DocAve Governance Automation

Transcription

1 DcAve Gvernance Autmatin User Guide fr Administratrs Service Pack 4 Revisin K Issued April

2 Table f Cntents Abut... 7 Cmplementary Prducts... 7 Submitting Dcumentatin Feedback t AvePint... 9 Befre Yu Begin System Requirements Supprt Infrmatin Prts Used by Gvernance Autmatin Installatin Overview Updating Yur DcAve Versin Installing Gvernance Autmatin Changing the Certificate in IIS Manager Using the Gvernance Autmatin Cnfiguratin Tl Registering Gvernance Autmatin with DcAve Applying User-Defined Certificates Installing Web Part Deplying the Web Part Slutin Inserting the Web Part int a SharePint Site Installing Site Directry Web Part Deplying the Site Directry Web Part Slutin Inserting the Web Part int a SharePint Site Applying the Gvernance Autmatin License Cnfiguring AD Authenticatin and Ntificatin Settings Updating Gvernance Autmatin Updating Yur Gvernance Autmatin Instance Manually Updating Yur DcAve Manager and Agents Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part Getting Started Understanding Gvernance Autmatin

3 Lgging In fr the First Time Registering SharePint Online Admin Centers/Site Cllectins Cnfiguring Persnal Settings Settings The User Prfile Service Interface Using a Custm User Infrmatin Database The Department Interface The Accunt Manager Interface Managing Gvernance Autmatin Grups Adding Users int Grups Remving Users frm Grups The Reprt Exprt Lcatin Interface Managing Reprt Exprt Lcatins Cnfiguring Reprt Exprt Lcatins The Templates Interface Managing Templates Cnfiguring Templates Administratr Ntificatin The Metadata Interface Managing Metadata Cnfiguring Metadata The SharePint Permissin Level Management Interface Managing Permissin Levels Cnfiguring Permissin Levels The Executin Schedule Interface Managing Executin Schedules Creating and Editing Executin Schedules The Categry Management Interface Managing Categries Creating and Editing Categries The Timer Service Cnfiguratin Management Interface The Questinnaire Management Interface

4 Managing Questinnaire Creating and Editing Questinnaires The Exprt and Imprt Cnfiguratin Data Interface Exprting Cnfiguratin Data Imprting Cnfiguratin Data The Business User Features Activatin r Deactivatin Interface The Imprting Existing Site Cllectins and Sites Interface Scanning Site Cllectins and Sites Using Exprt Plans Mdifying the Scan Result File Imprting the Cnfigured Scan Result File Data Validatin The System Security Settings Interface Apprval Prcess Managing Apprval Prcesses Cnfiguring Apprval Prcesses Building Custmized Apprval Prcesses Plicies Managing Plicies Cnfiguring Plicies Cnfiguring Site Cllectin Plicies Services Managing Services Cnfiguring Services Cnfiguring Create Site Cllectin Services Cnfiguring Create Site Services Cnfiguring Create My Site Services Cnfiguring Create Library/List Services Cnfiguring Site Cllectin Lifecycle Management Services Cnfiguring Site Lifecycle Management Services Cnfiguring Clne r Transfer User Permissin Services Cnfiguring Change Site Cllectin Cntact r Administratr Services Cnfiguring Change Site Cntact Services

5 Cnfiguring Cntent Mve Services Cnfiguring Change Site Cllectin Settings Services Cnfiguring Change Site Metadata Services Cnfiguring Change Library/List Settings Services Cnfiguring Grant Permissins Services Cnfiguring Remve Permissins Services Mnitring and Reprting Mnitring All Requests All Tasks Audit Reprts User Activity Reprt Service Request Reprt Apprval Prcess Reprt Administratin Reprts Site Cllectin Reprt Site Reprt Requests and Tasks Requests Starting a Request Submitting a Create Site Cllectin Service Request via Nintex Wrkflw My Requests Tasks My Tasks Public Site Cllectin Directry Managing Public Site Cllectin Directry Reprts Filtering Public Site Cllectin Directry Reprts Exprting Public Site Cllectin Directry Reprts My Sites Managing My Sites Reprts Filtering My Sites Reprts Exprting My Sites Reprts

6 Gvernance Autmatin Web API Changing Branding Elements Changing the Title Style Changing the Lg and Lg URL Changing the Theme Clr Changing the Table Style Appendix A: Cnfiguring Filter Plicy Cnfiguring Filter Plicy t Use DcAve Granular Backup and Restre Cnfiguring Filter Plicy t Use Audit Cntrller in DcAve Reprt Center Cnfiguring Filter Plicy t Use Dead Accunt Cleaner in DcAve Administratr Cnfiguring Filter Plicy t Use DcAve Deplyment Manager Appendix B: Cnfiguring DcAve Archiver Prfiles Appendix C: Cnfiguring DcAve Deplyment Manager Plans Creating a Deplyment Mapping Creating a Deplyment Plan Appendix D: Cnfiguring a Plicy Enfrcer Prfile Cnfiguring a Surce Cllectin Plicy Creating a Plicy Enfrcer Prfile Ntices and Cpyright Infrmatin

7 Abut Traditinally, administratrs create SharePint bjects r manage their data in SharePint manually by fllwing a series f requirements. The number f human interactins that ccur in business prcesses can inhibit speed and the quality f decisins. Gvernance Autmatin prvides ways t create and gvern yur SharePint 2010 and SharePint 2013 bjects autmatically, bth On-Premises SharePint and SharePint Online, by submitting rich and custmizable predefined service requests which can trigger crrespnding apprval prcesses and plicies t accmplish the prcesses. This autmatin results in mre speed, verall effectiveness f the interactins and ften a reductin in errrs. This dcumentatin is fr administratrs t leverage Gvernance Autmatin fr the autmated, endt-end service and infrmatin management; if yu are a business user f Gvernance Autmatin, refer t the User Guide fr Business Users. Cmplementary Prducts Many prducts and prduct suites n the DcAve 6 platfrm wrk in cnjunctin with Gvernance Autmatin. The fllwing prducts are recmmended fr use with Gvernance Autmatin: DcAve Granular Backup and Restre DcAve Granular Backup and Restre allws yu t back up all farm cntent and quickly restre lst r crrupted cntent dwn t the item level. Site cllectins created by Gvernance Autmatin can be cnfigured t be assciated with an existing Granular Backup and Restre plan s that the cntent in the new site cllectin is prtected upn the site cllectin s creatin. DcAve Archiver DcAve Archiver reduces SharePint strage csts by autmatically fflading SharePint cntent that wuld rdinarily reside in expensive SQL Server strage t less expensive hierarchical strage systems, based upn fully custmizable business rules. Site cllectins created by Gvernance Autmatin can be cnfigured t have existing Archiver rules assciated upn the site cllectin s creatin. DcAve Cnnectr DcAve Cnnectr allws users t cllabrate upn netwrk file shares and clud strage resurces directly thrugh SharePint withut migratin. Site cllectins created by Gvernance Autmatin can be cnfigured t have DcAve Cntent Library and DcAve Media Library enabled s that DcAve Cnnectr can prvide users with access t their files utside f SharePint. DcAve Strage Manager DcAve Strage Manager mitigates expensive SQL Server strage cst caused by expnential data grwth with a cmbinatin f multiple real-time and scheduled business rules t externalize BLOB cntent based n file size, type, r ther file prperties. Cmbined with Gvernance Autmatin, business users can request new sites fr cllabratin that have Strage Manager prfiles assciated upn creatin based n settings cnfigured by an administratr. 7

8 DcAve Reprt Center The Auditr feature in DcAve Reprt Center allws yu t tracks events in SharePint bjects. Site Cllectin created by Gvernance Autmatin can be assciated with existing DcAve Auditr prfiles upn creatin. DcAve Administratr The Dead Accunt Cleaner feature within DcAve Administratr allws yu t remve the permissins f deactivated users r transfer the permissins f deactivated users t an available user in the site cllectin managed by Gvernance Autmatin. The Plicy Enfrcer feature applies Plicy Enfrcer rules t Gvernance Autmatin managed site cllectins and ensures that all actins and changes t the site cllectins fall within the previusly cnfigured rules by cntinuusly mnitring and taking actin n the site cllectins. DcAve Vault DcAve Vault allws yu t exprt the cntent in the site cllectin managed by Gvernance Autmatin t an external strage system fr further management by Autnmy r Cncrdance platfrms. DcAve Deplyment Manager DcAve Deplyment Manager allw yu t apply a rbust slutin that autmates the change management f slutins in the site cllectin managed by Gvernance Autmatin. DcAve File Share Navigatr DcAve File Share Navigatr enables Gvernance Autmatin managed site cllectins t hst links t file share cntent, thereby empwering rganizatins t leverage SharePint as the presentatin layer fr its file shares withut using valuable space n SQL Servers. 8

9 Submitting Dcumentatin Feedback t AvePint AvePint encurages custmers t prvide feedback regarding ur prduct dcumentatin. Click the fllwing URL t access the Submit Yur Feedback frm n ur Web site: 9

10 Befre Yu Begin Refer t the sectins fr system and farm requirements that must be in place prir t installing and using. System Requirements Befre installing, make sure yur envirnment meets the fllwing requirements. Rules Recmmended Cnditin Operating System Editin Windws Server 2008, Windw Server 2008 R2, Windws Server 2012, r Windws 7 Available Physical Memry Mre than 512 MB per service Available Disk Space Mre than 1 GB.NET Framewrk Features The Windws features, including WCF Activatin, HTTP Activatin, and Nn-HTTP Activatin, shuld be installed. Net.Tcp Prt Sharing Service Net.TCP Prt Sharing Service shuld be started. Windws Prcess Activatin Service Windws Prcess Activatin Service shuld be started. Prcess Mdel,.NET Envirnment, and Cnfiguratin APIs shuld be installed. Wrld Wide Web Publishing Service Wrld Wide Web Publishing Service shuld be started. Web Server (IIS 7) Rle The fllwing Windws features shuld be installed: -Web Server -Cmmn HTTP Features (Static Cntent, Default Dcument) -Applicatin Develpment (ASP.NET,.NET Extensibility, ISAPI Extensins, ISAPI Filters) -Management Tls (IIS Management Cnsle, IIS 6 Management Cmpatibility, IIS 6 Metabase Cmpatibility) SQL Server Versin SQL Server 2008, r SQL Server 2008 R2 DcAve Manager Versin DcAve 6 Service Pack 3 Cumulative Update 2 r abve DcAve Prduct(s) DcAve Administratr.NET Framewrk Versin.NET Framewrk 4.5 r abve Web Brwser Internet Explrer 8 r Internet Explrer 9 Internet Explrer 8 des nt supprt the Questinnaire feature. If using IE8, AvePint recmmends using Chrme fr the Questinnaire feature. 10

11 Supprt Infrmatin The fllwing table lists the supprted perating systems, SQL Servers, Web brwsers, SharePint versins, and DcAve prducts fr Gvernance Autmatin Service Pack 4: Type Supprted Cnditins Operating System Windws Server 2008 Windw Server 2008 R2 Windws Server 2012 Windws 7 SQL Server SQL Server 2008 SQL Server 2008 R2 SQL Server 2012 Web Brwser Internet Explrer 8 (Des nt supprt the Questinnaire feature) Internet Explrer 9 Internet Explrer 10 Ggle Chrme SharePint Micrsft SharePint Server/Fundatin 2010 (up t and including Service Pack 2) Micrsft SharePint Server/Fundatin 2013 DcAve Prducts Administratr Cntent Manager Deplyment Manager Granular Backup and Restre Reprt Center Scheduled Strage Manager Cnnectr Archiver Vault File Share Navigatr Fr a cmpatibility matrix f Gvernance Autmatin, DcAve, and SnapManager fr SharePint versins, refer t the AvePint KB article Gvernance Autmatin, DcAve, and SnapManager fr SharePint Supprt Matrix. 11

12 Prts Used by Gvernance Autmatin Refer t the table belw fr the prts that are used by Gvernance Autmatin: Prt Usage Enabled By Gvernance Autmatin website Website Prt Used t access Gvernance Autmatin website Wrkflw Service Prt Used t hst Gvernance Autmatin Wrkflw Service. Windws Cmmunicatin Fundatin Service that is hsted by Gvernance Autmatin Wrkflw Service. 12

13 Installatin Overview See belw fr an verview f the Gvernance Autmatin installatin prcess. 1. Updating Yur DcAve Versin 2. Installing Gvernance Autmatin 3. Changing the Certificate in IIS Manager 4. Using the Gvernance Autmatin Cnfiguratin Tl 5. Applying User-Defined Certificates 6. Installing Web Part 7. Installing Site Directry Web Part 8. Applying the Gvernance Autmatin License 9. Cnfiguring AD Authenticatin and Ntificatin Settings Updating Yur DcAve Versin Ensure that the fllwing requirements are met prir t installing Gvernance Autmatin SP4. At a minimum, DcAve 6 Service Pack 3 Cumulative Update 2 is required t wrk with Gvernance Autmatin SP4. T ensure cmpatibility and functinality cnsistency, update yur DcAve instance t DcAve 6 Service Pack 3 Cumulative Update 2 r later befre prceeding with yur Gvernance Autmatin update. Fr details n updating yur DcAve instance, refer t the DcAve 6 Cntrl Panel Reference Guide. After updating DcAve t the minimum required versin, yu can then prceed with yur Gvernance Autmatin installatin. Installing Gvernance Autmatin Befre installing Gvernance Autmatin, ensure that the cnditins in Updating Yur DcAve Versin have been met. During Gvernance Autmatin installatin, an autmatic update is applied t the DcAve Manager and Agents. This update ensures prper cmmunicatin between DcAve and Gvernance Autmatin. Extract the cntent frm the ZIP file t the desired lcatin in yur directry, and then fllw the instructins belw t install : 1. Lcate the directry. Duble-click the Setup.exe file. 13

14 2. In the Welcme screen, chse t install in English, Japanese r French by selecting the language pack frm the drp-dwn menu, then click Next. 3. Enter yur Name and Organizatin int the prvided field. Click Next. 4. Carefully review the Gvernance Autmatin License Agreement. After yu have read the agreement, check the I accept the terms in the license agreement checkbx, and click Next. 5. By default, Gvernance Autmatin will be installed in C:\Prgram Files\AvePint. T change this lcatin, click Brwse. Click Next. 6. Set up the Service Cnfiguratin: a. DcAve Cntrl Service Address Cnfigure the DcAve Cntrl Service Hst and the DcAve Cntrl Service Prt. DcAve Cntrl Service Hst Enter the hstname r IP address f the machine where DcAve Cntrl Service is installed. DcAve Cntrl Service Prt Enter the DcAve Cntrl Service prt number used t cmmunicate with DcAve Cntrl Service. The default prt number is b. Gvernance Autmatin Hst Enter the hstname r IP address f the machine where Gvernance Autmatin will be installed. c. IIS Web Site Settings Cnfigure the IIS web site settings fr the Gvernance Autmatin. Yu can select t use an existing IIS web site r create a new IIS web site. The IIS web site is used t access Gvernance Autmatin. Use an existing IIS web site Select an existing IIS web site frm the drp-dwn list, and if necessary, yu can adjust the Web Site Prt used t access the Gvernance Autmatin. Create a new IIS web site Enter the web site name fr creating a new IIS web site fr Gvernance Autmatin. The default Web Site Prt number used t access Gvernance Autmatin is 15000, yu d nt need t change it unless a knwn prt cnflict exists. Web Site Prt Enter the prt number fr Gvernance Autmatin cmmunicatin. The default prt number is d. Applicatin Pl Settings Cnfigure the IIS applicatin pl settings fr the crrespnding web site t cllect and manage requests sent t crrespnding web site. Yu can select t use an existing applicatin pl r create a new applicatin pl. Use an existing applicatin pl Select an existing applicatin pl frm the drp-dwn list. If yu chse t use an existing applicatin pl, the Applicatin Pl Accunt settings are greyed ut and cannt be changed. Create a new applicatin pl Enter the applicatin pl name and applicatin pl accunt settings t create a new IIS applicatin pl fr the crrespnding web site. 14

15 *Nte: The specified user must be a lcal administratr, and a member f DB_DataReader rle and DB_DataWriter rle fr DcAve Archiver Database. e. Gvernance Autmatin Wrkflw Service The Gvernance Autmatin Wrkflw service is a lcal service that needs t be manually started befre Gvernance Autmatin can be used. Cnfigure the Wrkflw Service Prt and Service Accunt. Wrkflw Service Prt Enter the Wrkflw Service prt number used t cmmunicate with Wrkflw Service. The default prt number is Service Accunt Specify the accunt that the Gvernance Autmatin Wrkflw service can use t lg n by entering the username and passwrd. *Nte: The specified user must be a Gvernance Autmatin database wner with the sufficient permissin t access the Gvernance Autmatin Wrkflw Service. f. Gvernance Autmatin Timer Service The Gvernance Autmatin Timer service is a lcal service that needs t be manually started befre Gvernance Autmatin can be used. Cnfigure the Service Accunt fr Timer Service. Service Accunt Specify the accunt that the Gvernance Autmatin Timer service can use t lg n by entering the username and crrespnding passwrd. *Nte: The specified user must be a member f DB_DataReader rle and DB_DataWriter rle fr DcAve Archiver Database. 7. Click Next t cntinue t cnfigure the authenticatins fr Gvernance Autmatin. 8. Set up the Authenticatin Cnfiguratin: Authenticatin Enter the DcAve Manager Passphrase t ensure the cmmunicatin with DcAve. If yu frget the passphrase, yu can view it by navigating t DcAve > Cntrl Panel > General System Settings > System Optins > Security Settings. DcAve Administratin Accunt Settings Enter the DcAve Manager accunt by which the DcAve activities are perfrmed. The user accunts specified here must be lcal users with full cntrl permissins f DcAve. *Nte: Shuld yu need t change the DcAve accunt infrmatin entered here, execute the Cnfiguratin Tl in the Gvernance Autmatin flder. 9. Click Next. 10. Gvernance Autmatin will perfrm a brief pre-scan f the envirnment t ensure that all hardware and cnfiguratins meet the requirements. The status fr each rule will be listed under the Status clumn heading. Click the hyperlink in the Status clumn, the detailed infrmatin abut the scan result will be listed in the ppup windw. 11. Click Detail and yu can view the detailed requirements fr all f the rules. 12. Click Next t start the cnfiguratins f databases fr Gvernance Autmatin. 13. Set up the Cnfiguratin Database Settings: 15

16 14. Click Next. a. Database Settings Specify a Cnfiguratin Database fr Gvernance Autmatin t stre its settings and cnfiguratins. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Gvernance Autmatin Database Name Enter a name fr Gvernance Autmatin Cnfiguratin Database. If the database des nt exist, it will be autmatically created in the specified database server. b. Database Credentials Select whether Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Cnfiguratin Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the specified accunt and passwrd. c. Advanced Database Settings Enter a failver database server name t specify it as a ht standby database server fr Gvernance Autmatin Cnfiguratin Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. 15. Set up the Audit Database Settings t cnfigure an Audit Database fr Gvernance Autmatin t stre the auditing infrmatin, data and reprts. a. T use the same database settings including Database Server, Database Credentials, and Advanced Database Settings as Gvernance Autmatin Cnfiguratin Database s by checking the Use the previus database settings checkbx, and enter a name fr the Audit Database fr Gvernance Autmatin. If the database des nt exist, it will be autmatically created in the specified database server. b. T set up a separate database as an Audit Database fr Gvernance Autmatin by unchecking the Use the previus database settings checkbx, and entering the fllwing infrmatin. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Audit Database Name Enter a name fr Gvernance Autmatin Audit Database. If the database des nt exist, it will be autmatically created in the specified database server. Database Credentials Select whether Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Audit Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. 16

17 16. Click Next. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the specified accunt and passwrd. Advanced Database Settings Enter a failver database server name t specify it as a ht standby database server fr Gvernance Autmatin Audit Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. 17. Set up the Advanced Cnfiguratin t select a Secure Scket Layer (SSL) certificate that is used fr cmmunicatin between Gvernance Autmatin and DcAve. Built-in Certificate Use the certificate prvided by Gvernance Autmatin. N additinal cnfiguratin is necessary. User-defined Certificate Gvernance Autmatin accepts user-defined certificates, but AvePint cannt guarantee full Gvernance Autmatin functinality if a userdefined certificate is used. AvePint strngly recmmends yu use the prvided built-in certificate. *Nte: If selecting a user-defined certificate, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries after the installatin cmpletes. Fr mre infrmatin, refer t Applying User-Defined Certificates. 18. In the Ready t Install page, all f the infrmatin cnfigured in the previus steps is listed. Click Install t begin the installatin. Click Back t return t the previus interface. Click Cancel t exit the installatin wizard withut saving any f the cnfiguratins. 19. Once Gvernance Autmatin is successfully installed, yu have the ptin t Register Gvernance Autmatin t Custmer Experience Imprvement Prgram t enhance technical supprt in the Installatin cmpleted interface. Then, click Finish t exit the installatin wizard. 20. Lastly, verify that the DcAve Manager and Agent update was applied successfully by navigating t Cntrl Panel > Update Manager > View Histry and checking the Versin and Date clumns f the newly installed update. If the DcAve Manager and Agent update did nt install successfully, see Manually Updating Yur DcAve Manager and Agents. *Nte: If yu cntinue t use Gvernance Autmatin SP3 Database when cnfiguring Database Settings, Gvernance Autmatin autmatically upgrades the SP3 data during SP4 installatin. Changing the Certificate in IIS Manager When attempting t access the Gvernance Autmatin lgin screen via brwser, a certificate errr interface may appear. T prevent the certificate errr, change the certificate that is used t hst the Gvernance Autmatin website t a fully trusted certificate. This certificate must be fully trusted by all f the client machines in yur envirnment. T change the certificate, cmplete the fllwing steps: 17

18 1. On the server where Gvernance Autmatin is installed, navigate t Start > Administrative Tls > Internet Infrmatin Services (IIS) Manager. 2. Expand the cnnectin and expand Sites. 3. Right-click Gvernance Autmatin and click Edit Bindings. The Site Bindings windw appears. 4. Click the binding and click Edit. The Edit Site Binding windw appears. 5. In the SSL certificate drp-dwn list, select the certificate that is fully trusted by all f the client machines in yur rganizatin. 6. Click OK t save yur cnfiguratins. 7. Click Clse t clse the Site Bindings windw. After the certificate is successfully changed in IIS Manager, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries t cmplete the prcess. Fr mre infrmatin, refer t Applying User-Defined Certificates. Using the Gvernance Autmatin Cnfiguratin Tl T view r edit the installatin settings after the installatin, navigate t Start > Gvernance Autmatin and click Gvernance Autmatin Cnfiguratin Tl n a server where Gvernance Autmatin is installed. In Gvernance Autmatin Cnfiguratin Tl, the Cnfiguratin Database Settings, Audit Database Settings, Service Cnfiguratin, Authenticatin Cnfiguratin, and Advanced Cnfiguratin can be mdified. Fr instructins n mdifying these settings, refer t Installing Gvernance Autmatin. *Nte: If yu are changing the certificate in Advanced Cnfiguratin, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries after saving changes in the Gvernance Autmatin Cnfiguratin Tl. Fr mre infrmatin, refer t Applying User-Defined Certificates. Registering Gvernance Autmatin with DcAve If yu uninstall DcAve and then reinstall DcAve after a Gvernance Autmatin installatin, yu must re-register Gvernance Autmatin t DcAve using the Gvernance Autmatin Cnfiguratin Tl. T re-register Gvernance Autmatin t DcAve, yu must cnfigure the fllwing settings in the Gvernance Autmatin Tl: DcAve Cntrl Service Address DcAve Manager Passphrase DcAve Administratin Accunt Settings Refer t Installing Gvernance Autmatin fr detailed infrmatin n these settings. After reregistering Gvernance Autmatin t DcAve, an update must be manually installed in DcAve t use 18

19 Gvernance Autmatin prperly. This update (DcAve_Update_fr_Gvernance_Autmatin_1.4.zip) resides in the Gvernance Autmatin installatin package. Applying User-Defined Certificates If a user-defined certificate was applied when installing a DcAve Agent and Gvernance Autmatin, r if yu changed the built-in certificate t a user-defined certificate in the DcAve 6 Agent Cnfiguratin Tl and Gvernance Autmatin Cnfiguratin Tl, the AgentCmmnWCFBehavirs.cnfig file in \AvePint\DcAve6\Agent\bin and the GACntrlWCFBehavirs.cnfig file in \AvePint\GvernanceAutmatin\Cnfig were autmatically updated t reflect the certificate change. Hwever, the AgentCmmnWCFBehavirs.cnfig file in \AvePint\DcAve6\Agent\bin\GvernanceAutmatin and the GACntrlWCFBehavirs.cnfig file in \AvePint\GvernanceAutmatin\bin\Cnfig must be manually updated. T manually update these.cnfig files, cmplete the fllwing steps: 1. On the server where DcAve Agent resides, navigate t \AvePint\DcAve6\Agent\bin. 2. Find the AgentCmmnWCFBehavirs.cnfig file, right-click the file, and select Cpy. 3. Navigate t \AvePint\DcAve6\Agent\bin\GvernanceAutmatin and paste the cpied.cnfig file int this directry. 4. The Cnfirm File Replace windw appears. Click Yes t prceed. 5. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cnfig. 6. Find the GACntrlWCFBehavirs.cnfig file, right-click the file, and select Cpy. 7. Navigate t \AvePint\GvernanceAutmatin\bin\Cnfig and paste the cpied.cnfig file int this directry. 8. The Cnfirm File Replace windw appears. Click Yes t prceed. Installing Web Part The Web part embeds the business user interface within a SharePint site. This prvides SharePint users with easier access withut having t leave their SharePint envirnment. *Nte: Make sure the intended users have the crrect permissins t access the sites where this Web part is installed. 19

20 T use the Gvernance Autmatin Web part prperly, the certificate that is used t hst Gvernance Autmatin website must be fully trusted by yur machines. Fr mre infrmatin, refer t Changing the Certificate in IIS Manager. Deplying the Web Part Slutin Fllw the instructins belw t add Gvernance Autmatin Web Part t SharePint: 1. G t Start > Run > enter cmd in the Open text bx and click OK. 2. Enter the fllwing cmmand: cd C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\14\BIN Figure 1: Deply the Web Part Slutin (1) 3. Press Enter and cntinue the cmmand in the fllwing frmat: stsadm.exe - addslutin -filename C:\GAWebPart.wsp *Nte: C:\GAWebPart.wsp shuld be replaced with the path where the slutin is stred. Figure 2: Deply the Web Part Slutin (2) 4. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 5. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GAWebPart.wsp is displayed. 6. Click gawebpart.wsp, and then click Deply Slutin t deply it. If yu are using the Service Pack 3 Web Part and yu are planning t update frm Service Pack 3 t Service Pack 4, yu must reinstall the Web part after the update t SP4. Fr mre infrmatin, refer t Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part. 20

21 Inserting the Web Part int a SharePint Site T add the Web part t a page in a SharePint site cllectin, g t the site cllectin yu want t add the Web part t and fllw the instructins belw: 1. Navigate t Site Actins > Site Settings > Site cllectin features. 2. Find Web Part Feature and click Activate. 3. In the page where yu want t add the Web part, click Edit Page > Insert > Web Part. 4. Select then select the Web part and click Add. 5. Once the Web part has been added, click n dwn arrw in the upper right-hand crner and select Edit Web Part frm the drp-dwn menu. 6. Under Appearance, set the size fr the Web part. Fr mst, it is recmmended t use height f 768 and width f Cnfigure the Gvernance Autmatin Settings sectin: Gvernance Autmatin URL (Required) Set the URL in the fllwing frmat: *Nte: d nt add anther / after the URL. Hide the Gvernance Autmatin menu bar (Optinal) Select the checkbx t hide the Gvernance Autmatin menu bar in the interface f yur Gvernance Autmatin Web Part. 8. Click Apply t apply yur changes, then click OK t save yur cnfiguratins. Installing Site Directry Web Part The Site Directry Web part displays detailed site infrmatin and allws business users t search fr URL, Title, Primary Site Cntact, Secndary Site Cntact, r metadata added in Gvernance Autmatin. Fr the Gvernance Autmatin Site Directry Web part t display prperly, the certificate that is used t hst Gvernance Autmatin website must be fully trusted by yur machines. Fr mre infrmatin, refer t Changing the Certificate in IIS Manager. Deplying the Site Directry Web Part Slutin Fllw the instructins belw t add Gvernance Autmatin Site Directry Web part t SharePint: 1. G t Start > Run > enter cmd in the Open text bx and click OK. 21

22 2. Enter the fllwing cmmand: cd C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\14\BIN Figure 3: Deply the Site Directry Web Part Slutin (1) 3. Press Enter and cntinue the cmmand in the fllwing frmat: stsadm.exe - addslutin -filename C:\GASubSiteDirectry.wsp Figure 4: Deply the Site Directry Web Part Slutin (2) *Nte: C:\GASubSiteDirectry.wsp shuld be replaced with the path where the slutin is stred. 4. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 5. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GASubSiteDirectry.wsp is displayed. 6. Click gasubsitedirectrywebpart.wsp, and then click Deply Slutin t deply it. If yu are using Site Directry Web Part in Gvernance Autmatin Service Pack 3 and yu are planning t update frm Service Pack 3 t Service Pack 4, yu must reinstall the Web part after the update t SP4. Fr mre infrmatin, refer t Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part. Inserting the Web Part int a SharePint Site T add the Web part t a page in a SharePint site cllectin, g t the site cllectin yu want t add the Web part t and fllw the instructins belw: 1. Navigate t Site Actins > Site Settings > Site cllectin features. 2. Find Site Directry Web Part Feature and click Activate. 3. In the page where yu want t add the Web part, click Edit Page > Insert > Web Part. 4. Select then select the Web part and click Add. 5. Once the Web part has been added, click n dwn arrw in the upper right-hand crner and select Edit Web Part frm the drp-dwn menu. 22

23 6. Yu can specify hw many pieces f site infrmatin t be displayed in ne page by entering yur desired number in the Rws t display text bx. *Nte: The minimum width is 787 pixels. 7. Click OK t save. Yu will be prmpted t cnfirm that yu want t display the cntent; click Yes. Applying the Gvernance Autmatin License The Gvernance Autmatin license is applied thrugh DcAve using License Manager. T apply yur new Gvernance Autmatin license: 1. Lg int DcAve and navigate t Cntrl Panel > License Manager. 2. Click Imprt, and brwse t where yu extracted the cntent f the ZIP file t. 3. Select the license and click Open. 4. Click Apply n the ribbn t apply the license. Once the license has been applied, the Gvernance Autmatin agents will autmatically be enabled and ready t use. Cnfiguring AD Authenticatin and Ntificatin Settings T grant yur users access t Gvernance Autmatin using their Active Directry (AD) accunt, the AD must be cnfigured and enabled in DcAve. Fr infrmatin n cnfiguring AD authenticatin in DcAve, refer t the Authenticatin Manager sectin f the DcAve 6 Cntrl Panel Reference Guide. Gvernance Autmatin ntificatins leverages SMTP settings cnfigured in DcAve. Fr Gvernance Autmatin t send ut ntificatins, yu must first cnfigure the Send Settings in DcAve. Fr infrmatin n cnfiguring the Send Settings in DcAve, refer t the User Ntificatin Settings sectin f the DcAve 6 Cntrl Panel Reference Guide. 23

24 Updating Gvernance Autmatin Befre yu update t Gvernance Autmatin Service Pack 4, be sure that yu have met the cnditins described in Updating Yur DcAve Versin. After ensuring that the prerequisites are met, prceed with the Gvernance Autmatin update prcedure described belw. Updating Yur Gvernance Autmatin Instance This prcedure assumes that yu have met the cnditins described in Updating Yur DcAve Versin and that yu have already dwnladed and extracted the DcAve_Gvernance_Autmatin_1.0_SP4.zip file. During yur Gvernance Autmatin update, an autmatic update is applied t the DcAve Manager and Agents. This update ensures prper cmmunicatin between DcAve and Gvernance Autmatin. 1. In the DcAve Update Manager, install the dwnladed DcAve_Gvernance_Autmatin_1.0_SP4.zip update in the Gvernance Autmatin tab t update Gvernance Autmatin n yur selected servers. 2. Verify that the DcAve Manager and Agent update was applied successfully by navigating t Cntrl Panel > Update Manager > View Histry and checking the Versin and Date clumns f the newly installed update. If the DcAve Manager and Agent update did nt install successfully, see Manually Updating Yur DcAve Manager and Agents. Manually Updating Yur DcAve Manager and Agents In rare cases, the DcAve Manager and Agent may nt successfully update. If this ccurs, yu can update the Manager and Agents by manually pinting DcAve t where the DcAve update.zip file exists. This prcedure assumes that yu have already dwnladed and extracted the DcAve_Gvernance_Autmatin_1.0_SP4.zip file. 1. In DcAve Manager, navigate t Cntrl Panel > Update Manager. 2. In the Update Manager interface, click Manage Updates n the ribbn. 3. In the Manage Updates interface, click Brwse n the ribbn t brwse and lcate the DcAve_Update_fr_Gvernance_Autmatin_1.4.zip file update file in \DcAve_Gvernance_Autmatin_1.0_SP4\GvernanceAutmatinPatch\ GvernanceAutmatin\Update. 4. Select the update and click Install n the ribbn. 5. The Server Selectin pp-up windw appears and shws all f the available Manager services n the Manager tab and all f the available Agents n the Agent tab. 24

25 6. On the Manager tab, select the Install the update fr all the managers belw checkbx t update all f the Manager services. 7. On the Agent tab, select the farms whse Agent services yu want t update by selecting the crrespnding checkbxes. 8. Click Install n the ribbn t start the installatin. The Update Installatin page appears, displaying the prgress. After installatin, there will be a message t indicate that the installatin is successful. 9. Click Finish. 10. T verify that the update was successful, navigate t Cntrl Panel > Update Manager > View Histry and check the Versin clumn f the newly installed update. Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part If yu have used Gvernance Autmatin Web part and/r Gvernance Autmatin Site Directry Web part in Gvernance Autmatin Service Pack 3, yu must reinstall the Web parts after yu update yur Gvernance Autmatin instance t Service Pack 4. T reinstall the Web parts, uninstall the previus installed Web parts first by cmpleting the fllwing steps: 1. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins. 2. Click gawebpart.wsp r gasubsitedirectrywebpart.wsp, and then click Retract Slutin. 3. Click Back t Slutins and the status f the previusly selected slutin is Nt Deplyed. 4. Click the slutin, and then click Remve Slutin. A cnfirmatin windw appears. 5. Click OK t remve the slutin. After uninstall the Web parts, reinstall the Web parts. Fr mre infrmatin, refer t Installing DcAve Gvernance Autmatin Web Part and Installing Site Directry Web Part. 25

26 Getting Started Refer t the sectins belw fr imprtant infrmatin n getting started with Gvernance Autmatin. Understanding Gvernance Autmatin If yu are new t Gvernance Autmatin, it may be helpful t review the Key Terms list t familiarize yurself with terms such as service, plicy, and apprval prcess, which will be used thrughut this user guide. Once yu have familiarized yurself with Gvernance Autmatin terminlgy, it is imprtant t understand hw the different features and functinalities wrk tgether. This knwledge is essential t prperly cnfigure the sftware fr yur rganizatin. In Gvernance Autmatin, administratrs can set up services that perfrm SharePint r DcAve peratins. These services can be made available t nly the relevant departments/purpses s that they can be custmized t be mst effective fr each department/purpse. A Service may have a plicy assciated with it s that if yur rganizatin has specific rules n certain SharePint peratins, yu can ensure that all services with the same assciated plicy will be cmpliant t yur rganizatin s standards. Services will als have at least ne apprval prcess cnfigured s that when a user submits a request fr a specific service, the apprpriate parties (such as the user s manager) are ntified and can prvide the necessary apprval. Once the service request has been fully apprved, Gvernance Autmatin perfrms the SharePint and/r DcAve prcesses accrding t the custmized settings cnfigured fr that service. Lgging In fr the First Time In Gvernance Autmatin, different administratr and business user accunts may be cnfigured in the Accunt Manager. Hwever, when lgging int Gvernance Autmatin fr the first time, yu must use the built-in administratr accunt: Lgin ID: admin Passwrd: admin Lgin n t: Lcal System When yu first lg int, the Gvernance Autmatin Quick Start Wizard appears. Enter the infrmatin as instructed by the wizard t generate a default apprval prcess, tw plicies (gld and silver), and a create site cllectin service. 26

27 Administratr Enter a username t set as the administratr. Click t check that the name is valid. Yu may als click t search fr a user. Business User Enter a username t set as the business user. Click t check that the name is valid. Yu may als click t search fr a user. Department Enter a custmized department name in the text bx. Farm Select a farm frm the drp-dwn menu t cnfigure the scpe further. Scpe Select the whle farm, ne r mre Web applicatins t add int the scpe. Click OK t save the abve cnfiguratins, r click Cancel t exit the Quick Start Wizard. If User Prfile Service is used in yur SharePint envirnment, we recmmend yu cnfigure Gvernance Autmatin t use yur existing User Prfile Service nce yu cmplete this wizard. This can be cnfigured in Settings. Registering SharePint Online Admin Centers/Site Cllectins T use Gvernance Autmatin t manage cntent in a SharePint Online standard instance r SharePint Online dedicated instance, yu must first register in DcAve the SharePint Online standard instance admin centers r SharePint Online standard/dedicated instance site cllectins. Refer t the fllwing steps t register SharePint Online standard instance admin centers and SharePint Online standard/dedicated instance site cllectins: 1. In DcAve Manager, navigate t Cntrl Panel > SharePint Sites. 2. Select the Default_SharePint Sites_Grup r a newly created SharePint Sites grup. 3. Click Manage Site Cllectin n the ribbn. 4. Click Add n the ribbn. 5. Enter the Site cllectin URL, Username, and Passwrd in the crrespnding text bxes. *Nte: T register a SharePint Online standard instance admin center, enter the admin center URL in the Site cllectin URL text bx. 6. Click OK t save yur cnfiguratins. *Nte: T prperly retrieve data, AvePint strngly recmmends that a SharePint Sites grup cntains nly thse site cllectins that are in the same SharePint Online Admin Center r the same Central Administratin. Fr mre infrmatin abut managing SharePint Sites in DcAve Cntrl Panel, refer t the DcAve Cntrl Panel Reference Guide. Cnfiguring Persnal Settings T cnfigure the language and the time zne that yur Gvernance Autmatin platfrm displays, click yur lgin ID n the navigatin bar. Then, click Cnfigure Persnal Settings. 27

28 Fllw the instructins belw t cnfigure yur persnal settings in the pp-up Cnfigure Persnal Settings interface. 1. Language Select a Language frm the drp-dwn menu t set it as the display language. 2. Time Zne Select the display time zne fr the Gvernance Autmatin interface. The time zne selected here decides the display time f data in the interface. 3. Office 365 Accunt Enter the Office 365 accunt that will be mapped with the current lgin user, s that the current lgin user can manage cntent in SharePint Online. *Nte: The entered Office 365 accunt must be in the smene@example.cm frmat. 4. Click Save n the ribbn; a windw appears. 5. Enter the passwrd fr the Office 365 accunt in the text bx and click OK t save yur cnfiguratin; the display language and display time zne will change autmatically. Click Cancel t clse the windw withut saving any cnfiguratins. 28

29 Settings The Settings page is where yu custmize cnfiguratins that affect the entire Gvernance Autmatin platfrm, as well as cnfigure settings that may be nly relevant t certain features in Gvernance Autmatin. T access Settings, click Settings in the Administratr landing page. The User Prfile Service Interface The User Prfile Service applicatin in Micrsft SharePint Server 2010/2013 stres infrmatin abut users in a central lcatin. User Prfile Service allws yu t get the detailed staff infrmatin in an rganizatin, which can facilitate prductive interactins and enable users t cllabrate efficiently. Fr custmers using a custm database t stre user infrmatin, see the Using a Custm User Infrmatin Database sectin fr instructins n synchrnizatin with. T cnfigure User Prfile Service fr Gvernance Autmatin, click User Prfile Service in the Settings page. Click Cancel n the ribbn t clse the User Prfile Service interface. Fllw the instructins belw t cnfigure a User Prfile Service: 1. In the User Prfile Service interface, select the farm frm in the Farm Name drp-dwn menu. This is the farm that will be leveraging the User Prfile Service. 2. Select a User Prfile Service frm the User Prfile Service Name drp-dwn menu. 3. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Settings interface withut saving the cnfiguratins. Using a Custm User Infrmatin Database T retrieve user infrmatin frm a custmized database, fllw the instructins belw: 1. Add the GACntract.dll file that is in \AvePint\GvernanceAutmatin\bin as a reference. 2. Make a class and inherit the ICustmRleService interface. 3. Implement interface ICustmRleService. 4. Nte that the user data must cntain the fllwing infrmatin: IdentityName, Department, Manager, and IsDeleted.) 5. Build the DLL file and add t \AvePint\GvernanceAutmatin\bin 6. Navigate t \AvePint\GvernanceAutmatin and right-click the Glbal.cnfig file t pen it with Ntepad. 7. Find the LadCustmRlesCnfig nde and mdify the value t True. 29

30 8. Add the assembly infrmatin t the highlighted area belw: Figure 5: Mdify the Glbal.cnfig file 9. Save and clse the file. will retrieve user metadata frm the custmized database and synchrnize user infrmatin. The Department Interface Departments with specific respnsibilities in an rganizatin can be assciated with crrespnding Services in rder t rganize services t help create custm service catalgs catered t the needs f different users. Yu can chse t retrieve the department infrmatin frm SharePint User Prfile Service r cnfigure the departments manually. In the Settings page, click Department t cnfigure Departments. Click Cancel n the ribbn t clse the Departments interface. T get existing Department infrmatin frm SharePint User Prfile Service, fllw the instructins belw: 1. In the Department interface, select the Use Prperty in User Prfile Service by clicking the radi buttn next t it. 2. Select Prperty frm the drp-dwn menu t get the department infrmatin. By default, the Department prperty is selected in the drp-dwn menu. The prperties displayed here are cnfigured in User Prfile Service. 3. Click Save n the ribbn t save the cnfiguratins. Click Cancel t return t the Settings interface withut saving any cnfiguratins. T add new Departments in Gvernance Autmatin, fllw the instructins belw: 1. In the Department interface, select the Cnfigure Departments radi buttn. 2. Click the Add New link under the Cnfigure Departments radi buttn. 3. Enter a Department name in the text bx under the Value clumn heading. 4. Click the Insert link next t the text bx t add the desired department. Click next t the text bx t mdify the department name, and click the Update link t save the mdificatins r click 30

31 the Cancel link t exit the editing mde withut saving any mdificatins. Click Edit link t delete the unnecessary departments. 5. Repeat the steps abve t add mre departments. next t the 6. Click Save n the ribbn t save all f the cnfiguratins. Click Cancel t return t the Settings interface withut saving any cnfiguratins. The Accunt Manager Interface *Nte: In rder t use yur Active Directry t create user accunts and grups in Gvernance Autmatin, Active Directry authenticatin must be cnfigured in DcAve. Fr mre infrmatin n hw t cnfigure Active Directry authenticatin in DcAve, see the Authenticatin Manager sectin f the DcAve 6 Cntrl Panel Reference Guide. Accunt Manager allws yu t manage user accunts and grups fr Gvernance Autmatin. There are tw default grups used t manage user accunts fr Gvernance Autmatin: Administratr Grup Users in this grup are able t access bth the administratr and business user interface f Gvernance Autmatin, giving them the ability t cnfigure system settings, mnitr requests and tasks, and maintain services, as well as submit and apprve requests fr services. Business User Grup Users in this grup are nly able t access the business user interface f Gvernance Autmatin, allwing them t submit and apprve requests fr allwed services. Custm Business User Grups may be created allwing designated users t als view Gvernance Autmatin reprts fr mnitring prcesses and wnership f site cllectins. Additinal custm user grups can be created t allw certain users t view reprts and mnitr all requests and tasks. T cnfigure Accunt Manager fr Gvernance Autmatin, click Accunt Manager in the Settings page. Click Clse n the ribbn t clse the Accunt Manager interface. Managing Gvernance Autmatin Grups In Accunt Manager, yu can change the number f grups displayed per page by selecting the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the grups, click in a clumn heading such as Grup Name, and Descriptin. Yu can perfrm the fllwing actins in the Accunt Manager interface: Add Grup Create grups f user accunts fr Gvernance Autmatin. Fr infrmatin abut creating grups f Gvernance Autmatin, see Creating User Grups. Edit Grup Mdify user grup infrmatin r reassign grup permissins. Fr infrmatin abut editing grups f Gvernance Autmatin, see Creating User Grups. 31

32 View User(s) View the user accunts within a selected grup. Within the grups, yu can add r remve user accunts. Fr infrmatin abut adding users r remving user accunts, see Adding Users int Grups r Remving Users frm Grups. Delete Grup Remve a grup frm Gvernance Autmatin. A cnfirmatin windw will pp up when yu click Delete Grup. Click OK t delete the selected grup, r click Cancel t return t the Accunt Manager interface withut deleting the selected grup. Nte that the Administratr Grup and Business User Grups cannt be deleted. Managing Administratr Accunts T view and manage the administratrs fr Gvernance Autmatin, in the Accunt Manager interface, select the Administratr Grup checkbx and click View User(s) n the ribbn. Click Back n the ribbn t return t the Accunt Manager interface. All previusly cnfigured administratrs will be listed in the Administratr Grup interface. In this interface, yu can change the number f administratr accunts displayed per page by selecting the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the user accunts, click in a clumn heading such as Username, and Permissin. Then chse Ascending r Descending. Yu can als filter Permissin by clicking. Yu can perfrm the fllwing actins in the Administratr Grup interface. Add User T add a user t the Administratr Grup, click Add User n the ribbn. Yu will be brught t the Add User interface. a. Add User(s) Enter the username f the users/grups yu wish t add int the text bx. Then click t check that the names are valid. Yu can als click t search fr users. Separate multiple users with semiclns. b. Permissins Select the permissin level fr this administratr by checking the crrespnding radi buttns. Full Cntrl t all farms gives the user cntrl ver all farms using Gvernance Autmatin, while Integrate with SharePint Permissins gives the user cntrl t nly farms that they are a SharePint administratr f. c. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Administratr Grup interface withut saving any cnfiguratins. Edit T change the permissin level f an administratr, select the user by clicking the username, then click Edit n the ribbn. Yu will be brught t the Edit User interface. Select the permissin level fr this administratr by checking the crrespnding radi buttns. Full Cntrl t all farms gives the user cntrl ver all farms using Gvernance Autmatin, while Integrate with SharePint Permissins gives the user cntrl t nly farms that they are a SharePint administratr f. Click Save n the ribbn t save the mdificatins, r click Cancel t return t the Administratr Grup interface withut mdifying the settings f the selected user. Remve User frm Grup T remve an administratr frm Gvernance Autmatin, select the user by clicking the username, then click Remve User frm Grup n the ribbn. A 32

33 cnfirmatin windw will pp up. Click OK t delete the selected user, r click Cancel t return t the Administratr Grup interface withut deleting the selected user. Managing Business Users T view and manage the business users fr Gvernance Autmatin, in the Accunt Manager interface, select the Business User Grup checkbx and click View User(s) n the ribbn. Click Back n the ribbn t return t the Accunt Manager interface. All previusly cnfigured business users will be listed in the Business User Grup interface and yu can perfrm the fllwing actins. Add User T add a user t the Business User Grup, click Add User n the ribbn. Yu will be brught t the Add User interface. Enter the name f the users/grups yu wish t add in the text bx. Then click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Business User Grup interface withut saving any cnfiguratins. Remve User frm Grup T remve a business user frm Gvernance Autmatin, select the user by clicking befre the username, then click Remve User frm Grup n the ribbn. A cnfirmatin windw will pp up. Click OK t delete the selected user, r click Cancel t return t the Business User Grup interface withut deleting the selected user. Creating User Grups T create a new user grup fr Gvernance Autmatin, in the Accunt Manager interface, click Create Grup n the ribbn. T mdify a previusly cnfigured grup, select the desired grup, and click Edit Grup n the ribbn. These grups are aimed t give the business users permissins t view the reprts, activities, requests, and tasks. In the Create Grup r Edit Grup interface, cnfigure the fllwing settings: 1. Grup Infrmatin Enter a Grup Name in the prvided text bx. Then enter an ptinal Grup Descriptin fr grup fr future reference 2. Permissins Assign the permissins t the grup by checking crrespnding checkbx. 3. Click Save t save the cnfiguratins, r click Cancel t return the Accunt Manager interface withut creating the grup. Adding Users int Grups T add a user int a grup, refer t the instructins belw: 1. In the Accunt Manager interface, select a grup by clicking the grup name, and then click View User(s) n the ribbn. 2. Within the grup, click Add User n the ribbn. Yu will be brught t the Add User interface. 33

34 3. Enter the name f the users/grups yu wish t add in the text bx. Then click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. 4. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the grup interface withut adding any users. Remving Users frm Grups T remve a user frm a grup: 1. In the Accunt Manager interface, select a grup by clicking the grup name, and then click View User(s) n the ribbn. 2. Within the grup, select the desired user by clicking the Username, and click Remve User frm Grup n the ribbn. Then a cnfirmatin windw will pp up. 3. Click OK t delete the selected user, r click Cancel t return t grup interface withut deleting the selected user. The Reprt Exprt Lcatin Interface Reprt Exprt Lcatin allws yu t specify a strage lcatin t exprt Gvernance Autmatin reprts. Fr infrmatin n the Gvernance Autmatin reprts, see Audit Reprts. T access Reprt Exprt Lcatin settings fr Gvernance Autmatin, in the Settings page, click Reprt Exprt Lcatin. Managing Reprt Exprt Lcatins In Reprt Exprt Lcatin, yu can create a new exprt lcatin, edit a previusly cnfigured exprt lcatin, r delete a previusly cnfigured exprt lcatin. Fr details n creating r editing an exprt lcatin, see Cnfiguring Reprt Exprt Lcatins. Searching Reprt Exprt Lcatins In this interface, yu can search yur desired Reprt Exprt Lcatins by designated keywrds. Enter the keywrd in the Search text bx and then click.the Lcatin Name and Descriptin clumn supprt t search fr exprt lcatins, and nly the cntent in the clumn displayed in the current view can be searched. Editing and Deleting Reprt Exprt Lcatins Click Edit n the ribbn t change the cnfiguratins fr the selected exprt lcatin. Fr details n editing cnfiguratins fr an exprt lcatin, see Cnfiguring Reprt Exprt Lcatins. T delete a reprt exprt lcatin frm Gvernance Autmatin, select an exprt lcatin frm the list f previusly cnfigured exprt lcatins, and then click Delete n the ribbn. A cnfirmatin windw 34

35 will pp up t ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected exprt lcatin, r click Cancel t return t the Exprt Lcatin interface withut deleting the selected exprt lcatin. Cnfiguring Reprt Exprt Lcatins T create a new reprt exprt lcatin, click Create n the ribbn. T mdify a previusly cnfigured exprt lcatin, select the exprt lcatin, and click Edit n the ribbn. In the New Reprt Exprt Lcatin r Edit Reprt Exprt Lcatin interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter a Name fr the reprt exprt lcatin. Then enter an ptinal Descriptin fr the exprt lcatin fr future reference. 2. Path The exprt lcatin can be a file share, Strage Area Netwrk (SAN), r Netwrk- Attached Strage (NAS). Enter the UNC Path in the fllwing frmat: \\admin-pc\c$\data r \\admin-pc\shared flder *Nte: The path yu specified must be an existing ne. 3. Enter the Username and Passwrd in the crrespnding text bxes. Then click Validatin Test. DcAve will test the path and user infrmatin t make sure they are valid. 4. Click Save t save the cnfiguratins and return t the Reprt Exprt Lcatin interface, r click Cancel t return back t Reprt Exprt Lcatin interface withut saving any changes. The Templates Interface *Nte: Fr Gvernance Autmatin t send ntificatin s, utbund SMTP must be cnfigured in Send Settings in DcAve. Fr infrmatin n cnfiguring the Send Settings in DcAve, see the User Ntificatin Settings sectin f the DcAve Cntrl Panel Reference Guide. Templates allw yu t custmize ntificatin s sent by Gvernance Autmatin, such as when a request is apprved r when a task is assigned. Different templates are used fr different ntificatins. Since nly the apprpriate template types are displayed depending n the ntificatin type, T access Templates settings, in the Settings page, click Templates. Managing Templates In Templates, yu can view a list f predefined templates by Gvernance Autmatin and previusly cnfigured templates by yurself, create a new template, and edit r delete a previusly cnfigured template. Fr details n creating r editing an template, see Cnfiguring Templates. 35

36 Searching and Filtering Templates T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T srt the Templates, click in a clumn heading such as Template, Template Type, and Descriptin. Yu can als filter the Template Type by clicking clumn heading. in the T search displayed template, enter the keywrd in the Search text bx and then click. Editing and Deleting Templates Click Edit n the ribbn t change the settings fr the selected template. Fr details n editing settings fr an template, see Cnfiguring Templates. T delete an template frm Gvernance Autmatin, select an template frm the template list, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected template, r click Cancel t return t the Template interface withut deleting the selected template. Cnfiguring Templates T create a new template, click Create n the ribbn. T mdify a previusly cnfigured template, select the template, and click Edit n the ribbn. In the Create Template r Edit Template interface, cnfigure the fllwing settings: 1. Enter a desired Template Name fr template. Then enter an ptinal Descriptin fr the template fr future reference. 2. Select an Template Type frm the drp-dwn menu t designate when the template can be used in Gvernance Autmatin. 3. Subject Enter a subject name f the ntificatin fr the template. Yu can insert reference in the Subject by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. 4. Message Bdy Custmize the message bdy f the ntificatin fr the template. Yu can insert reference in the Message Bdy by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. 5. Click Save t save the cnfiguratins and return t the Templates interface, r click Cancel t return t the Templates interface withut saving any cnfiguratins. 36

37 Administratr Ntificatin Administratr Ntificatin allws yu t cnfigure a ntificatin t infrm the Administratr Cntact Shuld any service request encunter an errr. T access Administratr Ntificatin settings, in the Settings page, click Administratr Ntificatin. Click Cancel n the ribbn t clse the Administratr Ntificatin interface. Fllw the instructins belw t cnfigure the Administratr Ntificatin settings: 1. Alternate Administratr Cntact Specify a user t be an alternate Administratr Cntact in case that the Administratr Cntact is unavailable. Enter the username in the text bx. Click t check that the username is valid, r click t search fr the desired user. 2. Settings Allws yu t send an t the Administratr Cntact nce a task has been assigned t that Administratr Cntact when an errr ccurs. Select the Ntify the Service Request Administratr Cntact when the task is assigned checkbx, and select an template frm the drp-dwn menu fr this ntificatin. 3. Duratin and Escalatin Select the Enable Duratin and Escalatin checkbx t ntify anther administratr cntact if a task has nt been handled within the specified amunt f time. Make sure that the user receiving the escalated tasks has enugh permissin t handle all tasks. a. Enter a psitive integer int the Duratin text bx fr the deadline, and select either Day(s) r Week(s) as the time unit fr the duratin. b. Escalatin Select the actin that the escalatin will trigger frm the drp-dwn menu. Ntify The specified user will be ntified when the task is escalated. Enter the username in the text bx. Click t check that the username is valid, r click t search fr the desired user. Yu can als enter $ in the text bx t chse Manager f Apprver. The manager f the apprver f the task will be ntified when the task is escalated. Re-assign t The task will be re-assigned t the specified users when the task is escalated. Enter the username in the text bx. Click t check that the username is valid, r click t search fr the desired user. Yu can als enter $ in the text bx and chse Manager f Apprver. The task will be re-assigned t the manager f the apprver. c. Template Select an template frm the drp-dwn menu. 4. Click Save t save the cnfiguratins and return t the Settings interface, r click Cancel t return t the System Settings interface withut saving any changes. 37

38 The Metadata Interface In Gvernance Autmatin, yu can create metadata that can be made available in services fr users t select when submitting a request t create a new site cllectin r site. The metadata created by Gvernance Autmatin is stred in the prperty bag f the site cllectin/site and can be used t maintain infrmatin such as purpse f creatin, gegraphy, fr cmpliance and recrds standards purpses, etc. *Nte: GA_Published is a pre-defined metadata which will be autmatically added int the Create Site Cllectin service. Yu can chse whether r nt t add this metadata t the site cllectin created by Gvernance Autmatin when submitting a service request. All f the site cllectins with GA_Published metadata can be displayed in the Public Site Cllectin Directry. Fr infrmatin n Public Site Cllectin Directry, see Public Site Cllectin Directry. T manage metadata created by Gvernance Autmatin, in the Settings page, click Metadata. Managing Metadata In Metadata Management, yu can create new metadata, view details abut previusly cnfigured metadata, edit predefined metadata r previusly cnfigured metadata, r delete previusly cnfigured metadata. Fr details n creating r editing metadata, see Cnfiguring Metadata. Searching and Filtering Metadata T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T srt the metadata, click in a clumn heading such as Metadata Name, Default Value, Index Metadata, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the metadata are displayed in a number f different ways: Search Allws yu t filter metadata displayed by the keywrd yu designate. The Metadata Name clumn and the Created By clumn supprt t search fr the desired metadata, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, and then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. T view details f a metadata, click the metadata name. 38

39 Editing and Deleting Metadata Click Edit n the ribbn t change the settings fr the selected metadata. Fr details n editing settings fr metadata, see Cnfiguring Metadata. T delete a metadata, select a previusly cnfigured metadata, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected metadata, r click Cancel t return t the Metadata Management interface withut deleting the selected prperty. Cnfiguring Metadata T create a new metadata, click Create n the ribbn. Yu can chse t create metadata fr Create Site Cllectin service requests r Create Site service requests by clicking crrespnding hyperlinks under the Metadata Type heading. T mdify a previusly cnfigured metadata, select the metadata, and click Edit n the ribbn. Cnfigure the fllwing settings when creating r editing metadata: 1. Name and Type Enter a name fr the new metadata int the Metadata Name text bx. All metadata created by Gvernance Autmatin will have the prefix GA_. Then select the type f infrmatin yu wish t stre in this metadata by clicking the crrespnding radi buttn. Chse frm Single line f text, Multiple lines f text, Yes/N (check bx), Chice (menu t chse frm), Persn r Grup r Managed Metadata. 2. Additinal Clumn Settings Cnfigure additinal settings fr the new metadata. Enter an ptinal descriptin int the Descriptin text bx. Then cnfigure the fllwing settings depending n yur selectin in The type f infrmatin in this metadata is field. Single line f text Enter the desired text int the Default Value text bx. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. Multiple lines f text Enter the desired text int the Default Value. Yu may enter multiple lines f text by hitting the Enter key n yur keybard. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. Yes/N (checkbx) Chse whether r nt t Enable Terms and Cnditins Agreement by checking the checkbx. If the ptin is enabled, enter the desired terms and cnditins in the text bx. Select Yes r N as the Default Value frm the drpdwn menu. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. 39

40 Chice (a selectin t chse frm) Enter the chices yu wish t prvide in the Type each chice n a separate line text bx. Chse the type f selectins t prvide frm the fllwing: Drp-dwn Menu, Radi Buttns r Checkbxes (allw multiple selectins). Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. Persn r Grup Select AD grup user r SharePint Online user, then enter the usernames r grup names in the Default Value field. Fr multiple entries, separate each entry with a semicln. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. Managed Metadata Cnfigure the fllwing settings fr Managed Metadata. Multiple Value Field Select the Allw multiple values checkbx if yu wish t create multiple terms fr the site cllectin created by Gvernance Autmatin. Term Set Settings Select a farm frm the Select farm and term set drp-dwn menu t lad the term sets where yu can retrieve the terms. Expand the Managed Metadata Service tree t select the term set where t chse the term by clicking the term set name. The selected term set is highlighted in range. Default Value Enter yur desired terms as the default values in the text bx r specify a default value by selecting the icn t access the Select Default interface. Expand the term set tree t select the desired term and click the Add buttn in the lwer left-crner f the Select Default interface. Chse between Assign by Business User and Assign by Administratr. If Assign by Business User is selected, chse whether r nt t require input frm the business user by checking the Require Business User Input checkbx. 3. Index Metadata Chse whether r nt t index this metadata fr the Site Cllectin/ Site Reprt f Gvernance Autmatin. Yes Allws fr faster filtering, searching and srting f the metadata clumn in the Site Cllectin/ Site Reprt f Gvernance Autmatin. While indexing metadata takes up space in the database, the strage space required fr this index is miniscule. N The index is nt added t the database, and filtering, searching and srting this metadata clumn will be slwer fr the Site Cllectin/Site Reprt. 4. Click Save t save the cnfiguratins and return t the Create Metadata interface, and click Cancel t return t the Create Metadata interface withut saving any cnfiguratins. *Nte: When yu finish editing the metadata that is applied t existing services, click Save and Update t All Applied Services t save and update this metadata fr the crrespnding services. 40

41 The SharePint Permissin Level Management Interface Permissin levels allw yu t assign a particular set f permissins t users and SharePint grups s that they can perfrm specific actins n yur site. T access SharePint Permissin Level Management fr Gvernance Autmatin, in the Settings page, click SharePint Permissin Level Management. Managing Permissin Levels In SharePint Permissin Level Management, yu can create new permissin levels, edit previusly cnfigured permissin levels, r delete previusly cnfigured permissin levels. Fr details n creating r editing a permissin level, see Cnfiguring Permissin Levels. Displaying and Searching Permissin Levels T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed SharePint Permissin Level, enter the keywrd in the Search text bx and click. Editing and Deleting Permissin Levels Click Edit n the ribbn t change the settings fr the selected permissin level. Fr details n editing settings fr a permissin level, see Cnfiguring Permissin Levels. T delete a permissin level frm Gvernance Autmatin, select a previusly cnfigured permissin level, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected permissin level, r click Cancel t return t the SharePint Permissin Level Management interface withut deleting the selected permissin level. Cnfiguring Permissin Levels T create a new permissin level, click Create n the ribbn. T mdify a previusly cnfigured permissin level, select the desired permissin level, and click Edit n the ribbn. In the Create SharePint Permissin Level interface r Edit SharePint Permissin Level interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter a desired Name fr the permissin level. Then enter an ptinal Descriptin fr the permissin level fr future reference. 2. Permissins Add permissin t the permissin level by checking crrespnding checkbxes. 41

42 3. Click Save t save the cnfiguratins and return t the SharePint Permissin Level Management interface, r click Cancel t return t the SharePint Permissin Level Management interface withut saving any cnfiguratins. The Executin Schedule Interface Use the Executin schedule feature t define when Gvernance Autmatin executes service requests. T access Executin Schedule settings, in the Settings page, click Executin Schedule. Managing Executin Schedules In Executin Schedule, yu can create new executin schedule, edit a previusly cnfigured executin schedule, r delete a previusly cnfigured executin schedule. Fr details n creating r editing an executin schedule, see Creating and Editing Executin Schedules. Displaying and Searching Executin Schedules T change the number f executin schedules displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed executin schedules, enter the keywrd in the Search text bx and click. Editing and Deleting Executin Schedules Click Edit n the ribbn t change the settings fr the selected executin schedule. Fr details n editing settings fr an executin schedule, see Creating and Editing Executin Schedules. T delete an executin schedule, select a previusly cnfigured executin schedule, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected executin schedule, r click Cancel t return t the Executin Schedule interface withut deleting the selected executin schedule. Creating and Editing Executin Schedules T create a new executin schedule, click Create n the ribbn. T mdify a previusly cnfigured executin schedule, select the desired executin schedule, and click Edit n the ribbn. In the Create Executin Schedule interface r Edit Executin Schedule interface, cnfigure the fllwing settings: 1. Executin Schedule Name and Descriptin Enter a desired Name fr the executin schedule. Then enter an ptinal Descriptin fr the executin schedule fr future reference. 2. Define Executin Schedule Define an executin schedule fr a Service by selecting yur desired days and hurs. Then, click Add t List t add it t the executin schedule list belw, r click Clear Settings t reset yur executin schedule. 42

43 3. Time Zne Select yur time zne fr the executin schedule. 4. Click Save t save the cnfiguratins and return t the Executin Schedule interface, r click Cancel t return t the Executin Schedule interface withut saving any cnfiguratins. The Categry Management Interface Use Categry Management t manage categries, which are used t rganize services, apprval prcesses, plicies, and questinnaires. T access Categry Management settings, in the Settings page, click Categry Management. Managing Categries In Categry Management, yu can create new categry, edit a previusly cnfigured categry, r delete a previusly cnfigured categry. Fr details n creating r editing an executin schedule, see Creating and Editing Categries. Displaying and Searching Categries T change the number f categries displayed, use the Shw rws drp-dwn menu in the upper righthand crner. T search the displayed categries, enter the keywrd in the Search text bx and click. Editing and Deleting Categries Click Edit n the ribbn t change the settings fr the selected categry. Fr details n editing settings fr a categry, see Creating and Editing Categries. T delete a categry, select a previusly cnfigured categry, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected categry, r click Cancel t return t the Categry Management interface withut deleting the selected categry. Creating and Editing Categries T create a new categry, click Create n the ribbn. T mdify a previusly cnfigured categry, select the desired categry, and click Edit n the ribbn. In the Create Categry interface r Edit Categry interface, cnfigure the fllwing settings: 1. Categry Name Enter the name f the categry that yu are abut t create. 2. Categry Name Mapping This allws the categry t be displayed as different names in Gvernance Autmatin with different display languages. Enter the categry names fr different languages in the crrespnding text bxes. If yu d nt wish t cnfigure the categry name mapping manually, Gvernance Autmatin autmatically uses the categry name 43

44 specified in step 1 fr the categry names f all languages. The text bxes will be filled in with the name entered in Categry Name when the cursr is mved away frm the categry name. 3. Click Save t save the cnfiguratins and return t the Categry Management interface, r click Cancel t return t the Categry Management interface withut saving any cnfiguratins. The Timer Service Cnfiguratin Management Interface Use Timer Service Cnfiguratin Management t manually cnfigure Gvernance Autmatin Timer Service setting. After saving the cnfiguratins fr the Timer Service settings, they take effect immediately, withut restarting the Gvernance Autmatin Timer Service. T access Timer Service Cnfiguratin Management settings, in the Settings page, click Timer Service Cnfiguratin Management. In the Timer Service Cnfiguratin Management interface, cnfigure the fllwing settings: 1. Site Cllectin Status Scan Jb Select Enable site cllectin status scan jb t enable this jb. The site cllectin status scan jb mnitrs the status f site cllectins, including inactivity, lease expiratin, lcking, and deletin. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 2. Tree Cache Synchrnizatin Jb Select Enable tree cache synchrnizatin jb t enable this jb. The tree cache synchrnizatin jb synchrnizes the tree cache infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 3. Archive Site Cllectin Cntent Scan Jb Select Enable archive site cllectin cntent scan jb t enable this jb. The archive site cllectin cntent scan jb checks if there are cntents in the site cllectins need t be archived. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 4. Site Infrmatin Synchrnizatin Jb Select Enable site infrmatin synchrnizatin jb t enable this jb. The site infrmatin synchrnizatin jb synchrnizes the related site infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 5. Site Cllectin Infrmatin Synchrnizatin Jb Select Enable site cllectin infrmatin synchrnizatin jb t enable this jb. The site cllectin infrmatin synchrnizatin jb synchrnizes the related site cllectin infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 6. User Prfile Service Synchrnizatin Jb Select Enable User Prfile Service synchrnizatin jb t enable this jb. The User Prfile Service synchrnizatin jb synchrnizes the User Prfile Service infrmatin in the Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 44

45 7. Temprary Permissin Scan Jb Select Enable temprary permissin scan jb t enable this jb. The temprary permissin scan jb checks the perid that the permissins have been granted. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 8. Click Save t save the cnfiguratins and return t the Settings page, r click Cancel t return t the Settings page withut saving any cnfiguratins. The Questinnaire Management Interface Use Questinnaire Management t cnfigure questinnaires t guide the requesters t apprpriate services when starting a request. In a questinnaire, yu can add yur desired questins, define the rder that the questins appear, custmize the lgical relatinship fr the questins, add the answer criterin, and select the services that will be visible t the requesters. *Nte: The Questinnaire Management feature is nt fully supprted n Internet Explrer 8. T use this feature, AvePint recmmends that yu use Ggle Chrme r Internet Explrer 9 r abve t manage questinnaires. T access Questinnaire Management settings, in the Settings page, click Questinnaire Management. Managing Questinnaire In Questinnaire Management, yu can create a new questinnaire, edit a previusly cnfigured questinnaire, activate/deactivate a previusly cnfigured questinnaire, r delete a previusly cnfigured questinnaire. Fr details n creating r editing a questinnaire, see Creating and Editing Questinnaires. Displaying and Searching Questinnaires T change the number f questinnaires displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed questinnaire, enter the keywrd in the Search text bx and click. Editing, Activating, Deactivating, and Deleting Questinnaires Click Edit n the ribbn t change the settings fr the selected questinnaire. Fr details n editing settings fr a questinnaire, see Creating and Editing Questinnaires. T activate an inactive questinnaire, select the questinnaire, and then click Activate n the ribbn. T deactivate an active questinnaire, select the questinnaire, and then click Deactivate n the ribbn. T delete a questinnaire, select a previusly cnfigured questinnaire, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the 45

46 deletin. Click OK t delete the selected questinnaire, r click Cancel t return t the Questinnaire Management interface withut deleting the selected questinnaire. Creating and Editing Questinnaires T create a new questinnaire, click Create n the ribbn. T mdify a previusly cnfigured questinnaire, select the desired questinnaire, and click Edit n the ribbn. In the Create Questinnaire interface r Edit Questinnaire interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter the name fr the questinnaire that yu are abut t create. Enter an ptinal descriptin fr future reference. 2. Language Chse the language fr this questinnaire. When starting a request, the questinnaires can be filtered accrding t their languages. 3. Questinnaire Categry Categries are used t rganize yur questinnaires. Select an existing categry frm the drp-dwn menu r create a new categry fr this questinnaire by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Questinnaire Permissins Chse Allw all users t use this questinnaire t allw this questinnaire be viewed by any user, r specify the users r grups that have permissins t access this questinnaire by chsing Select users/grups t use this questinnaire and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. 5. Click the arrw n the right-hand side t prceed t the next step. 6. Questins Specify the questins fr this questinnaire. T create a new questin, click Add Questin and then cnfigure the fllwing settings in the Add Questin interface. a. Questin Enter yur desired questin and select the answer type, Drp-dwn Menu, Radi Buttns, r Managed metadata. b. Answer Settings Specify the answers fr the questin. Enter each answer n a separate line. Yu can als define a default answer fr the questin. c. Click Save t save this questin. T edit a previusly created questin, click after the questin name and then mdify the settings in the Edit Questin interface. T delete a previusly created questin, click after the questin name. 7. Click the arrw n the right-hand side t prceed t the next step. 8. Fllw the steps belw t cnfigure the lgic diagram. a. Drag yur desired questin frm the left pane t the Start pint f the right pane. b. Drag anther questin under the arrw f ne answer fr the questin abve t determine the lgical relatinship. 46

47 c. Repeat the step abve t add multiple questins. *Nte: Yu can add the same questin t multiple lgical flws n the right pane, but a questin can nly be added int a lgical flw nce. d. Drag yur desired service t the end pint f each lgical flw e. If there are n services that fit the lgical flw, click Add End Pints Autmatically t end all pints with N Service. The previusly created questins and the services in the left pane are supprted t search. Enter the keywrd f the questin name r service name in the text bx under Questins r Services and click Click t search it. t remve a questin frm the lgic diagram. 9. When yu have finished cnfiguring settings fr this questinnaire, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t previus steps t review and mdify yur cnfiguratins. Click Save t save the questinnaire as a draft and return t the Questinnaire Management interface. Click Save and Activate t save all f the cnfiguratins and activate this questinnaire. Click Cancel t return t the Questinnaire Management interface withut saving any cnfiguratins. The Exprt and Imprt Cnfiguratin Data Interface Use Exprt and Imprt Cnfiguratin Data t manage Gvernance Autmatin cnfiguratin data between different envirnments. The cnfiguratin data includes glbal settings, apprval prcess, plicies, Create Site Cllectin services, and Create Site services. Click Exprt and Imprt Cnfiguratin Data in the Settings page t access Exprt and Imprt Cnfiguratin Data. Exprting Cnfiguratin Data In the Exprt and Imprt Cnfiguratin Data page, fllw the instructins belw t exprt yur desired cnfiguratin data: 1. Click Exprt Mde n the ribbn. 2. Exprt Lcatin Chse the path t stre the exprted file that cntains the exprted data. Select Exprt t a lcal path t stre the exprted file in a lcal path. Select Exprt t an exprt lcatin t stre the exprted data in an exprt lcatin. Select a previusly cnfigured exprt lcatin frm the drp-dwn menu r click Add New Lcatin t create a new ne. This will bring yu t the New Reprt Exprt 47

48 48 Lcatin interface withut saving any f the cnfiguratins yu have made fr this service. 3. Scpe Expand Glbal settings, Apprval prcesses, Plicies, and Services t select yur desired cnfiguratin data by selecting the crrespnding checkbxes. Glbal settings cntain User Prfile Service settings, Security settings, Departments, Metadata, templates, and Executin schedules. Apprval prcesses, Plicies, and Services cntains all f the previusly cnfigured apprval prcesses, plicies, Create Site Cllectin services, and Create Site services. 4. Click Exprt n the ribbn t exprt the selected cnfiguratin data. Imprting Cnfiguratin Data In the Exprt and Imprt Cnfiguratin Data page, fllw the instructins belw t imprt yur desired cnfiguratin data: 1. Click Imprt Mde n the ribbn. 2. Imprt Lcatin Click Brwse t lcate the cnfiguratin file that yu wish t imprt. 3. Click Retrieve Data t retrieve the data in the imprted cnfiguratin file. 4. Mappings Cnfigure mappings fr the envirnment where the data is exprted and the envirnment where the data will be imprted. Dmain mapping Enter the dmain name f the envirnment where the data will be imprted. Farm mapping Select the farm f the envirnment where the data will be imprted. User Prfile Service Applicatin mapping Expand the farm t view the User Prfile Service Applicatin f the envirnment where the data is exprted. Then, select the User Prfile Service Applicatin f the envirnment where the data will be imprted. Web applicatin mapping Select the Web applicatin in which the data will be imprted. Cntent database mapping Expand the Web applicatin t view the cntent database f the Web applicatin frm which the data is exprted. Then, select the cntent database f the Web applicatin in which the data will be imprted. 5. Imprt Scpe Select the data that yu wish t imprt by selecting the crrespnding checkbxes. 6. Click Apply n the ribbn t start imprting the data t the selected envirnment. The Business User Features Activatin r Deactivatin Interface Use Business User Features Activatin r Deactivatin t activate r deactivate business user features. This helps yu define which sectins are visible t business users in the landing page. Click Business User Features Activatin r Deactivatin in the Settings page t access Business User Features Activatin r Deactivatin.

49 In the Business User Features Activatin r Deactivatin interface, select the sectins that yu wish the business users t view by selecting the crrespnding checkbxes. Click Save n the ribbn t save yur cnfiguratins. The Imprting Existing Site Cllectins and Sites Interface This feature allws yu t use Gvernance Autmatin t manage existing SharePint site cllectins and sites that were nt created by Gvernance Autmatin. These site cllectins and sites are managed by cnfiguring scan result files. Click Imprt Existing Site Cllectins and Sites in the Settings page t access Imprt Existing Site Cllectins and Sites. Scanning Site Cllectins and Sites Using Exprt Plans Exprt plans scan site cllectins r sites that exist in SharePint, but nt managed by Gvernance Autmatin. The exprt plans will then send the list f site cllectins r sites nt managed by Gvernance Autmatin t the specified exprt lcatin. In the Update Existing Site Cllectin and Site page, click Exprt Mde n the ribbn. In Exprt Mde, yu can create a new exprt plan, edit a previusly cnfigured exprt plan, delete a previusly cnfigured exprt plan, r exprt the scan result f an existing exprt plan immediately. Fr details n creating r editing an exprt plan, see Creating and Editing Exprt Plans. Displaying and Searching Exprt Plans T change the number f exprt plans displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed exprt plans, enter the keywrd in the Search text bx and click. Editing, Deleting Exprt Plans, and Exprting Scan Results Click Edit n the ribbn t change the settings fr the selected exprt plan. Fr details n editing settings fr an exprt plan, see Creating and Editing Exprt Plans. T delete an exprt plan, select a previusly cnfigured exprt plan, and then click Delete n the ribbn. A cnfirmatin will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected exprt plan, r click Cancel t return t the Exprt Mde interface withut deleting the selected exprt plan. T exprt the scan result f an exprt plan immediately, select a previusly cnfigured exprt plan, and then click Exprt n the ribbn. 49

50 Creating and Editing Exprt Plans T create a new exprt plan, click Create n the ribbn. T mdify a previusly cnfigured exprt plan, select the desired exprt plan, and click Edit n the ribbn. In the Create Exprt Plan interface, cnfigure the fllwing settings: 1. Plan Name and Descriptin Enter the name f the plan that yu are abut t create. Enter an ptinal descriptin fr future reference. 2. Farm Name Select the farm r My Registered Sites cntaining the site cllectins r sites yu want t manage. The farms displayed here are based n the lgged in user s permissin set in the Accunt Manager f Gvernance Autmatin. 3. Level Select the Site Cllectin radi buttn t generate a cnfiguratin template t imprt site cllectins t be managed by Gvernance Autmatin, r select the Site radi buttn t generate a cnfiguratin template t imprt sites. 4. Scpe Expand the farm tree r My Registered Sites t select the nde that yu wish t manage by Gvernance Autmatin. If Site Cllectin is selected in the Level sectin, nly the Web applicatin level can be selected frm the farm tree. If Site is selected in the Level sectin, the site cllectin level and the site level can be selected frm the farm tree, the Site Cllectin will nt be included in the template file while the Site will be included in the template file. 5. Ntificatin Specify the recipient wh will receive the ntificatin when there is new scan result. Enter the username in the recipient text bx and click t check that the name is valid. Yu may als click t search fr a user. Then, select an template. By default, the Built-in Scan Existing Site Cllectins r Sites Template is selected. 6. Schedule Chse whether t execute the exprt plan n a schedule. N schedule The exprt plan will be executed when yu click Save and Exprt. Cnfigure the schedule Cnfigure the schedule t execute the exprt plan. Start time Select the time t start executing the schedule. Interval Specify the interval t execute the schedule by entering the value f the interval in the text bx then selecting Hur(s), Day(s), Week(s), r Mnth(s). 7. Exprt Lcatin Select a previusly cnfigured exprt lcatin frm the drp-dwn list t stre the scan result, r click Add New Lcatin t create a new exprt lcatin in the New Reprt Exprt Lcatin interface. If N schedule is selected in the Schedule sectin, yu can als chse Exprt the scan result t a lcal path. 8. When yu have finished cnfiguring settings fr this exprt plan, chse ne f the fllwing ptins: Click Save t save all f the cnfiguratins and return t the Exprt Mde interface. 50

51 Click Save and Exprt t save all f the cnfiguratins and exprt the scan result. Click Cancel t return t the Exprt Mde interface withut saving any cnfiguratins. Mdifying the Scan Result File There are tw types f scan result files: the scan site cllectin result file and the scan site result file. *Nte: Scan result files must be filled ut with exact infrmatin. The imprt prcess is case sensitive. Mdifying the Scan Site Cllectin Result File T mdify a scan site cllectin result file, fllw the instructins belw: 1. Navigate t the lcatin n yur lcal drive where the exprted scan result file is saved r the exprt lcatin where the scan result file is exprted. 2. Open the scan result file t view and cnfigure the fllwing field settings: *Nte: All infrmatin must be entered exactly; including spaces and capitalizatin. URL Displays the full URL f the site cllectin. Department Enter the Department the site cllectin belngs t. The department specified here must already be cnfigured in the Gvernance Autmatin Department. Plicy Name Enter the Plicy Name f the site cllectin plicy t use t prvisin the site cllectin. Primary Site Cllectin Cntact Enter a username t assign a user t be the primary site cllectin cntact. Secndary Site Cllectin Cntact Enter a username t assign a user t be the secndary site cllectin cntact. Custm Metadata Enter the value fr the custm metadata. Any site cllectin metadata created in Metadata f Gvernance Autmatin can be entered here. 3. Save the scan site cllectin result file after the cnfiguratin. Mdifying the Scan Site Result File T mdify a scan site result file, fllw the instructins belw: 1. Navigate t the lcatin n yur lcal drive where the exprted scan result file is saved r the exprt lcatin where the scan result file is exprted. 2. Open the scan result file t view and cnfigure the fllwing field settings : *Nte: All infrmatin must be entered exactly; including spaces and capitalizatin. URL Displays the full URL f the site. Site Cllectin ID Displays the ID f the site cllectin that the site belngs t. Site ID Displays the ID f the site. 51

52 Department Enter the Department the site belngs t. The department specified here must already be cnfigured in the Gvernance Autmatin Department. 3. Save the scan site result file after the cnfiguratin. Imprting the Cnfigured Scan Result File Imprt Mde allws yu t imprt the cnfigured scan result file and apply it t manage the specified SharePint bjects. In the Update Existing Site Cllectin and Site page, fllw the instructins belw t imprt a cnfigured scan result file: 1. Click Imprt Mde n the ribbn t access the imprt mde. 2. Farm Name Select the farm where the site cllectins r sites yu want t manage exist frm the Farm Name drp-dwn list. 3. Level Select the Site Cllectin radi buttn t imprt a cnfigured scan site cllectin result file, r select the Site radi buttn t imprt a cnfigured scan site result file. 4. Site Cllectin Administratr (This sectin nly appears when yu select My Registered Sites in Farm Name and select Site Cllectin in Level) Specify the site cllectin administratr wh is the administratr fr all f the site cllectins that yu wish t imprt. Enter the Username and Passwrd in the crrespnding text bxes. *Nte: The entered username must be the lgin name. 5. Imprt Lcatin Click Brwse t lcate the cnfigured scan result file. 6. Click Apply n the ribbn t start the jb fr applying the cnfiguratins. Data Validatin When a cnfigured scan result file is imprted int Gvernance Autmatin, the infrmatin is validated using the fllwing rules: URL (Required) If the frmat f URL is valid If this site cllectin r site is existing in SharePint If the site cllectin r site is created by Gvernance Autmatin Yes Skip this site cllectin r site and utput the reasn in the Cmment clumn N Update the prperties and metadata fr this site cllectin r site If the clumn is blank Yes Skip and reprt errr N Next prcess 52

53 Department (Required) Check the department settings ptin: System Department Settings: if department name is defined already Use Prperty in User Prfile Service: if the department name is defined in UPS If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Plicy Name (Required) If it is defined in Plicy Management fr create site cllectin If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Primary Site Cllectin Cntact Check if it is a valid user Shuld be a single user If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Secndary Site Cllectin Cntact Check if it is a valid user Shuld be a single user If the clumn is blank 53

54 Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Metadata If it is a valid header Valid frmat is Custm metadata([type]:=[metadata name]) If the type is valid If metadata name exists in the metadata definitins If type and metadata name matches If the input is required. Check the glbal metadata definitin and see if the metadata shuld be required If it is required, but blank Yes Skip and reprt errr N Next prcess If it is nt required and blank Yes D nt add this metadata n this site cllectin N Next prcess If the input value is valid Single line f text/multiple lines f text: N/A Yes/N: Check whether it is yes/n (case insensitive) If s Skip and reprt errr If nt Next prcess Chice (menu t chse frm): Check whether the input matches the value list in the metadata definitin (case sensitive) Persn r Grup: Check whether the inputted user/grup is valid (case insensitive) Yes Next prcess N Skip and reprt the errr field 54

55 The System Security Settings Interface Use System Security Settings t cnfigure the sessin timeut, which helps yu define when the user will be lgged ff autmatically if there is n activity fr the specified perid. Click System Security Settings in the Settings page t access System Security Settings. In the Sessin Timeut sectin f the System Security Settings interface, enter a psitive integer in the text bx and select a unit frm the drp-dwn list, Minutes r Hurs. 55

56 Apprval Prcess T create r manage apprval prcesses, click Apprval Prcess in the Administratr landing page (use the arrw n the sides t scrll). A Gvernance Autmatin apprval prcess is a defined prcess t autmatically btain apprval fr a SharePint r DcAve management peratin. With apprval prcesses prperly cnfigured, these peratins can be cmpleted efficiently by standardizing the prcess, withut human errr. Managing Apprval Prcesses In Apprval Prcess Management, all f the Gvernance Autmatin apprval prcesses yu have cnfigured are displayed. Yu may change the number f apprval prcesses displayed per page, as well the rder they are displayed in. T change the number f apprval prcesses displayed per page, select the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the apprval prcesses, click in a clumn heading such as Apprval Prcess, Categry, Last Mdified Time, and Created By. Yu can custmize hw the apprval prcesses are displayed in a number f different ways: Search Allws yu t filter apprval prcesses displayed by the keywrd yu designate. The Apprval Prcess clumn and the Created By clumn supprt t search fr the desired apprval prcess, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. Click All t select the checkbxes f all clumns and have all clumns displayed in the list r click Nne t uncheck the checkbxes f all clumns and have nne clumns displayed in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Apprval Prcess Management: Create Click Create n the ribbn t g t the Create Apprval Prcess interface where yu will find a list f apprval prcess templates. See Cnfiguring Apprval Prcesses fr details n creating a new apprval prcess. View Details Click an apprval prcess name fr detailed infrmatin abut the apprval prcess. Edit Select an inactive apprval prcess, and click Edit n the ribbn. See Cnfiguring Apprval Prcesses fr details n editing an existing apprval prcess. 56

57 Delete Select an inactive apprval prcess, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected apprval prcess, r click Cancel t return t the Apprval Prcess Management interface withut deleting the selected apprval prcess. Activate Select the apprval prcesses yu want t activate, and click Activate n the ribbn. Active apprval prcesses can be used in plicies and services. Deactivate Select the apprval prcesses yu want t deactivate, and click Deactivate n the ribbn. Cnfiguring Apprval Prcesses T create a new apprval prcess, click Create n the ribbn in the Apprval Prcess Management interface. Yu will be brught t the Create Apprval Prcess interface. T mdify a previusly cnfigured apprval prcess, select the apprval prcess in the Apprval Prcess Management interface, and click Edit n the ribbn. Fllw the instructins belw t cnfigure an apprval prcess: 1. Cnfigure the basic settings fr an apprval prcess. 2. Apprval Prcess Name Enter a Name and an ptinal Descriptin fr this apprval prcess in the crrespnding text bxes. 3. Apprval Prcess Categry Categries are used t rganize yur Gvernance Autmatin apprval prcesses. Select an existing categry frm the Use an existing categry drp-dwn menu r create a new categry fr this apprval prcess by selecting Add a new categry then entering a name fr this new categry. 4. Apprval Prcess Stages Chse the apprval methd: Use apprval stages Check the Use apprval stages radi buttn and select the number f apprval stages. Having multiple apprval stages prvides flexibility based n yur gvernance needs. Aut-apprve Check the Aut-apprve radi buttn and services using this apprval prcess will be perfrmed autmatically upn request. 5. CC Specify additinal users wh yu want t be ntified when the service request is cmpleted withut assigning tasks t them. By default, Gvernance Autmatin will ntify all f the apprvers and the requester upn request cmpletin. Enter the username in the prvided text bx. Click t check that the names are valid r click t search fr the desired users. Separate multiple users with semiclns. Yu can als enter $ t select the fllwing rles: Manager Of Apprver The manager f the apprver f the service request will be ntified. Administratr Cntact The administratr cntact defined in the service will be ntified. 57

58 6. Select a Cmpletin Template fr this ntificatin frm the drp-dwn menu. The Cmpletin Template can be cnfigured in the Settings f Gvernance Autmatin. 7. If yu select Aut-apprve, skip the fllwing steps and click Save t save all f the cnfiguratins and return t the Create Apprval Prcess interface. Click Save and Activate t save all f the cnfiguratins and activate this apprval prcess. Click Cancel t return t the Create Apprval Prcess interface withut saving any changes. 8. If yu chse t use apprval stages, cntinue t the Stage One Cnfiguratins. Cnfigure the fllwing fr the first stage f apprval: a. Stage Name Enter a Name fr the first level stage. By default, its name is First Stage Apprval. Then enter an ptinal Descriptin fr future reference. b. Apprver(s) Specify the first stage apprvers. All apprvers will be assigned a task when this apprval prcess starts. *Nte: In rder t leverage rle based apprval, User Prfile Service must be cnfigured and enabled in at least ne f yur SharePint farms, and be cnfigured in Gvernance Autmatin Settings. Specify the Rle Specify the apprver relevant t the user making the request. This may be preferable t specifying specific users since rle based apprval can adapt t persnnel shifts in yur rganizatin. Enter $ in the Assign T text bx and a list f rles appear in the drp-dwn menu. Select the rle f the persn designated t be the apprver fr this apprval stage frm the drp-dwn menu. Yu can enter mre than ne rle, but if mre than ne rle is appinted fr a given stage, all apprvers f all specified rles fr that stage must apprve the request in rder t prceed t the next apprval stage. The fllwing rles are available, but the rles vary when specifying rles in different types f services. Requester The requester f service request will be assigned t deal with the task. Manager Of Requester The manager f the requester f the service request will be assigned t deal with the task. Primary Site Cllectin Cntact The Primary Site Cllectin Cntact will be assigned t deal with the task. The Site Cllectin Cntacts are assigned when cnfiguring the services. Secndary Site Cllectin Cntact The Secndary Site Cllectin Cntact will be assigned t deal with the task. The Site Cllectin Cntacts are assigned when cnfiguring the services. Primary Site Cntact The Primary Site Cntact will be assigned t deal with the task. The Site Cntacts are assigned when cnfiguring the services. 58

59 Secndary Site Cntact The Secndary Site Cntact will be assigned t deal with the task. The Site Cntacts are assigned when cnfiguring the services. Primary Site Cllectin Administratr The Primary Site Cllectin Administratr will be assigned t deal with the task. Secndary Site Cllectin Administratr The Secndary Site Cllectin Administratr will be assigned t deal with the task. *Nte: The Secndary Site Cllectin Administratr is unsupprted fr SharePint Online standard instance and SharePint Online dedicated instance. Farm Administratr The farm administratr will be assigned t deal with the task. *Nte: Farm administratr is unsupprted fr SharePint Online standard instance and SharePint Online dedicated instance. Manager f Previus Stage Apprver (this ptin is nly available fr secnd r third stage apprval The manager f the previus stage s apprver will be assigned t deal with the task. Surce User The user t clne permissins frm. Target User The user t clne permissins t. New Site Cllectin Cntact/Administratr The user that takes ver the rle f Site Cllectin Cntact/Administratr. Primary Site Cntact f Surce The Primary Site Cntact f the surce nde will be assigned t deal with the task. Secndary Site Cntact f Surce The Secndary Site Cntact f the surce nde will be assigned t deal with the task. Primary Site Cntact f Target The Primary Site Cntact f the target nde will be assigned t deal with the task. Secndary Site Cntact f Target The Secndary Site Cntact f the target nde will be assigned t deal with the task. New Site Cntact The user that takes ver the rle f Site Cntact. If multiple rles are entered, chse the rder in which thse tasks are assigned frm the Order drp-dwn menu: One at a time (serial) The users f yur specified rles must apprve ne after anther. If an apprver f ne rle rejects the request, the apprver f next rle will nt be asked fr apprval. All at nce (parallel) The users f all specified rles will be ntified at the same time. If an apprver f any rle rejects the request, the request will be rejected. *Nte: If this apprval methd is selected, yu can further chse whether t select Allw the apprval stage t cmplete when ne 59

60 apprver apprves. If ne f the specified users apprves it, the request will be cmplete. Specify the User Enter the names f the specific users yu wish t designate as apprvers fr this stage f the apprval prcess. Click t check that names are valid. Yu may als click t search fr the desired users. Separate multiple apprvers with semiclns. If multiple users are entered, chse the rder in which thse tasks are assigned frm the Order drp-dwn menu: One at a time (serial) The users yu have specified must apprve ne after anther. If an apprver rejects the request, the next apprver will nt be asked fr apprval. All at nce (parallel) All specified users will be ntified at the same time. If any apprver rejects the request, the request will be rejected. c. Settings Cnfigure settings fr ntificatins fr this apprval prcess. By default, the Ntify the apprver when the task is assigned checkbx and the Ntify the requester when the request is rejected checkbx are selected. Yu can als chse t ntify the requester nce the request is apprved by checking the Ntify the requester when the request is apprved checkbx. Select the template yu wish t use fr each ntificatin frm the crrespnding drp-dwn menu. *Nte: templates are cnfigured in The Template sectin in Settings. d. Duratin and Escalatin Check the Enable Duratin and Escalatin checkbx t ntify the escalatin user that the riginal task has nt been handled within the specified amunt f time. A task will be assigned t the escalatin user t cntinue the apprval prcess. Make sure that the user receiving the escalated task has the right permissins t handle the task. Duratin Enter a psitive integer in the Duratin text bx fr the amunt f time allwed befre the task is escalated, and select either Day(s), Week(s) as the time unit fr the duratin. Escalatin Chse the actin that the escalatin will trigger frm the drpdwn menu. Ntify The specified user will be ntified when the task is escalated. Enter the username in the text bx. This user is the persn wh yu want t ntify t be respnsible fr this case. Click t check that the name is valid. Yu may als click t search fr users. This user will be ntified nce the amunt f time specified as the duratin passes. Re-assign t The task will be re-assigned t the specified user when the task is escalated. Enter the username in the text bx. This user is the persn wh yu want this task t be re-assigned t. Click t check that the name is valid. Yu may als click t search fr a user. The task will be re-assigned t this user nce the amunt f time specified as the duratin passes, and this user will receive an t be ntified that the task is re-assigned t him r her. 60

61 *Nte: The task can nly be re-assigned t ne user. Yu may als specify the rle in the text bx when creating Clne r Transfer User Permissins, Grant Permissins, and Remve Permissins apprval prcesses. The rles available vary depending n the type f apprval prcess yu are cnfiguring. The fllwing rles may be available: Manager Of Apprver Manager Of Requester Manager f Surce User Manager f Target User Select an Template fr the ntificatin sent when this apprval task is escalated frm the drp-dwn menu. 9. If mre than ne apprval stage was selected, fllw the instructins fr Stage One Cnfiguratins fr the remaining stages. 10. At any time, click the arrw n the left-hand side t return t the previus step t check r mdify yur cnfiguratins. When yu have finished, chse ne f the fllwing ptins: Click Save t save all f the cnfiguratins and return t the Create Apprval Prcess interface. Click Save and Activate t save all f the cnfiguratins and change the status t Active. Click Cancel t return t the Create Apprval Prcess interface withut saving any changes. Building Custmized Apprval Prcesses T add custmized lgic int an apprval prcess befre r after apprval, fllw the instructins belw: 1. Build a custmized DLL file and add t \AvePint\GvernanceAutmatin\bin 2. Navigate t \AvePint\GvernanceAutmatin\cnfig and right-click the Glbal.cnfig file t pen it with Ntepad. 3. Find the WrkflwEvents nde. 4. If yu wish t add custmized lgic int an apprval prcess befre apprval, find the child nde BefreApprval. Mdify the value f CustmMethd Enable t true. Add the required infrmatin as the screensht shws belw. Assembly The crrespnding DLL infrmatin. Type The class that the called methd resides. 61

62 MethdName The name f the called methd. Nte that yu can nly define ne parameter here and the type f the parameter and the returned value must be bject. Figure 6: Build custmized apprval prcess (1) In the AgentPrcess nde, define the value f AgentPrcess Enabled t chse whether t call the EXE file resides in the Agent server. Mdify the value f WaitingFrFinishing t chse t return the value when the prcess is finished. *Nte: The EXE file name must be the same as the name f the service fr the crrespnding request. *Nte: If there are multiple Agents within a farm, make sure that the EXE file exists in each server in which the Agent is installed. Figure 7: Build custmized apprval prcess (2) 5. If yu wish t add custmized lgic int an apprval prcess after apprval, find the child nde AfterApprval and then define the values as shwn in BefreApprval. *Nte: If yu mdify the value f Enabled t true in the abve nde, the custm apprval prcess will take effects fr all service type apprval prcess. 62

63 Plicies T create r manage plicies, click Plicy in the Administratr landing page, r click Plicy Management in the navigatin bar. A plicy is an rganizatin-wide set f rules and standards fr gverning specific SharePint and DcAve peratins. Plicies can be applied t services t enable autmatic prvisining f SharePint bjects. This allws fr greater efficiency in prvisining SharePint bjects as identical SharePint and DcAve peratins can be carried ut and repeated by Gvernance Autmatin rather than an administratr. This als helps reduce human errr since a crrectly set plicy will apply the same settings t all services assciated with that plicy. Managing Plicies In Plicy Management, all f the Gvernance Autmatin plicies yu have cnfigured are displayed. Yu may change the number f plicies displayed per page, as well the rder they are displayed in. T change the number f plicies displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the plicies, click in a clumn heading such as Plicy, Categry, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the plicies are displayed in a number f different ways: Search Find plicies based n the keywrds entered. The Plicy clumn and the Created By clumn supprt t search fr the desired plicies, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Plicy Management: Create Click Create n the ribbn t display the Create Plicy interface. See Cnfiguring Plicies fr details n creating a new plicy. View Details Click the plicy name t see detailed infrmatin. Edit Select an inactive plicy, and click Edit n the ribbn. See Cnfiguring Plicies fr details n editing an existing plicy. Delete Select an inactive plicy, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected plicy, r click Cancel t return t the Plicy Management interface withut deleting the selected plicy. 63

64 Cpy Duplicate the existing plicy t make minr changes in rder t save as a new plicy. Select a desired plicy by checking crrespnding checkbx. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save t save all f the settings. Click Save and Activate t save all f the cnfiguratins and activate the plicy which means this plicy might be used in the service. Click Cancel t return t the Plicy Management interface withut saving any cnfiguratins. Activate Select inactive plicies, and click Activate n the ribbn t activate them. Deactivate Select active plicies, and click Deactivate n the ribbn t deactivate them. Make sure t deactivate all services that use the plicies yu want t deactivate. Cnfiguring Plicies T create a new plicy, click Create n the ribbn in the Plicy Management interface. Yu will be brught t the Create Plicy interface. Currently, the nly available plicy type is Site Cllectin Plicy. Cnfiguring Site Cllectin Plicies Site Cllectin plicy allws yu t custmize rules t autmatically manage yur site cllectin and integrate DcAve features with the site cllectin nce it is created successfully. Site Cllectin plicies can be used in the Create Site Cllectin service. Site Cllectin plicies wrk in cnjunctin with Site Cllectin Lifecycle Management services t nt nly autmatically gvern site cllectins assciated with each plicy, but als empwers business users t easily manage the lifecycle f the site cllectins they wn. T create a Site Cllectin plicy, click Create n the ribbn in Plicy Management. T mdify a previusly cnfigured plicy, select the inactive plicy in the Plicy Management interface, and click Edit n the ribbn. *Nte: When yu click Edit n the ribbn, a pp-up windw appears t infrm yu that changes made t this plicy will nt take effect n the previusly created site cllectin in which this plicy is applied, except fr the change t the Enable Site Cllectin Plicy Change ptin. Click OK t g t the Edit Plicy interface, r click Cancel t clse the pp-up windw. The Create Site Cllectin plicy interface r Edit Plicy interface varies fr On-Premises SharePint farm and SharePint Online sites. If yu select a specific farm in the Farm sectin t cnfigure Site Cllectin plicies fr On- Premises SharePint, refer t Cnfiguring Site Cllectin Plicies fr On-Premises SharePint. 64

65 If yu select My Registered Sites in the Farm sectin t cnfigure Site Cllectin plicies fr SharePint Online sites, refer t Cnfiguring Site Cllectin Plicies fr SharePint Online. Cnfiguring Site Cllectin Plicies fr On-Premises SharePint In the Create Site Cllectin plicy interface r Edit Plicy interface, cnfigure the fllwing settings: 1. Cnfiguring the fllwing basic infrmatin fr the plicy: Plicy Name and Descriptin Enter a Name fr the new plicy. Then enter an ptinal Descriptin fr future reference in the Descriptin text bx. Plicy Categry Categries are used t rganize Gvernance Autmatin plicies. Select an existing categry frm the Use an existing categry drp-dwn menu r create a new categry fr this plicy by selecting Add a new categry then entering a name fr this new categry. Farm Select the farm yu want this plicy t cver frm the drp-dwn menu. The farms displayed here are the nes that are managed by DcAve. Click the arrw n the right-hand side t cntinue, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 2. Cnfigure the fllwing SharePint related settings fr the site cllectins. Cntent Database Specify a database fr the plicy t stre the site cllectin. Select ne f the fllwing ptins: Use default cntent database Use the web applicatin s default cntent database t stre the newly created site cllectin. This ptin will als allw yu t select any ther existing databases. Generate database autmatically Generate a new database fr the site cllectin autmatically each time when creating a new site cllectin. Create a new database Use an existing database r create a new database depending n the dynamic name rules. Enter the name rule in the Database Name text bx. The name rule as fllws: $WebAppSubDmain Represents the sub dmain f the web applicatin. $WebAppPrt Represents the prt f the web applicatin. $ManagedPath Represents the managed path f the site cllectin URL. $SiteUrl Represents the relative URL f the site cllectin. Fr example, the URL f the site cllectin yu want t create is Enter SPDB_$WebAppSubDmain_$SiteUrl in the text bx. The cntent database name will be SPDB_sp_dev. *Nte: All site cllectins created with services assciated with this plicy will all be using this cntent database. 65

66 Site Cllectin Quta Template Select a predefined Quta Template fr the site cllectin t limit the amunt f strage available n the site cllectin frm the drpdwn menu. Quta templates are cnfigured in the SharePint. SharePint Designer Cnfiguratin Select the Enable SharePint Designer checkbx t allw Site Owners and Designers t edit the sites in this site cllectin using SharePint Designer. Site Cllectin Administratrs will always be able t edit sites regardless f this cnfiguratin. Site Maximum Depth Limit Site Depth limits the layers f sites that can be created under a site cllectin. Select Maximum depth and then enter a psitive number which is less than 12 in the prvided text bx. Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 3. Cnfigure this plicy t utilize DcAve prducts: Enable Granular Backup Select this checkbx t include the site cllectin in a Granular Backup plan t prvide data prtectin fr site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Granular Backup plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Granular Backup and Restre t prvide data prtectin fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, see Appendix A. Activate Cnnectr Cntent Library Feature Select this checkbx t have DcAve Cntent Library enabled s that DcAve Cnnectr can prvide users with access t their dcuments utside f SharePint. Nte that the Cnnectr slutin needs t be deplyed t the farm cvered by this plicy. Activate Cnnectr Media Library Feature Select this checkbx t have DcAve Cntent Library enabled s that DcAve Cnnectr can prvide users with access t their multimedia files utside f SharePint. Nte that the Cnnectr slutin needs t be deplyed t the farm cvered by this plicy. Activate File Share Navigatr Feature Select this checkbx t enables Gvernance Autmatin managed site cllectins t hst links t file share cntent, thereby empwering rganizatins t leverage SharePint as the presentatin layer fr its file shares withut using valuable space n SQL Servers. Enable site cllectin cntent archival using DcAve Archiver Select this checkbx t allw site cllectin cntent t be archived by DcAve Archiver fr site cllectins assciated with this plicy. Yu must then select an Archiver Prfile. Cntent will be archived based n the Archiver rule autmatically. If yu want the site cllectin cntent t be archived after manual apprval, rather than being archived autmatically based n the Archiver rule, select the Enable manual apprval prcess checkbx and select an apprval prcess t define the apprval stage and assignee fr manual apprval. When there is site cllectin cntent that meets the 66

67 Archiver rule, a manual archive task (which cntains a reprt f all f the cntent that meets the archive rules) will be generated. The task will be assigned t the apprver with a reprt, allwing the apprver t select n the reprt which cntent t archive. When the mdified reprt is upladed and the manual archive task is apprved, the selected cntent will be archived. Fr mre infrmatin abut the manual archive task, refer t User Permissin and Manual Archive Tasks. Fr mre infrmatin n hw t cnfigure DcAve Archiver t help reduce strage cst by scheduling site cllectins created by Gvernance Autmatin that are assciated with a plicy which has this setting enabled t be extracted frm SharePint and stred in mre ecnmical strage devices, see Appendix B. Enable Scheduled Strage Manager Select this checkbx t externalize BLOBs frm SQL server database t file-based strage fr cntent in site cllectins assciated with this plicy using DcAve Scheduled Strage Manager. Select a Strage Manager Prfile fr site cllectins assciated with this plicy. *Nte: RBS must be enabled as the BLOB prvider fr the farm selected in this plicy, and if yu chse nt t use the default cntent database when cnfiguring Cntent Database fr this plicy, the Include New Cntent Database ptin must be enabled fr the BLOB Prvider. Since BLOBs are externalized n a schedule, the new database will nt be affected until the next time the Strage Manager jb is scheduled t run. Fr details n hw t cnfigure Scheduled Strage Manager Prfiles and BLOB prvider, see the DcAve Strage Manager User Guide. Enable Auditing Select this checkbx t include the site cllectin int an Audit Cntrller plan in DcAve Reprt Center t recrd all events f site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Audit Cntrller plan. Enable Plicy Enfrcer Select this checkbx t have DcAve Plicy Enfrcer rules applied t the site cllectins. Plicy Enfrcer ensures that all actins and changes t the site cllectins fall within yur previusly cnfigured rules by cntinuusly mnitring and taking actin n the site cllectins. Select a Plicy Enfrcer prfile frm the drp-dwn list. Fr details n hw t cnfigure Plicy Enfrcer prfiles, see the DcAve Administratr User Guide. Enable Dead Accunt Cleaning Select this checkbx t include the site cllectin int a Dead Accunt Cleaner plan s that the deactivated and nn-existent AD accunts can be remved frm yur site cllectin and their permissins can be transferred t available users. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Dead Accunt Cleaner plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Administratr s Dead Accunt Cleaner plans fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, see Appendix A. Enable Vault fr Site Cllectin Cntent Select this checkbx t allw yu t exprt the SharePint cntent in this site cllectin t an external strage system fr further management by Autnmy r Cncrdance platfrms. 67

68 Enable Deplyment Manager Select this checkbx t include the site cllectin int a Deplyment Manager plan s that the site cllectin can be deplyed effectively. Select a plan frm the drp-dwn menu. Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 4. Cnfigure the fllwing settings fr the plicy: Archive Entire Site Cllectin Select the Enable the ptin t archive the entire site cllectin using DcAve Archiver checkbx t allw the entire site cllectin t be mved frm SharePint t an external strage based n the DcAve Archiver prfile assciated with this plicy. Select an Archiver Prfile frm the drp-dwn menu. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t archive this site cllectin is submitted. Fr mre infrmatin n hw t cnfigure DcAve Archiver t help reduce strage cst by scheduling site cllectins created by Gvernance Autmatin that are assciated with a plicy which has this setting enabled t be extracted frm SharePint and stred in mre ecnmical strage devices, see Appendix B. Delete Entire Site Cllectin Select the Enable Delete Entire Site Cllectin checkbx t allw this site cllectin t be deleted upn request. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t delete this site cllectin is submitted. Extend Site Cllectin Lease Select the Enable Extend Site Cllectin Lease checkbx t allw the lease f this site cllectin t be extended upn request. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t extend the lease f this site cllectin is submitted. Enable Site Cllectin Plicy Change Chse whether r nt t allw business users t request a different plicy fr site cllectins created with this plicy. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t change site cllectin plicy is submitted. Enable Site Cllectin Unlck Chse whether r nt t allw business users t request fr unlcking s lcked site cllectin. Select an Apprval Prcess frm the drpdwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t unlck site cllectin is submitted. Manage Site Cllectin Lifecycle Site cllectin lifecycle management help reduce the number f unused r expired site cllectins in yur SharePint envirnment. Cnfigure the fllwing lifecycle management settings: Enable Site Cllectin Inactivity Threshld Select this checkbx t ntify the business user designated in the apprval prcess assciated with this setting when the site cllectin has nt been accessed in the amunt f time specified 68

69 here. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified perid beynd inactivity threshld and specified lcking perid. Autmatically lck the site cllectin after it has passed inactivity threshld fr After the site cllectin has passed the inactivity threshld in the amunt f time specified here, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Optinally, yu can chse whether t Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is lcked. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, yu can chse whether t Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is deleted. Enable Site Cllectin Lease Perid Select this checkbx t ntify the business user designated in the apprval prcess assciated with this setting when the lease perid f the site cllectin expires. Cnfigure the site cllectin lease perid by entering a psitive integer in the text bx and then select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified expiratin perid and specified lcking perid. Autmatically lck the site cllectin after its lease has expired fr After the site cllectin s lease has been expired fr the specified time, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking 69

70 perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when either f these criteria is met. Permissin Recertificatin Chse whether t enable permissin recertificatin t search site cllectins users and grups n schedule. If permissin recertificatin is enabled, a permissin recertificatin task will be generated, which cntains the searched permissins f users and grups. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Include Active Directry grup members r Frm-based Authenticatin rle members Chse whether t search Active Directry grup members r Frm-based Authenticatin rle members. Cnfigure the schedule t search fr permissins: Daily, Weekly, r Mnthly. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. *Nte: Permissin recertificatin is nt supprted fr My Site. *Nte: If permissin recertificatin is enabled but the site cllectin des nt have an administratr cntact, yu must cnfigure an alternate administratr cntact in Settings > Administratr Ntificatin. Otherwise, n errr task and permissin recertificatin task will be generated if any errrs ccur while searching users and grups f the site cllectin. 5. When yu have finished cnfiguring this plicy, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus step t check and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Plicy interface. Click Save and Activate t save all f the cnfiguratins and activate the plicy, which allws this plicy t be used in services. Click Cancel t return t the Create Plicy interface withut saving any changes. Cnfiguring Site Cllectin Plicies fr SharePint Online In the Create Site Cllectin plicy interface r Edit Plicy interface, cnfigure the fllwing settings: 1. Plicy Name and Descriptin Enter a Name fr the new plicy. Then enter an ptinal Descriptin fr future reference in the Descriptin text bx. 2. Plicy Categry Categries are used t rganize Gvernance Autmatin plicies. Select an existing categry frm the Use an existing categry drp-dwn menu r create a new categry fr this plicy by selecting Add a new categry then entering a name fr this new categry. 3. Farm Select My Registered Sites frm the drp-dwn menu. 70

71 4. Select SharePint Online standard instance r SharePint Online dedicated instance. 5. Click the arrw n the right-hand side t cntinue, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 6. Quta (fr SharePint Online standard instance) Enter the strage quta and server resurce quta fr the site cllectin. 7. Site Cllectin Quta Template (fr SharePint Online dedicated instance) Select a previusly defined quta template fr the site cllectin frm the drp-dwn menu t limit the amunt f strage available n the site cllectin. 8. SharePint Designer Cnfiguratin Select the Enable SharePint Designer checkbx t allw Site Owners and Designers t edit the sites in this site cllectin using SharePint Designer. Site Cllectin Administratrs will always be able t edit sites regardless f this cnfiguratin. 9. Site Maximum Depth Limit Site Depth limits the layers f sites that can be created under a site cllectin. Select Maximum depth and then enter a psitive number which is less than 12 in the prvided text bx. 10. DcAve Cnfiguratins Cnfigure this plicy t utilize DcAve 6 prduct: Enable Granular Backup Select this checkbx t include the site cllectin in a Granular Backup plan t prvide data prtectin fr site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Granular Backup plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Granular Backup and Restre t prvide data prtectin fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, see Appendix A. Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 6. Cnfigure the fllwing settings fr the plicy: Archive Entire Site Cllectin Select the Enable the ptin t archive the entire site cllectin using DcAve Archiver checkbx t allw the entire site cllectin t be mved frm SharePint t an external strage based n the DcAve Archiver prfile assciated with this plicy. Select an Archiver Prfile frm the drp-dwn menu. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t archive this site cllectin is submitted. Fr mre infrmatin n hw t cnfigure DcAve Archiver t help reduce strage cst by scheduling site cllectins created by Gvernance Autmatin that are assciated with a plicy which has this setting enabled t be extracted frm SharePint and stred in mre ecnmical strage devices, see Appendix B. Delete Entire Site Cllectin Select the Enable Delete Entire Site Cllectin checkbx t allw this site cllectin t be deleted upn request. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t delete this site cllectin is submitted. 71

72 Extend Site Cllectin Lease Select the Enable Extend Site Cllectin Lease checkbx t allw the lease f this site cllectin t be extended upn request. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t extend the lease f this site cllectin is submitted. Enable Site Cllectin Plicy Change Chse whether r nt t allw business users t request a different plicy fr site cllectins created with this plicy. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t change site cllectin plicy is submitted. Enable Site Cllectin Unlck Chse whether r nt t allw business users t request fr unlcking s lcked site cllectin. Select an Apprval Prcess frm the drpdwn menu r click Create New t create a new ne. This apprval prcess will be triggered when a service request t unlck site cllectin is submitted. Manage Site Cllectin Lifecycle Site cllectin lifecycle management help reduce the number f unused r expired site cllectins in yur SharePint envirnment. Cnfigure the fllwing lifecycle management settings: Enable Site Cllectin Inactivity Threshld Select this checkbx t ntify the business user designated in the apprval prcess assciated with this setting when the site cllectin has nt been accessed in the amunt f time specified here. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified perid beynd inactivity threshld and specified lcking perid. Autmatically lck the site cllectin after it has passed inactivity threshld fr After the site cllectin has passed the inactivity threshld in the amunt f time specified here, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Optinally, yu can chse whether t Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is lcked. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. 72

73 Optinally, yu can chse whether t Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is deleted. Enable Site Cllectin Lease Perid Select this checkbx t ntify the business user designated in the apprval prcess assciated with this setting when the lease perid f the site cllectin expires. Cnfigure the site cllectin lease perid by entering a psitive integer in the text bx and then select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified expiratin perid and specified lcking perid. Autmatically lck the site cllectin after its lease has expired fr After the site cllectin s lease has been expired fr the specified time, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when either f these criteria is met. Permissin Recertificatin Chse whether t enable permissin recertificatin t search site cllectins users and grups n schedule. If permissin recertificatin is enabled, a permissin recertificatin task will be generated, which cntains the searched permissins f users and grups. Apprvers can then mdify the permissin in Gvernance Autmatin and the permissin changes will be updated t SharePint. Include Active Directry grup members r Frm-based Authenticatin rle members Chse whether t search Active Directry grup members r Frm-based Authenticatin rle members. Cnfigure the schedule t search fr permissins: Daily, Weekly, r Mnthly. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. 11. When yu have finished cnfiguring this plicy, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus step t check and mdify yur cnfiguratins. 73

74 Click Save t save all f the cnfiguratins and return t the Create Plicy interface. Click Save and Activate t save all f the cnfiguratins and activate the plicy, which allws this plicy t be used in services. Click Cancel t return t the Create Plicy interface withut saving any changes. 74

75 Services A service is a set f cnfigured settings fr a management peratin in SharePint that can be leveraged by business users when submitting a service request. Administratrs can limit what ptins are available t Business Users based n the standards f practice f the rganizatin. T create r manage services, click Service in the Administratr landing page, r click Service Management in the side bar. Managing Services In Service Management, all f the Gvernance Autmatin services yu have cnfigured are displayed. Yu may change the number f services displayed per page, as well the rder they are displayed in. T change the number f services displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the services, click in a clumn heading such as Service, Service Type, Categry, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the services are displayed in a number f different ways: Search Allws yu t filter services displayed by the keywrd yu designate. The Service clumn and the Created By clumn supprt t search fr the desired services, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, and then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Plicy Management: Create Click Create n the ribbn t display the Create Service interface. See Cnfiguring Services fr details n creating a new service. View Details Click a service name t see the detailed infrmatin. Edit Select an inactive service, and click Edit n the ribbn. See Cnfiguring Services fr details n editing an existing service. Cpy Duplicate an existing service t make minr changes in rder t save as a new service. Select a desired service by checking crrespnding checkbx. Click Cpy n the ribbn, and enter the related infrmatin required. When cmpleting the cnfiguratins, click Save t save all f the settings r click Save and Activate t save all f the cnfiguratins and activate this 75

76 service which makes this service available t be requested. Click Cancel t return t the Service Management interface withut saving any cnfiguratins. Delete Select an inactive service, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected service, r click Cancel t return t the Service Management interface withut deleting the selected service. Activate Select the services yu want t activate and click Activate n the ribbn. Active services are available t be requested. Deactivate Select the services yu want t deactivate and click Deactivate n the ribbn. Inactive services will nt be seen by users and cannt be requested. Cnfiguring Services T create a new service, click Create Service in the landing page r click Create n the ribbn f the Service Management interface. Yu will be brught t the Create Service page. Select a service type t create the new service using the crrespnding template. T make changes t an existing service, select the service by clicking befre a service name in the Service Management interface, and then click Edit n the ribbn. Instructins n cnfiguring each type f service are prvided in the sectins belw. Cnfiguring Create Site Cllectin Services Cnfigure Create Site Cllectin services t define the Create Site Cllectin service request template fr business users. Yu can custmize the settings fr site cllectins created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Create Site Cllectin services als allw yu t apply data prtectin and cntent retentin plicies n the site cllectins with full auditing t mnitr cmpliance with yur crprate standards. *Nte: With Gvernance Autmatin, yu can create site cllectins in On-Premises SharePint and SharePint Online. In the Create Site Cllectin Service interface r Edit Create Site Cllectin Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint 76

77 usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service t be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Web Applicatins and Managed Paths Specify the Web applicatins and assciated managed paths where yu wish t create a site cllectin. *Nte: T create site cllectins in SharePint Online standard instance, yu must register SharePint Online admin centers in DcAve first. Fr details, refer t Registering SharePint Online Admin Centers/Site Cllectins. a. Select a farm r My Registered Sites frm the drp-dwn menu. Expand the tree t select the desired Web applicatins r SharePint Online admin centers and managed 77

78 paths by selecting the crrespnding checkbxes. Specify a default Web applicatin r admin center and managed path fr the site cllectin yu wish t create by selecting ne frm the drp-dwn menus under the tree. Yu can select multiple Web applicatins r admin centers then use the Default Selectin drp-dwn menu t designate the default lcatin fr new site cllectins created by this service. b. URL frmat Select the Autmatically generate URL checkbx t have Gvernance Autmatin generate the URL, r leave it unchecked t allw the requester t decide the URL. Chse whether t assign a the Web applicatin and Managed Paths fr this service and site cllectins created by this service r allw the business user t chse the Web applicatin and Managed Paths when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Web Applicatin and Managed Paths cnfigured here will be made available fr business users t select frm. Select Shw as Read- Only t Business User t allw the business users t see the default Web Applicatin and Managed Path in the service request r Hide frm Business User t nt display the Web Applicatin and Managed Path assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the Web Applicatin and Managed Path when submitting a service request fr this service. c. Site cllectin URL Chse whether t use site cllectin title in URL r use the parent parameter in service request frm scpe. Use site cllectin title in URL Select this checkbx t have the site cllectin URL be filled autmatically after entering the site cllectin title in the service request. Use the parent parameter in service request frm scpe Select this checkbx t retrieve and use the parent parameter in service request frm scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, where the new site cllectin will be created. 10. Plicy Specify the site cllectin plicies t prvisin the site cllectins created by this service by selecting the crrespnding checkbxes r click Create New t be brught t the Site Cllectin Plicy interface t create a new plicy. Cnfigure this sectin as fllws: a. Select the plicies t be made available fr business users t chse frm by selecting the crrespnding checkbx f each plicy in the Select Plicies cnfiguratin area. All plicies selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. If n existing plicy is apprpriate fr this service, yu may click Create New t create a new ne. *Nte: If yu select a SharePint Online standard instance nde r SharePint Online dedicated instance nde in the scpe, the plicies fr bth instances are laded. Make sure yu select the prper plicies; therwise an errr task will be generated after apprving the request fr this service. 78

79 b. Select a default plicy in the Default Selectin drp-dwn menu. If Assign by Business User is selected in the Assign by drp-dwn menu, this plicy will be selected in the service request, but the business user will be able t select anther plicy ut f the plicies yu have selected in the Select the Plicies cnfiguratin area. If Assign by IT Admin is selected in the Assign by drp-dwn menu, this will be the nly available plicy in the service request and the business user will nt be able t chse anther plicy. Chse whether t assign a plicy t site cllectins created by this service r allw the business user t chse the plicy when submitting a service request fr this service frm the plicies selected in the Select the Plicies cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The plicy selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default plicy in the service request r Hide frm Business User t nt display the plicy assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the plicies yu have selected in the Select the Plicies cnfiguratin area. 11. Language (This ptin is nly available if yu have language packs installed n the Web server) - Specify the language fr the site cllectin. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse whether t assign a language t site cllectins created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Select Language cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Select Language cnfiguratin area. 12. Experience Versin (This ptin is nly available when yu select SharePint 2013 Web applicatins r SharePint Online Sites in Web Applicatins and Managed Paths) Select the experience versin (2010 r 2013) fr the site cllectins that business users will create. Chse whether t assign the experience versin t site cllectins created by this service r allw the business user t chse the experience versin when submitting this service request. Chse frm the fllwing: Assign by IT Admin Gvernance Autmatin will apply the experience versin selected here t all site cllectins created using this service. Select Shw as Read-Only t Business User t allw the business users t see the selected experience versin in the service request r Hide frm Business User t nt display the experience versin t the business users requesting this service. 79

80 Assign by Business User Allws business user t select the experience versin when submitting a service request fr this service. 13. Site Cllectin Template Specify the site cllectin template t use fr site cllectins created by this service. Cnfigure this sectin as fllws: a. Select the site cllectin templates t be made available fr business users t chse frm by checking the crrespnding checkbx f each site cllectin template in the Select templates cnfiguratin area. All site cllectin templates selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. b. Select the default site cllectin template in the drp-dwn menu. If Assign by Business User is selected in the Assign by drp-dwn menu, this site cllectin template will be selected in the service request, but the business user will be able t select anther template ut f the templates yu have selected in the Select the templates cnfiguratin area. If Assign by IT Admin is selected in the Assign by drpdwn menu, this will be the nly available template in the service request and the business user will nt be able t chse anther template. Chse whether t assign a site cllectin template t site cllectins created by this service r allw the business user t chse the site cllectin template when submitting a service request fr this service frm the templates selected in the Select the templates cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The site cllectin template selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default site cllectin template in the service request r Hide frm Business User t nt display the site cllectin template assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the site cllectin templates yu have selected in the Select the templates cnfiguratin area. 14. Click the arrw n the right-hand side t prceed t the next step. 15. Security Grups Custmize the site permissins fr site cllectins created by this service: Default Grups Add users t the default grups fr assigning crrespnding permissins. Select the Default Grup checkbx, and enter the username in the text bx f crrespnding grup. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Custm Grups Allws yu t create a new grup and assign users t this grup. Select the Custm Grups checkbx, and click Add t display the Grant User Permissins windw. Enter the name f the users which yu want t include in this grup. Specify the permissin level that yu want the users t have n this site by checking crrespnding checkbxes. Yu can custmize permissin levels in the SharePint Permissin Level Management interface. Click OK t save all f the cnfiguratins, r click Cancel t return t the service creatin page withut saving any changes. 80

81 Grant Users Permissins Directly Grant specific permissin level t the users directly. Select the Grant Users Permissins Directly checkbx, and click Add t display the Add a Grup windw. Enter a Name fr the grup, and select the users t include in this grup. Specify the permissin level that yu want members f this SharePint grup t have n this site by checking crrespnding checkbxes. Yu can custmize permissin levels in the SharePint Permissin Level Management interface. Click OK t save all f the cnfiguratins, r click Cancel t return t the service creatin page withut saving any changes. Chse whether t assign permissins fr site cllectins created by this service r allw the business user t assign permissins when submitting a service request fr this service. Assign by IT Admin The permissins cnfigured here will be applied t all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the permissins cnfigured here when submitting a service request r Hide frm Business User t nt display the permissins assciated with this service t business users requesting this service. Assign by Business User Allws business users t cnfigure permissins when submitting a request fr this service. 16. Click the arrw n the right-hand side t prceed t the next step. 17. Primary Site Cllectin Administratr Assign a user t be the Primary Site Cllectin Administratr by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Primary Site Cllectin Administratr t site cllectins created by this service r allw the business user t chse the Primary Site Cllectin Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: Assign by IT Admin The Primary Site Cllectin Administratr cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Administratr in the service request r Hide frm Business User t nt display the Primary Site Cllectin Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Primary Site Cllectin Administratr. 18. Secndary Site Cllectin Administratr Assign a user t be the Secndary Site Cllectin Administratr by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Secndary Site Cllectin Administratr t site cllectins created by this service r allw the business user t chse the Secndary Site Cllectin Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: 81

82 Assign by IT Admin The Secndary Site Cllectin Administratr cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cllectin Administratr in the service request r Hide frm Business User t nt display the Secndary Site Cllectin Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cllectin Administratr. 19. Primary Site Cllectin Cntact The Primary Site Cllectin Cntact will be the user designated fr managing the lifecycle f the site cllectin created by this service. Assign a user t be the Primary Site Cllectin Cntact by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Primary Site Cllectin Cntact t site cllectins created by this service r allw the business user t chse the Primary Site Cllectin Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Primary Site Cllectin Cntact cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Cntact in the service request r Hide frm Business User t nt display the Primary Site Cllectin Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Primary Site Cllectin Cntact. 20. Secndary Site Cllectin Cntact The Secndary Site Cllectin Cntact will be the user designated fr managing the lifecycle f the site cllectin created by this service if the Primary Site Cllectin Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary Site Cllectin Cntact by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Secndary Site Cllectin Cntact t site cllectins created by this service r allw the business user t chse the Secndary Site Cllectin Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary Site Cllectin Cntact cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cllectin Cntact in the service request r Hide frm Business User t nt display the Secndary Site Cllectin Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cllectin Cntact. 21. DcAve Deplyment Manager Plan Select a deplyment plan frm the drp-dwn menu t add site cllectins created by this service t a DcAve Deplyment Manager plan. A cpy f the plan will be created fr each new site cllectin in rder t run the jb, and will be deleted nce the jb cmpletes t prevent unnecessary data strage. 82

83 *Nte: The deplyment plan must nt have a schedule set up in rder fr Gvernance Autmatin t run the deplyment jb when the site cllectin is created. 22. Manage Site Cllectin Lifecycle Select the Enable Site Cllectin Lease Perid checkbx t enable a lease perid fr the site cllectin. Specify the lease perid by entering a psitive integer in the prvided text bx and chse Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu Chse whether t assign the site cllectin lease perid t site cllectins created by this service r allw the business user t chse the site cllectin lease perid when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The site cllectin lease perid cnfigured here will be assciated with the site cllectin created by this service. Select Shw as Read-Only t Business User t allw the business users t see the site cllectin lease perid in the service request r Hide frm Business User t nt display the site cllectin lease perid assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the site cllectin lease perid. When the site cllectin lease perid is enabled, yu can chse t enable lease expiratin warning t cnfigure when t send the warning befre the site cllectin reaches expiratin by selecting the Enable lease expiratin warning checkbx. Then enter a psitive integer in the prvided text bx and chse Day(s), Week(s), Mnth(s), r Year(s) frm the drpdwn menu. Chse whether t assign the lease expiratin warning t site cllectins created by this service r allw the business user t chse the lease expiratin warning when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The lease expiratin warning cnfigured here will be assciated with the site cllectin created by this service. Select Shw as Read-Only t Business User t allw the business users t see the lease expiratin warning in the service request r Hide frm Business User t nt display the lease expiratin warning assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the lease expiratin warning. 23. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Custm Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by clicking befre a metadata name. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see The Metadata Interface. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. 83

84 Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 24. Apprval Prcess Select a Create Site Cllectin apprval prcess frm the drp-dwn menu r click Create New t create a new Create Site Cllectin apprval prcess. This will bring yu t the Create Site Cllectin Apprval Prcess interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 25. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 26. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 27. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 84

85 28. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service, which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Create Site Services Cnfigure Create Site services t define the Create Site service request template fr business users. Yu can custmize the settings fr sites created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Sites created by Gvernance Autmatin inherit data prtectin and cntent retentin plicies frm the site cllectin they live in. Sites created by Gvernance Autmatin use the same DcAve Granular Backup and Recvery, DcAve Cnnectr, DcAve Archiver and lifecycle management settings as the site cllectins they are created in. In the Create Site Service interface r Edit Create Site Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface.. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service and sites created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 85

86 5. Service Permissins Chse Allw all users t use this service t allw this service t be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Chse the site cllectins yu wish t be made available in this service. Business users will be able t chse which site cllectin t create the new site under. a. Select a farm r My Registered Sites frm the drp-dwn menu. b. Chse ne f the fllwing methds t cnfigure the scpe: Manually input URL - Select this radi buttn and click the Add Yur Own URL link t enter the URL f the site cllectin in the URL text bx. T add mre site cllectins click Add Yur Own URL after entering a URL. Select scpe frm tree Select this radi buttn and then select the site cllectins frm the data tree. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. c. Site URL Chse whether t use site title in URL r use the parent parameter in service request frm scpe. Use site title in URL Select this checkbx t have the site URL be filled autmatically after entering the site title in the service request. 86

87 Use the parent parameter in service request frm scpe Select this checkbx t retrieve and use the parent parameter in service request frm scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, where the new site will be created. In Gvernance Autmatin interface, the service request URL will be set t the parent parameter URL, where the new site will be created. Make sure that the request URL is in the frmat f parent={parentsiteurl} 10. Language (This ptin is nly available if yu have language packs installed n the Web server) Specify the language fr the sites. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse whether t assign a language t sites created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Select Language cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read- Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Select Language cnfiguratin area. 11. Site Template Specify the templates which can be used t create the site. In the Template stre text bx, enter the site cllectin URL where all f yur site templates are centrally stred. Then click Retrieve t retrieve the available templates and select the desired templates by selecting crrespnding checkbxes. Select a template as the default template frm the drpdwn menu in the Default Selectin sectin. Yu can chse this entry is predefined by an administratr fr the service request r is assigned by a business user while submitting a service request frm the drp-dwn menu. Assign by IT Admin An administratr determines which templates can be used fr the site. Select whether the template infrmatin is visible t the business users. Shw as Read-Only t Business User means business users can nly see the template cnfigured in the Default Selectin when submitting a service request but they cannt change it. Hide frm Business User means business users cannt see which template is used fr creating the site in the service request. Assign by Business User Allws the business user t determine which templates can be used t create a site. The selected template in the Default Selectin will be displayed as a default value f this entry in the service request and the business user can change it t ther template when submitting a service request. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Security Grups Select t inherit permissins frm parent site r use the unique permissins. 87

88 Use same permissins as parent site Select the Use same permissins as parent site t inherit the parent site s permissins settings. Assign by IT Admin will be the default selectin fr the Assign by drp-dwn menu. Chse whether t Shw as Read-Only t Business User r Hide frm Business User. Use unique permissins Select the Use unique permissins checkbx and custmize the site permissins fr sites created by this service: Default Grups Add users t the default grups fr assigning crrespnding permissins. Select the Default Grup checkbx, and enter the username in the text bx f crrespnding grup. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Custm Grups Allws yu t create a new grup and assign users t this grup. Select the Custm Grups checkbx, and click Add t display the Grant User Permissins windw. Enter the name f the users which yu want t include in this grup. Specify the permissin level that yu want the users t have n this site by checking crrespnding checkbxes. Yu can custmize permissin levels in the SharePint Permissin Level Management interface. Click OK t save all f the cnfiguratins, r click Cancel t return t the service creatin page withut saving any changes. Grant Users Permissins Directly Grant specific permissin level t the users directly. Select the Grant Users Permissins Directly checkbx, and click Add t display the Add a Grup windw. Enter a Name fr the grup, and select the users t include in this grup. Specify the permissin level that yu want members f this SharePint grup t have n this site by checking crrespnding checkbxes. Yu can custmize permissin levels in the SharePint Permissin Level Management interface. Click OK t save all f the cnfiguratins, r click Cancel t return t the service creatin page withut saving any changes. Chse whether t assign permissins fr site cllectins created by this service r allw the business user t assign permissins when submitting a service request fr this service. Assign by IT Admin The permissins cnfigured here will be applied t all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the permissins cnfigured here when submitting a service request r Hide frm Business User t nt display the permissins assciated with this service t business users requesting this service. Assign by Business User Allws business users t cnfigure permissins when submitting a request fr this service. 14. Click the arrw n the right-hand side t prceed t the next step. 15. Primary Site Cntact The Primary Site Cntact will be the user designated fr managing the site created by this service. Assign a user t be the Primary Site Cntact by entering the username int the text bx. Click t check that the name is valid r click t search fr users. 88

89 Chse whether t assign the Primary Site Cntact t sites created by this service r allw the business user t designate ne when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Primary Site Cntact cnfigured here will be assciated with all site created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Cntact in the service request r Hide frm Business User. Assign by Business User Allws the business user t cnfigure the Primary Site Cntact. 16. Secndary Site Cllectin Cntact The Secndary Site Cntact will be the user designated fr managing sites created by this service in case the Primary Site Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary Site Cntact by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Secndary Site Cntact t sites created by this service r allw the business user t designate ne when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary Site Cntact cnfigured here will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cntact in the service request r Hide frm Business User t nt display the Secndary Site Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cntact. 17. Navigatin Cnfigure navigatin ptins fr sites created using this service: Chse whether r nt t Display this site n the Quick Launch f the parent site. Chse whether r nt t Display this site n the ribbn link bar f the parent site. Chse whether t apply this ptin t site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The navigatin ptins cnfigured here will be assciated with all site created by this service. Select Shw as Read-Only t Business User t allw the business users t see the navigatin ptins in the service request r Hide frm Business User t nt display the navigatin ptins in this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the navigatin ptins. 18. Navigatin Inheritance Chse whether r nt t have sites created by this service Use the tp link bar frm the parent site by chsing the crrespnding radi buttn. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: 89

90 Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 19. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Custm Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. Optinally, yu can select the Inherit parent site metadata value checkbx. With this ptin selected, the newly created site, which is based n this service, will inherit its parent site s metadata value. 20. Apprval Prcess Select a Create Site apprval prcess frm the drp-dwn menu r click Create New t create a new Create Site apprval prcess. This will bring yu t the Create Site Apprval Prcess interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 21. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in 90

91 SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 22. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 23. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 24. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Create My Site Services Cnfigure Create My Site services t define the Create My Site service request template fr business users. Yu can custmize the settings fr My Sites created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. My Sites created by Gvernance Autmatin inherit data prtectin and cntent retentin plicies frm the site cllectin they live in. My Sites created by Gvernance Autmatin use the same DcAve Granular Backup and Recvery, DcAve Cnnectr, DcAve Archiver and lifecycle management settings as the site cllectins they are created in. In the Create My Site Service interface r Edit Create My Site Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 91

92 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface.. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 92

93 9. Farm Select the farm in which yu allw business users t create My Site. 10. User Prfile Select yur desired user prfile that will be used fr My Sites. 11. Bulk Mde Chse whether t enable bulk mde. Select the Enable bulk creatin f My Sites t allw creating multiple My Sites fr different users in ne service request. 12. Plicy Select the site cllectin plicies that yu wish t apply t My Site by checking the crrespnding checkbxes r click Create New t be brught t the Site Cllectin Plicy interface t create a new plicy. Cnfigure this sectin as fllws: Select the plicies t be made available fr business users t chse frm by checking the crrespnding checkbx f each plicy in the Select Plicies cnfiguratin area. All plicies selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. Select a default plicy in the Default Selectin drp-dwn menu. If Assign by Business User is selected in the service request, but the business user will be able t select anther plicy ut f the plicies yu have selected in the Select Plicies cnfiguratin area. If Assign by IT Admin is selected in the Assign by drp-dwn menu, this will be the nly available plicy in the service request and the business user will nt be able t chse anther plicy Chse whether t assign a plicy t My Sites created by this service r allw business user t chse the plicy when submitting a service request fr this service frm the plicies selected in the Select Plicies cnfiguratin area. Chse frm fllwing: Assign by IT Admin The plicy selected in the Default Selectin drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business Users t allw the business user t see the default plicy in the service request r Hide frm Business User t nt display the plicy assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the plicies yu have selected in the Select Plicies cnfiguratin area. 13. Language (This ptin is nly available if yu have language packs installed n the Web server) - Specify the language fr the My Site. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse whether t assign a language t My Sites created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Language cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Language cnfiguratin area. 93

94 *Nte: If Always use reginal settings defined by site administratrs is selected in the User Prfile in SharePint 2013, the language selected in Gvernance Autmatin will nt take effect. The My Site language depends n the lcale selected in reginal settings. 14. Secndary My Site Administratr Assign a user t be the Secndary My Site Administratr by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Secndary My Site Administratr t My Sites created by this service r allw the business user t chse the Secndary My Site Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: Assign by IT Admin The Secndary My Site Administratr cnfigured here will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary My Site Administratr in the service request r Hide frm Business User t nt display the Secndary My Site Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary My Site Administratr. 15. Secndary My Site Cntact The Secndary My Site Cntact will be the user designated fr managing the My Sites created by this service if the Primary My Site Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary My Site Cntact by entering the username int the text bx. Click t check that the name is valid r click t search fr users. Chse whether t assign the Secndary My Site Cntact t site cllectins created by this service r allw the business user t chse the Secndary My Site Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary My Site Cntact cnfigured here will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary My Site Cntact in the service request r Hide frm Business User t nt display the Secndary My Site Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary My Site Cntact. 16. Click the arrw n the right-hand side t prceed t the next step. 17. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by clicking befre a metadata name. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. 94

95 Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 18. Apprval Prcess Select a Create My Site apprval prcess frm the drp-dwn menu r click Create New t create a new Create My Site apprval prcess. This will bring yu t the Create My Site Apprval Prcess interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 19. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 20. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 21. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance 95

96 by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 22. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 96

97 Cnfiguring Create Library/List Services Cnfigure Create Library/List services t define the Create Library/List service request templates fr business users. Yu can predefine the settings fr libraries r lists created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Libraries r lists created by Gvernance Autmatin are included in the data prtectin plan and cntent retentin rules f the site cllectin they live in. In the Create Library/List Service interface r Edit Create Library/List Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 97

98 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Bulk Mde Chse whether t enable bulk mde. Select the Enable bulk creatin f libraries/lists t allw users t request the creatin f multiple libraries and lists in ne service request. 10. Scpe Chse the site yu wish t be made available in this service. Business users will be able t chse which site t create the new library r list under. a. Select a farm r My Registered Sites frm the drp-dwn menu. b. Chse ne f the fllwing methds t cnfigure the scpe: Manually input URL Select this radi buttn and click the Add Yur Own URL link t enter the URL f the site in the URL text bx. T add mre sites click Add Yur Own URL after entering a URL. Select scpe frm tree Select this radi buttn and then expand the tree t select the sites. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. c. Library/List URL Chse whether t use library/list name in URL r use the parent parameter in service request frm scpe. Use library/list name in URL Select this checkbx t have the library/list URL be filled autmatically after entering the library/list name in the service request. Use the parent parameter in service request frm scpe Select this checkbx t retrieve and use the parent parameter in service request frm scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, where the new library/list will be created. 11. Navigatin Specify whether t display this library r list in the Quick Launch f its parent site. 98

99 Chse whether t assign the navigatin ptin t the library r list created by this service r allw the business user t chse this ptin when submitting a service request fr this service in the Navigatin cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The ptin selected here will be assciated with all libraries r lists created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected ptin in the service request r Hide frm Business User t nt display the selected ptin t the business users requesting this service. Assign by Business User Allws business user t chse the ptin in the Navigatin cnfiguratin area. 12. Type Select the type f the bject that yu allw t be create, Library r List. Chse whether t assign the type t the library r list created by this service r allw the business user t chse the type when submitting a service request fr this service in the Type cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The type selected here will be assciated with all service requests created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected type in the service request r Hide frm Business User t nt display the selected type t the business users requesting this service. Assign by Business User Allws business user t chse the type in the Type cnfiguratin area. 13. Click the arrw n the right-hand side t prceed t the next step. 14. Library/List Template Enter the site cllectin URL in which all f the library r list templates are centrally stred in the Template stre text bx, then and click Retrieve t retrieve the templates. Select the available templates that yur business users may use t create a new library r list. Yu can select multiple templates. Use the Default template drp-dwn list t designate the default template fr the new library r list created by this service. Chse whether t assign the template t the library r list created by this service r allw the business user t chse the template when submitting a service request fr this service in the Library/List Template cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The template selected here will be assciated with all service requests created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected template in the service request r Hide frm Business User t nt display the selected template t the business users requesting this service. Assign by Business User Allws business user t chse the template in the Library/List Template cnfiguratin area. 15. Dcument Versin Histry (This sectin appears when yu select Library as the Type.) Specify whether a versin is created each time yu edit a file in this library. Require cntent apprval fr submitted files? Specify whether new files r changes t existing files shuld remain in a draft state until they have been apprved. Create a versin each time yu edit a file in this library? 99

100 N versining D nt create a versin when a file in this library is edited. Create majr versins Create a majr versin each time a file in this library is edited. Create majr and minr (draft) versins Create majr and minr versins each time a file in this library is edited. Optinally limit the number f versins t retain Allws yu t limit the number f versins that yu wish t retain. T limit the number f majr versins, select the checkbx befre Keep the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Yu can als keep drafts fr majr versins by selecting the checkbx befre Keep drafts fr the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Chse whether t assign the cnfigured settings t the library created by this service r allw the business user t cnfigure these settings when submitting a service request fr this service in the Dcument Versin Histry cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The settings cnfigured here will be assciated with all libraries created by this service. Select Shw as Read-Only t Business User t allw the business user t see the cnfigured settings in the service request r Hide frm Business User t nt display the cnfigured settings t the business user requesting this service. Assign by Business User Allws business user t cnfigure the settings in the Dcument Versin Histry cnfiguratin area. 16. Item Versin Histry (This sectin appears when yu select List as the Type.) Specify whether a versin is created each time yu edit an item in this list. Require cntent apprval fr submitted items? Specify whether new items r changes t existing items shuld remain in a draft state until they have been apprved. Create a versin each time yu edit an item in this list? Specify whether new items r changes t existing items shuld remain in a draft state until they have been apprved. N versining D nt create a versin when an item in this list is edited. Create majr versins Create a majr versin each time an item in this list is edited. Create majr and minr (draft) versins Create majr and minr versins each time an item in this list is edited. Optinally limit the number f versins t retain Allws yu t limit the number f versins that yu wish t retain. T limit the number f majr versins, select the checkbx befre Keep the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Yu can als keep drafts fr majr versins by selecting the checkbx befre Keep drafts fr the fllwing number f majr versins and enter a psitive integer in the prvided text bx. 100

101 Chse whether t assign the cnfigured settings t the list created by this service r allw the business user t cnfigure these settings when submitting a service request fr this service in the Item Versin Histry cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The settings cnfigured here will be assciated with all lists created by this service. Select Shw as Read-Only t Business User t allw the business user t see the cnfigured settings in the service request r Hide frm Business User t nt display the cnfigured settings t the business user requesting this service. Assign by Business User Allws business user t cnfigure the settings in the Item Versin Histry cnfiguratin area. 17. Click the arrw n the right-hand side t prceed t the next step. 18. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 19. Apprval Prcess Select a Create Library/List apprval prcess frm the drp-dwn menu r click Create New t create a new Create Library/List apprval prcess. This will bring yu t the Create Library/List Apprval Prcess interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 20. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. 101

102 *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 21. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 22. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 23. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 102

103 Cnfiguring Site Cllectin Lifecycle Management Services Site Cllectin Lifecycle Management services prvide business users with cntrl ver the lifecycle f their site cllectins created/managed by Gvernance Autmatin. Yu can cnfigure the settings t ntify site cllectin wners f lease expiratin and lack f use f their site cllectins. In the Create Site Cllectin Lifecycle Management interface r Edit Site Cllectin Lifecycle Management interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a department yu wish this service t belng t frm the drp-dwn menu r click Add New t create a new ne. Chse whether t assign a Department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 103

104 Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact, site cllectin administratr, r site cntact t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the desired Web applicatins. Select a farm r My Registered Sites frm the drp-dwn menu and expand the tree. Select the desired Web applicatins by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Lifecycle Management Actins Select the type f lifecycle management service t create: Extend Site Cllectin Allws business users t request an extensin t the lease f their site cllectin. Nte that an extensin t a site cllectin s lease will grant the site cllectin the amunt f time indicated in the lease frm the day the request is apprved and is nt in additin t the remaining time f the previus lease. Delete Site Cllectin Allws business users t request their site cllectin be deleted. Archive Site Cllectin Allws business users t request their site cllectin t be extracted frm SharePint and stred in mre ecnmical strage devices. Change Site Cllectin Plicy - Allws business users t request a different Gvernance Autmatin plicy be assciated with the site cllectin they wn, r request that a different Gvernance Autmatin plicy assciated with a My Site by specifying the My Site wner. Unlck Site Cllectin Allws business users t request t unlck a lcked site cllectin. *Nte: Lifecycle management services are available t the users indicated in their service Permissins cnfiguratin, hwever, service request fr any f these lifecycle management actins can nly be submitted by each site cllectin s wner. 104

105 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select Allw all apprvers t edit this service request t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a 105

106 specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Site Lifecycle Management Services Site Lifecycle Management services prvide business users with cntrl ver the lifecycle f their sites created/managed by Gvernance Autmatin. In the Create Site Lifecycle Management interface r Edit Site Lifecycle Management interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 106

107 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact, site cllectin administratr, r site cntact, t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Cnfigure the scpe fr this service. Select a farm r My Registered Sites frm the drp-dwn menu first, then yu can chse t input URLs manually r select the scpe frm the tree. Manually input URL Click Add Yur Own URL t add the URL, then enter the URL in the text bx. Repeat the step t add multiple URLs. Select scpe frm tree Click the farm r My Registered Sites t expand the tree and select yur desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Lifecycle Management Actins Chse the type f lifecycle management service t create: Delete Site Allws business users t request t delete their sites. Archive Site Allws business users t request fr their sites t be extracted frm SharePint and stred in mre ecnmical strage devices. 107

108 *Nte: If yu chse Archive Site, yu must select an Archiver prfile frm the drp-dwn menu. Archiver prfiles are cnfigured in DcAve. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any changes n the current page. This apprval prcess will be triggered when a service request t manage site lifecycle is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 108

109 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Clne r Transfer User Permissin Services Cnfigure Clne r Transfer User Permissin services t request having ne persn s permissins be the same as anther user. Rle changes happen frequently in mst rganizatins. This puts permissin cntrl in the hands f business users based n predefined settings set by IT administratrs. In the Clne User Permissins Service interface r Edit Clne User Permissin Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. 109

110 Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin in Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the Web applicatins frm which yu wish t clne the user permissins. Select a farm r My Registered Sites and expand the tree t select the desired Web applicatins by selecting the crrespnding checkbxes. 10. Restrict Surce User Selectin Specify the users which can be selected as the surce user t clne permissins frm. Chse frm the fllwing: Allw any user Check this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. 110

111 Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users. Otherwise this setting will nt take effect. 11. Restrict Target User Selectin Specify the users which can be selected as the target user t clne permissins t. Chse frm the fllwing: Allw any user Check this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users. Otherwise this setting will nt take effect. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Permissin Optin Select a methd frm the drp-dwn menu t determine hw yu will assign the surce user s/grup s permissin t the target user/grup. Append Add the permissin f the surce user/grup t the destinatin user/grup. Replace Replace the permissin f the target user with the surce user s permissin. Chse whether t assign the Permissin Optin by this service r allw the business user t chse the Permissin Optin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Permissin Optin cnfigured here will be applied n the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Permissin Optin in the service request r Hide frm Business User t nt display the Permissin Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Permissin Optin. 14. User Alert Optin Chse whether r nt t send the user alerts settings set by the surce user t the target users. Select the Send surce user alerts t target user checkbx fr selecting this feature by default when submitting a service request. Chse whether t assign the User Alert Optin directly by this service r allw the business user t chse the User Alert Optin when submitting a service request fr this service. Chse frm the fllwing: 111

112 Assign by IT Admin The User Alert Optin cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the User Alert Optin in the service request r Hide frm Business User t nt display the User Alert Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the User Alert Optin. 15. Change Metadata Chse whether r nt t change the surce user metadata t the target user. If yu select this ptin, then click Add Surce User Metadata t add the surce user metadata yu want t change. Enter the metadata yu want t allw t be changed fr this service. Chse whether t assign the Change Metadata ptin directly by this service r allw the business user t cnfigure it when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Change Metadata cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Change Metadata ptin in the service request r Hide frm Business User t nt display the Change Metadata ptin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the ptin. 16. Additinal Optin Chse hw t deal with the permissins f the surce user that resides in a SharePint grup. Chse frm the fllwing: Add target user t the same grup in destinatin Add the target user int the SharePint grup where the surce user resides. Clne surce user s permissin t the target user directly Cpy the permissins f the grup where the surce user resides t the target user. Chse whether t assign the Additinal Optin directly by this service r allw the business user t chse the Additinal Optin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Additinal Optin cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Additinal Optin in the service request r Hide frm Business User t nt display the Additinal Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Additinal Optin. 17. Optins fr Transfer Specify the ptins t manage the surce user/grup when transferring permissins. The selected ptins will be the default selectins when submitting a service request. Chse frm the fllwing: Remve surce user s explicit permissin Remve the surce user s r grup s permissin after clning the permissin successfully. 112

113 Remve surce user frm SharePint grups Delete the surce user frm SharePint Grups that he resides after clning the permissin successfully. Delete surce user frm site cllectin Delete the surce user r grup frm the site cllectin after clning the permissin successfully. Chse whether t assign the Optins fr Transfer directly by this service r allw the business user t chse the Optins fr Transfer when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Optins fr Transfer cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Optins fr Transfer in the service request r Hide frm Business User t nt display the Optins fr Transfer assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Optins fr Transfer. 18. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 19. Click the arrw n the right-hand side t prceed t the next step. 20. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Create Clne r Transfer User Permissin Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t clne user permissins is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 21. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. 113

114 PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 22. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 23. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 24. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Change Site Cllectin Cntact r Administratr Services Cnfigure Change Site Cllectin Cntact r Administratr services t define the Change Site Cllectin Cntact r Administratr service request fr business users. Yu can change the Site Cllectin Cntact r Administratr when the site cllectin expires t transfer the respnsibilities t anther user. 114

115 In the Create Change Site Cllectin Cntact r Administratr Service interface r Edit Change Site Cllectin Cntact r Administratr Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their language. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, 115

116 cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the Web applicatin where yu wish t change the Site Cllectin Cntact r Administratr. Fr On-Premises SharePint, select a Farm and expand the farm tree t select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Change Cntact/Administratr Settings Chse t allw business users t change primary and secndary site cllectin cntact, r primary and secndary site cllectin administratr. Optinally, yu can define whether t allw business users t change primary My Site cntact and primary My Site administratr. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f a selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Change Site Cllectin Cntact r Administratr Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change the site cllectin cntact is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. 116

117 Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select the Enable service request executin schedule checkbx t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Change Site Cntact Services Yu can change the Site Cntact when the crrespnding site cllectin expires t transfer the respnsibilities t anther user. 117

118 In the Create Change Site Cntact Service interface r Edit Change Site Cntact Service interface, cnfigure the fllwing settings: Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr,

119 cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select frm tree Expand the farm tree r My Registered Sites t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 11. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Change Site Cntact Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change site cntact is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 12. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. 119

120 Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry. 13. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 14. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 15. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Cntent Mve Services Cnfigure Cntent Mve services t define the Cntent Mve service request template fr business users. Yu can cnfigure the settings t cpy r mve SharePint cntents, s the cntent and tplgy f yur SharePint envirnment can be restructured easily and accurately. In the Create Cntent Mve interface r Edit Cntent Mve interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 120

121 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 121

122 9. Scpe Select the surce scpe and the destinatin scpe and they can be identified as a surce r destinatin in a Cntent Mve request. Fr On-Premises SharePint, select a laded farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Methd Select Cpy r Mve fr this service r allw the business user t decide when submitting the request: Assign by Business User Allws business user t chse the methd when submitting a service request fr this service. Assign by IT Admin The selected methd will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default methd in the service request r Hide frm Business User t nt display the methd assciated with this service t the business users requesting this service. If yu select Mve, yu may als cnfigure the fllwing settings: Surce Dcuments/Items Deleted Methd Select Manually t delete the surce cntent yurself nce the mve jb is cmplete in DcAve (select the mve jb in Jb Mnitr, then click Delete n the ribbn and select Delete Cntent frm the drp-dwn list), r select Autmatically t have DcAve delete the surce cntent nce the mve jb is cmplete. Chse whether t assign the methd t this service and site cllectins created by this service r allw the business user t chse the methd when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the methd when submitting a service request fr this service. Assign by IT Admin The selected methd will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default methd in the service request r Hide frm Business User t nt display the methd assciated with this service t the business users requesting this service. Delete Checked Out Dcuments Frm Surce By default, N is selected. Select Yes if yu want t have the checked ut dcuments n the surce nde deleted when the surce cntent is deleted. Chse whether t assign this ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: 122

123 Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 11. Actin Select Attach t transfer the surce nde as a child nde underneath the destinatin nde, r select Merge t add the cntent, securities, and cnfiguratins f the surce nde t the destinatin nde. Chse whether t assign the actin t this service and site cllectins created by this service r allw the business user t chse the actin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the actin when submitting a service request fr this service. Assign by IT Admin The selected actin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default actin in the service request r Hide frm Business User t nt display the actin assciated with this service t the business users requesting this service. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Filter Plicy Select a filter plicy yu previusly created in DcAve frm the drp-dwn menu. Filter plicies allw yu t select specific bjects r data within each SharePint level frm the Web applicatin dwn t the item level. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 14. Cnfiguratin Chse whether t migrate cnfiguratin t the destinatin. Select Cpy cnfiguratin t cpy the prperties, descriptins, titles, settings, and features frm the surce nde t the destinatin nde. If yu want t keep the lk and feel f the surce site, including the quick launch, tp link bar, tree view, site themes, and master page, select the Keep lk and feel checkbx. *Nte: This functin will nly take effect if the surce nde is a site, the destinatin nde is a tp-level site r a site cllectin, and if yu chse Merge as the actin. 123

124 124 Leave Cpy cnfiguratin deselected if yu dn t want t migrate cnfiguratin t the destinatin. Then, chse frm the fllwing ptins: Select Cpy the item-dependent clumns and cntent types t maintain item integrity. Then, select a cnflict reslutin methd fr these items clumns and cntent types frm the drp-dwn menu: D nt cpy/mve the clumns and cntent types, r the crrespnding items Ignre the cnflicting clumns, cntent types, and the crrespnding items, and d nthing n the surce and destinatin nde. Overwrite the clumns and cntent types Overwrite the destinatin clumns and cntent types with the surce nde. Append the clumns and cntent types t destinatin Keep the destinatin clumns and cntent types when there is a cnflict. In additin, cpy the surce clumns and cntent types t the destinatin nde with a numerical suffix added (fr example, ClumnName_1, ClumnName_2, etc.). Select D nt cpy the item-dependent clumns r cntent types. Reprt the items if the crrespnding clumn r cntent type is nt fund in destinatin. The crrespnding items are nt cpied t the destinatin. The jb reprt will shw items if the crrespnding clumn r cntent type is nt fund in the destinatin nde. *Nte: If a surce nde is assciated with a Managed Metadata clumn and there is n Managed Metadata clumn in the destinatin nde, Gvernance Autmatin d nt cpy r mve the surce Managed Metadata clumn t the destinatin. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 15. Security Select the Cpy security checkbx t cpy the user and/r grup permissins frm the surce nde t the destinatin nde, including SharePint permissin level and permissin inheritance f SharePint bjects. Select the Exclude user/grup withut permissin checkbx t nt cpy users and/r grups that have n permissins t the destinatin. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service.

125 Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 16. Cntent Select the Cpy cntent checkbx t cpy cntent frm the surce nde t the destinatin nde, including files and items. Select the Include list attachment checkbx t als cpy attached cntent in lists frm the surce nde t the destinatin nde. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 17. Wrkflw Select the Include wrkflw definitin checkbx t cpy the definitin f existing wrkflws fr the selected cntent frm the surce nde t the destinatin nde, and/r select the Include wrkflw instance t cpy the state, histry and tasks f existing wrkflws fr the selected cntent frm the surce nde t the destinatin nde. If yu select Include wrkflw instance, Include cmpleted instances is mandatry and the surce cmpleted instances will be cpied t the destinatin. Yu can als select the Include running instances checkbx t cpy the surce running instances t the destinatin. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 18. Managed Metadata Service Setting Select the Cpy Managed Metadata Service checkbx t cpy the related Managed Metadata Services frm the surce nde t the destinatin nde, and then select ne f the fllwing ptins: Term Cpy terms that are used in the surce, their parent terms, the term sets where the used terms reside, and the names f the grups where the used terms reside t the destinatin. Term set Cpy the whle term sets where the used terms reside in the surce (regardless f whether r nt the terms in the term sets are used by the surce nde r nt) t the destinatin. 125

126 Managed Metadata Service Cpy the whle Managed Metadata Services that are related t the surce nde t the destinatin. *Nte: Cpying the Managed Metadata Service will autmatically activate the service in the destinatin, if the service in the destinatin is nt already activated. Chse whether t apply the ptin t this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 19. Click the arrw n the right-hand side t prceed t the next step. 20. Preserve the Null Clumn Values Select Yes t preserve the null values f item clumns even if the clumns n the destinatin have default values cnfigured, r select N t replace null values with default values in the destinatin nde. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 21. Data Cmpressin Select the Cmpressin checkbx if yu want t cmpress the data when it is cpied. If yu chse t cmpress the data, use the slider t select the cmpressin rate. Fastest cmpressin rate results in a larger data set. Best cmpressin rate results in a smaller, better quality data set, but the cmpressin takes mre time t perfrm. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 22. Data Encryptin Select the Encryptin checkbx if yu want t encrypt the data. Then select the default security prfile r a security prfile which is previusly cnfigured in DcAve frm 126

127 the drp-dwn menu t prtect yur backup data using the security keys generated by the specified encryptin methd. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 23. Mappings Select previusly cnfigured prfiles fr clumn mapping, cntent type mapping, user mapping, dmain mapping, and language mapping. Mapping prfiles are created in DcAve and are ptinal. Clumn mapping Allws yu t map surce clumns t destinatin clumns. The destinatin clumn name will be replaced by the cnfigured surce clumn name, and yu can add value mapping. Accrding t clumn type, the surce clumn and the destinatin clumn can be the same r different. Cntent type mapping Allws yu t map surce cntent types t the specified cntent types in destinatin, r change the cntent type name t anther ne, accrding t the cnditin that yu set up. User mapping Allws yu t replace an existing surce nde username with an existing destinatin nde username r a default username in the destinatin, r add a place hlder accunt t keep user metadata even if the user n lnger exists. Dmain mapping Allws yu t map a surce dmain t a destinatin dmain. The destinatin dmain name will be replaced by the cnfigured surce dmain name, and the user in the surce dmain will be mapped t the destinatin user which has the same lgin name. Language mapping Allws yu t chse if yu want t display destinatin nde in a different language than surce nde after the plan has been executed. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 24. Back Up Envirnment Befre Running Plan Allws yu t keep a cpy f the surce r destinatin nde befre cpying/mving cntent. 127

128 Back up the surce envirnment (fr Mve nly) Create a cpy f the surce nde prir t perfrming the mve. Back up the destinatin envirnment Create a cpy f the destinatin nde prir t perfrming the cpy (allws yu t und the cpy). *Nte: If yu chse Back up the surce envirnment and/r Back up the destinatin envirnment, yu must select a strage plicy frm the drp-dwn menu. Chse whether t back up the surce/destinatin envirnment t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 25. Cnflict Reslutin If the item name in the surce nde is the same as that f an existing item in the destinatin nde, a cnflict ccurs. This setting allws yu t handle cnflicts at bth the cntainer and cntent level. Cntainer level cnflict reslutin cntains Skip, Merge, and Replace. Skip will keep the destinatin cntainer as is and yu can chse t set cntent level cnflict reslutin by clicking the checkbx next t Check lwer bjects. Merge will add the surce cntainer t the destinatin, but yu must set cntent level cnflict reslutin. Replace will substitute the cntainer in the destinatin with the ne in surce and yu cannt set cntent level cnflict reslutin. Cntent level cnflict reslutin includes Skip, Overwrite, Overwrite by Last Mdified Time, and Append. Chse whether t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 26. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. 128

129 Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 27. Click the arrw n the right-hand side t prceed t the next step. 28. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any changes n the current page. This apprval prcess will be triggered when a service request fr cntent mve is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 29. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 30. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 31. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm 129

130 the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 32. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Change Site Cllectin Settings Services Cnfigure Change Site Cllectin Settings services t define the Change Site Cllectin Settings service request template fr business users. Yu can change the title, descriptin, and metadata f site cllectins. In the Change Site Cllectin Settings interface r Edit Change Site Cllectin Settings interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this 130

131 service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. Select Only allw site cllectin cntacts r site cllectin administratrs t submit requests fr this service t nly allw the site cllectin cntacts r site cllectin administratrs t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the Web applicatins where yu wish t change the Site Cllectin Settings Fr On-Premises SharePint, click a farm t expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Changed Site Cllectin Settings Chse whether t allw business users t change the title, descriptin, and metadata f site cllectins by selecting the crrespnding checkbxes. If yu select the Metadata checkbx, click Add Metadata t add metadata t the site cllectin that can be edited by business users in the pp-up windw. Select the Enable adding r deleting metadata checkbx t allw business users t add r delete metadata when submitting request fr this service. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: 131

132 Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Change Site Cllectin Settings Apprval Prcess interface withut saving any cnfiguratins n the current page. When business users submit a service request t change site cllectin settings, this apprval prcess is triggered when a service request t change site cllectin settings is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can 132

133 chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Change Site Metadata Services Cnfigure Change Site Metadata services t define the Change Site Metadata service request template fr business users. Yu can change the site metadata when yu want t update the site infrmatin. In the Change Site Metadata interface r Edit Change Site Metadata interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t 133

134 Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact r site cntact t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select scpe frm tree Select a farm r My Registered Sites frm the drp-dwn menu and expand the tree t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Click the arrw n the right-hand side t prceed t the next step. 134

135 11. Change Metadata Click Add Metadata t add metadata t the site that can be edited by business users in the pp-up windw. Select the Enable adding r deleting metadata checkbx t allw business users t add r delete metadata when submitting request fr this service. 12. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 13. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Change Site Metadata Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change site metadata is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 14. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 15. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 135

136 16. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 17. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Change Library/List Settings Services Cnfigure Change Library/List Settings services t define the Change Library/List Settings service request templates fr business users. Yu can chse the library/list settings that are available fr business users t chse frm when requesting this service. Library/list settings include name, descriptin, navigatin, and versining settings. In the Change Library/List Settings Service interface r Edit Change Library/List Settings Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. 136

137 Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select scpe frm tree Select a farm r My Registered Sites frm the drp-dwn menu and then expand the tree t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 137

138 10. Change Library/List Settings Select the library/list settings that yu allw business users t change by selecting the crrespnding checkbxes, including Name, Descriptin, Navigatin, and Versining settings. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select a Change Library/List Settings apprval prcess frm the drp-dwn menu r click Create New t create a new Change Library/List Settings apprval prcess. This will bring yu t the Create Change Library/List Settings Apprval Prcess interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 138

139 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Grant Permissins Services Cnfigure Grant Permissins services t define the Grant Permissins service request template fr the business users. Yu can specify users in a specified site r a library wh yu wish t grant permissins t. In the Grant Permissins Service interface r Edit Grant Permissins Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring a new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: 139

140 Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups t have permissin t submit requests fr this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the Web applicatins yu wish t enable. Fr On-Premises SharePint, select a laded farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. 10. Select Users Specify the users which yu want t grant permissins t. Chse frm the fllwing: Allw dmain grup permissins assignment nly Check this ptin t nly allw the business user t select the dmain grup as the surce. Allw permissins assignment t user/grup Check this ptin t allw the business user t select the users r grups as the surce. 140

141 Allw any user/grup Select this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Select this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Select this ptin t allw the business user t select the users managed by the requester t be the surce user. Set requester as the default user Select this t add the requester as the default user when starting a Grant Permissins request. 11. Permissin Duratin Chse the permissin duratin fr the selected users/grups. Permanent permissins The permissins will be granted t the selected users/grups permanently. Temprary permissins The permissins will be granted t the selected users/grups temprarily. Chse whether t assign the Permissin Duratin ptin t this service r allw the business user t chse the Permissin Duratin ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Permissin Duratin ptin cnfigured here will be applied n the Grant Permissin service request. Assign by Business User Allws the business user t cnfigure the Permissin Duratin ptin. If Temprary permissins is selected, yu can further cnfigure the Temprary permissins settings: Specify the default duratin Enter a psitive integer in the text bx and select Day(s), Mnth(s), r Year(s) frm the drp-dwn list. The permissin cannt be granted lnger than Select this checkbx, then enter a psitive integer in the text bx and select Day(s), Mnth(s), r Year(s) frm the drp-dwn list. Ntify the persn wh was granted the permissins abut permissin expiratin Select this checkbx and define the specified time that the persn will be ntified in advance. Enter a psitive integer and select Day(s) r Mnth(s) frm the drp-dwn list. Then, select an Template fr the ntificatin t be sent. 12. Grant Permissins Specify the permissins t the selected users/grups. Add users t a SharePint grup (This ptin is nly available when yu select Permanent permissins in Permissin Duratin) Specify the grup permissin t a user by adding the user int this grup. Grant users permissin directly Assign the explicit permissin t a user. 141

142 Chse whether t assign the Grant Permissins ptin by this service r allw the business user t chse the Grant Permissins ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Grant Permissins ptin cnfigured here will be applied n the Grant Permissin service request. Assign by Business User Allws the business user t cnfigure the Grant Permissins ptin. Optinally, select the Permissins abve the requester's wn permissins cannt be granted t thers checkbx t nt allw the requester t grant permissins that are higher than the requester s wn permissins, t thers. 13. Send Chse whether r nt t send an t the new users fr ntifying his new permissin. Check the Send welcme t the new users checkbx, enter the subject and the bdy f the t be a template. Chse whether t assign the Send ptin by this service r allw the business user t chse the Send ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Send ptin cnfigured here will be applied n the Grant Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Send ptin in the service request r Hide frm Business User t nt display the Send ptin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Send ptin. 14. Click the arrw n the right-hand side t prceed t the next step. 15. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by checking the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 16. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Create Grant Permissins Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t grant permissins fr a specific user is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. 142

143 Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 17. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 18. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 19. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 20. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. 143

144 Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cnfiguring Remve Permissins Services Cnfigure Remve Permissins services t define the Remve Permissins service request template fr the business users. Yu can specify the users in a certain site cllectin whse permissin yu wish t remve. In the Remve Permissins Services interface r Edit Remve Permissins Services interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse whether t assign a Department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t user this service t allw this service be requested by any user, r specify the users r grups t have permissin t submit requests fr this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Click t check that the names are valid. Yu may als click t search fr users. Separate multiple users with semiclns. Select Users will get t this service via a questinnaire t allw users t request this service after they finish answering the questinnaire. Select Allw verride f Questinnaire permissins t access this service t allw users t access this service via a questinnaire if the users have questinnaire permissins but d nt have service permissins. 144

145 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Click t check that the name is valid. Yu may als click t search fr users. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Click t check that the name is valid r click t search fr users. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Administratr Ntificatin. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the scpe yu wish t enable: Fr On-Premises SharePint, select a laded farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Click the arrw n the right-hand side t prceed t the next step. 11. Select Users Specify the users frm which yu want t delete the permissins. Chse frm the fllwing: Allw any user/grup Check this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users 12. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by the checking crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. 145

146 Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 13. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Create Remve Permissins Apprval Prcess interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t remve the permissin f a specific user is submitted. After selecting the apprval prcess, the apprval stage sectins appear. These vary depending n the selected apprval prcess. Define the users r rles that will be the apprvers in the Assign T text bx. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can als chse t Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 14. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in On-Premises SharePint, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 15. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 16. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse whether t allw business users t verride the executin schedule specified by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse whether t send an t ntify the apprvers in advance when it reaches a 146

147 specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, select an Template fr the ntificatin sent t the apprvers. 17. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 147

148 Mnitring and Reprting Mnitring and Reprting allws administratrs t manage all requests and tasks created by and assigned t any user, review Gvernance Autmatin prcesses, and gauge the current state f sites and site cllectins created by Gvernance Autmatin. T access Mnitring and Reprting, click Mnitring and Reprting in the Administratr landing page. Mnitring Mnitring allws yu t manage the settings and detailed infrmatin fr all requests and tasks. All Requests All Requests centralize all f the submitted service requests created by any users, prviding yu with ne interface t prcess all f the requests. T access All Requests, in the Mnitring and Reprting page, click All Requests. Click Back t clse the All Requests interface. Yu may change the number f requests displayed per page, as well the rder they are displayed in. T change the number f requests displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the requests, click in a clumn heading such as Service Request, Requester, Categry, Service Type, Service, Last Mdified Time, and Assign T then select Ascending r Descending. Yu can custmize hw the requests are displayed in a number f different ways: Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, the Service clumn and the Assign T clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in All Requests: View Details Click a request name t see its cnfiguratin. 148

149 Cancel Request Select a request which yu wish t cancel and click Cancel Request n the ribbn. Delete Select a request which yu wish t delete and click Delete n the ribbn. All Tasks All Tasks centralize all f the tasks assigned t any users, prviding yu with ne interface t prcess all current tasks r review previus tasks. T access All Tasks, click All Tasks in the Mnitring and Reprting page. T exit ut f All Tasks, click Back. Yu can change the number f tasks displayed per page, as well the rder they are displayed in. T change the number f tasks displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the tasks, click in a clumn heading such as Title, Categry, Service, Requester, Assigned t, and Last Mdified Time then select Ascending r Descending then select Ascending r Descending. Yu can custmize hw the tasks are displayed in a number f different ways: Search Allws yu t filter tasks displayed by the keywrd yu designate. The Requester clumn and the Assign T clumn supprt t search fr the desired tasks, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Yu can perfrm the fllwing actins n tasks frm Create Site Cllectin, Create Site, Archive Entire Site Cllectin, Delete Entire Site Cllectin, and Extend Site Cllectin services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. 149

150 View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a desired task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface withut executing the task. Reject Select a desired task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface withut executing the task. Site Cllectin Lifecycle Management Tasks Yu can perfrm the fllwing actins n tasks frm Site Cllectin Lifecycle Management services: View Task Click a task title t see detailed infrmatin in the View Details page. Cntinue Access Select a task, and click Cntinue Access n the ribbn t execute the Extend Site Cllectin task. In the pp-up windw, click OK t execute the task r Cancel t return t the All Tasks interface. Extend Select a task and click Extend n the ribbn t extend the lease fr the site cllectin in this task. In the pp-up windw, cnfigure the fllwing ptins: Terms Agreement Chse whether t agree t the terms and cnditins by selecting the Yes r N radi buttn. If yu chse N, a message will pp up t remind that yu must agree t the terms and cnditins t submit this request. Extend Site Cllectin Lease Perid Specify the amunt f time t extend beynd the site cllectin lease perid by entering a psitive integer in the text bx and selecting Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu. Then click OK t cnfirm the actin r Cancel t return t the All Tasks interface. Archive Select a task, and click Archive n the ribbn t execute the Archive Entire Site Cllectin task. In the pp-up windw, click OK t execute the task, r click Cancel t return t the All Tasks interface. Delete Select a task, and click Delete n the ribbn t execute the Delete Entire Site Cllectin task. In the pp-up windw, click OK t execute the task, r click Cancel t return t the All Tasks interface. Change Plicy Select a task and click Change Plicy n the ribbn t change the plicy fr the site cllectin in this task. In the pp-up windw, click OK t cnfirm the actin r Cancel t return t the All Tasks interface. Site Lifecycle Management Tasks Yu can perfrm the fllwing actins n the tasks frm Site Lifecycle Management services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: 150

151 Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. User Permissin and Manual Archive Tasks Yu can perfrm the fllwing actins n the tasks frm Clne r Transfer User Permissins, Grant Permissins, Remve Permissins, and Manual Archive services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Click Review the Reprt n the ribbn t review detailed reprt f this task, then select View n screen r Dwnlad reprt. View n screen Open the reprt directly t view details n screen. Dwnlad reprt Dwnlad the reprt and then mdify the data that yu wish t change. In the pp-up windw, click Brwse t select the mdified file t uplad. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. 151

152 Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Change Actins, Cntent Mve, and Create Tasks Yu can perfrm the fllwing actins n the tasks frm Change Site Cllectin Cntact r Administratr, Change Site Cllectin Settings, Change Site Cntact, Change Site Metadata, Cntent Mve, Create My Site, Create Library/List, Change Library/List Settings services. View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Permissin Recertificatin Tasks When permissin recertificatin is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, a permissin recertificatin task will be generated. This task cntains the searched permissins f users and grups fr this site cllectin. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Yu can perfrm the fllwing actins n the permissin recertificatin task: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Items is selected. Edit User Permissins Select a user and click Edit User Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. 152

153 Then, click Save n the ribbn t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve User Permissins Select a user and click t select Remve User Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the user s permissins. Edit Grup Permissins Select a grup and click Edit Grup Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve Grup Permissins Select a grup and click t select Remve Grup Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the grup s permissins and g back t the View Details page. The edited recrd is highlighted. Delete User Expand a grup and select ne r mre grup users. Click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected users. Remve User Frm Grup Expand a grup and select ne r mre grup users. Click t select Remve User Frm Grup. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. Change Grup Expand a grup and select ne r mre grup users. Click t select Change Grup. In the Change Grup interface, select the grup that yu wish t change t and select the methd fr changing grup, Cpy r Mve. Cpy will cpy the users t the new grup. Mve will remve the users frm the previus grup and then add the users t the new grup. Click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Submit Click Submit n the ribbn t submit the task and apply all f yur cnfiguratins t SharePint. Reject Click Reject n the ribbn t reject the task and cancel all f yur cnfiguratins. Submit Select a task and click Submit n the ribbn t apprve the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Errr Tasks Yu can perfrm the fllwing actins n the errr tasks assigned t administratrs: 153

154 View Task Click a task title t see detailed infrmatin. In the View Details page, click Retry n the ribbn t re-run the failed sectin r click Skip t cntinue the wrkflw past the failed sectin. Retry Fr a task which cntains failed sectin, click befre a task title t select it, and then click Retry n the ribbn t re-run the failed sectin. Skip Fr a task which cntains failed sectin, click befre a task title t select it, and then click Skip n the ribbn t cntinue the wrkflw past the failed sectin. Audit Reprts Audit Reprts prvide detailed infrmatin n all Administratr, service request and apprval prcess activities: User Activity Reprt Prvides detailed infrmatin n all actins perfrmed by Gvernance Autmatin users, including administratrs and business users. User Activity Reprt allws yu t inspect the behavirs dne by users when errrs ccur fr furnishing useful infrmatin, r check the legality f user behavirs. Service Request Reprt Prvides detailed infrmatin fr all f the submitted service requests. Service Request Reprt gives yu verall usage infrmatin f service requests, which yu can gather fr IT chargeback and budgeting. Apprval Prcess Reprt Prvides all f the prcessing tracks f the apprval prcesses fr the service request nce they are apprved. Apprval Prcess Reprt allws yu t view the detailed infrmatin f service requests fr reviewing the perfrmances, which can help yu ptimize yur service request flw and make the prcesses mre efficient. User Activity Reprt T access User Activity Reprt, in the Mnitring and Reprting page, click User Activity Reprt. Click Back t clse the User Activity Reprt interface. Managing User Activity Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Object, Object Type, and Actin then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The User and Object Instance Name clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. 154

155 This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Filtering User Activity Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Object, Type, Actin, Time Range and User. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting User Activity Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Service Request Reprt T access Service Request Reprt, in the Mnitring and Reprting page, click Service Request Reprt. Click Back t clse the Service Request Reprt interface. Managing Service Request Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Service Type, Categry, Department, Status, and Assign T then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The Service Name, Service Request Name, Requester and Assign T clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. 155

156 This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Filtering Service Request Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Service Type, Service Name, Requester, Assign T, Time Range and Department. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Service Request Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Apprval Prcess Reprt T access Apprval Prcess Reprt, in the Mnitring and Reprting page, click Apprval Prcess Reprt. Click Back t clse the Apprval Prcess Reprt interface. Managing Apprval Prcess Reprts Yu can change the number f reprts displayed per page, as well the rder they are displayed in. T change the number f reprts displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Service Type, Status, and Department then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The Service Request Name and User clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. 156

157 Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Filtering Apprval Prcess Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Service Type, Service Request Name, Status, Time Range, Department, and User. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Apprval Prcess Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Administratin Reprts Administratin Reprts prvide basic infrmatin n all Site Cllectins and Sites created by Gvernance Autmatin: Site Cllectin Reprt Prvides a list f site cllectins created by Gvernance Autmatin and the crrespnding infrmatin, including site cllectin URL, department, title, plicy, site cllectin template, primary site cllectin administratr, secndary site cllectin administratr, primary site cllectin cntact, secndary site cllectin cntact, and s n. Yu can custmize hw the reprt displays the data by cnsiderable criteria. Site Reprt Prvide a list f sites created by Gvernance Autmatin and the crrespnding infrmatin, including site URL, department, title, site template, primary site cntact, and secndary site cntact. Yu can custmize hw the reprt displays the data by cnsiderable criteria. 157

158 Site Cllectin Reprt T access Site Cllectin Reprt, in the Mnitring and Reprting page, click Site Cllectin Reprt. Click Back t clse the Site Cllectin Reprt interface. Managing Site Cllectin Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Department, Plicy, Site Cllectin Template, GA_Published, Quta Size (GB), Site Cllectin Size (GB), Tiered Strage Used fr Strage Manager (GB), Status, and Site Maximum Depth then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The URL, Title, Descriptin, Primary Site Cllectin Administratr, Secndary Site Cllectin Administratr, Primary Site Cntact, Secndary Site Cllectin Cntact, and metadata clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Department, Title, Plicy, Site Cllectin Template, Primary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, GA_Published, Cntent Database Name, Quta Template, Quta Size (GB), Site Cllectin Size (GB), Tiered Strage Used fr Strage Manager (GB), Inactivity Threshld Date, Lease Perid Expiratin Date, Status, Site Maximum Depth, and Deplyment Manager Plan are displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Filtering Site Cllectin Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Site Template, Site Cllectin Size, Status, Department, Plicy, and Primary Site Cllectin Cntact. Filter by Expiratin Date is als supprted. Set Inactivity Threshld Date and Lease Perid Expiratin Date t add mre filter rules. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. 158

159 b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Site Cllectin Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select yur desired Reprt Exprt Lcatin and Reprt Frmat. Site Reprt T access Site Reprt, in the Mnitring and Reprting page, click Site Reprt. Click Back t clse the Site Reprt interface. Managing Site Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Department, Site Template, Primary Site Cntact, and Secndary Site Cntact, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The URL and Title clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Exprting Site Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Site Template, Department, and Primary Site Cntact. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Then click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. 159

160 a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Site Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn 160

161 Requests and Tasks Gvernance Autmatin administratrs can create services which cntain a set f cnfigured settings fr SharePint peratins that cmply with yur rganizatin s rules and standards. These services are tailred t the needs f different departments and purpses within yur rganizatin. Yu will be able t submit requests fr these services accrding t yur SharePint needs. Once yu submit a service request, the apprval prcess assciated with each crrespnding service will autmatically ntify the designated persns in yur rganizatin f yur request. After all apprvers f a service have apprved the request, Gvernance Autmatin will perfrm the necessary peratins t cmplete the service yu have requested. If yu are a designated apprver fr any service, a task will appear in yur My Tasks list whenever a request fr the service is submitted and any/all previus apprvers have apprved the request. Requests Starting a Request Services that yu can request and questinnaires (if cnfigured and activated) are displayed in yur catalg. Yu can submit a request by selecting a service and entering the relevant infrmatin. If yu select a questinnaire, yu must answer the questinnaire first. *Nte: Service requests that require users t input URLs are always displayed in yur service catalgs. Depending n the settings assciated t the URL yu input, the request may r may nt be able t be cmpleted. T access the Start a Request interface, click Start a Request in the Administratr landing page. T search service requests r questinnaires, enter the service name keywrd r questinnaire name keywrd in the prvided text bx in the upper right-hand crner. Yu can als filter service requests r questinnaires accrding t the language by clicking the language filter icn n the ribbn. Then, select the checkbxes next t the language names t have the services r questinnaires f these languages shwn. In the Start a Request interface, select a service by clicking the service name. If yu select a questinnaire, answer the questins in the questinnaire and click Submit t submit yur questinnaire. The available services will be displayed accrding t yur answers. Enter the necessary infrmatin as indicated in the service request. When cmpleting the cnfiguratins, click Save t save the cnfigured settings fr later, click Save and Submit t submit this request t the apprvers, r click Cancel t return t the Start a Request interface withut saving any cnfiguratins. 161

162 Submitting a Create Site Cllectin Service Request via Nintex Wrkflw Gvernance Autmatin can integrate with Nintex Wrkflw and supprts submitting a Create Site Cllectin service request by starting the Nintex Wrkflw. T integrate with Nintex Wrkflw, tw files (GAPlusApi.nwf and GAPlusApiListTemplate.stp) are required. Cntact AvePint Technical Supprt t get these files. Then, cmplete the instructins belw: Uplading the GAPlusApiListTemplate.stp List Template 1. In the site where yu wish t apply Nintex Wrkflw, click Site Actins n the ribbn and select Site Settings. 2. In the Galleries sectin, click List template. 3. Click Dcuments n the ribbn and click Uplad Dcument. 4. Click Brwse and select the GAPlusApiListTemplate.stp file. 5. Click OK t uplad this list template. 6. In the List Template Gallery windw, enter yur desired Name, Title, r Descriptin fr this list template. 7. Click Save t save yur cnfiguratins. 8. In this site, create a new list using the list template yu have upladed. Publishing the GAPlusApi.nwf Wrkflw 1. In the list that is created using the GAPlusApiListTemplate.stp list template, click List n the ribbn. 2. Click Wrkflw Settings n the ribbn, and select Create a Wrkflw in Nintex Wrkflw. 3. Select a wrkflw template and click Create. 4. Click Imprt n the ribbn. The Imprt Wrkflw windw appears. 5. Click Brwse and select the GAPlusApi.nwf file. 6. Click Imprt n the ribbn. 7. Click Publish n the ribbn t save and publish this wrkflw. 8. In the Set Title & Descriptin windw, enter yur desired Title, Descriptin, r Change cmments in the crrespnding text bxes. 9. Click Save n the ribbn t save yur cnfiguratins and clse the windw, r click Clse n the ribbn t exit the wrkflw designer and g back t the list. 162

163 Submitting a Create Site Cllectin Service Request 1. In the list, click Add new item. Specify the values fr the fllwing clumns: Title The title f the item. Request SiteTitle The title f the site cllectin that yu are abut t create using the Create Site Cllectin service request. Request Title The title f the Create Site Cllectin service request that yu are abut t create. Request SiteUrl The URL f the site cllectin that yu are abut t create using the Create Site Cllectin service request. Cnfig Hst The IP address f the server where Gvernance Autmatin is installed. Cnfig Prt The prt number t access Gvernance Autmatin. Cnfig User Name The accunt t lg int Gvernance Autmatin. Cnfig Passwrd The passwrd f the accunt t lg int Gvernance Autmatin. 2. Click Save n the ribbn t save this item. 3. Select this item and click Wrkflws n the ribbn. 4. Click the wrkflw that yu have saved and published. 5. Click Start t start the wrkflw. The Create Site Cllectin service request will be submitted. My Requests In My Requests, all f the Gvernance Autmatin requests created by yu previusly are displayed. They include Submitted Requests, and Saved Requests. T manage the requests, click View My Requests in the Administratr landing page. When accessing My Requests frm the landing page and it is nt in yur current view, click the ARROW icn t switch the view t find yur target. Select the Submitted Requests r Saved Requests tab in the My Requests page t access the crrespnding request type. Submitted Requests In Submitted Requests, all f the requests submitted by yu are displayed here. Yu may change the number f submitted requests displayed per page, as well the rder they are displayed in. T change the number f submitted requests displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the submitted requests, click in a clumn heading such as Service Request, Categry, Service, Last Mdified Time, and Assign t then select Ascending r Descending. 163

164 Yu can custmize hw the submitted requests are displayed in a number f different ways: 164 Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, the Service clumn and the Assign T clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then check the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Submitted Requests: View Details Click a request title t see detailed infrmatin. Clse the interface t return t the All Request interface. Cpy Duplicate the existing service request t make minr changes in rder t submit as a new service request. Select a submitted request by checking in frnt f the service request name. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save t save as a new service request. Click Save and Submit t submit this request t the apprvers. Click Cancel t return t the Start a Request interface withut saving any cnfiguratins. Cancel Request Select a submitted request which yu wish t cancel and click Cancel Request n the ribbn. Saved Requests In Saved Requests, all f the requests saved by yu withut submitting are displayed here. Yu may change the number f saved requests displayed per page, as well the rder they are displayed in. T change the number f saved requests displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the saved requests, click in a clumn heading such as Service Request, Categry, Service, and Last Mdified Time then select Ascending r Descending. Yu can custmize hw the saved requests are displayed in a number f different ways: Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, and the Service clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list.

165 This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then check the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in saved requests: View Details Click a request title t see detailed infrmatin. Edit Select a saved request by clicking befre a service request name, and click Edit n the ribbn t edit the settings f this request. When cmpleting the cnfiguratins, click Save t save all f the settings, r click Save and Submit t submit this request t the apprvers, r click Cancel t return t the Start a Request interface withut saving any cnfiguratins. Delete Select a saved request by clicking befre a service request name, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected request, r click Cancel t return t the My Request interface withut deleting the selected request. Cpy Duplicate the existing service request t make minr changes in rder t save as a new service request. Select a submitted request by clicking befre a service request name. Click Cpy n the ribbn, and make the desired mdificatins. Tasks When yu have finished making changes, Click Save t save all f the settings. Click Save and Submit t submit this request t the apprvers. Click Cancel t return t the Start a Request interface withut saving any cnfiguratins. When a service request is submitted and yu are ne f the apprvers f this request, a task will be assigned t yu. T view and manage yur tasks, click View My Tasks in the Administratr landing page. My Tasks In My Tasks, all f the tasks assigned t yu are displayed here. Yu may change the number f tasks displayed per page, as well the rder they are displayed in. T change the number f tasks displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the tasks, click in a clumn heading such as Title, Requester, Service, Categry, Service Type, and Last Mdified Time then select Ascending r Descending. Yu can custmize hw the tasks are displayed in a number f different ways: 165

166 166 Search Allws yu t filter tasks displayed by the keywrd yu designate. The Title clumn and Requester clumn supprt t search fr the desired tasks, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then check the checkbx next t the item name t have that item shwn in the list. Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Yu can perfrm the fllwing actins n tasks frm Create Site Cllectin, Create Site, Archive Entire Site Cllectin, Delete Entire Site Cllectin, and Extend Site Cllectin services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Site Cllectin Lifecycle Management Tasks Yu can perfrm the fllwing actins n tasks frm Site Cllectin Lifecycle Management services: View Task Click a task title t see detailed infrmatin in the View Details page. Cntinue Access Select a task, and click Cntinue Access n the ribbn if the crrespnding site cllectin is still in use and yu wuld like t cntinue allwing users access t that site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Extend Select a task, and click Extend n the ribbn t extend the lease fr the site cllectin in this task. In the pp-up windw, cnfigure the fllwing ptins:

167 Terms Agreement Chse whether t agree t the terms and cnditins by selecting the Yes r N radi buttn. If yu chse N, a message will pp up t remind that yu must agree t the terms and cnditins t submit this request. Extend Site Cllectin Lease Perid Specify the amunt f time t extend beynd the site cllectin lease perid by entering a psitive integer in the text bx and selecting Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu. Then click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Archive Select a task, and click Archive n the ribbn t archive the site cllectin. In the ppup windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Delete Select a task, and click Delete n the ribbn t delete the site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Change Plicy Select a task, and click Change Plicy n the ribbn t change the plicy assciated with the site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Site Lifecycle Management Tasks Yu can perfrm the fllwing actins n the tasks frm Site Lifecycle Management services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. User Permissin and Manual Archive Tasks Yu can perfrm the fllwing actins n the tasks frm Clne r Transfer User Permissins, Grant Permissins, Remve Permissins, and Manual Archive services: 167

168 View Task Click a task name t see the detailed infrmatin f this task. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Click Review the Reprt n the ribbn t review detailed reprt f this task, then select View n screen r Dwnlad reprt. View n screen Open the reprt directly t view details n screen. Dwnlad reprt Dwnlad the reprt and then mdify the data that yu wish t change. In the pp-up windw, click Brwse t select the mdified file t uplad. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Change Actins, Cntent Mve, and Create Tasks Yu can perfrm the fllwing actins n the tasks frm Change Site Cllectin Cntact r Administratr, Change Site Cllectin Settings, Change Site Cntact, Change Site Metadata, Cntent Mve, Create My Site, Create Library/List, Change Library/List Settings services. View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. 168

169 Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Permissin Recertificatin Tasks When permissin recertificatin is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, a permissin recertificatin task will be generated. This task cntains the searched permissins f users and grups fr this site cllectin. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Yu can perfrm the fllwing actins n the permissin recertificatin task: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Items is selected. Edit User Permissins Select a user and click Edit User Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save n the ribbn t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve User Permissins Select a user and click t select Remve User Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the user s permissins. Edit Grup Permissins Select a grup and click Edit Grup Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve Grup Permissins Select a grup and click t select Remve Grup Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the grup s permissins and g back t the View Details page. The edited recrd is highlighted. Delete User Expand a grup and select ne r mre grup users. Click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected users. Remve User Frm Grup Expand a grup and select ne r mre grup users. Click t select Remve User Frm Grup. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. 169

170 Change Grup Expand a grup and select ne r mre grup users. Click t select Change Grup. In the Change Grup interface, select the grup that yu wish t change t and select the methd fr changing grup, Cpy r Mve. Cpy will cpy the users t the new grup. Mve will remve the users frm the previus grup and then add the users t the new grup. Click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Submit Click Submit n the ribbn t submit the changes and apply all f yur cnfiguratins t SharePint. Reject Click Reject n the ribbn t reject the task and cancel all f yur cnfiguratins. Submit Select a task and click Submit n the ribbn t submit changes f the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Errr Tasks Yu can perfrm the fllwing actins n the errr tasks assigned t yu: View Task Click a task title t see detailed infrmatin. In the View Details page, click Cmplete n the ribbn t finish this task, r click Clse n the ribbn t exit this page. Retry Fr a task which cntains failed sectin, click befre a task title t select it, and then click Retry n the ribbn t re-run the failed sectin. Skip Fr a task which cntains failed sectin, click befre a task title t select it, and then click Skip n the ribbn t cntinue the wrkflw past the failed step. 170

171 Public Site Cllectin Directry The Public Site Cllectin Directry allws business users t mnitr business wnership and usage. Nte that site cllectins with the GA_Published metadata are cnsidered as published site cllectins. Fr mre infrmatin abut the GA_Published metadata, see The Metadata Interface. T access the Public Site Cllectin Directry, click Public Site Cllectin Directry in the Administratr landing page. Managing Public Site Cllectin Directry Reprts T change the number f the directry reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the directry reprts, click in a clumn heading such as Department, Plicy, Site Cllectin Template, Site Cllectin Size (GB), Status, and Site Maximum Depth, then select Ascending r Descending. Yu can custmize hw the directry reprts are displayed in a number f different ways: Search Allws yu t filter the directry reprts displayed by the keywrd yu designate. The URL, Title, Descriptin, Primary Site Cllectin Administratr, Secndary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, and metadata clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Department, Title, Plicy, Site Cllectin Template, Primary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, GA_Published, Cntent Database Name, Quta Template, Quta Size (GB), Site Cllectin Size (GB), Inactivity Threshld Date, Lease Perid Expiratin Date, Status, Site Maximum Depth, and Deplyment Manager Plan are displayed. Click, then check the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then check the checkbx next t the item name t have that item shwn in the list. Filtering Public Site Cllectin Directry Reprts 1. Click Set Filter n the ribbn t custmize the directry reprt. Yu can set filters fr URL, Site Template, Site Cllectin Size, Status, Department, Plicy, and Primary Site Cllectin Cntact. Filter by Expiratin Date is als supprted. Set Inactivity Threshld Date and Lease Perid Expiratin Date t add mre filter rules. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 171

172 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Public Site Cllectin Directry Reprts T exprt the currently displayed directry reprts, click Exprt Reprt n the ribbn and then select yur desired Reprt Exprt Lcatin and Reprt Frmat. 172

173 My Sites My Sites displays a list f site cllectins and sites in which the lgin user is the primary cntact r secndary cntact. T access My Sites, click My Sites in the Administratr landing page. Managing My Sites Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Title, Department, Type, and Plicy, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allw yu t filter reprts displayed by the keywrd yu designate. The Title and URL clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Type, Department, Title, Plicy, Primary Cntact, Secndary Cntact, Primary Site Cllectin Administratr, and Secndary Site Cllectin Administratr are displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. Filtering My Sites Reprts 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Department, Plicy, and Primary Cntact. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t stre the reprt. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select and exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. 173

174 Exprting My Sites Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn, then select yur desired Reprt Exprt Lcatin and Reprt Frmat. 174

175 Gvernance Autmatin Web API Gvernance Autmatin Web API supprts retrieval f Service Catalgs and submitting service requests. *Nte: Gvernance Autmatin Web API supprts all types f service requests. API Interface Details Get /API/Services/ Summary Return a list f Service mdel cllectin Returned Value IEnumerable<ServiceMdel> services Get /API/Services/{Id} Summary Return a specified service mdel with specified id. The service mdel cntains service prperty and service request clumns. The service request clumns are all required fr submitting a specified service request. Service will list each request clumns t be selected. Parameters GUID Id Returned ServiceDefinitin service Value Pst /API/ServiceRequests Summary Create a service request depending n the psted request mdel. The mdel cntains service request clumns which are all required fr submitting a specified service request. Parameters RequestMdel request Returned GUID Id Value Get /API/ServiceRequests Summary Return a list f all service requests which are created currently, including saved requests and submitted requests. Returned Value IEnumerable<RequestsMdel> requests Get /API/ServiceRequests/{Id} Summary Return a specified service request. Parameters GUID Id Returned Value RequestsMdel request 175

176 API Interface Details Put /API/ServiceRequests/ Summary Update a service request. Put a service request mdel t server, and then update the service request mdel. Parameters RequestMdel request Pst /API/ServiceRequests/Submit Summary Submit a service request by Id. Parameters Bl Pst /API/ServiceRequests/Cacel?Id= &Cmment= Summary Cancel a service request by Id. Parameters GUID Id Returned Value True/False 176

177 Changing Branding Elements Gvernance Autmatin prvides a flexible and simple way fr yu t mdify user interface elements s that yu can align its lk and feel with yur crprate branding. Nte that t change clrs, yu will mdify CSS clr cdes in CSS files. Figure 8 shws the default user interface f the hmepage in Gvernance Autmatin with the muse hvering ver the Public Site Cllectin Directry tile. Figure 8: The default user interface f the Hme page in Gvernance Autmatin. 177

178 Figure 9 shws the re-branded Gvernance Autmatin user interface fr the fictinal custmer Cnts. Figure 9: Re-branded Gvernance Autmatin user interface fr Cnts. The branding elements can be changed thrugh mdifying CSS files and cnfiguratin files. Changing the Title Style Changing the Lg Changing the Theme Clr Changing the Table Style 178

179 Changing the Title Style The default title: Figure 10: The default title f Gvernance Autmatin. The changed title: Figure 11: The changed title f Gvernance Autmatin. Refer t the instructins belw t change the title f yur Gvernance Autmatin. 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Resurces. 2. Find the cre.en-us.resx file and pen it with Ntepad. Figure 12: The cre.en-us.resx file. 179

180 3. Find the attribute data name="landing_prductname" and mdify the value DcAve Gvernance Autmatin t yur desired prduct name. In the example belw, we used Cnts SharePint Prtal. Figure 13: Mdifying the title. 4. Save and clse the cre.en-us.resx file. 5. Yu can als change the fnt f the title. T mdify the title fnt, fllw the steps belw. a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style. b. Find the GALayutStyle.css file and pen it with Ntepad. Figure 14: The GALayutStyle.css file. 180

181 c. Find the attribute ga-title and mdify the value f fnt-size. Figure 15: Mdify the title fnt. d. Save and clse the GALayutStyle.css file. *Nte: If the title des nt change after saving the files and refreshing the brwser page, g t the Internet Infrmatin Services (IIS) Manager. Navigate t Applicatin Pls, select Gvernance Autmatin and right-click t select Recycle. The Gvernance Autmatin applicatin pl restarts. Then, refresh the brwser page t view the changed title. Changing the Lg and Lg URL The default lg: Figure 16: The default lg f AvePint. Figure 17: The changed lg f Cnts. 181

182 Refer t the fllwing instructins t change the lg f yur Gvernance Autmatin. 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Images. 2. Find the gacmmn.png file. Figure 18: The gacmmn.png file. 3. Open the gacmmn.png file using picture-editing sftware. AvePint recmmends yu use Adbe Phtshp. 4. Edit the picture t change the AvePint lg t yur wn lg. Make sure the height f yur lg is 20 pixels and the width f yur lg is 20 pixels. T see the lcatin f the white AvePint lg, AvePint recmmends changing the backgrund clr f the image t a darker clr. Here, the backgrund clr is changed t yellw and the lg is circled. *Nte: After changing the lg t yur desired image, change the backgrund clr f the gacmmn.png file back t transparent. Figure 19: Editing the gacmmn.png file. 182

183 Figure 20: Changing AvePint lg t Cnts lg. 5. Save the gacmmn.png file. 6. T change the lg URL, cmplete the steps belw: a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Views\Shared. b. Find the GALayutPageTitle.cshtml file and pen it with Ntepad. c. Find the fllwing nde and mdify t yur desired URL. titlebar.avepint.click(functin () { windw.pen(' }).keydwn(functin () { e = arguments[0]; if (e.keycde == 13) { windw.pen(' 183

184 Figure 21: Mdifying the URL. d. Save and clse the GALayutPageTitle.cshtml file. Changing the Theme Clr The default title bar and the cmpnent tiles: Figure 22: The default title bar and the cmpnent tiles. 184

185 The changed title bar and the cmpnent tiles: Figure 23: The changed title bar and the cmpnent tiles. Refer t the fllwing instructins t change the theme clr f yur Gvernance Autmatin: 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style. 2. Find the GALayutStyle.css file and pen it with Ntepad. Figure 24: The GALayutStyle.css file. 185

186 3. Find the attribute title-bar and mdify the value f backgrund-clr t yur desired ne. Figure 25: Mdifying the GALayutStyle.css file. 4. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style\GAUI. 5. Find the GATitleView.css file and pen it with Ntepad. Figure 26: The GATitleView.css file. 186

187 6. Find the attribute gatitleview-bxcaptinbig and mdify the values f backgrund and clr t yur desired nes. The value f backgrund determines the clr that is displayed when the muse hvers ver a big tile (fr example, the Public Site Cllectin Directry tile in the Hme Page). The value f clr determines the clr f the characters displayed n the tile descriptin. Figure 27: Mdifying the attribute gatitleview-bxcaptinbig. 7. Find the attribute gatitleview-bxcaptinsmall and mdify the values f backgrund and clr t yur desired nes. The value f backgrund determines the clr that is displayed when the muse hvers ver a small tile (fr example, the Create Site Cllectin tile in Service Management > Create New). The value f clr determines the clr f the characters displayed n the tile descriptin. 187

188 Figure 28: Mdifying the attribute gatitleview-bxcaptinsmall. 8. Save and clse the GATitleView.css file. Changing the Table Style The default table: Figure 29: The default table. The changed table: Figure 30: The changed table. 188

189 Refer t the fllwing instructins t change the table style f yur Gvernance Autmatin. 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style\GAUI. 2. Find the GAUICmmn.css file and pen it with Ntepad. Figure 31: The GAUICmmn.css file. 3. Find the attribute gagrid-data-head and mdify the value f backgrund-clr t yur desired ne. Figure 32: Mdifying the GAUICmmn.css file. 4. Save and clse the GAUICmmn.css file. 5. T change the backgrund clr f the manage clumns ( ) buttn, cmplete the fllwing steps: a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style\GAUI. b. Find the GAUICmmn.css file and pen it with Ntepad. 189

190 Figure 33: The GAUICmmn.css file. c. Find the attribute gagrid-clmgr-cntainer and mdify the value f backgrund-clr t yur desired ne. Figure 34: Mdifying the GAUICmmn.css file. d. Save and clse the GAUICmmn.css file. *Nte: T change the table style f an individual page, g t \AvePint\GvernanceAutmatin\Cntent\14\Themes\Base\Style\[Flder name with Page categry]. In the CSS files within [Flder name with Page categry], mdify the value f backgrund-clr t yur desired ne. 190