Create a provisioning team template

Create a Provisioning Template for Teams, so people can request new Teams with the settings, channels, apps and approval you set. You start from a template in the Provisioning Template Library and change it in the template builder.

Before you begin

• Your Rencore role includes the Create Provisioning permission. Owner, Admin and Contributor have it. See Rencore roles.
• Provisioning is part of the Premium and Enterprise Plans.
• The first time the feature is used, a Microsoft 365 administrator grants Rencore Governance the permissions to create Teams. See Consent.

Steps

Choose a template

1. Click Provisioning on the Nav Panel.

2. Click Manage Provisioning Template.

3. Click Create provisioning template. The Provisioning Template Library opens.

4. Optionally, narrow down the list of templates by Service.

5. Highlight the template you want and click Use this Template. The predefined template loads into the builder.

   

Configure the template

1. On Template Settings, set the general, visibility and company guidelines settings. See Template settings.

2. Click Next at the top of the page.

3. On Provisioning Settings, set the security, policies, channels, apps and other settings. See Provisioning settings.

4. On Approval, turn on approvals if someone must approve each new Team. See Approval settings.

5. Click Done at the top right of the screen. A prompt asks whether you also want to turn the template on or only save it as a draft.

6. Save and turn the template on right away, or click Save as draft to save it without turning it on.

   

What you see

After you choose an option, the Provisioning Template Instances screen opens.

Template settings

Template Settings holds the general, visibility and company guidelines settings of the template.

General

• Title: a unique title for the template. The template is shown with this title in the Template Gallery.
• Description: describe the template, to help users pick the right one.

Visibility

• Who can see this template: who can see the template in the Template Library.
  • Everybody: all users can see the template.
  • Only Me (for testing): only you can see the template. Use it while you test a new template.
  • Only members of these groups: only members of the groups you specify can see the template.
• How is the template presented in gallery: the icon of the template in the Template Library, and whether it is a recommended template. To add an icon, click Browse…, select the image and click Open. The image is shown as the icon.

Company guidelines

• Template Use Company Guidelines: instructions and links to resources on best practices and compliance. Users see them before they start a provisioning request.

Provisioning settings

Provisioning Settings holds the governance settings of the template, in these parts: Security, Policies, Channels & Apps, Teams Apps, Team Settings, Site Settings, Group Settings, PnP Template and Consent.

Security

Set the visibility of the Team and assign a sensitivity label.

• Visibility: whether the Team is Public or Private.
• Sensitivity Label: type the sensitivity label or select one from the list. The labels come from your tenant, as scanned into Rencore Governance. Choose whether the requester can change the label.
• Owners: the predefined owners of the Team. Choose whether the requester can change them.
• Members: the predefined members of the Team. Choose whether the requester can change them.

Policies

Policies are enforced when the Team is created. They can be changed after the Team exists.

• Minimum Owners: the minimum number of owners the user must enter when requesting the Team.

• Team Name Prefix: a prefix added to the Team’s name. Use free text or select a data placeholder.

  

• Team Name Suffix: a suffix added to the Team’s name. As with the prefix, use free text or select a data placeholder.

• M365 Group mailNickname: enter a value to change the mailNickname property, and choose whether the requester can change it in the provisioning request.

Channels & apps

Add predefined channels to the Team.

• Channels: click the box and type the name of the channel you want to add. To see which channels are available, or to add more, click Pre-defined Teams channels below the box. Choose whether the requester can change the channels.

Teams apps

Choose the apps that are installed when the Team is created.

• Installed Apps: click the box and type the name of the app you want to install. The apps come from your tenant, as scanned into Rencore Governance. Choose whether the requester can change the apps.

Team settings

Choose which Team settings are turned on for members and guests.

• Check the boxes for the settings you want to allow in the Team, and choose whether the requester can change them.

Site settings

Set a custom site URL for the provisioned Team.

1. Toggle Use custom Site Url to On.

2. In Custom Site Url, enter the URL.

   

If a site collection with the same URL already exists, a number starting with _1 is added to the URL (e.g. “https://mysitecollection.sharepoint.com/newlycreated” becomes “https://mysitecollection.sharepoint.com/newlycreated_1”).

Group settings

Hide the Microsoft 365 group from Outlook, or turn off the Microsoft 365 group welcome message, by checking the box. Selecting Hide M365 group from Outlook also selects Disable M365 group welcome message.

PnP template

A PnP template is an XML file that builds on the provisioning template to customize it further. The name, description and visibility always come from the provisioning template, not from the PnP template.

1. Set Use custom template to On.

2. Select the template you want to use.

   

See Use a PnP provisioning template.

Consent

Rencore Governance needs permissions for your Microsoft 365 tenant to create the Teams. This is needed only the first time the feature is used. An administrator of the tenant who can grant these permissions must consent:

• Read and write all groups.
• Read all users’ full profiles.
• Have full control of all site collections.

Approval settings

Turn on approvals when someone must approve each new Team before it is created.

• Toggle the option at the top of the page to turn on approvals.
• Approvers: enter the email addresses of the users who can approve the Team, or use a data placeholder with the selection on the right of the box.
• Choose whether all approvers must approve, or one approval is enough.
• Choose whether the approvers must add a comment.
• Title: the subject of the approval email sent to the approvers.
• Details: the body of the approval email. Title and Details can use data placeholders to give the approvers more information.
• Choose whether the email is sent to the approvers.
• Choose whether a reminder is sent if the approval is not granted.
• Send reminder in (days): the number of days after which a reminder is sent if no one has responded.
• Timeout in (days): the number of days after which the provisioning request times out, when Cancel on timeout is turned on.