Enable Lifecycle Management Automation

This article explains how to enable and configure the Lifecycle Management Automation in Syskit Point.

Lifecycle Management Automation will be deprecated and replaced by the Inactive Workspaces policy. After approximately two months, the feature will be fully removed from Syskit Point.

Lifecycle Management Automation is available in the Governance plan and higher tiers. See the pricing page for more details.

To use the advantages of Lifecycle Management Automation in Syskit Point, you need to:

• Set up e-mail settings

• Enable the Syskit Point Collaborators role

• Configure Lifecycle Management Automation in settings

Please note! Only users assigned to the Syskit Point Admin role can access and configure Settings in Syskit Point.

Enable Lifecycle Management

To start with the configuration, open the Settings > Governance > Lifecycle Management screen.

The screen shows additional actions required before enabling the Lifecycle Management automation feature. For example, if you have not enabled the Syskit Point Collaborators role.

Lifecycle Management - Additional Action Required

Use the following links and learn how to set up e-mail and enable Syskit Point Collaborators.

Once all requirements are met, you can enable Lifecycle Management automation by completing the following:

• Click the checkbox to Enable Lifecycle Management Automation (1) under the Automation option

• Click Save (2) at the bottom of the screen

Lifecycle Management - Enable Automation

Automation Options

In the Automation Options section, you can:

• Select between 3 available actions for your workspace owners to take when an inactive workspace is detected:

  • Keep (1)

  • Archive (2)

  • Delete (3)

• Define the number of days owners have to complete the assigned Lifecycle Management task (4)

• Choose whether to send automatic reminders to owners (5) in case they don't complete the assigned tasks

  • When active, automatic reminders are sent 3 work days before the due date for the task

• Click Save (6) when finished with the configuration

Lifecycle Management - Automation Options

Please note! The Keep action cannot be disabled. A minimum of 2 selected actions is required.

The Archive action has additional options available:

• Remove access for:

  • Members (1); all members are removed when a workspace is archived

  • Owners (2); all owners are removed when a workspace is archived; if the option is selected, at least 1 owner should still exist for all workspaces:

    • Choose who will be set as an owner (3) on archived workspaces

• Use Prefix (4)

• Use Suffix (5)

• Check the Example (6) to preview workspace name after archiving it

• Click the Save button (7) to store your preferences

Lifecycle Management - Archive Options

Please note! If a user, security group, or mail-enabled security group is added to the Governance-Excluded Users list, they do not receive any Lifecycle Management tasks or task-related emails. For more details on setting up Governance-Excluded Users, take a look at this article.

E-Mail Customization

In the Customize E-mail section, you can adjust the look and feel of the e-mail sent out by Syskit Point when an inactive workspace is detected. Navigate to the Customize E-mails article to find all available options regarding e-mail customization.

Lifecycle Management Targeting

In the Target Selection section, you can define which workspaces to include in the Lifecycle Management.

By default, all workspace types - Microsoft Teams, Microsoft 365 Groups and sites (1) - are selected. Additionally, you can:

• Modify the workspace types monitored by clicking the workspace filter (2); here, you have the following options:

  • Microsoft Teams

  • Microsoft 365 groups

  • Sites

• Preview selected sites based on your configuration by clicking the Preview tile (3); first, you need to save your changes to enable the Preview tile

Lifecycle Management - Monitored Workspace Types

Please note! If you haven't received approval from Microsoft for detecting the activity of Microsoft Teams, Microsoft Teams will not be monitored with Lifecycle Management Automation. Find out how to enable Microsoft Teams activity tracking here.

When you click the Preview tile, the Lifecycle Management - Preview report opens, showing detailed information about workspaces that will be included in the lifecycle management automation. Here, you can:

• Click the tiles (1) to show only a certain site type; the tiles show the number of sites included in the Lifecycle Management automation, grouped by type

• Click the Show link (2) that activates the Orphaned Sites view (3)

• View all site owners that will receive a Lifecycle Management e-mail for each Microsoft Team, Microsoft 365 Group, or a site included in the Lifecycle Management automation

• Change admins by selecting a row (4) and clicking the Change Admins action (5) available in the side panel

Lifecycle Management - Preview Report

Instead of choosing workspace types that are monitored, you can select the specific workspaces (1) option. This option enables you to manually select specific Microsoft Teams, Microsoft 365 Groups, and sites monitored in the Lifecycle Management automation. You can also:

• Select the Auto-select new workspaces (2) option if you want to start monitoring newly created workspaces when Syskit Point detects them

• Edit selected workspaces (3)

• Preview selected workspaces (4)

Lifecycle Management - Specific Workspaces

When done with the selection, save your changes.

Next Steps

Now that everything is defined, the Lifecycle Management will start automatically.

For information on Syskit Point Collaborators completing Lifecycle Management tasks, take a look at the Perform Lifecycle Management Tasks article.