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Monitor Lifecycle Management Tasks in Syskit Point
This article provides a full overview of the lifecycle management automation process for Syskit Point Admins.
All content and workspaces in your Microsoft 365 Environment have a certain lifecycle, be it the creation of the new workspace, that workspace being used for collaboration, file sharing, chat, or when a product is retired and when the previously used workspace becomes stale, inactive and no longer needed.
That last moment is where Syskit Point Lifecycle Management comes to shine. It empowers your Site Owners to choose whether they want to Keep, Delete, or Archive their inactive workspaces.
The lifecycle management in Syskit Point can be viewed from two different roles:
- Syskit Point Admin user, as described in this article
- Syskit Point Collaborator user
When working with lifecycle management, Syskit Point Admin users can:
- define lifecycle management settings
- decide which workspaces are going to be monitored
- monitor the progress of lifecycle management tasks
- receive a weekly e-mail that summarizes inactive content on their environment
- resolve the overdue tasks from Site Owners
- send reminders to Site Owners to resolve the task
On the other hand, Syskit Point Collaborators can perform lifecycle management actions on workspaces where they are an owner or admin.
Here, we will describe how a Syskit Point Admin can monitor the progress of ongoing lifecycle management tasks.
Let’s say that lifecycle management automation was enabled for your Microsoft 365 environment in SysKit Point; every Site Owner received their e-mails and is taking care of their inactive resources. A week has passed, and the SysKit Point Admin receives a Weekly summary of inactive content via e-mail with the following information:
- newly detected inactive workspaces (1)
- workspaces that require the Syskit Point Admins attention (workspaces still awaiting a response or ones that might be without owners) (2)
Syskit Point - Weekly Summary e-mail
Click the Discover More if you wish to see which new workspaces are now inactive. When logged in to Syskit Point, this link opens the Lifecycle Management Overview screen.
Clicking on Resolve now opens the lifecycle management Awaiting Response report, where you can select the problematic workspace (1) and decide which action you are going to take with it. (2)
Syskit Point - Awaiting Response report
Hint! To ensure that every workspace has an owner responsible for lifecycle management, always set an active user as an owner for the orphaned workspace.
To track the progress of the ongoing Lifecycle Management, Syskit Point Admins can use the Governance screen. To access it, click the Governance button (1) located on the left side of the screen.
Syskit Point - Governance
You will be redirected to the Governance screen. Under the lifecycle management tab, click the Overview (1).
A Lifecycle Management Overview screen appears where you can check:
- Workspaces that require your attention (orphaned workspaces)(2)
- See all inactive workspaces in your environment(3)
- Check out the graphic overview of the owners response rate to their lifecycle management tasks(4)
- Graphic overview of actions performed by owners(5)
- Check the history of lifecycle management tasks(6)
- Manage Lifecycle Management settings for your environment in Syskit Point(7)
- Change the time frame filter for lifecycle management(8)
Syskit Point - Lifecycle Management Overview
When you click to resolve the task for workspaces that require your attention, you will be redirected to the Awaiting Response report, where you will find all the workspaces that require some sort of action. Workspaces that you find there can be Orphaned workspaces or workspaces that have Overdue tasks.
On that screen, you can choose a workspace and perform lifecycle management actions (keep, archive, delete) or add owners or members to the workspace.
If the Lifecycle Management task is Overdue, the following actions can be completed:
- Owners can still resolve tasks by deciding to Keep or Archive the workspace
- Collaborators can find the task under Active tasks in their My Tasks section, but it will show as Overdue
- When Administrators access the Governance screen, the Lifecycle Management task is shown as active instead of completed when clicking on History, and they will have the ability to complete the task themselves
- Administrators can send reminders to workspace owners to complete the task
When you click the View All inactive resources, SysKit Point generates an Inactive Content report showing you all the inactive resources in your environment, regardless of whether they are being monitored by Lifecycle Management or not.
On the said report, you get an option to Keep, Archive, or Delete any workspace there. You can also Ask Owners to Review, which sends a reminder to the workspace owners to resolve the task.
Syskit Point - Inactive Content Report
If you click the View History, Syskit Point redirects you to the Lifecycle Management History report, where you can see all the lifecycle management tasks that were performed in your environment. You can also:
- Filter the report by clicking on the action tiles(1)
- See the status of a workspace and who performed an action on it(2)
- Read the comment of a user who performed said action on the workspace(3)
Syskit Point - Lifecycle Management History report
You can also perform the Restore action on workspaces that were deleted (if they haven’t been permanently deleted) or archived.