Keep every workspace owned
AI summary
Rencore Governance policies identify Teams, sites, and groups without sufficient owners. Set up policies to flag gaps, use automation to notify owners, and turn on workspace management so owners can add replacements themselves. Two owners per workspace is a good practice to maintain continuity.
Make sure every workspace has someone who answers for it. Policies flag workspaces without owners, with fewer than two owners or with disabled owners.
Applies to
Rencore Governance reports the owner count of every Team, site and group, and you can ask members to take over.
Who it is for: IT operations and the IT governance lead, together with the workspace ownersWorkspace ownerA workspace owner is an owner of a Microsoft 365 workspace, such as a Team, a SharePoint site or a group.Read more who fix the gap.
A good rule of thumb is two owners per workspace, with a policy that flags any workspace below two.
Steps
- Find the gaps. Turn on the owner policies below: create a policy from a template.
- Tell the people who can fix it. Create an automation from a template, for example “Send one email per Team owner”, triggered on the policy violationViolationA violation is an inventory object that matches the rule of an active policy, such as a Team with no owner.Read more.
- Let owners add a second owner themselves. Turn on workspace management in the Rencore Teams AppRencore Teams AppThe Rencore Teams App (formerly Rencore Nova) brings Rencore Governance into Microsoft Teams for the people who own and use workspaces.Read more.
- Check ownership on a schedule. Create a review for the workspaces you care about most.
See also What happens if a workspace has no owner?. Step by step: Fix Workspaces Without Owners.
Policy templates
- Teams policies: Teams without owners, Teams with less than 2 owners, Teams with very few owners, Teams with a disabled owner account, Teams with only disabled owner accounts, Shared Channels without owners.
- SharePoint policies: SharePoint Site Collections without any owners, SharePoint site collections with less than 2 site owners, SharePoint site collections with disabled owners accounts.
- Microsoft 365 policies: Groups with very few owners.
Limits
- Owners are found at the next scan of the object typeInventory objectAn inventory object is one item Rencore Governance has scanned from a connector, such as a single Team, SharePoint site collection, user or Power App.Read more, not the moment they leave. You set the scan intervalScan intervalA scan interval is how often Rencore Governance aims to scan one object type, such as daily or weekly.Read more per object type, and it is a target, not a guarantee.
- There is no action that adds an owner up to a maximum number of owners. Owner limits are not enforced when a workspace is created.
- A review goes to the owners or to users you name. It cannot be sent to the members of the workspace.
Frequently asked questions
How do I find workspaces that have no owner or too few owners?
Turn on the owner policies by creating a policy from a template. Policies flag workspaces without owners, with fewer than two owners, or with disabled owners. Rencore Governance reports the owner count of every Team, site and group.
How many owners should each workspace have?
A good rule of thumb is two owners per workspace. Use a policy that flags any workspace with fewer than two owners.
How can I tell owners to fix a workspace ownership gap?
Create an automation from a template, for example "Send one email per Team owner", and trigger it on the policy violation. You can also turn on workspace management in the Rencore Teams App so owners can add a second owner themselves.
Does Rencore Governance detect an owner leaving right away?
No. Owners are found at the next scan of the object type, not the moment they leave. You set the scan interval per object type, and it is a target, not a guarantee.
Can I send an ownership review to the members of a workspace?
No. A review goes to the owners or to users you name. It cannot be sent to the members of the workspace.
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Next steps
- Clean up after leavers
- Archive or delete inactive workspaces
- Govern AI agents (agents without owners)