Run Lifecycle Management Actions in Syskit Point

Lifecycle Management Actions in Syskit Point

Syskit Point includes a set of Lifecycle Management actions that can be executed on Microsoft 365 workspaces - Microsoft Teams, Microsoft 365 Groups, and sites. The following actions are available:

• Keep

• Archive

• Delete

• Restore

Each action can be executed by Syskit Point Admin and Syskit Point Collaborator users. Lifecycle Management actions – Keep, Archive, and Delete – are available on the following screens in Syskit Point:

• Sites overview

• Microsoft Teams & Groups overview

• Details of a selected workspace

• Lifecycle Management task details

You can find the actions in the side panel, under the Lifecycle Management category (1).

When resolving the Lifecycle Management task, actions are displayed in a ribbon (2).

The Restore action is available for deleted and archived workspaces only. You can find these workspaces on the overview screens by selecting the Deleted/Archived Sites/Groups view (1). On the view, additional columns are available:

• Deleted By (2)

• Deleted On (3)

• Can be Restored (4) – A green checkmark is displayed for workspaces currently in the Recycle Bin and can be restored

• Restore action (5) is available in the side panel, as already described.

Lifecycle Management actions are also available in emails that Syskit Point sends to site owners and admins as a part of the Lifecycle Management Automation. Still, actions can be executed in Syskit Point only. Follow this link to learn more about Lifecycle Management emails and tasks.

Next, all actions are described in greater detail.

Keep

The Keep action is run to mark that the selected workspace is being used. As a result, the kept workspace will be:

• considered active for a selected amount of time

• exempt when inactive workspaces are calculated by the Lifecycle Management Automation

When executing this action, you can:

• Select the period (1) for which the workspace should be kept

  • By default, the selected period equals the defined number of days after which a workspace will be considered inactive, which can be changed in the Lifecycle Management settings.

  • Available options: 6 months, 1 year, 2 years, Custom

  • The Custom option opens a date picker where you can choose a specific date in the future to keep a workspace and consider it active.

• Leave a comment (2) on why you want to keep this workspace

• Confirm the action by clicking the Keep button (3)

As a result of this action, you can see the workspace getting a new activity state – Kept – visible in the Activity column (1) on overview screens. Kept workspaces are depicted with a yellow circle. On hover (2), the circle provides additional information on who said to keep the workspace and how long.

Archive

The Archive action has additional options available that are set up according to the administrator’s preference. More information on that can be found in the Enable Lifecycle Management Automation article.

Archiving a workspace within Syskit Point results in the following:

• The workspace gets into a read-only state

• Based on the parameters set by the admin, access to the workspace is removed for:

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

  • Owners; all owners are removed when a workspace is archived; when this option is set up, at least 1 owner will still exist for all workspaces as set by the admin.

• The permissions inheritance is restored on all objects

• All memberships on the workspace are removed in Microsoft 365

• All memberships are saved in the Syskit Point database to support the Restore action

• The workspace is renamed to include the Prefix and/or Suffix that was set by the admin

After selecting the Archive option for a workspace, it opens the Archive action dialog where you can:

• Enter a comment (1)

• Confirm the action by typing ARCHIVE (2)

• Execute the action by clicking the Archive button (3)

Delete

With this action, you can easily delete a workspace inside Microsoft 365.

When running the delete action, do the following:

• Enter a comment (1)

• Confirm the action by typing DELETE (2)

• Execute the action by clicking the Delete button (3)

Restore

The Restore action can be executed on archived and deleted workspaces.

• When restoring a deleted workspace, the action results in the following:

• The workspace is removed from the Recycle Bin

• The workspace is considered active

• When restoring an archived workspace, the action results in the following:

• All memberships are be restored

• The suffix [Archive] is removed from the workspace name

• The workspace is considered active

When running the Restore action, a confirmation dialog appears. To execute the action, click the Restore button.