Workspace lifecycle

Also known as: workspace lifecycle management, lifecycle management

The workspace lifecycle covers a Microsoft 365 workspace, such as a Team or SharePoint site, from request to removal.

Rencore Governance creates the workspace from a provisioning template, scans it into the inventory, flags it with policies when it goes inactive or loses its owners, asks its owners to confirm it in a Review, and archives or deletes it through automations.

Workspace here means a Microsoft 365 workspace, not a Rencore Workspace. For the general concept, see workspace lifecycle management on rencore.com.

Requested

A user submits a provisioning request from a provisioning template, in Rencore Governance, the Rencore Teams App or Rencore Nova (deprecated). If the template requires approval, the approvers decide first. The request form can capture Custom Metadata, such as a cost center.

Created

Rencore Governance creates the workspace as the template defines: a team, a SharePoint site, a Microsoft 365 group, a Planner plan or a Viva Engage community.

Active

The next scan adds the workspace to the inventory. Owners manage owners and members in the Rencore Teams App. Policies such as Teams with less than 2 owners or Teams with a disabled owner account flag ownership gaps.

Inactive or ownerless

Policies such as Inactive teams, SharePoint site is inactive for more than 90 days and Teams without owners flag workspaces that went quiet or lost their owners. An automation on the policy violation can email the owners or archive the workspace, as the Archive unused teams template does.

Reviewed

A Review asks the owners to confirm owners, members and sharing in the Rencore Teams App. At the end, a reviewer can choose an action, such as archiving or deleting the workspace, with or without approval. A follow-up automation can run when a review expires.

Archived

The Archive or unarchive a Team action locks a Team and halts all activity in it. Archive a Site and Unarchive a Site do the same for SharePoint sites.

Deleted

Delete Team deletes a Team, and Delete SharePoint Site Collection moves a site collection to the site collection recycle bin. Restore actions bring back a deleted Team or Microsoft 365 Group and restore a site collection from the recycle bin.