Provision governed workspaces

Last updated Oct 20, 2026 Provisioning

AI summary

Set up templates with naming rules and business metadata to control how new Teams and SharePoint sites are created in your organization. Users request workspaces through the Rencore Teams App, approvers review and accept or decline, and policies catch existing workspaces with naming violations.

Create new workspaces only from templates you approved. Users request a Team or site in the Rencore Teams App, an approver accepts or declines, and Rencore Governance creates the workspace.

Applies to

The template sets naming rules, channels, owners and the business metadata the request asks for, and policies catch existing workspaces whose names break your rules.

Who it is for: the collaboration team that owns workspace creation, and the business users who request workspaces.

Steps

Create a provisioning template with naming rules and the questions the request asks. Read the naming convention limits first. You can also use a PnP provisioning template and suggest Teams channels.
Add business metadata, such as a cost center, with custom metadata.
Turn on the template so users can pick it.
Users request a workspace in the Rencore Teams App and track their requests.
Approvers approve or decline the request.
For workspaces that already exist, turn on the naming policies below: create a policy from a template.

Policy templates

Teams policies: Teams that use forbidden/misleading words in display name, Teams that use prohibited words in the name or description.

Limits

Naming rules apply to workspaces requested through a template. Existing workspaces are checked by a policy, not renamed.
See Limitations to provisioning naming conventions for the characters and lengths that are allowed.

Frequently asked questions

How do users request a new team or site with governed provisioning?

Users request a Team or site in the Rencore Teams App, where they can also track their requests. An approver accepts or declines the request, and Rencore Governance then creates the workspace from the approved template.

Do naming rules rename workspaces that already exist?

No. Naming rules apply only to workspaces requested through a template. Existing workspaces are checked by a policy, not renamed.

Which policy templates find existing Teams with bad names?

Two Teams policy templates are available: one for Teams that use forbidden or misleading words in the display name, and one for Teams that use prohibited words in the name or description. You create a policy from a template.

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