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Orphaned Workspaces

Syskit Point detects workspaces that don't have active owners, which helps ensure that there is always someone responsible for access and content management for your workspaces.

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Please note!
The Orphaned Workspaces policy can be applied to the following workspace types:

  • Microsoft Teams
  • Microsoft 365 Group
  • SharePoint Sites
  • Viva Engage Community
  • SharePoint Sites

A predefined policy - Orphaned Workspaces (Default Policy) - can be found on the Policies screen.

Click the Edit (1) icon to view all defined options for the policy.

Orphaned Workspaces - Edit Policy

The Edit Policy dialog opens, where you can:

Edit Policy Dialog

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Additional information :

  • The Orphaned Workspaces policy vulnerability is detected when there are 0 active owners assigned to a workspace.

    • If 1 owner is assigned to a workspace when resolving the Orphaned Workspaces vulnerability, Syskit Point will detect the Minimum Number of Owners policy vulnerability, as the default requirement is to have at least 2 owners per workspace.

  • Nested group members are counted when resolving a policy.

    • If the required number of members, including those within nested groups, has not been added or removed, the Resolve button remains disabled until that condition is met.

  • For SharePoint sites, site Owners are determined by the SharePoint Owners group.

    • Only users in the SharePoint Owners group are considered Site Owners and can resolve tasks. Site Admins cannot resolve tasks and are not considered Site Owners.

Ask Specific Users to Assign New Owners​

The Ask Specific Users to Assign New Owners option is a 1-stage process.

When an Orphaned Workspace is detected, selected users (Syskit Point Administrators and/or custom recipients) receive a task to assign a new owner to the workspace. No additional steps or user involvement are required beyond this.

For more details on how this task is resolved from the specific user's perspective, take a look at the Resolve Orphaned Workspace tasks article.

Ask Members to Suggest New Owners​

The Ask Members to Suggest New Owners is a 2-stage process and is the default option selected.

In the first stage, Members suggest new owners:

  • When the Ask Members action is triggered, e-mails and tasks are sent to all members of the workspace
  • Members are asked to suggest one or more users as new owners
  • Members can resolve the task directly from the e-mail they receive
  • The suggestions are stored as members resolve their tasks, and stage one stays active until all members resolve their tasks
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Please note:

If the team has no members, this action cannot be completed. In that case, the admins have to resolve the vulnerability by using one of the following actions;

  • Add Owners
  • Archive Workspace
  • Delete Workspace
  • In the second stage, admins or defined custom reviewers get a new task:
    • After all members complete their task, a new task is created for admins or custom reviewers to take one of the following actions:
      • Add Owners, by approving the suggestions made by members or deciding on an owner themself
      • Archive the workspace
      • Delete the workspace

For more details on how this task is resolved from the specific user's perspective, take a look at the Resolve Orphaned Workspace tasks article.

Automatically Assign New Owners​

When the Automatically Assign New Owners option is selected, Syskit Point automatically assigns the last owner's manager as a new owner. If the manager cannot be found, Syskit Point escalates the task to the user you defined when creating the policy.

When resolving the Orphaned Workspaces task by selecting the Automatically Assign New Owners option, Syskit Point tries to find the most appropriate owner by using the following logic:

  • Check for blocked or deleted owners

    • If the workspace had blocked or deleted owners, Point assigns ownership to the manager of one of those users.
      • The selected manager has to be an active user and is chosen based on the most recent sign-in.
    • If no blocked or deleted owners are found, Point checks audit logs for users who were removed as owners within the last 7 days.
      • If such users exist, ownership is assigned to the manager of one of those users while using the same criteria as mentioned above.

  • Fallback

    • If no suitable owner can be found during the above steps, tasks are reassigned to the defined resolvers, and an e-mail is sent to them.
    • If an owner is found, but the assignment fails, tasks are assigned to Syskit Point Admins without sending an e-mail notification.
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