DcAve Gvernance Autmatin Business User Guide Service Pack 9 Issued Nvember 2016
Table f Cntents Submitting Dcumentatin Feedback t AvePint... 4 What s New in this Guide... 5 Abut DcAve Gvernance Autmatin... 6 Understanding Service Requests and Tasks... 7 Familiarizing Yurself with the Interface... 7 What are the Gvernance Autmatin Rles... 9 Cnfiguring Yur Persnal Settings... 9 What Can I D as a User?... 10 Starting a Request... 10 Searching and Filtering Requests... 11 Viewing Yur Submitted and Saved Requests... 11 Actins Yu Can Take n Submitted Requests... 11 Actins Yu Can Take n Saved Requests... 12 What Can I D as an Apprver?... 13 Apprving Requests... 13 Rejecting Requests... 14 Reassigning Tasks... 16 What Can I D as a Site Cntact?... 17 Generating My Sites Reprts... 17 Starting a Request in My Sites... 18 Managing the Autmatic Site Cllectin Lifecycle Tasks... 19 Cntinuing Site Cllectin Access... 19 Extending a Site Cllectin Lease... 19 Archiving a Site Cllectin... 20 Deleting a Site Cllectin... 20 Changing a Site Cllectin Plicy... 20 Changing a Site Cllectin Quta... 20 Ignring a Site Cllectin Quta Threshld Task... 20 Managing Clne r Transfer User Permissins and Manual Archive Tasks... 21 2 DcAve Gvernance Autmatin
Managing Change Permissins Tasks... 21 Reviewing Permissins t Change... 22 Selecting Permissins t Remve... 24 Managing Electin Tasks... 24 Managing Yur Recertificatin Reprt... 24 Permissin Recertificatin Tasks... 25 Metadata Recertificatin Tasks... 26 Ownership Recertificatin Tasks... 27 Public Site Cllectin Directry Reprts... 29 Managing Public Site Cllectin Directry Reprts... 29 Generating Public Site Cllectin Directry Reprts... 29 Ntices and Cpyright Infrmatin... 31 DcAve Gvernance Autmatin 3
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: 4 DcAve Gvernance Autmatin
What s New in this Guide Added infrmatin abut Deply Patterns and Manage Permissins service requests in the Apprving Requests and the Rejecting Requests sectins. DcAve Gvernance Autmatin 5
Abut DcAve Gvernance Autmatin This guide is designed t help business users make a service requests, manage their wn tasks, and view reprts generated by Gvernance Autmatin; if yu are an administratr f Gvernance Autmatin, refer t DcAve Gvernance Autmatin User Guide fr Administratrs. When business users request services, like prvisining a new site, deplying Web parts, r archiving cntent, traditinally IT administratrs wuld create and manage these SharePint tasks manually. Gvernance Autmatin prvides ways t create and gvern yur SharePint cmpnents autmatically by submitting custmizable, predefined service requests, which can trigger crrespnding wrkflws and plicies. By using Gvernance Autmatin, business users can cmmunicate, track, and audit their requests t IT Administratrs mre effectively. Gvernance Autmatin prvides: Prvisining: Gives users what they need quickly and easily while enfrcing crprate plicies acrss the rganizatin. Catalgued services with autmated apprval prcesses ensure that standardized settings and cnfiguratins are applied t all new sites. Lifecycle Management: Give users easy access t IT services while helping IT meet data gvernance needs. Gvernance Autmatin makes setting up where yur cntent will live, hw it will be archived when it s n lnger relevant, and hw it will be remved at the end f yur retentin plicy easy and transparent. Security: Gives yu the ability t implements a data gvernance strategy that prtects yur data befre it is even created. Gvernance Autmatin can set up in-plicy wrkspaces via multi-stage apprval prcesses with permissin management review fr maximum data security. Gvernance Autmatin als ensure cmpliance with crprate and industry standards by autmatically crrecting unauthrized changes with Plicy Enfrcer. 6 DcAve Gvernance Autmatin
Understanding Service Requests and Tasks Yur SharePint administratr 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 fr particular purpses within yur rganizatin. As a business user, yu will be able t submit requests fr these services accrding t yur SharePint needs: such as Create Site, Cntent Mve, Grant Permissins, etc. Once yu submit a service request, the apprval prcess assciated with the service will autmatically ntify the designated apprvers f yur request. After all apprvers have apprved the request fr a service, Gvernance Autmatin will perfrm the necessary peratins t cmplete the request. If yu are a designated apprver fr a service, a task will appear in yur My Tasks list within My T-D List when a request fr the service is submitted and all previus apprval steps have been cmpleted. Familiarizing Yurself with the Interface T access Gvernance Autmatin, yur Infrmatin Technlgy team will direct yu t the apprpriate URL r hyperlink and lgin methd. Once yu lg in, the business user landing page will appear. The landing page prvides yu with essential infrmatin abut yur service requests and tasks. Click the tiles t navigate t that particular interface. At any pint, click Menu in the upper-left crner t return t the landing page. *Nte: Only the features that are activated by the IT Admin are visible. Figure 1: Business user landing page. Many screens use a similar interface t display infrmatin in a table view. T change the number f items 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 the srt ( ) buttn in a clumn heading, then select Ascending r Descending. Yu can custmize hw the items are displayed in a number f different ways: Search Filters displayed items by yur entered keywrd. Yu can search desired items by clumn values. Only the cntent in the clumn displayed in the current view can be searched. DcAve Gvernance Autmatin 7
Manage Clumns ( ) Manages which clumns are displayed in the list. Click the manage clumns ( ), then select the checkbx next t the clumn name t have that clumn shwn in the list. Filter ( ) Allws yu t filter which item in the list is displayed. Click the filter ( ) buttn f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. 8 DcAve Gvernance Autmatin
What are the Gvernance Autmatin Rles In Gvernance Autmatin, each user is specified a rle, which allws them t perfrm certain actins. Gvernance Autmatin uses the fllwing rle types: Users can make service requests and view their requests. Apprvers can als make requests, but are primarily respnsible fr reviewing and apprving r rejecting service requests. Site Cntacts are users wh are respnsible fr specific sites r site cllectins; Site Cntacts have access t different reprts abut the cntent they wn. These rles are applied t users by IT Administratrs. Fr mre infrmatin abut managing user rles, refer t the DcAve Gvernance Autmatin User Guide fr Administratrs. Cnfiguring Yur Persnal Settings When yu first lg int Gvernance Autmatin, yu will need t cnfigure yur persnal settings, including the displayed language and time zne. T cnfigure these settings: 1. Click yur lgin ID n the navigatin bar. 2. Click Cnfigure Persnal Settings. Language Select a Language frm the drp-dwn menu t set it as the display language. Time Zne and Date/Time Frmat Select the display time zne, date frmat, and time frmat fr the Gvernance Autmatin interface. 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. 3. Click Save n the ribbn. The Gvernance Autmatin Office 365 Accunt passwrd prmpt windw appears. 4. Enter the passwrd fr the Office 365 accunt in the text bx and click OK t save yur cnfiguratin; the display language, time zne, date frmat, and time frmat will change autmatically. Click Cancel t clse the windw withut saving any cnfiguratins. DcAve Gvernance Autmatin 9
What Can I D as a User? Gvernance Autmatin users can submit services requests and view their requests. Service requests are tailred t the needs f different departments and fr particular purpses within yur rganizatin. As a business user, yu will be able t submit requests fr services accrding t yur SharePint needs, i.e. Create a Site, Cntent Mve, Grant Permissins, etc. Starting a Request T start a request fr a service, click Start a Request n the landing page f the Gvernance Autmatin interface. The Start a Request interface appears and cntains all f the available services and questinnaires that are displayed in yur catalg. In the Start a Request interface: 1. Select a service by clicking the service name. If yu selected a questinnaire, answer the questins and click Submit. Gvernance Autmatin will display the available services accrding t yur answers. 2. Enter the required infrmatin in the cnfiguring service request interface. The fllwing fields are cmmn request settings: a. Request summary Enter a brief summary fr yur new service request. It will be displayed n yur My Requests and yur apprvers' My Tasks lists. The request summary shuld reflect the request's purpse r functin in rder t help yur apprvers t quickly understand the business need behind yur request. b. Ntes t apprvers (ptinal) Enter the ntes that will be displayed t yur apprvers. c. Add Attachment (ptinal) Uplad ne r mre attachments that will help yur apprvers understand yur request better. Click Add Attachment and brwse t a file in the pp-up windw. 3. Chse ne f the fllwing ptins: Click Save As Draft t save the request as a draft and leave the cnfigured settings fr later. 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. 10 DcAve Gvernance Autmatin
Searching and Filtering Requests Yu can search fr service requests by entering a service name keywrd in the text bx lcated in the upper-right crner f the Gvernance Autmatin interface. Yu can als filter services by language. Click the language filter icn n the tp f the screen and select the checkbxes next t the languages. Viewing Yur Submitted and Saved Requests In the My Requests screen, all f yur service requests are displayed, including Submitted Requests that are still awaiting apprval and Saved Requests that have already been apprved r rejected. All f the requests that yu have submitted are displayed in the Submitted Requests tab; all f the requests that yu have saved, but have nt submitted, are displayed in the Saved Requests tab. T manage the requests, click View My Requests in the landing page. Select the Submitted Requests r Saved Requests tab in the View My Requests page 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 requests, click the srt ( ) buttn in a clumn heading, then select Ascending r Descending. Yu can custmize hw requests are displayed in a number f different ways, see Familiarizing Yurself with the Interface. Actins Yu Can Take n Submitted Requests Yu can perfrm the fllwing actins n Submitted Requests: View Details Click a request summary t see mre infrmatin. Cpy Duplicate the existing service request t make minr changes in rder t submit as a new service request. Select a desired submitted request. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save As Draft t save the new service request as a draft. Click Save and Submit t submit this request t the apprvers. Click Cancel t return t the My Requests interface withut saving any cnfiguratins. View Request Histry (This buttn is nly visible when Allw all apprvers t edit this service request is selected in the crrespnding service) Select a request and click View Request Histry t view the versins f this request. DcAve Gvernance Autmatin 11
Cancel Request Select a submitted request that yu wish t cancel and click Cancel Request n the ribbn. Refresh Click Refresh n the ribbn t refresh infrmatin f yur submitted requests. Actins Yu Can Take n Saved Requests Yu can perfrm the fllwing actins n saved requests: View Details Click a request summary t see mre infrmatin. Edit Select a saved request, then click Edit n the ribbn t edit the settings f this request. When yu have cmpleted editing the cnfiguratins, chse ne f the fllwing ptins: 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 My Requests interface withut saving any cnfiguratins. Delete Select a request, then click Delete n the ribbn. A cnfirmatin windw appears. Click OK t delete the selected request, r click Cancel t return t the My Requests 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 desired submitted request. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save As Draft t save the new service request as a draft. Click Save and Submit t submit this request t the apprvers. Click Cancel t return t the My Requests interface withut saving any cnfiguratins. Refresh Click Refresh n the ribbn t refresh infrmatin f yur saved requests. 12 DcAve Gvernance Autmatin
What Can I D as an Apprver? Apprvers are users that are primarily respnsible fr reviewing and apprving r rejecting service requests. By apprving the service requests, Apprvers give users what they need quickly and easily while enfrcing crprate plicies acrss the rganizatin. Apprvers can als submit and review requests, like a user. Fr mre infrmatin n submitting and reviewing requests, see Starting a Request and Viewing Yur Submitted and Saved Requests. Apprving Requests When a service request is submitted and yu are ne f its apprvers, a task will be assigned t yu. T manage yur tasks, click View My T-D List in the landing page and then click the My Tasks tab. Yu can apprve the fllw types f requests: Create Site Cllectin Create Site Create My Site Create Library/List Deply Patterns Site Cllectin Lifecycle Management Archive Site Cllectin Site Cllectin Lifecycle Management Delete Site Cllectin Site Cllectin Lifecycle Management Extend Site Cllectin Lease Site Cllectin Lifecycle Management Change Site Cllectin Plicy Site Cllectin Lifecycle Management Change Site Cllectin Quta Site Cllectin Lifecycle Management Lck Site Cllectin Site Cllectin Lifecycle Management Unlck Site Cllectin Site Lifecycle Management Archive Site Site Lifecycle Management Delete Site Change Site Cllectin Cntact r Administratr Change Site Cllectin Settings Change Site Cntact Change Site Metadata Change Library/List Settings DcAve Gvernance Autmatin 13
Cntent Mve Cntent Migratin Grant Permissins Manage Permissins 1. Click a task name t see mre infrmatin abut the task. The View Details page will appear. 2. In the View Details page, yu have the fllwing ptins: Edit Request Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. *Nte: This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service View Request Histry Click View Request Histry t view the versins f this request in the View Request Histry interface. *Nte: This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service 3. Click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. 4. Click OK t finish this task r click Cancel t return t the My Tasks interface withut executing the task. Rejecting Requests When a service request is submitted and yu are ne f its apprvers, a task will be assigned t yu. T manage yur tasks, click View My T-D List in the landing page and then click the My Tasks tab. Yu can reject the fllwing types f requests: Create Site Cllectin Create Site Create My Site Create Library/List Deply Patterns Site Cllectin Lifecycle Management Archive Site Cllectin Site Cllectin Lifecycle Management Delete Site Cllectin Site Cllectin Lifecycle Management Extend Site Cllectin Lease Site Cllectin Lifecycle Management Change Site Cllectin Plicy 14 DcAve Gvernance Autmatin
Site Cllectin Lifecycle Management Change Site Cllectin Quta Site Cllectin Lifecycle Management Lck Site Cllectin Site Cllectin Lifecycle Management Unlck Site Cllectin Site Lifecycle Management Archive Site Site Lifecycle Management Delete Site Change Site Cllectin Cntact r Administratr Change Site Cllectin Settings Change Site Cntact Change Site Metadata Change Library/List Settings Cntent Mve Cntent Migratin Grant Permissins Manage Permissins 1. Click a task name t see mre infrmatin abut the task. The View Details page will appear. 2. In the View Details page, yu have the fllwing ptins: Edit Request Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. *Nte: This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service View Request Histry Click View Request Histry t view the versins f this request in the View Request Histry interface. *Nte: This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service 3. Click Reject n the ribbn t reject the task. Enter any cmments yu may have in the pp-up windw. 4. Click OK t finish this task r click Cancel t return t the My Tasks interface withut executing the task. DcAve Gvernance Autmatin 15
Reassigning Tasks When a service request is submitted and yu are ne f its apprvers, a task will be assigned t yu. T manage yur tasks, click View My T-D List in the landing page and then click the My Tasks tab. Yu can reassign a task t anther apprver if Allw apprvers t reassign tasks t thers is enabled in the apprval prcess. All types f tasks, except fr electin tasks and cntent database threshld warning tasks, can be reassigned. T reassign a task, fllw the steps belw: 1. Select a task, and click Reassign n the ribbn. 2. In the pp-up windw, enter the name f a user r grup that will becme the apprver. 3. Click OK t save yur changes. 16 DcAve Gvernance Autmatin
What Can I D as a Site Cntact? Site Cntacts are users wh are respnsible fr specific sites r site cllectins and have access t different reprts abut the cntent they wn. Site Cntacts use Gvernance Autmatin t set up where their cntent will live, hw it will be archived when it s n lnger relevant, and hw it will be remved at the end f their planned retentin plicy. Generating My Sites Reprts The My Sites page displays site cllectins and sites that yu wn r are listed as a cntact n. T access My Sites, click My Sites in the landing page. My Sites Reprts are reprts that prvide detailed infrmatin abut the prvisining, usage, and members f a site cllectin r site that yu wn r are listed as a cntact. 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 the srt ( ) buttn in a clumn heading, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways, see Familiarizing Yurself with the Interface. T generate a My Sites Reprt, fllw the steps belw: 1. Click My Sites in the landing page. 2. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Status, Department, Plicy, Primary Site Cllectin Cntact/Primary Site Cntact, and Metadata. Filter by Lease Perid Expiratin Date is als supprted. *Nte: Metadata with the Yes/N r Date and Time type is unsupprted fr filtering. 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 Exprt Reprt windw, chse t exprt the reprt t a lcal path r a netwrk lcatin. b. If yu chse Exprt t an exprt lcatin, select and exprt lcatin frm the drpdwn menu. c. In the Reprt Frmat field, select either CSV r XLS as the reprt frmat frm the drpdwn menu. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. DcAve Gvernance Autmatin 17
Starting a Request in My Sites When viewing reprts in My Sites, yu can start a request fr a specific site cllectin r site. Select a site cllectin r site and click Start a Request n the ribbn. The service catalg appears displaying services that meet the fllwing cnditins: 1. If yu select a site cllectin, the fllwing types f services may be available: Create Site Create Library/List Site Cllectin Lifecycle Management Change Site Cllectin Settings Change Site Cllectin Cntact r Administratr Change Library/List Settings Clne r Transfer User Permissins Grant Permissins Change Permissins Cntent Mve Cntent Migratin If yu select a site, the fllwing types f services may be available: Create Site Create Library/List Site Cllectin Lifecycle Management Change Site Cntact Change Site Metadata Change Library/List Settings Clne r Transfer User Permissins Change Permissins Change Permissins Cntent Mve 2. Services that yu are assigned the permissin t use. 3. Services that yu are assigned the permissin t submit requests. 4. Services that cntain the selected site cllectin r site in the service scpe. 18 DcAve Gvernance Autmatin
Managing the Autmatic Site Cllectin Lifecycle Tasks As a Site Cntact, yu are respnsible fr managing the autmatically generated lifecycle tasks fr a site cllectin. These tasks include the fllwing actins: Cntinuing Site Cllectin Access Extending a Site Cllectin Lease Archiving a Site Cllectin Deleting a Site Cllectin Changing a Site Cllectin Plicy Changing a Site Cllectin Quta T view a task, click a task name. The View Details windw will appear. In additin t the basic task infrmatin, yu can view the Lifecycle Actin Histry field t see the chsen lifecycle actins f the previus apprval stages. Only the last apprver s chsen lifecycle actin will take effect. Cntinuing Site Cllectin Access When a site cllectin is still in use, but yu wuld like t cntinue allwing access t a site cllectin, yu can submit a Cntinue Access task. T request cntinued access t the site cllectin, fllw the steps belw: 1. Select a desired task, and click Cntinue Access n the ribbn. 2. 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. Extending a Site Cllectin Lease When a site cllectin s lease is ging t expire, yu can extend the lease. T d s, fllw the steps belw: 1. Select a task, and click Extend n the ribbn. 2. In the Extend Site Cllectin Lease Perid field, the lease perid is displayed if the IT Administratr has defined the site cllectin lease perid. If this field is available t cnfigure, define the amunt f time t extend the lease perid by entering a number in the text bx and selecting Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu. 3. In the Cmments field, enter yur cmments fr the task. 4. Click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. DcAve Gvernance Autmatin 19
Archiving a Site Cllectin T archive a site cllectin whse inactivity threshld r lease perid is reached, fllw the steps belw: 1. Select a task, and click Archive n the ribbn. 2. 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. Deleting a Site Cllectin T delete a site cllectin whse inactivity threshld r lease perid has been reached, fllw the steps belw: 1. Select a desired task, and click Delete n the ribbn. 2. 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. Changing a Site Cllectin Plicy T change a site cllectin plicy fr a site cllectin whse inactivity threshld r lease perid has been reached, fllw the steps belw: 1. Select a task, and click Change Plicy n the ribbn. 2. 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. Changing a Site Cllectin Quta T change the site cllectins quta size r quta template fr a site cllectin whse quta threshld has been reached, fllw the steps belw: 1. Select a task, and click Change Quta n the ribbn. 2. Edit the quta cnfiguratins t make the quta size smaller r larger. 3. Click OK t save yur cnfiguratins, r click Cancel t return t the My Tasks interface withut executing the task. Ignring a Site Cllectin Quta Threshld Task T ignre a quta threshld task fr a site cllectin whse quta threshld has been reached, fllw the steps belw: 1. Select a task, and click Ignre n the ribbn. 2. In the pp-up windw, set the time internal t remind the threshld if the size f the site cllectin still exceeds the quta threshld after the time interval. Enter a number in the text bx and select Day(s) r Week(s) frm the drp-dwn list. 20 DcAve Gvernance Autmatin
3. Click OK t save yur cnfiguratins. Managing Clne r Transfer User Permissins and Manual Archive Tasks Yu can perfrm the fllwing actins n the fllwing tasks: Clne r Transfer User Permissins and Manual Archive services. View Task Click a task name t see the detailed infrmatin f this task. In the View Details page, yu have the fllwing ptins: Submit Click Submit n the ribbn t submit this task. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. 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. Select the data yu want t change, and then click Finish. 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. Submit Select a task, and click Submit n the ribbn t submit 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. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Select a task, and click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Managing Change Permissins Tasks Yu can perfrm the fllwing actins n the tasks frm Change Permissins services: DcAve Gvernance Autmatin 21
View Task Click a task title t see the detailed infrmatin f this task. In the View Details page, yu have the fllwing ptins: Submit Click Submit n the ribbn t submit this task. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Review the Reprt Review detailed reprt f this task. Chse ne f the fllwing ptins: View n screen Open the reprt directly t view details. Fr mre infrmatin, refer t Reviewing Permissins t Change and Selecting Permissins t Remve. 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. 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. Submit Select a task, and click Submit n the ribbn t submit 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. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Select a task, and click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Reviewing Permissins t Change If yu view details f a Change Permissins task fr changing permissins, yu can perfrm the fllwing actins: *Nte: If any f the available ptins are nt displayed n the ribbn, click the ellipsis ( then select that ptin. ) buttn, and Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Results is selected. 22 DcAve Gvernance Autmatin
Submit Click Submit n the ribbn t submit the task and apply all f yur cnfiguratins t SharePint. Reset Click Reset n the ribbn t select Reset My Changes r Reset All Changes. Exprt Reprt Click Exprt Reprt n the ribbn t exprt the permissin review reprt. In the Exprt Reprt windw, chse t exprt the reprt t lcal machine r exprt the reprt t an exprt lcatin, and select a reprt frmat (CSV r XLS). Then, click Exprt t Datasheet t exprt the reprt. View Histry Click View Histry t view the previus versins f the reprt. Delete User Select a user and click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected user. 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 Remve User Permissins n the ribbn. 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 Remve Grup Permissins n the ribbn. 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 Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and 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 Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Remve User Frm Grup n the ribbn. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. Change Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Change Grup n the ribbn. 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. DcAve Gvernance Autmatin 23
Selecting Permissins t Remve If yu view the details f a Change Permissins task fr remving permissins, all f the retrieved permissins f the request scpe are selected in the Review the Reprt windw. Deselect ne r mre pieces f permissins if yu d nt want t remve these permissin. Click Finish n the ribbn t cnfirm yur selectin. Managing Electin Tasks An electin prcess prvides an autmated nminatin prcess t determine the primary site cllectin cntact and the secndary site cllectin cntact. Electin tasks are assigned t the nminated users, wh in turn will decide if they want t be accuntable fr the site cllectin and becme the primary site cllectin cntact. The secndary site cllectin cntact will be defined by the primary site cllectin cntact during the electin prcess. When the electin prcess is started in Site Cllectin Reprt, an electin task will be generated and assigned t the nminees. Yu can perfrm the fllwing actins n the electin task: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Claim Click Claim t becme the primary site cllectin cntact. In the pp-up windw, define a user as the secndary site cllectin cntact by entering a username in the text bx. Then, click OK t save yur cnfiguratins. Decline Click Decline t decline t becme the primary site cllectin cntact. A pp-up cnfirmatin windw appears. Click OK t cnfirm yur actin. Claim Select a task and click Claim t becme the primary site cllectin cntact. In the pp-up windw, define a user as the secndary site cllectin cntact by entering a username in the text bx. Then, click OK t save yur cnfiguratins. Decline Select a task and click Decline t decline t becme the primary site cllectin cntact. A pp-up cnfirmatin windw appears. Click OK t cnfirm yur actin. Managing Yur Recertificatin Reprt My Recertificatin Reprt is a reprt f recertificatin tasks that are assigned t yu. A recertificatin task cntains the retrieved site cllectin permissin, metadata, r wnership. In the My Recertificatin Reprt tab, all f the permissin recertificatin tasks, metadata recertificatin tasks, and wnership recertificatin tasks are displayed. 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- 24 DcAve Gvernance Autmatin
dwn menu in the upper-right crner. T srt the tasks, click the srt ( then select Ascending r Descending. ) buttn in a clumn heading, Yu can custmize hw the tasks are displayed in a number f different ways, see Familiarizing Yurself with the Interface. Permissin Recertificatin Tasks When a recertificatin prfile with the permissin recertificatin enabled is selected 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 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 request summary t see detailed infrmatin. In the task details page, yu have the fllwing ptins: *Nte: If any f the available ptins are nt displayed n the ribbn, click the ellipsis ( ) buttn, and then select that ptin. Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Results is selected. Submit Click Submit n the ribbn t submit the changes and apply all f yur cnfiguratins t SharePint. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Reset Click Reset n the ribbn t select Reset My Changes r Reset All Changes. Reset My Changes Yur changes n the task will be cleared. Reset All Changes All users changes n the task will be cleared. Exprt Reprt Click Exprt Reprt n the ribbn t exprt the permissin recertificatin reprt. In the Exprt Reprt windw, chse t exprt the reprt t a lcal machine r exprt the reprt t an exprt lcatin, then select a reprt frmat (CSV r XLS). Click Exprt t Datasheet t exprt the reprt. View Histry Click View Histry t view the previus versins f the task. Delete User Select a user and click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected user. DcAve Gvernance Autmatin 25
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 Remve User Permissins n the ribbn. 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 Remve Grup Permissins n the ribbn. 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 Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and 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 Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Remve User Frm Grup n the ribbn. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. Change Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Change Grup n the ribbn. 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 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 My Recertificatin Reprt interface. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Select a task, and click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Then, click OK. Metadata Recertificatin Tasks When a recertificatin prfile with the metadata recertificatin enabled is selected in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, a 26 DcAve Gvernance Autmatin
metadata recertificatin task will be generated. This task cntains the metadata f this site cllectin. Apprvers can then mdify the metadata values in Gvernance Autmatin and the metadata value changes will be updated t SharePint. Yu can perfrm the fllwing actins n the metadata recertificatin task: View Task Click a request summary t see detailed infrmatin. In the task details page, yu have the fllwing ptins: Edit Select a metadata name and click Edit. In the Edit windw, mdify the metadata value, then click Save t save yur changes. Submit Click Submit n the ribbn t submit the changes and apply all f yur cnfiguratins t SharePint. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Reset Click Reset n the ribbn t select Reset My Changes r Reset All Changes. Reset My Changes Yur changes n the task will be cleared. Reset All Changes All users changes n the task will be cleared. View Histry Click View Histry t view the previus versins f the task. 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 My Recertificatin Reprt interface. Reassign (This buttn is nly visible t apprvers when Allw apprvers t reassign tasks t thers is selected in the crrespnding apprval prcess) Select a task, and click Reassign n the ribbn t reassign the task. In the pp-up windw, enter the name f a user r grup that will becme the apprver. Click OK. Ownership Recertificatin Tasks When a recertificatin prfile with the wnership recertificatin enabled is selected in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, an wnership recertificatin task will be generated. This task is an electin task. Apprvers can claim r decline t becme the primary site cllectin cntact. Yu can perfrm the fllwing actins n the wnership recertificatin task: View Task Click a request summary t see detailed infrmatin. In the task details page, yu have the fllwing ptins: DcAve Gvernance Autmatin 27
Claim Click Claim t becme the primary site cllectin cntact. In the pp-up windw, define a user as the secndary site cllectin cntact by entering a username in the text bx. Then, click OK t save yur cnfiguratins. Decline Click Decline t decline t becme the primary site cllectin cntact. A pp-up cnfirmatin windw appears. Click OK t cnfirm yur actin. Claim Select a task and click Claim t becme the primary site cllectin cntact. In the pp-up windw, define a user as the secndary site cllectin cntact by entering a username in the text bx. Then, click OK t save yur cnfiguratins. Decline Select a task and click Decline t decline t becme the primary site cllectin cntact. A pp-up cnfirmatin windw appears. Click OK t cnfirm yur actin. 28 DcAve Gvernance Autmatin
Public Site Cllectin Directry Reprts The Public Site Cllectin Directry is where business users g t view infrmatin n published site cllectins that are created and managed by Gvernance Autmatin. Site Cllectins with Publish t Directry metadata are cnsidered published site cllectins. Publish t Directry is a pre-defined metadata label 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 Publish t Directry metadata can be displayed in the Public Site Cllectin Directry. T access the Public Site Cllectin Directry, click Public Site Cllectin Directry in the Business User landing page. If it is the first time yu are accessing the Public Site Cllectin Directry r yu did nt set custm filter rules fr the reprts, the reprts are displayed accrding t the default glbal filter set by yur IT Administratr. Managing Public Site Cllectin Directry Reprts T change the number f 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 the srt ( ) buttn in a clumn heading, then select Ascending r Descending. Yu can custmize hw the directry reprts are displayed in a number f different ways, see Familiarizing Yurself with the Interface. Generating Public Site Cllectin Directry Reprts T filter Public Site Cllectin Directry Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the directry reprt. Yu can set filters fr URL, Farm Name, Site Template, Site Cllectin Size, Status, Department, Plicy, Primary Site Cllectin Cntact, and Metadata. Filter by Expiratin Date is als supprted. Set Inactivity Threshld Date and Lease Perid Expiratin Date t add mre filter rules. *Nte: Metadata with the Yes/N r Date and Time type is unsupprted fr filtering. 2. T clear custmized filter rules and use the default filter rules set by yur IT Administratr, click Reset t Default Filter. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. If yu select Exprt t Datasheet: a. In the Exprt Reprt windw, chse t exprt the reprt t a lcal path r an exprt (netwrk) lcatin t stre the reprt. DcAve Gvernance Autmatin 29
b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu. c. In the Reprt Frmat field, select either CSV r XLS as the reprt frmat frm the drpdwn menu. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. 30 DcAve Gvernance Autmatin
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