissions and

Manual Archive services:

• View Task – Click a request summary to see detailed information. In the View

Details window, you have the following options:

Submit – Click Submit on the ribbon to submit this task.

Reassign (This button is only visible to approvers when Allow approvers

to reassign tasks to others is selected in the corresponding approval

process) –Click Reassign on the ribbon to reassign the task. In the pop-up

window, enter the name of a user or group that will become the approver.

Click OK.

Edit Request (This button is only visible to the approvers when Allow all

approvers to edit this service request is selected in the corresponding

service) – Click Edit Request on the ribbon to edit all of the settings of

this request in the Edit Request interface.

View Request History (This button is only visible to the approvers when

Allow all approvers to edit this service request is selected in the

corresponding service) – Click View Request History to view the versions

of this request in the View Request History interface.

Click Review the Report on the ribbon to review detailed report of this

task, then select View on screen or Download report.

▪ View on screen – Open the report directly to view details on

screen. Select the data you want to change, and then click Finish.

▪ Download report – Download the report and then modify the

data that you wish to change. In the pop-up window, click XLS or

XLSX as the file type, and download the report. After you modify

the downloaded file, click Browse to select the modified file to

upload.

• Submit – Select a task, and click Submit on the ribbon to submit the task. Enter

some comments for this task for further reference in the pop-up window. Click

OK to finish this task or click Cancel to return to the All Tasks interface.


• Reassign (This button is only visible to approvers when Allow approvers to

reassign tasks to others is selected in the corresponding approval process) –

Select a task, and click Reassign on the ribbon to reassign the task. In the pop-up

window, enter the name of a user or group that will become the approver. Click

OK.

Managing Change Permissions Tasks

You can perform the following actions on the tasks from Change Permissions services:

• View Task – Click a request summary to see detailed information. In the View

Details window, you have the following options:

Submit – Click Submit on the ribbon to submit this task.





Click OK.

Review the Report – Review detailed report of this task. Choose one of

the following options:

▪ View on screen – Open the report directly to view details on

screen. For more information, refer to Reviewing Permissions to

Change and Selecting Permissions to Remove.

▪ Download report – Download the report and then modify the

data that you wish to change. In the pop-up window, click Browse

to select the modified file to upload.

Edit Request (This button is only visible to the approvers when Allow all

approvers to edit this service request is selected in the corresponding

service) – Click Edit Request on the ribbon to edit all of the settings of

this request in the Edit Request interface.

View Request History (This button is only visible to the approvers when

Allow all approvers to edit this service request is selected in the

corresponding service) – Click View Request History to view the versions

of this request in the View Request History interface.

• Submit – Select a task, and click Submit on the ribbon to submit the task. Enter

some comments for this task for further reference in the pop-up window. Click

OK to finish this task or click Cancel to return to the All Tasks interface.





OK.


Reviewing Permissions to Change

If you view details of a Change Permissions task for changing permissions, you can perform the

following actions:

*Note: If any available option is not displayed on the ribbon, click the ellipsis ( ) button, and

then select that option.

• Filter Records – Select User Based or Object Based from the drop-down list in

the top left-hand corner. By default, All Results is selected.

• Submit – Click Submit on the ribbon to submit the task and apply all of your

configurations to SharePoint.



Click Reassign on the ribbon to reassign the task. In the pop-up window, enter

the name of a user or group that will become the approver. Then, click OK.

• Reset – Click Reset on the ribbon to select Reset My Changes or Reset All

Changes.

• Export Report – Click Export Report on the ribbon to export the permission

review report. In the Export Report window, choose to export the report to local

machine or export the report to an export location, and select a report format

(CSV, XLS, or XLSX). Then, click Export to Datasheet to export the report.

• View History – Click View History to view the previous versions of the report.

• Delete User – Select a user and click Delete User on the ribbon. A pop-up

window appears which asks you to confirm your deletion. Click OK to delete the

selected user.

• Edit User Permissions – Select a user and click Edit User Permissions on the

ribbon. In the Edit Permissions interface, modify the permission levels in the

Permissions section. Then, click Save on the ribbon to save your changes and go

back to the View Details page. The edited record is highlighted.

• Remove User Permissions – Select a user and click Remove User Permissions

on the ribbon. A pop-up window appears which asks you to confirm your

operation. Click OK to remove the user’s permissions.

• Edit Group Permissions – Select a group and click Edit Group Permissions on

the ribbon. In the Edit Permissions interface, modify the permission levels in the

Permissions section. Then, click Save to save your changes and go back to the

View Details page. The edited record is highlighted.

• Remove Group Permissions – Select a group and click Remove Group

Permissions on the ribbon. A pop-up window appears which asks you to confirm

your operation. Click OK to remove the group’s permissions and go back to the

View Details page. The edited record is highlighted.


• Delete User – Click the display name of a group and you are brought to a new

window. Select one or more group users and click Delete User on the ribbon. A

pop-up window appears which asks you to confirm your deletion. Click OK to

delete the selected users.

• Remove User From Group – Click the display name of a group and you are

brought to a new window. Select one or more group users and click Remove

User From Group on the ribbon. A pop-up window appears which asks you to

confirm your operation. Click OK to remove the selected users from the group.

• Change Group – Click the display name of a group and you are brought to a new

window. Select one or more group users and click Change Group on the ribbon.

In the Change Group interface, select the group that you wish to change to and

select the method for changing group, Copy or Move. Copy will copy the users

to the new group. Move will remove the users from the previous group and then

add the users to the new group. Click Save to save your changes and go back to

the View Details page. The edited record is highlighted.

Selecting Permissions to Remove

If you view details of a Change Permissions task for removing permissions, all retrieved

permissions of the request scope are selected in the Review the Report window.

Deselect one or more pieces of permissions if you do not want to remove these permissions.

Click Finish on the ribbon to confirm your selection.

Managing Quota Threshold Tasks

When site collection quota threshold is enabled in a site collection policy and the site collection

policy is applied to a Governance Automation managed site collection. If the site collection’s

storage reaches the percentage of the configured quota, a task will be assigned to the approver

defined in the approval process. The approver can choose to change the site collection quota or

ignore the quota threshold.

You can perform the following actions on the quota threshold tasks:

• View Task – Click a task title to see detailed information. In the View Details

window, you have the following options:

Change Quota – Click Change Quota on the ribbon and a pop-up

window appears. Select a new quota template from the drop-down list

and click OK to save the changes.

Ignore – Click Ignore on the ribbon to ignore the site collection quota

threshold. In the pop-up window, set the time internal to remind the

threshold if the size of the site collection still exceeds the quota threshold

after the time interval. Enter a number in the text box and select Day(s) or


Week(s) from the drop-down list. Then, click OK to save your

configurations.

• Change Quota – Select a task and click Change Quota on the ribbon and a pop-

up window appears. Select a new quota template from the drop-down list and

click OK to save the changes.

• Ignore – Select a task and click Ignore on the ribbon to ignore the site collection

quota threshold. In the pop-up window, set the time internal to remind the

threshold if the size of the site collection still exceeds the quota threshold after

the time interval. Enter a number in the text box and select Day(s) or Week(s)

from the drop-down list. Then, click OK to save your configurations.

Managing Content Database Policy Threshold Warning Task

If a site collection quota change request is approved by the approver and the changed quota

make the corresponding content database exceed the database size threshold that is configured

in a content database policy, a warning task will be assigned to the database contact to remind

this and provide recommended solutions. The task title is named in the format of Content

database [content database name] is going to exceed its policy threshold of [maximum

database size] GB.

You can perform the following actions on the content database policy threshold warning task:



View recommended solutions – The recommended solutions are provided

in Summary.

OK – Click OK to finally approve the site collection quota change request.

Reject – Click Reject to reject the site collection quota change request.

• OK – Select a task and click OK on the ribbon to finally approve the site

collection quota change request. Enter some comments for this task for further

reference in the pop-up window. Click OK to finish this task or click Cancel to

return to the All Tasks interface.

• Reject – Select a task and click Reject on the ribbon to reject the site collection

quota change request. Enter some comments for this task for further reference in

the pop-up window. Click OK to finish this task, or click Cancel to return to the

All Tasks interface.

Managing Election Tasks

When an election process is started in a Site Collection Report, an election task is generated

and assigned to the nominees.

You can perform the following actions on an election task:




Claim – Click Claim to become the primary site collection contact. In the

pop-up window, define a user as the secondary site collection contact by

entering a username in the text box. Then, click OK to save your

configurations.

Decline – Click Decline to decline to become the primary site collection

contact. A pop-up window appears to ask for your confirmation. Click OK

to confirm your action.

• Claim – Select a task and click Claim to become the primary site collection

contact. In the pop-up window, define a user as the secondary site collection

contact by entering a username in the text box. Then, click OK to save your

configurations.

• Decline – Select a task and click Decline to decline to become the primary site

collection contact. A pop-up window appears to ask for your confirmation. Click

OK to confirm your action.

Managing Error Tasks

You can perform the following actions on the error tasks assigned to administrators:


window, click Retry on the ribbon to re-run the failed section or click Skip to

continue the workflow past the failed section.

• Retry – For a task which contains failed section, select the task and then click

Retry on the ribbon to re-run the failed section.

• Skip – For a task which contains failed section, select the task and then click Skip

on the ribbon to continue the workflow past the failed section.

Monitoring All Recertification Assignments All Recertification Assignments centralize all of the recertification tasks assigned to any users,

providing you with one interface to process all current recertification tasks or review previous

recertification tasks.

To access All Recertification Assignments, click All Recertification Assignments in the

Monitoring and Reporting page. To exit out of All Recertification Assignments, click Back.

You can change the number of recertification tasks displayed per page, as well the order they

are displayed in. To change the number of tasks displayed per page, select the desired number

from the Show rows drop-down list in the upper-right corner. To sort the tasks, click the sort (

) button in a column heading, then select Ascending or Descending.

You can customize how the recertification tasks are displayed in the following ways:



can search desired tasks by the following columns: Request Summary and

Assign To. Only the content in the column displayed in the current view can be

searched.








Permission Recertification Tasks

When a recertification profile with the permission recertification enabled is selected in a site

collection policy and the site collection policy is applied to a Governance Automation managed

site collection, a permission recertification task will be generated. This task contains the

searched permissions of users and groups for this site collection. Approvers can then modify the

permissions in Governance Automation and the permission changes will be updated to

SharePoint.

When a recertification profile with permission recertification enabled is selected in an Office 365

group policy and the Office 365 group policy is applied to a Governance Automation managed

Office 365 group, a permission recertification task will be generated for the Office 365 group.

This task contains the searched user permissions and Office 365 group permissions to the

corresponding group team site. Approvers can then modify the permissions in Governance

Automation and permission changes will be updated to Office 365.

You can perform the following actions on the permission recertification task:

• View Task – Click a request summary to see detailed information. In the task

details page, you have the following options:

*Note: If any available option is not displayed on the ribbon, click the ellipsis (

) button, and then select that option.

Filter Records – Select User Based or Object Based from the drop-down

list in the top left-hand corner. By default, All Results is selected.

Submit – Click Submit on the ribbon to submit the changes and apply all

of your configurations to SharePoint or to Office 365.






Click OK.

Reset – Click Reset on the ribbon to select Reset My Changes or Reset

All Changes.

▪ Reset My Changes – Your changes on the task will be cleared.

▪ Reset All Changes – All users’ changes on the task will be cleared.

Export Report – Click Export Report on the ribbon to export the

permission recertification report. In the Export Report window, choose to

export the report to local machine or export the report to an export

location, then select a report format (CSV, XLS, or XLSX). Click Export to

Datasheet to export the report.

View History – Click View History to view the previous versions of the

task.

Delete User – Select a user and click Delete User on the ribbon. A pop-

up window appears which asks you to confirm your deletion. Click OK to

delete the selected user.

Edit User Permissions – Select a user and click Edit User Permissions on

the ribbon. In the Edit Permissions interface, modify the permission

levels in the Permissions section. Then, click Save on the ribbon to save

your changes and go back to the View Details page. The edited record is

highlighted.

Remove User Permissions – Select a user and click Remove User

Permissions on the ribbon. A pop-up window appears which asks you to

confirm your operation. Click OK to remove the user’s permissions.

Edit Group Permissions – Select a group and click Edit Group

Permissions on the ribbon. In the Edit Permissions interface, modify the

permission levels in the Permissions section. Then, click Save to save

your changes and go back to the View Details page. The edited record is

highlighted.

Remove Group Permissions – Select a group and click Remove Group

Permissions on the ribbon. A pop-up window appears which asks you to

confirm your operation. Click OK to remove the group’s permissions and

go back to the View Details page. The edited record is highlighted.

Delete User – Click the display name of a group and you are brought to a

new window. Select one or more group users and click Delete User on

the ribbon. A pop-up window appears which asks you to confirm your

deletion. Click OK to delete the selected users.

Remove User From Group – Click the display name of a group and you

are brought to a new window. Select one or more group users and click


Remove User From Group on the ribbon. A pop-up window appears

which asks you to confirm your operation. Click OK to remove the

selected users from the group.

Change Group – Click the display name of a group and you are brought

to a new window. Select one or more group users and click Change

Group on the ribbon.

o In the Change Group interface, select the group that you wish to change

to and select the method for changing group, Copy or Move. Copy will

copy the users to the new group. Move will remove the users from the

previous group and then add the users to the new group. Click Save to

save your changes and go back to the View Details page. The edited

record is highlighted.

• Submit – Select a task and click Submit on the ribbon to submit changes of the

task. Enter comments for this task for further reference in the pop-up window.

Click OK to finish this task or click Cancel to return to the All Recertification

Assignment interface.





OK.

Metadata Recertification Tasks

When a recertification profile with metadata recertification enabled is selected in a site


site collection, a metadata recertification task will be generated. This task contains the searched

metadata of this site collection. Approvers can then modify the metadata values in Governance

Automation and the metadata value changes will be updated to SharePoint.

When a recertification profile with metadata recertification enabled is selected in an Office 365

group policy and the Office 365 group policy is applied to a Governance Automation managed

Office 365 group, a metadata recertification task will be generated for the Office 365 group. This

task contains the searched metadata of the corresponding group team site. Approvers can then

modify the metadata values in Governance Automation and metadata value changes will be

updated to Office 365.

You can perform the following actions on the metadata recertification task:



Edit – Select a metadata name and click Edit. In the Edit window, modify

the metadata value, then click Save to save your changes.


Submit – Click Submit on the ribbon to submit the changes and apply all

of your configurations to SharePoint.





Click OK.

Reset – Click Reset on the ribbon to select Reset My Changes or Reset

All Changes.



View History – Click View History to view the previous versions of the

task.

• Submit – Select a task and click Submit on the ribbon to submit changes of the

task. Enter comments for this report for further reference in the pop-up window.


Assignment interface.




window, enter the name of a user or group that will become the approver. Then,

click OK.

Ownership Recertification Tasks

When a recertification profile with the ownership recertification enabled is selected in a site


site collection, an ownership recertification task will be generated. This task is an election task.

Approvers can claim or decline to become the primary site collection contact.

You can perform the following actions on the ownership recertification task:



Claim – Click Claim to become the primary site collection contact. In the

pop-up window, define a user as the secondary site collection contact by

entering a username in the text box. Then, click OK to save your

configurations.

Decline – Click Decline to decline to become the primary site collection

contact. A pop-up window appears to ask for your confirmation. Click OK

to confirm your action.


• Claim – Select a report and click Claim to become the primary site collection

contact. In the pop-up window, define a user as the secondary site collection

contact by entering a username in the text box. Then, click OK to save your

configurations.

• Decline – Select a report and click Decline to decline to become the primary site

collection contact. A pop-up window appears to ask for your confirmation. Click

OK to confirm your action.

Membership Recertification Tasks

When a recertification profile with membership recertification enabled is selected in an Office

365 group policy and the Office 365 group policy is applied to a Governance Automation

managed Office 365 group, a membership recertification task will be generated. This task

contains the searched members and/or owners of the Office 365 group. Approvers can add

members and/or owners to the group, remove members and/or owners from the group,

promote group members to group owners, or demote group owners to group members. The

membership changes will be updated in Office 365.

You can perform the following actions on the membership recertification task:

• View Task – Click a request summary to see detailed information in the task

details page. You have the following options:

o Submit – Click Submit on the ribbon to submit the changes and apply

your configurations to Office 365.

o Reassign – Click Reassign on the ribbon to reassign the membership

recertification task to another user.

o Reject – Click Reject on the ribbon to finish the membership

recertification task without making any changes.

o Reset – Click Reset on the ribbon to select Reset My Changes or Reset

All Changes.



o View History – Click View History on the ribbon to view the previous

versions of the task.

o Add Owners/Members – Click Add Owners/Members on the ribbon

and the Add Owners/Members window appears. Enter the username in

the Add users text box. Press Enter to check whether or not the name is

valid. Then, select Group Owner or Group Member as the user role from

the User role drop-down list. Click OK to add the member to the group

or click Cancel to not make any changes.


o Promote to Owner – Select a group member and click Promote to

Owner on the ribbon to promote the member to the group owner. The

promoted users are highlighted.

o Demote to Member – Select a group owner and click Demote to

Member on the ribbon to demote the owner to the group member. The

demoted users are highlighted.

o Remove from Group – Select a group member or a group owner and

click Remove from Group on the ribbon to remove the user from the

group. the removed users will appear with a red strikethrough.

• Submit – Select a task and click Submit on the ribbon to submit changes for the

task. Enter comments for this task for further reference in the pop-up window.


Assignments interface.


reassign the tasks to others is selected in the corresponding approval process) –

Select a task and click Reassign on the ribbon to reassign the membership

recertification task to another user.

Audit Reports Audit Reports provide detailed information on all Administrator, service request and approval

process activities:

• User Activity Report ‒ Provides detailed information on all actions performed by

Governance Automation users, including administrators and business users. User

Activity Report allows you to inspect the behaviors done by users when errors

occur for furnishing useful information, or check the legality of user behaviors.

• Service Request Report ‒ Provides detailed information for all of the submitted

service requests. Service Request Report gives you overall usage information of

service requests, which you can gather for IT chargeback and budgeting.

• Approval Process Report ‒ Provides all of the processing tracks of the approval

processes for the service request once they are approved. Approval Process

Report allows you to view the detailed information of service requests for

reviewing the performances, which can help you optimize your service request

flow and make the processes more efficient.

User Activity Report

To access User Activity Report, in the Monitoring and Reporting page, click User Activity

Report. Click Back to close the User Activity Report interface.


Managing User Activity Report

To change the number of user activities displayed per page, select the desired number from the

Show rows drop-down list in the upper right-hand corner. To sort the user activities, click the


You can customize how the report is displayed in the following ways:

• Search – Allows you to filter user activities displayed by the keyword you

designate. You can search desired reports by the following columns: User and

Object Instance Name. Only the content in the column displayed in the current

view can be searched.






filter ( ) button in the column heading you want to filter, then select the


Filtering User Activity Report

To filter User Activity Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for Object,

Type, Action, Time Range, and User.

2. To set new filter rules, click Reset and the previous filter rules are cleared to the default

ones.

3. Click Generate Report to retrieve data for your report, or click Export to Datasheet to

export the report to storage.

a. In the Export Report window, choose to export the report to a local path or an

export location to store the report.

b. If you choose Export to an export location, select an export location from the

drop-down list, or click Add New Location to redirect to the New Export

Location interface to create a new one.

c. In the Report Format field, select CSV, XLS, or XLSX as the report format from

the drop-down list.

d. Click Export to Datasheet to generate the report, or close the pop-up window to

return to the previous interface.

Exporting User Activity Report

To export the currently displayed report, click Export Report on the ribbon, select your desired

Report Export Location and Report Format, then click Export to Datasheet.


Service Request Report

To access Service Request Report, in the Monitoring and Reporting page, click Service

Request Report. Click Back to close the Service Request Report interface.

Managing Service Request Report

To change the number of requests displayed per page, select the desired number from the

Show rows drop-down list in the upper right-hand corner. To sort the requests, click the sort

( ) button in a column heading, then select Ascending or Descending.


• Search – Allows you to filter requests displayed by the keyword you designate.

You can search desired requests by the following columns: Request ID, Service

Name, Request Summary, Requester, and Assign To. Only the content in the

column displayed in the current view can be searched.








Filtering Service Request Report

To filter Service Request Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for Service

Type, Service Name, Requester, Assign To, and Time Range.


ones.









the drop-down list.




Exporting Service Request Report

To export the currently displayed report, click Export Report on the ribbon, select a Report

Export Location and Report Format, then click Export to Datasheet.

Approval Process Report

To access Approval Process Report, in the Monitoring and Reporting page, click Approval

Process Report. Click Back to close the Approval Process Report interface.

Managing Approval Process Report

You can change the number of records displayed per page, as well the order they are displayed

in. To change the number of records displayed per page, select the desired number from the

Show rows drop-down list in the upper-right corner. To sort the records, click the sort ( )

button in a column heading, then select Ascending or Descending.


• Search – Allows you to filter records displayed by the keyword you designate.

You can search desired records by the following columns: Request ID, Request

Summary, and User. Only the content in the column displayed in the current

view can be searched.








Filtering Approval Process Report

To filter Approval Process Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for Service

Type, Request Summary, Status, Time Range, and User.


ones.










the drop-down list.



Exporting Approval Process Report

To export the currently displayed report, click Export Report on the ribbon, select a Report

Export Location and Report Format, then click Export to Datasheet.

Administration Reports Administration Reports provide basic information on all site collections, sites, content databases,

and Office 365 groups managed by Governance Automation.

Site Collection Report

Site Collection Report provides a list of site collections managed by Governance Automation

and the corresponding information, including site collection URL, title, policy, site collection

template, primary site collection administrator, secondary site collection administrator, primary

site collection contact, secondary site collection contact, and so on. You can customize how the

report displays the data by considerable criteria.

To access Site Collection Report, on the Monitoring and Reporting page, click Site Collection

Report.

Managing Site Collection Report

To change the number of site collections displayed per page, select the desired number from

the Show rows drop-down list in the upper right-hand corner. To sort the site collections, click

the sort ( ) button in a column heading, then select Ascending or Descending.


• Search – Allows you to filter site collections displayed by the keyword you

designate. You can search for desired site collections by the following columns:

URL, Title, Description, Primary Site Collection Administrator, Secondary Site

Collection Administrator, Primary Site Collection Contact, Secondary Site

Collection Contact, Additional Site Collection Administrators, and custom

metadata. Only the content in the column displayed in the current view can be

searched.









• Refresh – Click Refresh to refresh the displayed site collections.

Filtering Site Collection Report

To filter Site Collection Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Farm

Name, Site Template, Site Collection Size, Status, Policy, Primary Site Collection

Contact, and Metadata. Filter by Expiration Date is also supported. Set Inactivity

Threshold Date and Lease Period Expiration Date to add more filter rules.

*Note: Metadata with the Yes/No or Date and Time type is unsupported for filtering.


ones.









the drop-down list.

d. Click Export to Datasheet to generate the report file.

Exporting Site Collection Report



Electing Site Collection Contacts

The election process provides an automated nomination process to determine the primary site

collection contact and the secondary site collection contact. The election tasks will be assigned

to the nominated users, who in turn will decide if they want to be accountable for the site

collection and become the primary site collection contact. The secondary site collection contact

will be defined by the primary site collection contact during the election process.

The following screenshot shows the nominees of each election stage:


Figure 24: The nominees of each election stage.

• Primary Site Collection Contact – The election task will be assigned to the current

primary site collection contact.

• Secondary Site Collection Contact – The election task will be assigned to the

current secondary site collection contact.

• Primary and Secondary Site Collection Administrators – The election task will be

assigned to the current primary site collection administrator and secondary site

collection administrator.

• Configurable Number of Users within Site Collection Administrators – A certain

number of site collection administrators will be randomly selected as the

assignees.

*Note: By default, three site collection administrators will be selected in random.

To modify the number of site collection administrators, complete the following

steps:

i. Go to the Governance Automation server.

ii. Navigate to …\AvePoint\GovernanceAutomation\Config.

iii. Find the Global.config file and open it with Notepad.

iv. Go to the ElectionRandomAssigneesCount attribute.

v. Find the AdministratorGroup node and modify the value to your desired

number.

vi. Save and close the file.

vii. Navigate to Start > Administrative Tools > Services; restart Governance


viii. Navigate to Internet Information Services (IIS) Manager > Application

Pools.

ix. Right-click the application pool for Governance Automation and select

Recycle…. The Governance Automation application pool restarts.

• Configurable Number of Users with Full Control Permission – A certain number of

users that have Full Control permission to the site collection will be randomly

selected as the assignees.


*Note: By default, three users with the Full Control permission will be selected in

random. To modify the number of Full Control permission users, complete the

following steps:





v. Find the FullControlPermission node and modify the value to your

desired number.





Pools.



• Configurable Number of Users with Contribute Permission – A certain number of

users that have the Contribute permission to the site collection will be randomly

selected as the assignees.

*Note: By default, three users with the Contribute permission will be selected in

random. To modify the number of Contribute permission users, complete the

following steps:





v. Find the ContributePermission node and modify the value to your

desired number.





Pools.




If a nominee of the last stage declines to be the primary site collection contact, or the nominee

does not handle the election task when the duration is reached, the election task will be

assigned to the nominee of the next stage. Once a nominee claims to become the primary site

collection contact, the election process completes.

If a user declines to be the primary site collection contact in the previous election stages, but

this user is also randomly selected as the nominee in any of the following election stages, the

election task will not be assigned to this user and Governance Automation will randomly select

another user to replace this user. If a user does not handle the election task in the previous

election stages, but this user is also randomly selected as the nominee in any of the following

election stages, the election task will be assigned to this user again.

Complete the following steps to start the election process:

1. Select one or more site collections and click Elect Contact on the ribbon.

2. In the Elect Contact window, configure the following settings:

a. Election Task Title – Enter the title for the election task that will be generated

during the election process.

b. Exclude Users/Groups (optional) – Enter the names of the users or groups that

will be excluded during the election process.

c. E-mail Settings (optional) – Choose to notify the nominee when the election task

is assigned. Select the Notify the user when the election task is assigned

checkbox, then select an e-mail template that will be used to send the task

notification e-mail. By default, the Built-in Election Task E-mail Template is

selected.

d. Duration – Set the duration for each election stage. If the nominee does not

handle the election task during the duration, the election task will be assigned to

the nominee of next election stage. Enter a number in the text box, then select

Day(s) or Week(s) as the unit.

If desired, select the Remind the nominated user before each nomination task

expires checkbox to send notification e-mail to the nominee before each

nomination task expires. Select an e-mail template that will be used to send the

notification e-mail. By default, the Built-in Task Reminder E-mail Template is

selected. Then, define the time to send the notification e-mail before the task

expiration. Enter a number in the text box and select Day(s) or Week(s) as the

unit.

With the Remind the nominated user before each nomination task expires

checkbox selected, you can also select Enable recurrent reminder to re-send the

notification e-mail in schedule. By default, the notification e-mail is sent every

day.


3. Click Submit to start the election process or click Cancel to go back to the Site

Collection Report interface without starting the election process.

Specifying Site Collection Contacts

In Site Collection Report, you can define the primary site collection contact and the secondary

site collection contact.

Complete the following steps to define the site collection contacts:

1. Select one or more site collections and click Specify Contact on the ribbon.

2. In the Specify Contact window, configure the following settings:

a. Primary Site Collection Contact – Select a user that will be set as the primary

site collection contact of the selected site collections.

You can also send an e-mail to notify the user when the site collection is

assigned. Select the Notify the contact when the site collection is assigned

checkbox and select an e-mail template from the drop-down list. By default, the


b. Secondary Site Collection Contact – Select a user that will be set as the

secondary site collection contact of the selected site collections.

You can also send an e-mail to notify the user when the site collection is

assigned. Select the Notify the contact when the site collection is assigned

checkbox and select an e-mail template from the drop-down list. By default, the


3. Click Submit to save your configurations or click Cancel to go back to the Site

Collection Report interface without saving any configurations.

Applying a Site Collection Policy

In Site Collection Report, you can apply a site collection policy to site collections in bulk.

Complete the following steps to apply a site collection policy:

1. Select one or more site collections and click Apply Policy on the ribbon.

*Note: The Apply Policy feature is only available to active and without ongoing process

site collections. Apply Policy will disappear if the selected site collections exist in

different SharePoint farms.

2. In the Apply Policy window, configure the following settings:

a. Site Collection Policy – Select a site collection policy from the drop-down list.

This site collection policy will be applied to the selected site collections.

b. Export Location – Select an export location from the drop-down list or click Add

New Location to create a new one. This export location will be used to store the

apply site collection policy result report.


c. File Type of the Exported Report – Select XLS or XLSX as the file type from the

drop-down list.

3. Click Submit to save your configurations and go back to the Site Collection Report

interface. Governance Automation will start to apply the site collection policy in the

backend. You can click Refresh on the ribbon to view the site collection policy name.

When the target policy name is displayed under the Policy column, the site collection

policy is applied successfully.

4. Go to the export location and you can view the apply site collection policy result report,

including the following information: URL, Initial Policy, Target Policy, Result, and

Comment.

Setting Notification Recipients

In Site Collection Report, you can set notification recipients to send a custom notification e-mail

to multiple users.

Complete the following steps to set notification recipients:

1. Select one or more site collections and click Notification Recipients on the ribbon.

2. In the Notification Recipients window, enter the names of users and/or groups that will

be notified. You can also enter $ to select the following roles:






• $Approvers

• $Site Members

• $Site Owners

• $Designers



• $SharePoint Group (“Group Name”)

• $Site Collection Metadata ("Metadata Name")


3. Click Start to Edit E-mail on the ribbon; the e-mail application on your server is opened

with the recipients filled in the To… field.


4. Enter your desired e-mail subject and body, and then send the e-mail.

Site Report

Site Report provides a list of sites managed by Governance Automation and the corresponding

information, including site URL, title, site template, primary site contact, and secondary site

contact. You can customize how the report displays the data by considerable criteria.

To access Site Report, on the Monitoring and Reporting page, click Site Report.

Managing Site Report

To change the number of sites displayed per page, select the desired number from the Show

rows drop-down list in the upper right-hand corner. To sort the sites, click the sort ( ) button in

a column heading, then select Ascending or Descending.


• Search – Allows you to filter sites displayed by the keyword you designate. You

can search for desired sites by the following columns: URL, Title, and custom


searched.








Filtering Site Report

To filter Site Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Site

Template, Status, Primary Site Contact, and Metadata.



ones.










the drop-down list.


Exporting Site Report



Content Database Report

Content Database Report provides a list of content databases created by Governance

Automation and the corresponding information, including content database policy name,

database contact, current quota of a database, current size of a database, maximum size of a

database, current number of site collections, and maximum number of site collections. You can

customize how the report displays the data by considerable criteria.

To access Content Database Report, on the Monitoring and Reporting page, click Content

Database Report.

Managing Content Database Report

To change the number of content databases displayed per page, select the desired number from

the Show rows drop-down list in the upper-right corner. To sort the content databases, click the



• Search – Allows you to filter content databases displayed by the keyword you

designate. You can search for desired content databases by the following

columns: Name and Policy Name. Only the content in the column displayed in

the current view can be searched.






the filter items ( ) button in the column heading you want to filter, then select

the checkbox next to the item name to have that item shown in the list.

Filtering Content Database Report

To filter Content Database Report, complete the following steps:


1. Click Set Filter on the ribbon to customize the report. You can set filters for Name,

Policy Name, and Database Contact.


ones.









the drop-down list.


Exporting Content Database Report



Office 365 Group Report

Office 365 Group Report provides a list of Office 365 groups managed by Governance

Automation and the corresponding information, including groups name, group ID, primary

group contact, secondary group contact, group owners, group policy, group team site quota,

group lease expiration time, and so on.

To access Office 365 Group Report, on the Monitoring and Reporting page, click Office 365

Group Report.

Managing Office 365 Group Report

To change the number of Office 365 groups displayed per page, select the desired number from

the Show rows drop-down list in the upper right-hand corner. To sort the Office 365 groups,

click the sort ( ) button in a column heading, then select Ascending or Descending.


• Search – Allows you to filter Office 365 groups displayed by the keyword you

designate. You can search for desired Office 365 groups by the following

columns: Group Name, Group ID, Primary Group Contact, Secondary Group

Contact, Group Owners, Group Team Site URL, and custom metadata. Only the










• Refresh – Click Refresh to refresh the displayed Office 365 groups.

Filtering Office 365 Group Report

To filter Office 365 Group Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for Group

Name, Status, Group Owners, Group Lease Expiration Time, and Time Range (group

created time).


ones.







Location window to create a new one.


the drop-down list.


Exporting Office 365 Group Report



Applying an Office 365 Group Policy

In Office 365 Group Report, you can apply an Office 365 group policy to Office 365 groups in

bulk.

Complete the following steps to apply an Office 365 group policy:

1. Select one or more Office 365 groups and click Apply Policy on the ribbon.

*Note: The Apply Policy feature is only available to active and without ongoing process

Office 365 groups.


2. In the Apply Office 365 Group Policy window, configure the following settings:

a. Office 365 Group Policy – Select an Office 365 group policy from the drop-

down list. This Office 365 group policy will be applied to the selected Office 365

groups.

b. Export Location – Select an export location from the drop-down list or click Add

New Location to create a new one. This export location will be used to store the

apply Office 365 group policy result report.

c. File Type of the Exported Report – Select XLS or XLSX as the file type from the

drop-down list.

3. Click Submit to save your configurations and go back to the Office 365 Group Report

page. Governance Automation will start to apply the Office 365 group policy in the

backend. You can click Refresh on the ribbon to view the Office 365 group policy name.

When the target policy name is displayed under the Group Policy column, the Office

365 group policy is applied successfully.

4. Go to the export location and you can view the apply Office 365 group policy result

report, including the following information: Group Name, Initial Policy, Target Policy,

Result, and Comment.

Dashboard Governance Automation Dashboard allows you to monitor your SharePoint site

collections/Governance Automation user activities/Governance Automation tasks via bar charts,

line charts, and pie charts.

To access Dashboard, click the Dashboard tab in Monitoring and Reporting.

Dashboard provides the following built-in pie charts:

• Site Collection Status – Displays the statuses of all Governance Automation

managed site collections.

• Service Types of Tasks – Displays the service types of all Governance

Automation tasks.

• Task Status Distribution – Displays the status distribution of all Governance

Automation tasks.

Creating a Chart

To create a new chart, click Create New Chart on the ribbon and select Bar Chart, Line Chart,

or Pie Chart.

Creating a Bar Chart or Line Chart

In the Create Bar Chart or Create Line Chart window, configure the following settings:


1. Chart Title and Description – Enter a title and an optional description for the chart.

2. Data Source – Select a data source for the chart: Site Collection Report or User

Activity Report.

*Note: The retrieved user activity data is within the time range set in User Activity

Report’s advanced filter.

3. Axis – Define the horizontal axis and vertical axis for the chart.

• Horizontal Axis – Select one type of data that is retrieved from the data source.

This data will be used as the horizontal axis of the chart.

• Vertical Axis – Select Quantity as the vertical axis of the chart.

4. Legend – Choose whether or not to display the legend on the chart. If you choose Yes,


a. Legend source – Select one type of data from the data source as the legend

source.

b. Legend entries – Select one or more data values as the legend entries.

*Note: You can select five legend entries at most.

5. Click Save on the ribbon to create the chart.

Creating a Pie Chart

In the Create Pie Chart window, configure the following settings:

1. Chart Title and Description – Enter a title and an optional description for the chart.

2. Data Source – Select a data source for the chart: Site Collection Report, User Activity

Report, or All Tasks.

*Note: The retrieved user activity data is within the time range set in User Activity

Report’s advanced filter.

3. Statistic – Select one type of data that is retrieved from the data source. Values of the

selected data will become the statistic displayed on the pie chart.

4. Click Save on the ribbon to create the chart.

Editing a Chart

To edit a chart, click the edit ( ) button at the upper-right corner of the chart. For information

about editing settings of a chart, refer to Creating a Chart.

Refreshing Charts

To refresh a chart, click the refresh ( ) button at the upper-right corner of the chart.

To refresh all charts, click Refresh on the ribbon.


Generating a Chart

If one of the following circumstances is met, a chart will be displayed with a time interval:

• The data source of the chart is All Tasks.

• The type of the data displayed on the chart is Date and Time.

You can click the calendar ( ) button to change start time and end time of the time interval,

and then click Generate Report to generate the report for the new time interval.

Deleting a Chart

To delete a chart, click the delete ( ) button at the upper-right corner of the chart. A

confirmation window appears and asks if you want to proceed with the deletion. Click OK to

delete the chart, or click Cancel to return to the Dashboard interface without deleting the chart.

Public Site Collection Directory The Public Site Collection Directory allows administrators and business users to monitor

business ownership and usage. Note that site collections with the Publish to Directory

metadata are considered as published site collections. For more information about the Publish

to Directory metadata, see Configuring Metadata.

To access the Public Site Collection Directory, click Public Site Collection Directory in the

Administrator landing page.

Managing Public Site Collection Directory Report

To change the number of site collections displayed per page, select the desired number from

the Show rows drop-down list in the upper right-hand corner. To sort site collections, click the


You can customize how the directory report is displayed in the following ways:

• Search – Allows you to filter the site collections displayed by the keyword you

designate. You can search desired site collections by the following columns: URL,

Title, Description, Primary Site Collection Administrator, Secondary Site

Collection Administrator, Primary Site Collection Contact, Secondary Site

Collection Contact, Additional Site Collection Administrators, and custom


searched.









Filtering Public Site Collection Directory Report

To filter Public Site Collection Directory Report, complete the following steps:

1. Click Set Filter on the ribbon to customize the directory report. You can set filters for

URL, Farm Name, Site Template, Site Collection Size, Status, Policy, Primary Site

Collection Contact, and Metadata. Filter by Expiration Date is also supported. Set

Inactivity Threshold Date and Lease Period Expiration Date to add more filter rules.


2. You can set your filter as a default global filter, and it will become the default view for

users who do not customize the filter. To set the default global filter, click Set As Default

Global Filter.

3. To clear customized filter rules and use the default filter rules, click Reset to Default

Filter.









the drop-down list.



Exporting Public Site Collection Directory Report

To export the currently displayed directory report, click Export Report on the ribbon, select

your desired Report Export Location and Report Format, then click Export to Datasheet.

My Sites My Sites displays a list of site collections and sites that the logged-in user owns or is listed as a

contact on.

To access My Sites, click My Sites in the Administrator landing page.


Managing My Sites Report

To change the number of site collections and sites displayed per page, select the desired

number from the Show rows drop-down list in the upper right-hand corner. To sort the site

collections and sites, click the sort ( ) button in a column heading, then select Ascending or

Descending.

You can customize how the site collections and sites are displayed in the following ways:

• Search – Allows you to filter site collections and sites displayed by the keyword

you designate. You can search desired site collections and sites by the following

columns: Title, URL, Description, Primary Site Collection Contact/Primary Site

Contact, Secondary Site Collection Contact/Secondary Site Contact, Primary

Site Collection Administrator, Secondary Site Collection Administrator,

Additional Site Collection Administrators, and custom metadata. Only the









Filtering My Sites Report

To filter the My Sites report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Status,

Policy, Primary Site Collection Contact/Primary Site Contact, and Metadata. Filter by

Lease Period Expiration Date is also supported.



ones.


export and store the report.








the drop-down list.


return to the previous page.

Exporting My Sites Report



Starting a Request for a Site Collection or Site

When viewing reports in My Sites, you can start a request for a specific site collection or site.

Select a site collection or site and click Start a Request on the ribbon. The service catalog

appears displaying services that meet the following conditions:

1. If you select a site collection, the following types of services may be available:

• Create Site



• Change Site Collection Settings

• Change Site Collection Contact or Administrator


• Clone or Transfer User Permissions


• Change Permissions

• Content Move

• Content Migration

If you select a site, the following types of services may be available:

• Create Site



• Change Site Contact

• Change Site Metadata


• Clone or Transfer User Permissions




• Content Move

2. Services that you are assigned the permission to use.

3. Services that you are assigned the permission to submit requests.

4. Services that contain the selected site collection or site in the service scope.

My Office 365 Groups My Office 365 Groups displays a list of Office 365 groups that the logged-in user owns or is

listed as a contact on.

To access My Office 365 Groups, click My Office 365 Groups in the Administrator landing

page.

Managing My Office 365 Groups Report

To change the number of Office 365 groups displayed per page, select the desired number from

the Show rows drop-down list in the upper-right hand corner. To sort the Office 365 groups,

click the sort ( ) button in a column heading, then select Ascending or Descending.

You can customize the Office 365 groups in the following ways:

• Search – Allows you to filter Office 365 groups displayed by the keyword you

designate. You can search desired groups by the following columns: Group

Name, Group ID, Primary Group Contact, Secondary Group Contact, Group

Owners, Group Team Site URL, and all metadata. Only the content in the


• Managed Columns ( ) – You can manage which columns are displayed in the

list so that only information you want to see is displayed. Click the manage

columns ( ) button, then select the checkbox next to the column name to have

that column displayed in the list.



checkbox next to the item name to have that item displayed on the list.

Filtering My Office 365 Groups Reports

To filter the My Office 365 Groups report, complete the following steps:

1. Click Set Filter on the ribbon to customize the report. You can set filters for Group

Name, Group Owners, and Group Lease Expiration Time.



ones.


export the report and to store the report.







the drop-down list.


return to the previous page.

Exporting My Office 365 Groups Report


Report Export Location and Report Format, then, click Export to Datasheet.


Working with Requests and To-Do Lists Governance Automation administrators can create services which contain a set of configured

settings for SharePoint operations that comply with your organization’s rules and standards.

These services are tailored to the needs of different purposes within your organization. You (IT

Admins) will be able to submit requests for these services according to your SharePoint needs.

Once you submit a service request, the approval process associated with each corresponding

service will automatically notify the designated persons in your organization of your request.

After all approvers of a service have approved the request, Governance Automation will perform

the necessary operations to complete the service you have requested.

If you are a designated approver for any service, a task will appear in your My Tasks list

whenever a request for the service is submitted and any/all previous approvers have approved

the request. If you are a designated approver for a recertification process, a recertification report

will appear in your My Recertification Report list according to the recertification schedule.

Starting a Request A request is a form for a management operation in SharePoint and requires approval depending

on the service that is requested.

To start a request for a service, click Start a Request on the landing page of the Governance

Automation interface. You will be brought to the Start a Request interface, where all of the

available services and questionnaires (if configured and activated) are displayed in your catalog.

In the Start a Request interface:

1. Select a service by clicking the service name.

If you select a questionnaire, answer the questions and click Submit to submit your

questionnaire. The available services will display according to your answers.

2. Enter the necessary information in the configuring service request interface. The

following fields are common request settings:

a. Request summary – Enter a brief summary for your new service request. It will

be displayed on your My Requests and your approvers' My Tasks list. It should

reflect the request's purpose or function to help your approvers to quickly

understand the business reason behind the request.

b. Notes to approvers (optional) – Enter the notes that will be displayed to your

approvers.

c. Add Attachment (optional) – Upload one or more attachments that will help

your approvers get more information. Click Add Attachment and browse a file in

the pop-up window.

3. Choose one of the following options:


• Click Save As Draft to save the request as a draft and leave the configured

settings for later use.

• Click Save and Submit to submit this request to the approvers.

• Click Cancel to return to the Start a Request interface without saving any

configurations.

To search service requests or questionnaires, enter the service name keyword or questionnaire

name keyword in the provided text box in the upper-right corner. You can also filter service

requests or questionnaires according to the language by clicking the language filter icon on the

ribbon. Then, select the checkboxes next to the language names to have the services or

questionnaires of these languages shown.

Viewing My Requests In My Requests, all of the Governance Automation requests that you have previously created

are displayed. They include Submitted Requests and Saved Requests.

To manage the requests, click View My Requests in the Administrator landing page.

Select the Submitted Requests or Saved Requests tab in the My Requests page to access the

corresponding request type.

Submitted Requests

In Submitted Requests, all of the requests submitted by you are displayed here. You may

change the number of submitted requests displayed per page, as well the order they are

displayed in. To change the number of submitted requests displayed per page, select the

desired number from the Show rows drop-down list in the upper right-hand corner. To sort the

submitted requests, click the sort ( ) button in a column heading, then select Ascending or

Descending.

You can customize how the submitted requests are displayed in the following ways:



Request Summary, Service, and Assign To. Only the content in the column







filter ( ) button of the column you want to filter, and then select the checkbox

next to the item name to have that item shown in the list.


You can perform the following actions in Submitted Requests:

• View Details – Click a request summary to see detailed information.

• Copy – Duplicate the existing service request to make minor changes in order to

submit as a new service request. Select a submitted request. Click Copy on the

ribbon, and make the desired modifications.

When you have finished making changes, choose one of the following options:

Click Save As Draft to save the new service request as a draft.

Click Save and Submit to submit this request to the approvers.

Click Cancel to return to the My Requests interface without saving any

configurations.

• View Request History (This button is only visible when Allow all approvers to

edit this service request is selected in the corresponding service) – Select a

request and click View Request History to view the versions of this request.

• Cancel Request – Select an uncompleted request that you wish to cancel and

click Cancel Request on the ribbon.

• Refresh – Click Refresh on the ribbon to refresh information of your submitted

requests.

Saved Requests

In Saved Requests, all of the requests saved by you without submitting are displayed here. You

may change the number of saved requests displayed per page, as well the order they are

displayed in. To change the number of saved requests displayed per page, select the desired

number from the Show rows drop-down list in the upper right-hand corner. To sort the saved

requests, click the sort ( ) button in a column heading, then select Ascending or Descending.

You can customize how the saved requests are displayed in the following ways:



Request Summary, and Service. Only the content in the column displayed in the










You can perform the following actions in saved requests:

• View Details – Click a request summary to see detailed information.

• Edit – Select a saved request, then click Edit on the ribbon to edit the settings of

this request.

When you have completed the configurations, choose one of the following

options:

Click Save to save all of the settings.



configurations.

• Delete – Select a saved request, then click Delete on the ribbon. A confirmation

window will appear for this deletion. Click OK to delete the selected request, or

click Cancel to return to the My Requests interface without deleting the selected

request.

• Copy – Duplicate the existing service request to make minor changes in order to

save as a new service request. Select a submitted request. Click Copy on the

ribbon, and make the desired modifications.

When you have finished making changes, choose one of the following options:

Click Save As Draft to save the new service request as a draft.



configurations.

• Refresh – Click Refresh on the ribbon to refresh information of your saved

requests.

Viewing My To-Do List When a service request is submitted and you are one of the approvers of this request, a task will

be assigned to you. When you are the approver of a recertification process and the

recertification schedule reaches, a recertification report will be assigned to you.

To view and manage your tasks and recertification reports, click View My To-Do List in the

Administrator landing page.

Viewing My Tasks

In the My Tasks tab, all of the tasks assigned to you are displayed here. You may change the

number of tasks displayed per page, as well the order they are displayed in. To change the

number of tasks displayed per page, select the desired number from the Show rows drop-down


list in the upper right-hand corner. To sort the tasks, click the sort ( ) button in a column

heading, then select Ascending or Descending.



can search desired tasks by the following columns: Request ID, Request

Summary, and Requester. Only the content in the column displayed in the









For more information about each task type, refer to the instructions in Monitoring All Tasks.

Viewing My Recertification Report

My Recertification Report is a report of recertification tasks that are assigned to you. In the My

Recertification Report tab, all of the permission recertification tasks, metadata recertification

tasks, ownership recertification tasks, and membership recertification tasks are displayed.

You may change the number of tasks displayed per page, as well the order they are displayed in.

To change the number of tasks displayed per page, select the desired number from the Show

rows drop-down list in the upper-right corner. To sort the tasks, click the sort ( ) button in a

column heading, then select Ascending or Descending.


• Search – Allows you to filter tasks displayed by the keyword you designate. The

Request Summary column supports being searched, and only the content in the










For more information about dealing with the recertification tasks, refer to Permission

Recertification Tasks, Metadata Recertification Tasks, Ownership Recertification Tasks, and

Membership Recertification Tasks.


Changing Branding Elements in Governance

Automation Governance Automation provides a flexible and simple way for you to modify user interface

elements so that you can align its look and feel with your corporate branding. Note that to

change colors, you will set CSS color codes in custom CSS files.

The figure below shows the default user interface of the homepage in Governance Automation.

Figure 25: The default user interface of the Home page in Governance Automation.


The figure below shows the re-branded Governance Automation user interface for the fictional

customer Contoso.

Figure 26: Re-branded Governance Automation user interface for Contoso.

The branding elements can be changed through modifying configuration files and configuring

custom CSS files.

• Changing the Title Style

• Changing the Logo and Logo URL

• Changing the Title Bar Color


• Changing the Navigation Bar Color

• Changing the Table Style

• Changing the System Name Image on Login Page

• Changing the System Logo Image on Login Page

• Changing the About Background Image

• Changing the Governance Automation App Logo

• Changing the Site Information Card Logo


Changing the Title Style The default title:

Figure 27: The default title of Governance Automation.

The changed title:

Figure 28: The changed title of Governance Automation.

Refer to the instructions below to change the title of your Governance Automation.

1. On the server where Governance Automation is installed, navigate to

…\AvePoint\GovernanceAutomation\Resources.

2. Find the core.en-us.resx file and open it with Notepad.

Figure 29: The core.en-us.resx file.

3. Find the attribute data name="Landing_ProductName" and modify the value

AvePoint Governance Automation to your desired product name. In the example

below, we used Contoso SharePoint Portal.


Figure 30: Modifying the title.

4. Save and close the core.en-us.resx file.

5. You can also change the font color of the title. Follow the instructions below.

a. On the Governance Automation server, go to the

…\AvePoint\GovernanceAutomation\Content\Themes\Custom\Style directory.

b. In the Style folder, create a TXT file.

c. In the TXT file, enter the following class for the title font color:

.ga-title {

color: #045FB4;

}

*Note: Replace #045FB4 with your desired CSS color code.

Figure 31: The class for the title font color.

d. Save and close the file.

e. Modify the file extension .txt to .css.

*Note: If the title does not change after saving the files and refreshing the browser page,

go to the Internet Information Services (IIS) Manager. Navigate to Application Pools,

select Governance Automation and right-click to select Recycle…. The Governance

Automation application pool restarts. Then, refresh the browser page to view the

changed title.


Changing the Logo and Logo URL The default logo:

Figure 32: The default logo of AvePoint.

The changed logo:

Figure 33: The changed logo of Contoso.

Refer to the following instructions to change the logo of your Governance Automation.

1. Create your own logo image. Make sure the height of your image is 20 pixels and the

width of your logo is 20 pixels, and the file name of the image is exactly

Organization_Logo_Image_20x20.

2. Copy the image to the server where Governance Automation is installed.

3. Navigate to …\AvePoint\GovernanceAutomation\Content\Themes\Custom\Images and

place the copied image to the Images folder.

4. To change the logo URL, complete the steps below:

a. On the server where Governance Automation is installed, navigate to

…\AvePoint\GovernanceAutomation\Views\Shared.

b. Find the GALayoutPageTitle.cshtml file and open it with Notepad.

Figure 34: The GALayoutPageTitle.cshtml file.


c. Find the following node and modify www.avepoint.com to your desired URL.

titleBar.avepoint.click(function () {

window.open('http://www.avepoint.com');

}).keydown(function () {

e = arguments[0];

if (e.keyCode == 13) {

window.open('http://www.avepoint.com');

Figure 35: Modifying the URL.

d. Save and close the GALayoutPageTitle.cshtml file.


Changing the Title Bar Color The default title bar:

Figure 36: The default title bar.

The changed title bar:

Figure 37: The changed title bar.

Refer to the following instructions to change the theme color of your Governance Automation:

1. On the Governance Automation server, go to the


2. In the Style folder, create a TXT file.

3. In the TXT file, enter the following class for the title bar color:

.title-bar {

background-color: #7a1b1b;

}

*Note: Replace #7a1b1b with your desired CSS color code.


5. Modify the file extension .txt to .css.


Changing the Navigation Bar Color The default navigation bar:

Figure 38: The default navigation bar.

The changed navigation bar:

Figure 39: The changed navigation bar.

Refer to the following instructions to change the navigation bar color of your Governance

Automation.




3. Set the class for the background color of a selected tile on the navigation bar.

• If you use Internet Explorer 9, Google Chrome, or Firefox to access Governance

Automation, enter the following class:

.gabtn-outerdivselmenu {

background-color: rgba(128, 8, 8, 0.70);

}

*Note: Replace 128, 8, 8, 0.70 with your desired value.

• If you use Internet Explorer 8, Internet Explorer 10, or Internet Explorer 11 to

access Governance Automation, enter the following class:

.gabtn-outerdivselmenu {

-ms-filter: 'progid:DXImageTransform.Microsoft.Gradient(enabled=true,

startColorStr=#680707 , endColorStr=#680707 )';

}

*Note: Replace #680707 and #680707 with your desired CSS color codes. If the

values of the start color and the end color are different, the color is displayed as

gradient.

4. Enter the following class for the background color of the navigation bar:

.menu-bar {


background-color: #333333;

}

*Note: Replace #333333 with your desired CSS color code.

Figure 40: The classes for the navigation bar color.



Changing the Table Style The default table:

Figure 41: The default table.

The changed table:

Figure 42: The changed table.

Refer to the following instructions to change the table style of your Governance Automation.





3. In the TXT file, enter the following class for the table header background color:

.gagrid-data-head {

background-color: #3a3a3a;

}

*Note: Replace #3a3a3a with your desired CSS color code.

4. Enter the following class for the background color of the manage columns ( ) button:

.gagrid-colmgr-container {

background-color: #8e2020;

}

*Note: Replace #8e2020 with your desired CSS color code.

Figure 43: The classes for the table style.




Changing the System Name Image on Login Page The default system name image on the login page of Governance Automation:

Figure 44: The default system name image.

The changed system name image on the login page of Governance Automation:

Figure 45: The changed system name image.

Refer to the following instructions to change the system name image on the login page of



1. Create your own system name image. Make sure the height of your image is 490 pixels

and the width of your image is 65 pixels, and the file name of the image is exactly

System_Name_Image_490x65.




Figure 46: Placing the copied image to the Images folder.

4. Refresh the login page and the changed system name image will be displayed.

Changing the System Logo Image on Login Page The default system logo image on the login page of Governance Automation:

Figure 47: The default system logo image.

The changed system logo image on the login page of Governance Automation:


Figure 48: The changed system logo image.

Refer to the following instructions to change the system logo image on the login page of


1. Create your own system logo image. Make sure the height of your image is 280 pixels


System_Logo_Image_280x250.





4. Refresh the login page and the changed system logo image will be displayed.


Changing the About Background Image The default background image that appears after clicking About:

Figure 50: The default About background image.


The change background image that appears after clicking About:

Figure 51: The changed About background image.

Refer to the following instructions to change the background image of About:

1. Create your own About background image. Make sure the height of your image is 294

pixels and the width of your image is 450 pixels, and the file name of the image is exactly

About_Background_Image_450x294.





4. Click About again and the changed background image will be displayed.


Changing the Governance Automation App Logo Refer to the following instructions to change the logo of your Governance Automation App:

1. Create your own app logo image. Make sure the height of your image is 20 pixels and

the width of your image is 20 pixels, and the file name of the image is exactly

AppLogo_20x20.




Changing the Site Information Card Logo Refer to the following instructions to change the logo of your Site Information Card app part:

1. Create your own app part logo image. Make sure the height of your image is 30 pixels


InfoCardLogo_200x30.





Integration with Governance Automation Mobile App The Governance Automation mobile app provides business users with the ability to handle their

tasks everywhere they go, including: approving and declining tasks.

To enable features for the mobile app, follow the sections below.

Enabling Governance Automation QR Code After a business user installs the Governance Automation mobile app on their mobile phone,

they must connect the app to Governance Automation. While users can enter the Governance

Automation URL manually, Governance Automation also provides a QR code that can be

scanned to connect quickly.

To enable the QR code, complete the following steps:

1. Go to the Governance Automation server.

2. Navigate to the ...\GovernanceAutomation\Config directory.


4. Find the <QRCodeScanSetting Enabled="false"/> node, and modify the value false to

true.







After completing the steps above, the QR code of your Governance Automation is enabled.

Business users can find the QR code on the Governance Automation login page.

Enabling Task Link Redirection Governance Automation provides the task link redirection feature. With this feature enabled, the

Open the Governance Automation Mobile Application to Approve/Reject Tasks link is

provided in task notification e-mails. When a business user opens a task notification e-mail on a

mobile phone and taps this link, the Governance Automation mobile app will open, if it has been

installed on the phone. If the phone does not have the app installed, the Governance

Automation mobile app download site will appear.

To enable the task link redirection feature, complete the following steps:

1. Go to the Governance Automation server.


2. Navigate to the ...\GovernanceAutomation\Config directory.


4. Find the MobileAPPLink Enabled="false" attribute, and modify the value false to true.








Switching Farms for Disaster Recovery Governance Automation supports switching farms for performing a disaster recovery in your

environment.

*Note: Make sure DocAve 6 databases and Governance Automation databases are added into

the Availability Group in SQL Server.

Then, complete the following steps in order:

1. Configuring the Farm Name and Farm ID

2. Generating the Mapping Files

3. Switching the Farm

Configuring the Farm Name and Farm ID To make DocAve and Governance Automation retrieve the disaster recovery farm after switching

the production farm to the disaster recovery farm, you must modify the farm name and farm ID

in the AgentCommonVCEnv.config file within the disaster recovery farm.


1. Getting the Farm Name and Farm ID of the Production Farm

2. Modifying the Farm Name and Farm ID in the Disaster Recovery Farm

Getting the Farm Name and Farm ID of the Production Farm

Complete the following steps to get the farm name and farm ID of the production farm:

1. Go to the server where the DocAve Agent of the production farm resides.

2. Navigate to …\AvePoint\DocAve6\Agent\bin.

3. Find the AgentCommonVCEnv.config file and open it with Notepad.

4. Find the agentFarmName attribute and its value is the farm name.

5. Find the agentFarmId attribute and its value is the farm ID.

Modifying the Farm Name and Farm ID in the Disaster Recovery Farm

Complete the following steps to modify the farm name and farm ID in the

AgentCommonVCEnv.config file within the disaster recovery farm:

1. Go to the server where the DocAve Agent of the disaster recovery farm is located.

2. Navigate to …\AvePoint\DocAve6\Agent\bin.

3. Find the AgentCommonVCEnv.config file and open it with Notepad.


4. Find the agentFarmName attribute and modify the value to the production farm name.

5. Find the agentFarmId attribute and modify the value to the production farm ID.

6. Save and close the AgentCommonVCEnv.config file.

Generating the Mapping Files To achieve disaster recovery, the mapping files that will be used for switching farms must be

generated in the production environment and the disaster recovery environment.

Complete the following steps to generate the mapping files:

1. Go to the Governance Automation server and navigate to

…\AvePoint\GovernanceAutomation\Tools\PR_DR_GenerateMappingFile.

2. Find the GenerateMappingFile.ps1 file.

3. Copy the GenerateMappingFile.ps1 file to production SharePoint server and place the

file to your desired directory.

4. Right-click the GenerateMappingFile.ps1 file and select Run with PowerShell.

*Note: Make sure you are the farm administrator of the current farm.

5. In the Windows PowerShell window, enter a name for the mapping file.

6. Press Enter and the mapping file starts generating.

7. When the Operation is successful. message appears, the mapping file is successfully

generated into the directory where the GenerateMappingFile.ps1 file resides.

8. Copy the GenerateMappingFile.ps1 file to disaster recovery SharePoint server and

place the file to your desired directory.

9. Repeat step 4 to step 6 to generate the mapping file in the disaster recovery

environment.

Switching the Farm Refer to the following instructions to switch from the production farm to the disaster recovery

farm, or switch from the disaster recovery farm to the production farm.

1. Go to the production SharePoint server and navigate to the directory where the

generated mapping file is stored.

2. Right-click the mapping file and select Copy.

3. Go to one of your Governance Automation server and paste the copied mapping file to

your desired directory.

4. Go to the disaster recovery SharePoint server and navigate to the directory where the

generated mapping file is stored.


5. Right-click the mapping file and select Copy.

6. Go to the Governance Automation server and paste the copied mapping file to your

desired directory.

7. On the Governance Automation server, navigate to Start > Command Prompt.

8. Right-click Command Prompt and select Run as administrator.

9. In the Command Prompt window, enter the command in the following format:

…\AvePoint\GovernanceAutomation\bin>gashell –o switchfarm – pr < The full path

of the mapping file that is generated in the production farm> -dr <The full

path of the mapping file that is generated in the disaster recovery farm>

*Note: Replace …\AvePoint\GovernanceAutomation with the exact Governance

Automation installation directory.

For example,

C:\Program Files\AvePoint\GovernanceAutomation\bin>gashell –o switchfarm –pr

C:\PRMappingFile –dr C:\DRMappingFile


11. Enter one of the following commands:

• 1 – 1 means switching from the production farm to the disaster recovery farm.

• 2 – 2 means switching from the disaster recovery farm to the production farm.


13. When the Operation finished successfully. message appears, the farm is switched

successfully.


Governance Automation Web API SDK Build your customizable, extendable, and programmable usage of Governance Automation

functions by invoking the program interfaces provided by Governance Automation Web API

SDK.

To access detailed information on the commands available, see the Governance Automation

Web API Help.

https://avepointcdn.azureedge.net/assets/webhelp/governance-automation-api/index.html

https://avepointcdn.azureedge.net/assets/webhelp/governance-automation-api/index.html


Appendix A: Supported Variable Roles Governance Automation supports setting variable roles when you select users in approval

processes, site collection policies, services, and Administrator Notification.

*Note: In the role name, the character $ and the punctuation () and "" must be entered under

the English input method, regardless of you select which language as the Governance

Automation display language.

The following roles are available, but the roles vary when specifying roles in different fields.

Role Name Description

$Farm Administrator The farm administrator that is configured in

SharePoint.

This role in unsupported for SharePoint

Online.

$Primary Site Collection Contact The primary site collection contact that is

configured in Governance Automation.

$Secondary Site Collection Contact The secondary site collection contact that is


$Primary Site Contact The primary site contact that is configured

in Governance Automation.

$Secondary Site Contact The secondary site contact that is


$Primary Site Collection Administrator The primary site collection administrator

that is configured in Governance

Automation or SharePoint.

$Secondary Site Collection Administrator The secondary site collection administrator

that is configured in Governance

Automation or SharePoint.


Online.

$Additional Site Collection Administrators The users or groups within the SharePoint

Site Collection Administrators group, except

for the primary and secondary site

collection administrators.



$Primary Group Contact The primary contact of an Office 365 group;

it is configured in Governance Automation.

$Secondary Group Contact The secondary contact of an Office 365

group; it is configured in Governance

Automation.

$Office 365 Group Owners The owners of an Office 365 groups; they

are configured in Office 365 or Governance

Automation.

$Farm Administrator of Source The administrator of the source farm.


Online.

$Primary Site Collection Contact of Source The primary site collection contact of the

source node.

$Secondary Site Collection Contact of Source The secondary site collection contact of the

source node.

$Primary Site Contact of Source The primary site contact of the source node.

$Secondary Site Contact of Source The secondary site contact of the source

node.

$Primary Site Collection Administrator of

Source

The primary site collection administrator of

the source node.

$Secondary Site Collection Administrator of

Source

The secondary site collection administrator

of the source node.


Online.

$Additional Site Collection Administrators of

Source

The users or groups within the source

SharePoint Site Collection Administrators

group, except for the primary and

secondary site collection administrators.

$Farm Administrator of Target The administrator of the target farm.




Online.

$Primary Site Collection Contact of Target The primary site collection contact of the

target node.

$Secondary Site Collection Contact of Target The secondary site collection contact of the

target node.

$Primary Site Contact of Target The primary site contact of the target node.

$Secondary Site Contact of Target The secondary site contact of the target

node.

$Primary Site Collection Administrator of Target The primary site collection administrator of

the target node.

$Secondary Site Collection Administrator of

Target

The secondary site collection administrator

of the target node.


Online.

$Additional Site Collection Administrators of

Target

The users or groups within the destination

SharePoint Site Collection Administrators

group, except for the primary and

secondary site collection administrators.

$Source User The user from whom the permissions will be

cloned or transferred.

$Target User The user to whom the permissions will be

cloned or transferred.

$New Site Collection Contact/Administrator The user that takes over the role of site

collection contact or site collection

administrator.

$New Site Contact The user that takes over the role of site

contact.

$Current Stage Approvers The approver of the current stage.

$Managers of Approvers The managers of the approvers.



$Managers of Previous Stage Approvers The managers of the previous stage’s

approvers.

This role is only available to the second or

third stage approval in an approval process.

$Requester The user who submits a request.

$Manager of Requester The manager of the requester. The manager

is configured in SharePoint User Profile

Service.

$Approvers SharePoint built-in groups. Users within

these groups will be retrieved.

$Site Members

$Site Owners

$Designers

$Hierarchy Managers

$Quick Deploy Users

$SharePoint Group (“Group Name”) An existing SharePoint custom group.

Replace Group Name with the custom

group name. Users within this group will

retrieved.

$Site Collection Metadata ("Metadata Name”) The Lookup/Person or Group metadata that

exists in a site collection. The users or

groups as the metadata value will be

retrieved.

Replace Metadata Name with the

Lookup/Person or Group metadata name.

$Site Metadata ("Metadata Name") The Lookup/Person or Group metadata that

exists in a site. The users or groups as the

metadata value will be retrieved.





$Office 365 Group Metadata ("Metadata

Name")

The Lookup/Person or Group metadata that

is applied to an Office 365 group. The users

or groups as the metadata value will be

retrieved.



$Service Metadata ("Metadata Name") The Lookup/Person or Group metadata that

is added to the service with the approval

process applied. Make sure the Allow a

variable role reference to this metadata

in the approval process option enabled on

the metadata. The users or groups as the

metadata value will be retrieved.

Replace Metadata Name with the Person

or Group metadata name.

*Note: If you select a SharePoint built-in or custom group role, make sure the group exists in

SharePoint.


Appendix B: Configuring a Filter Policy This section describes how to configure filter policies in DocAve in order for Governance

Automation to leverage DocAve Granular Backup, the Auditor feature in DocAve Report Center,

and the Deactivated Account Cleaner feature in DocAve Administrator.

Configuring Filter Policy to Use DocAve Granular Backup Log into DocAve and navigate to Control Panel > Filter Policy and click Create. Configure the

filter policy as follows:

1. Name – Enter a name for this filter policy.

2. Description – Enter an optional description for future references.

3. Click Add a Filter Level Group to add a filter rule. The filter rule configuration field

appears.

a. Select Site Collection from the first drop-down list.

b. Click Add a Criterion and select Custom Property: Text from the second drop-

down list. An additional text box will appear after the second drop-down list for

you to enter the custom property text.

c. In the new text box, enter Gov Auto Policy.

d. In the Condition column, select Equals from the next drop-down list.

e. In the Value column, enter the exact name of the site collection policy for which

you have Granular Backup enabled in the DocAve Configurations section.

4. When you have finished adding all of the policies to the Criteria, click OK to save this

filter policy.

Once the filter policy has been created, you must add it to a Granular Backup plan. For

information on configuring Granular Backup plans, see the DocAve 6 Granular Backup and

Restore User Guide.

*Note: You can add more than one Governance Automation site collection policy to each filter

policy if you know that you would like to use the same Granular Backup plan for all site

collections affected by those policies. Otherwise, create separate filter policies so that you can

associate the different Governance Automation site collection policies to the different Granular

Backup plans.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Granular_Backup_and_Restore_User_Guide.pdf

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Granular_Backup_and_Restore_User_Guide.pdf


Configuring Filter Policy to Use Audit Controller in DocAve Report

Center Log into DocAve and navigate to Report Center > Settings > Audit Controller. When creating

a new Audit Controller plan or modifying an existing one, under Apply Rule Settings, configure

the filter policy as follows:

1. Click Add a Filter Category.

2. In the Rule column, make sure that Site Collection is selected. All criteria within this

category will only apply at the site collection level.

3. Click Add a Criterion.

4. For the first criterion, configure the following:

a. In the Rule column, select Custom Property: Text

b. In the text box that appears next to the drop-down list in the Rule column, enter

Gov Auto Policy

c. In the Condition column, select Equals

d. In the Value column, enter the EXACT name of the Governance Automation site

collection policy for which you want to use this Audit Controller plan.

5. Be sure all changes are saved.

For information on configuring the rest of the Audit Controller plan in DocAve Report Center,

see the DocAve 6 Report Center User Guide.


policy if you know that you would like to use the same Audit Controller plan for all site

collections affected by those policies. To do so, add a criterion for each policy. Otherwise, create

separate Audit Controller plans.

Configuring Filter Policy to Use Deactivated Account Cleaner in

DocAve Administrator Log into DocAve and navigate to Control Panel > Filter Policy and click Create. Configure the

filter policy as follows:

1. Name – Enter a name for this filter policy.

2. Description – Enter an optional description for future references.

3. Click Add a Filter Level Group to add a filter rule. The filter rule configuration field

appears.

a. Select Site Collection from the first drop-down list.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Report_Center_User_Guide.pdf


b. Click Add a Criterion and select Custom Property: Text from the second drop-

down list. An additional text box will appear after the second drop-down list for

you to input the custom property text.

c. In the new text box field, enter Gov Auto Policy.

d. In the Condition column, select Equals from the next drop-down list.

e. In the Value column, enter the exact name of the site collection policy for which

you have Deactivated Account Cleaner enabled in the DocAve Configurations

field.

4. When you have finished adding all of the policies to the Criteria, click OK to save this

filter policy.

Once the filter policy has been created, you must add it to a Deactivated Account Cleaner plan.

For information on configuring Deactivated Account Cleaner plans, see the DocAve 6

Administrator User Guide.


policy if you know that you would like to use the same Deactivated Account Cleaner Plan for all

site collections affected by those policies. Otherwise, create separate filter policies so that you

can associate the different Governance Automation policies to the different Deactivated Account

Cleaner Plans.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Administrator_User_Guide.pdf

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Administrator_User_Guide.pdf


Appendix C: Configuring DocAve 6 Archiver Profiles In order for Governance Automation to utilize DocAve 6 Archiver to archive site collections,

Archiver Profiles must be created in DocAve 6.

*Note: Each farm needs its own Archiver Profile.

Log into DocAve 6 and navigate to Archiver > Profile Manager, and click Create. Configure the

Archiver Profile as follows:

1. Name – Enter a Name and an optional Description for the new Archiver Profile.

2. Farm – Select the farm from the drop-down list.

3. Category – Specify the category in the text box.

4. Click Next.

5. In the Rules page, click Create. A popup window will appear for you to configure the

new Rule for this Archiver Profile. Configure the Rule as follows:

• How would you like to archive the SharePoint content? – Select Create a new

rule. Then enter a Name and an optional Description for this new rule.

• What type of content would you like to archive?

o If this rule will be applied to archive the entire site collection, select Site

Collection from the drop-down list.

o If this rule will be applied to archive the entire site, select Site from the

drop-down list.

o If this rule will be applied to archive site collection content, select an

object level (except for Site Collection) from the drop-down list.

• How would you like to define the content to be archived? – Configure the

following criteria:

Select URL in the first drop-down list.

Select Matches in the second drop-down list.

Enter * in the text box.

• What would you like to do with the SharePoint data? – Archive and remove

data from SharePoint is selected to archive the data on the selected node and

store the data in the configured location. The corresponding data in SharePoint

will be deleted.

• Would you like to enable manual approval before archiving?

o If this rule is applied to the Governance Automation site collection

content manual archival, make sure the Enable manual approval


checkbox is selected. Otherwise the Governance Automation manual

archive task cannot be generated.

o If this rule will be applied to archive the entire site collection or site, do

not select the Enable manual approval checkbox.

• Would you like to export the SharePoint data before archiving? – Select the

Export the SharePoint data checkbox to enable this function for the Archiver

rule on the selected node. If you choose to enable this function, the content on

the selected node that meets the selected Archiver rule will be exported to the

configured location. In addition, you can choose whether or not to perform an

Archiver job by selecting one of the following options:

Export before archiving – Select this option to perform an Archiver job

after exporting the SharePoint data that meets the specified Archiver rule

to the configured location.

Export without archiving – Select this option to only perform the export

job. The following Archiver setting fields are not available:

▪ What would you like to do with the SharePoint data?

▪ Where would you like to store the archived data?

▪ Data Compression

▪ Data Encryption

Export Location – Configure the location to store the exported data.

▪ Export type selection – Select an export type from the drop-

down list. Autonomy Integration means the content can be

managed in the Autonomy platform. Concordance Load File

means the exported content can be imported to the Concordance

platform for management. EDRM XML means the exported

content can be managed by EDRM (Electronic Discovery Reference

Model).

▪ Select an export location – Select an export location from the

drop-down list where you want to store the exported data. You

can also choose to create a new one by clicking New Export

Location.

• Where would you like to store the archived data? – Select the desired Storage

Policy. For information on how to configure Storage Policies, see the DocAve 6

Control Panel Reference Guide.

• Data Compression – Choose to compress the data when archiving. A low

compression level takes less time to complete but results in larger data sets, while

high compression level takes more time to complete but results in smaller data

sets. Note that smaller data sets results in slower backup and recovery.




• Data Encryption – Choose to enable Data Encryption. Enabling this option

results in slower backup and recovery.

When you have finished configuring the new Archiver Rule, click OK to save and return

to Archiver Profile configuration.

6. Configure the desired settings for Processing Pool which allows you to a lot specific

resources to run the Archiving job, Workflow and Notification.

7. Schedule – Be sure that No schedule is selected.

8. Click Next.

9. Review your settings, then click Finish to save the new Archiver Profile.


Appendix D: Configuring DocAve Deployment Manager

Plans In order for Governance Automation to utilize DocAve Deployment Manager to deploy site

collections and sites, Deployment plans must be created in DocAve.

*Note: Each farm needs its own deployment plan.

Log into DocAve and navigate to Administration > Deployment Manager. Refer to the

following instructions to configure a deployment plan.

Creating a Deployment Mapping To configure a deployment plan, a deployment mapping must be created first.

1. In the Source pane, click on a farm to expand its object tree. Continue clicking the

relevant objects until you find the object you wish to deploy from. Select the source

object.

2. In the Destination pane, click on a farm to expand its object tree. Continue clicking the

relevant object until you find the object you wish to deploy to. Select the destination

object.

3. Click Add to Queue on the ribbon. The Add to Queue window will pop up. Depending

on the mapping you are creating, some of the following settings may be configured:

*Note: Deployments can only be mapped between a source and destination that are

using the same version of SharePoint. If the experience version of the site in SharePoint

2013 is SharePoint 2010, it can only be deployed to the site that has the same experience

version.

• Reorder the Solutions – If there are multiple solutions being deployed, you may

configure the order that the solutions are deployed in by selecting the desired

place in the Order column.

• Conflict Resolution – Choose Skip, Merge, or Replace from the Container level

conflict resolution drop-down list. Select the Check lower objects checkbox to

configure content level conflict resolution. Choose Skip, Overwrite, or Overwrite

by Last Modified Time from the Content level conflict resolution drop-down

list. For detailed information on how Deployment Manager resolves conflicts

based on these configurations, see the DocAve 6 Deployment Manager User

Guide.

• Mappings – If you have previously configured Domain Mapping, User

Mapping, or Language Mapping in Control Panel, you may choose to apply

them to this deployment mapping when adding this deployment to the Queue.

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Deployment_Manager_User_Guide.pdf

https://avepointcdn.azureedge.net/pdfs/en/sharepoint_user_guides/Deployment_Manager_User_Guide.pdf


• Filter Policy – A filter policy allows you to designate specific object or data within

each SharePoint level.

Source – Select a previously created filter policy from the drop-down list

to filter the source object or data or click New Filter Policy to create a

new one.

Destination – Select a previously created filter policy from the drop-down

list to filter the destination object or data or click New Filter Policy to

create a new one.

*Note: The filter policy in the Destination drop-down list only filters at

the site collection level and site level filter rules configured in filter policy.

Lower level objects or data in the destination cannot be filtered even if

the selected filter policy contains rules applicable to those objects.

• Source Content Settings – Select the source components that you want to

deploy to the destination:

Include security – Enable this option to deploy user and/or group

permissions to the destination node.

Include user profile – Enable this option to deploy user profile to the

destination node. Make sure that the selected destination’s Web

application is connected to the User Profile Service Application before you

select this option.

Include User Content – Enable this option to deploy the customized

content to the destination node.

• Workflow – Enable the Include workflow definition option to also deploy the

definition of existing source workflows to the destination node.

• Deploy to Relative Lists and Sites – Enable this option to synchronize the

source content type to the destination. If you have deployed a content type from

the source to the destination before, with this option selected, the content type

changes will be synchronized to the destination after this deployment job. When

this option is not selected, the content type changes will not be synchronized to

the destination content type that has already been used by lists or sites.

• Preserve the Null Column Values – Choose to preserve the null value of item

column(s) in the source. Some values of the newly created column(s) may be null

for previous items, and this option allows you to choose to replace the null value

with the default value in the destination. By default, we will preserve the null

value for those items.

• Web Configuration Settings – This option appears when you perform an IIS Site

Files level deployment. Choose to include Web Configuration in the deployment

job. By default, the following parameters are included for searching the related

configuration in web.config files:


configuration/SharePoint/PeoplePickerWildcards;

configuration/system.web/membership/providers;

configuration/connectionStrings;

configuration/connectionStrings;

You can customize the parameters according to the XPath format in the left pane

of the interface.

Choose to include the parent node’s properties if the parent node does not exist

in the destination by selecting the checkbox.

• Options – This option appears when you perform a Managed Metadata Service

level deployment. Choose the deployment mode, Full Deployment or

Incremental Deployment. A Full Deployment deploys all of the source content

or settings to the destination, while an Incremental Deployment only deploys the

modified settings since the last incremental or full deployment.

If selecting Incremental Deployment, the following options will be available:

Modifications – Choose to deploy the modifications since the last job.

Deletions – Choose to deploy the deletions since the last job. Click OK to

add this deployment mapping to the Queue, or click Cancel to return to

selecting Source and Destination nodes for the deployment mapping.

• Click OK to save your configurations.

Creating a Deployment Plan When you have finished adding the deployment mappings to the queue, click Save as a Plan on

the ribbon or located at the bottom of the screen. You will be brought to the Save as a Plan

interface. Configure the following settings to create a deployment plan:

1. Plan Name – Enter a Plan Name for this new plan. Then, enter an optional Description

for future references.

2. Backup Environment Before Running Plan – Enable this option to back up the

destination environment before running the plan. You must then select a storage policy.

Enabling this option allows you to use the Rollback feature in Job Monitor.

3. Schedule Selection – Configure a schedule for this plan:

• No Schedule – The plan will be executed after the service request is approved.

• Start Time – Select the date and time you wish this plan to be executed. If

applicable, you may change the time zone by clicking on the hyperlink to select a

different time zone.


4. Notification – Choose the type of notification and designate which DocAve user will

receive an e-mail notification report. Select a notification profile you previously created

from the drop-down list. Click View beside the drop-down list to view details of the

notification profile, or click New Notification Profile from the drop-down list to create a

new one.

5. Associated Plan Group – Add the plan to one or more plan groups to manage multiple

plans with common settings. Select a plan group you previously created from the drop-

down list or click New Plan Group from the drop-down list to create a new one.

6. Click OK located at the bottom of the screen to save the plan.


Appendix E: Configuring a Policy Enforcer Profile Before creating the Policy Enforcer profile, you must configure the source collection policy for

the nodes selected on the SharePoint farm.

Configuring a Source Collection Policy To configure the source collection policy, complete the following steps:

1. In DocAve Manager, navigate to Administration > Administrator. On the Policy

Enforcer tab, click Source Management on the ribbon to configure the auditing and

scanning policy.

2. Click Create in the Manage group on the ribbon to create a new source collection

policy.

3. In the New Source Collection Policy interface, configure the following settings:

a. Source Collection Policy – Enter the Name for the policy you are about to

create. Enter an optional Description for future references.

b. Select Auditor Mode or Scan Mode to configure the corresponding details

before applying them on the selected nodes of the SharePoint farm.

Auditor Mode – Select the Auditor Mode checkbox and click Configure

in the Manage group on the ribbon. In the pop-up window, all the

enabled Auditor Mode event types are displayed in the Available Event

Type column.

▪ Interval – Specify how often this source collection mode will run

to collect the Audit events of the enabled event types in

SharePoint to identify out of policy objects. The collected data is

stored as DocAve Job Data. Frequency of collection can improve

quality of remediation but can impact SharePoint performance.

▪ Event Type – By default, all of the event types are enabled to

ensure all of the available audit events can be collected by DocAve

to identify out of policy objects in SharePoint. To change the event

types’ statuses in this source collection policy, select the event

types whose status you want to change, click Disable to disable

the selected event types or click Enable to enable the event types.

The Audit events of the disabled event types will not be collected

by DocAve to identify out of policy objects.

Click OK to save the configuration.

Scan Mode – Select the Scan Mode checkbox and click Configure in the

Manage group on the ribbon. In the pop-up window, all the scanning

conditions are displayed in the Event Type column.


▪ Interval – Specify how often this source collection mode will run

to scan the conditions of the enabled event types in SharePoint to

identify out of policy objects, settings, permissions and/or

features. The collected data is stored as DocAve Job Data.

Frequency of collection can improve quality of remediation but

can impact SharePoint performance.

*Note: If Day(s) is selected as the interval, you can specify a start

time for the jobs of this source collection mode.

▪ Event Type – By default, all of the event types are enabled to

ensure all of the available conditions can be collected by DocAve

to identify out of policy objects in SharePoint. To change the event

types’ statuses in this source collection policy, select the event

types whose statuses you want to change, click Disable to disable

the selected event types or click Enable to enable the event types.

The corresponding conditions of the disabled event types will not

be collected by DocAve to identify out of policy objects.

Click OK to save the configuration.

c. Click Save to save the configuration of the source collection policy.

Creating a Policy Enforcer Profile To create the Policy Enforcer profile, complete the following steps:

1. In DocAve Manager, navigate to Administration > Administrator. On the Policy

Enforcer tab, click Profile Manager on the ribbon to configure the Policy Enforcer

profile.

2. Click Create in the Profile Management group on the ribbon to create a new Policy

Enforcer profile.

a. Profile Name – Enter the Name for the profile you are about to create. Enter an

optional Description for future reference.

b. Farm – Select a SharePoint farm from the drop-down list to apply the configured

profile on this selected farm.

*Note: The selected farm is the one where the Governance Automation managed

site collection resides.

c. Source Collection Policy –Select one previously configured source collection

policy for the event types to be monitored by Policy Enforcer from the drop-

down list, or select New Storage Policy to create a new one.

d. Retention Policy – Specify the retention period by entering a number and

selecting Day(s), Week(s), or Month(s) for keeping the job data associated with

this profile.


3. Click Add Rule in the Rule Management group on the ribbon. All of the rules for the

actions and conditions in SharePoint will be displayed in the pop-up window. Select the

checkboxes of the rules that you want to apply on the selected nodes of the SharePoint

farm and click OK to add the selected rules to this profile.

4. Click Save in the Profile Management group to save the configuration of this profile.


Appendix F: Configuring a Usage Pattern Alerting Plan In order for Governance Automation to utilize Usage Pattern Alerting to monitor user activities

of Governance Automation managed site collection, Usage Pattern Alerting plans must be

created in DocAve Report Center.

*Note: Each farm needs its own Usage Pattern Alerting plan.

Log into DocAve and navigate to Report Center > Usage Pattern Alerting. Refer to the

following steps to configure a Usage Pattern Alerting plan.

1. On the Usage Pattern Alerting tab, click Plan Manager.

2. Click Create on the ribbon. The Create Plan tab appears.

3. On the left pane, expand the tree and select the Web applications where the Governance

Automation managed site collections reside.

4. What would you like to name this plan? – Enter a name and an optional description

for the plan you are about to create.

5. Would you like to filter objects within the selected scope? – Click New Scope Filter

to create a scope filter that will get Governance Automation managed site collections.

In the Create a New Scope Filter window, configure the following settings:

a. In the Name and Description text boxes, enter a name and an optional

description for the scope filter you are about to create.

b. Click Add a Filter Level Group to add a new rule.

c. Select Site Collection as the filter level.

d. Click Add a Criterion to add criteria for the new rule.

e. Under the Rule column, select Custom Property: Text from the drop-down list.

An additional text box appears.

f. In the text box, enter Gov Auto Policy Alerting.

g. Under the Condition column, select Equals.

h. Under the Value column, enter the exact name of the site collection policy for

which you have Usage Pattern Alerting enabled.

i. Click Save on the ribbon to save your configurations and close the pop-up

window.

6. Whose activity would you like to monitor? – Specify the site collection users whose

activities you want to include in, or exclude from, the monitoring via this plan.

• Include All Users – By default this option is selected. The activities of all users

can be monitored.


• Users to Include – To specify the users whose activities you want to monitor

individually, select this option and enter the usernames of the desired users. Click

the check names ( ) button to check the name you entered, or click the browse

( ) button to find the users you want to include.

• Users to Exclude –To specify the users whose activities you do not want to

monitor individually, select this option and enter the usernames of the desired

users. Click the check names ( ) button to check the name you entered, or click

the browse ( ) button to find the users you want to exclude.

• Include Anonymous Users – To monitor the activities of anonymous users,

select this option.

7. What rules would you like to include in this plan? – Select a rule profile for this plan.

A rule profile contains the rules that you want to apply in bulk to monitor user activities

within the selected scope. For more information about how to configure rule profiles,

refer to the Creating a Rule Profile section in the DocAve 6 Report Center User Guide.

8. How frequently would you like to scan the selected scope based on the rules in the

Rule Profile? – Select the interval for scanning user activities within the selected scope

based on the rule profile selected above. There are three available scan intervals in the

drop-down list: 15 Minutes, 30 Minutes, and 1 Hour.

9. Would you like to exclude objects from monitoring of the rules in this plan by URL?

– To exclude some objects from the monitoring of this plan, enter the keywords

contained in the relative URLs of the desired objects into the text box. To enter multiple

keywords, separate them with semicolons.

10. What custom actions would you like to include in this plan? – Select a previously

created custom action profile for this plan. A custom action profile contains the actions

that will be taken immediately to handle the user activities that trigger the rules of this

plan. For more information about how to configure custom action profiles, refer to the

Creating a Custom Action Profile section in the DocAve 6 Report Center User Guide.

11. Click the triangle next to Save, then select Save and Enable to save the plan and enable

it right away. After a Usage Pattern Alerting plan is enabled, Report Center starts

monitoring the user activities within the selected scope based on the rules and settings

configured in the plan.




Appendix G: Building the Communication between

Governance Automation and K2 Workflow To ensure the communication between K2 Workflow and Governance Automation, complete the

following steps:

1. Go to the server where K2 Studio resides and open K2 Studio.

2. In K2 Studio, find the project for the K2 Workflow that will be integrated with


3. In the project, right-click Start on the top and select Properties.

Figure 53: Selecting Properties.

4. In the Process General Properties window, click the expand ( ) button; a new pane

appears on the right.

5. Go to the Process/Activity Data section and expand the XML Fields node.

6. Under the XML Fields node, find the current project.

7. Right-click the project and select Add; the Add XML Field window appears.

8. In the General tab, enter GAXML in the Name text box.


Figure 54: Entering GAXML in the Name text box.

9. Keep the default options for other settings and click OK to save your configuration.


Appendix H: Web API for K2 Workflow Integration Governance Automation will send the following attributes to K2 Workflow instance when a

request is submitted.

<GARequest>

<GARequestID>GUID</GARequestID>

<AdminSecurityToken>Token</AdminSecurityToken>

</GARequest>

• GARequestID, the ID of a Governance Automation request, will be used to

identify the specific request.

• AdminSecurityToken, the security token of the built-in account “admin” will be

used to operate the Web API.

The Web API used to invoke Governance Automation to execute the request approved by K2

Workflow

• Web API URL – https://GAHost:GAPort/api/ResumeAndApproveGAWorkflow

GAHost – The hostname of your Governance Automation server.

GAPort – The port number of your Governance Automation Web site.

• Web Request Method – Post

• Request Body – “=” + requestID

The Web API used to invoke Governance Automation to execute the request rejected by K2

Workflow

• Web API URL – https://GAHost:GAPort/api/ResumeAndRejectGAWorkflow


GAPort – The port number of your Governance Automation web site.

• Web Request Method – Post

• Request Body – “=”+requestID

The Web API used to get user’s security token

• Web API URL – https://GAHost:GAPort/api/GetUserSecurityToken


GAPort – The port number of your Governance Automation web site.

• Web Request Method – Get

• Parameter – loginName


Appendix I: Dynamic Mode Service Sections In a dynamic mode service, some sections can be applied with conditions, while some sections

can be used as conditions for other sections.

The table below lists the sections that can be applied with conditions and the sections that

cannot be applied with conditions.

Service Type Section Be Applied

with

Conditions?

Create Site

Collection Service

Basic Service

Settings

Site Collection Title Validation Yes

Scope Yes

Policy Yes

Language Yes

Experience Version Yes

Site Collection Template Yes

Time Zone Yes

Site Collection Permissions Yes

Primary Site Collection Administrator Yes

Secondary Site Collection

Administrator

Yes

Additional Site Collection

Administrators

Yes

Primary Site Collection Contact Yes

Secondary Site Collection Contact Yes

DocAve Deployment Manager Plan No

Manage Site Collection Lifecycle No



with

Conditions?

Governance Automation App and App

Parts

Yes

Request Access via Governance

Automation Grant Permissions Service

Yes

Approval Process No

Final Custom Action Yes

Metadata Yes

In-Request Custom Action Yes

Create Site Service Basic Service

Settings

Title Validation Yes

Scope Yes

Language Yes

Site Template Yes

Site Permissions Yes

DocAve Deployment Manager Plan Yes

Navigation Yes

Navigation Inheritance Yes

Primary Site Contact Yes

Secondary Site Contact Yes


Parts

Yes

Approval Process No




with

Conditions?

Metadata Yes


Create Library/List

Service

Basic Service

Settings

Library/List Name Validation Yes

Scope Yes

Navigation Yes

Type Yes

Library/List Template Yes

Approval Process No


Metadata Yes


Custom Service Basic Service

Settings

Approval Process No


Metadata Yes



The table below lists the sections that can be used as conditions for other sections and the

sections that cannot be used as conditions for other sections.

Service Type Section Be Used as

Conditions for

Other

Sections?

Create Site

Collection Service

Basic Service

Settings

Site Collection Title Validation No

Scope Yes

Policy Yes

Language No

Experience Version No

Site Collection Template Yes

Time Zone No

Site Collection Permissions No

Primary Site Collection Administrator No

Secondary Site Collection

Administrator

No

Additional Site Collection

Administrators

No

Primary Site Collection Contact No

Secondary Site Collection Contact No


Manage Site Collection Lifecycle No


Parts

No

Request Access via Governance

Automation Grant Permissions Service

No



Conditions for

Other

Sections?

Approval Process No

Final Custom Action No

Metadata Yes


Create Site Service Basic Service

Settings

Title Validation No

Scope Yes

Language No

Site Template Yes

Site Permissions No


Navigation No

Navigation Inheritance No

Primary Site Contact No

Secondary Site Contact No


Parts

No

Approval Process No


Metadata Yes


Library/List Name Validation No



Conditions for

Other

Sections?

Create Library/List

Service

Basic Service

Settings

Scope Yes

Navigation No

Type Yes

Library/List Template Yes

Approval Process No


Metadata Yes


Custom Service Basic Service

Settings

Approval Process No


Metadata Yes



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