DocAve Governance Automation · 15000 Website Port – Used to access Governance Automation website. Governance Automation website. 6008 Workflow Service Port – Used to host Governance

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DocAve Governance Automation

User Guide

for Administrators

DocAve®

Governance Automation

Service Pack 4

Revision K Issued April 2014

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Table of Contents

About DocAve Governance Automation ....................................................................................................... 7

Complementary Products ......................................................................................................................... 7

Submitting Documentation Feedback to AvePoint ...................................................................................... 9

Before You Begin ......................................................................................................................................... 10

System Requirements ............................................................................................................................. 10

Support Information ............................................................................................................................... 11

Ports Used by Governance Automation ................................................................................................. 12

Installation Overview .................................................................................................................................. 13

Updating Your DocAve Version ............................................................................................................... 13

Installing Governance Automation ......................................................................................................... 13

Changing the Certificate in IIS Manager ................................................................................................. 17

Using the Governance Automation Configuration Tool ......................................................................... 18

Registering Governance Automation with DocAve ............................................................................ 18

Applying User-Defined Certificates ......................................................................................................... 19

Installing DocAve Governance Automation Web Part ............................................................................ 19

Deploying the DocAve Governance Automation Web Part Solution .................................................. 20

Inserting the Web Part into a SharePoint Site .................................................................................... 21

Installing DocAve Governance Automation Site Directory Web Part ..................................................... 21

Deploying the DocAve Governance Automation Site Directory Web Part Solution ........................... 21

Inserting the Web Part into a SharePoint Site .................................................................................... 22

Applying the Governance Automation License ...................................................................................... 23

Configuring AD Authentication and E-mail Notification Settings ........................................................... 23

Updating Governance Automation ............................................................................................................. 24

Updating Your Governance Automation Instance .................................................................................. 24

Manually Updating Your DocAve Manager and Agents ......................................................................... 24

Reinstalling Governance Automation Web Part and/or Governance Automation Site Directory Web Part .......................................................................................................................................................... 25

Getting Started ............................................................................................................................................ 26

Understanding Governance Automation ................................................................................................ 26

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Logging In for the First Time ................................................................................................................... 26

Registering SharePoint Online Admin Centers/Site Collections ............................................................. 27

Configuring Personal Settings ................................................................................................................. 27

Settings........................................................................................................................................................ 29

The User Profile Service Interface ........................................................................................................... 29

Using a Custom User Information Database ....................................................................................... 29

The Department Interface ...................................................................................................................... 30

The Account Manager Interface ............................................................................................................. 31

Managing Governance Automation Groups ....................................................................................... 31

Adding Users into Groups ................................................................................................................... 33

Removing Users from Groups ............................................................................................................. 34

The Report Export Location Interface ..................................................................................................... 34

Managing Report Export Locations ..................................................................................................... 34

Configuring Report Export Locations .................................................................................................. 35

The E-mail Templates Interface .............................................................................................................. 35

Managing E-mail Templates ................................................................................................................ 35

Configuring E-mail Templates ............................................................................................................. 36

Administrator Notification ...................................................................................................................... 37

The Metadata Interface .......................................................................................................................... 38

Managing Metadata ............................................................................................................................ 38

Configuring Metadata ......................................................................................................................... 39

The SharePoint Permission Level Management Interface ...................................................................... 41

Managing Permission Levels ............................................................................................................... 41

Configuring Permission Levels ............................................................................................................ 41

The Execution Schedule Interface........................................................................................................... 42

Managing Execution Schedules .......................................................................................................... 42

Creating and Editing Execution Schedules .......................................................................................... 42

The Category Management Interface ..................................................................................................... 43

Managing Categories .......................................................................................................................... 43

Creating and Editing Categories .......................................................................................................... 43

The Timer Service Configuration Management Interface ...................................................................... 44

The Questionnaire Management Interface ............................................................................................ 45

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Managing Questionnaire .................................................................................................................... 45

Creating and Editing Questionnaires .................................................................................................. 46

The Export and Import Configuration Data Interface ............................................................................. 47

Exporting Configuration Data ............................................................................................................. 47

Importing Configuration Data ............................................................................................................. 48

The Business User Features Activation or Deactivation Interface .......................................................... 48

The Importing Existing Site Collections and Sites Interface .................................................................... 49

Scanning Site Collections and Sites Using Export Plans ...................................................................... 49

Modifying the Scan Result File ............................................................................................................ 51

Importing the Configured Scan Result File ......................................................................................... 52

Data Validation.................................................................................................................................... 52

The System Security Settings Interface................................................................................................... 55

Approval Process ......................................................................................................................................... 56

Managing Approval Processes ................................................................................................................ 56

Configuring Approval Processes ............................................................................................................. 57

Building Customized Approval Processes ............................................................................................... 61

Policies ........................................................................................................................................................ 63

Managing Policies ................................................................................................................................... 63

Configuring Policies ................................................................................................................................. 64

Configuring Site Collection Policies ..................................................................................................... 64

Services ....................................................................................................................................................... 75

Managing Services .................................................................................................................................. 75

Configuring Services ................................................................................................................................ 76

Configuring Create Site Collection Services ........................................................................................ 76

Configuring Create Site Services ......................................................................................................... 85

Configuring Create My Site Services ................................................................................................... 91

Configuring Create Library/List Services ............................................................................................. 97

Configuring Site Collection Lifecycle Management Services ............................................................ 103

Configuring Site Lifecycle Management Services ............................................................................. 106

Configuring Clone or Transfer User Permission Services .................................................................. 109

Configuring Change Site Collection Contact or Administrator Services ........................................... 114

Configuring Change Site Contact Services ........................................................................................ 117

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Configuring Content Move Services .................................................................................................. 120

Configuring Change Site Collection Settings Services ....................................................................... 130

Configuring Change Site Metadata Services ..................................................................................... 133

Configuring Change Library/List Settings Services ............................................................................ 136

Configuring Grant Permissions Services ........................................................................................... 139

Configuring Remove Permissions Services ....................................................................................... 144

Monitoring and Reporting ........................................................................................................................ 148

Monitoring ............................................................................................................................................ 148

All Requests ....................................................................................................................................... 148

All Tasks ............................................................................................................................................. 149

Audit Reports ........................................................................................................................................ 154

User Activity Report .......................................................................................................................... 154

Service Request Report ..................................................................................................................... 155

Approval Process Report ................................................................................................................... 156

Administration Reports ......................................................................................................................... 157

Site Collection Report ....................................................................................................................... 158

Site Report ........................................................................................................................................ 159

Requests and Tasks ................................................................................................................................... 161

Requests ................................................................................................................................................ 161

Starting a Request ............................................................................................................................. 161

Submitting a Create Site Collection Service Request via Nintex Workflow ...................................... 162

My Requests ...................................................................................................................................... 163

Tasks ...................................................................................................................................................... 165

My Tasks ............................................................................................................................................ 165

Public Site Collection Directory ................................................................................................................. 171

Managing Public Site Collection Directory Reports .............................................................................. 171

Filtering Public Site Collection Directory Reports ................................................................................. 171

Exporting Public Site Collection Directory Reports ............................................................................... 172

My Sites ..................................................................................................................................................... 173

Managing My Sites Reports .................................................................................................................. 173

Filtering My Sites Reports ..................................................................................................................... 173

Exporting My Sites Reports ................................................................................................................... 174

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Governance Automation Web API ............................................................................................................ 175

Changing Branding Elements .................................................................................................................... 177

Changing the Title Style ........................................................................................................................ 179

Changing the Logo and Logo URL.......................................................................................................... 181

Changing the Theme Color.................................................................................................................... 184

Changing the Table Style ....................................................................................................................... 188

Appendix A: Configuring Filter Policy ........................................................................................................ 191

Configuring Filter Policy to Use DocAve Granular Backup and Restore ............................................... 191

Configuring Filter Policy to Use Audit Controller in DocAve Report Center ......................................... 192

Configuring Filter Policy to Use Dead Account Cleaner in DocAve Administrator ............................... 192

Configuring Filter Policy to Use DocAve Deployment Manager ........................................................... 193

Appendix B: Configuring DocAve Archiver Profiles ................................................................................... 195

Appendix C: Configuring DocAve Deployment Manager Plans ................................................................ 197

Creating a Deployment Mapping .......................................................................................................... 197

Creating a Deployment Plan ................................................................................................................. 199

Appendix D: Configuring a Policy Enforcer Profile .................................................................................... 200

Configuring a Source Collection Policy ................................................................................................. 200

Creating a Policy Enforcer Profile ......................................................................................................... 201

Notices and Copyright Information .......................................................................................................... 202

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About DocAve Governance Automation Traditionally, administrators create SharePoint objects or manage their data in SharePoint manually by following a series of requirements. The number of human interactions that occur in business processes can inhibit speed and the quality of decisions.

Governance Automation provides ways to create and govern your SharePoint 2010 and SharePoint 2013 objects automatically, both On-Premises SharePoint and SharePoint Online, by submitting rich and customizable predefined service requests which can trigger corresponding approval processes and policies to accomplish the processes. This automation results in more speed, overall effectiveness of the interactions and often a reduction in errors.

This documentation is for administrators to leverage Governance Automation for the automated, end-to-end service and information management; if you are a business user of Governance Automation, refer to the DocAve Governance Automation User Guide for Business Users.

Complementary Products Many products and product suites on the DocAve 6 platform work in conjunction with Governance Automation. The following products are recommended for use with Governance Automation:

• DocAve Granular Backup and Restore ‒ DocAve Granular Backup and Restore allows you to back up all farm content and quickly restore lost or corrupted content down to the item level. Site collections created by Governance Automation can be configured to be associated with an existing Granular Backup and Restore plan so that the content in the new site collection is protected upon the site collection’s creation.

• DocAve Archiver ‒ DocAve Archiver reduces SharePoint storage costs by automatically offloading SharePoint content that would ordinarily reside in expensive SQL Server storage to less expensive hierarchical storage systems, based upon fully customizable business rules. Site collections created by Governance Automation can be configured to have existing Archiver rules associated upon the site collection’s creation.

• DocAve Connector ‒ DocAve Connector allows users to collaborate upon network file shares and cloud storage resources directly through SharePoint without migration. Site collections created by Governance Automation can be configured to have DocAve Content Library and DocAve Media Library enabled so that DocAve Connector can provide users with access to their files outside of SharePoint.

• DocAve Storage Manager ‒ DocAve Storage Manager mitigates expensive SQL Server storage cost caused by exponential data growth with a combination of multiple real-time and scheduled business rules to externalize BLOB content based on file size, type, or other file properties. Combined with Governance Automation, business users can request new sites for collaboration that have Storage Manager profiles associated upon creation based on settings configured by an administrator.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/DocAve_Governance_Automation_Business_User_User_Guide.pdf

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• DocAve Report Center ‒ The Auditor feature in DocAve Report Center allows you to tracks events in SharePoint objects. Site Collection created by Governance Automation can be associated with existing DocAve Auditor profiles upon creation.

• DocAve Administrator – The Dead Account Cleaner feature within DocAve Administrator allows you to remove the permissions of deactivated users or transfer the permissions of deactivated users to an available user in the site collection managed by Governance Automation. The Policy Enforcer feature applies Policy Enforcer rules to Governance Automation managed site collections and ensures that all actions and changes to the site collections fall within the previously configured rules by continuously monitoring and taking action on the site collections.

• DocAve Vault ‒ DocAve Vault allows you to export the content in the site collection managed by Governance Automation to an external storage system for further management by Autonomy or Concordance platforms.

• DocAve Deployment Manager ‒ DocAve Deployment Manager allow you to apply a robust solution that automates the change management of solutions in the site collection managed by Governance Automation.

• DocAve File Share Navigator ‒ DocAve File Share Navigator enables Governance Automation managed site collections to host links to file share content, thereby empowering organizations to leverage SharePoint as the presentation layer for its file shares without using valuable space on SQL Servers.

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Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation. Click the following URL to access the Submit Your Feedback form on our Web site:

http://www.avepoint.com/resources/documentation-feedback/?flush=1

http://www.avepoint.com/resources/documentation-feedback?flush=1

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Before You Begin Refer to the sections for system and farm requirements that must be in place prior to installing and using DocAve Governance Automation.

System Requirements Before installing DocAve Governance Automation, make sure your environment meets the following requirements.

Rules Recommended Condition Operating System Edition Windows Server 2008, Window Server 2008 R2,

Windows Server 2012, or Windows 7 Available Physical Memory More than 512 MB per service Available Disk Space More than 1 GB .NET Framework Features The Windows features, including WCF Activation,

HTTP Activation, and Non-HTTP Activation, should be installed.

Net.Tcp Port Sharing Service Net.TCP Port Sharing Service should be started. Windows Process Activation Service Windows Process Activation Service should be

started. Process Model, .NET Environment, and Configuration APIs should be installed.

World Wide Web Publishing Service World Wide Web Publishing Service should be started.

Web Server (IIS 7) Role The following Windows features should be installed: -Web Server -Common HTTP Features (Static Content, Default Document) -Application Development (ASP.NET, .NET Extensibility, ISAPI Extensions, ISAPI Filters) -Management Tools (IIS Management Console, IIS 6 Management Compatibility, IIS 6 Metabase Compatibility)

SQL Server Version SQL Server 2008, or SQL Server 2008 R2 DocAve Manager Version DocAve 6 Service Pack 3 Cumulative Update 2 or

above DocAve Product(s) DocAve Administrator .NET Framework Version .NET Framework 4.5 or above Web Browser Internet Explorer 8 or Internet Explorer 9

Internet Explorer 8 does not support the Questionnaire feature. If using IE8, AvePoint recommends using Chrome for the Questionnaire feature.

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Support Information The following table lists the supported operating systems, SQL Servers, Web browsers, SharePoint versions, and DocAve products for Governance Automation Service Pack 4:

Type Supported Conditions Operating System Windows Server 2008

Window Server 2008 R2 Windows Server 2012 Windows 7

SQL Server SQL Server 2008 SQL Server 2008 R2 SQL Server 2012

Web Browser Internet Explorer 8 (Does not support the Questionnaire feature) Internet Explorer 9 Internet Explorer 10 Google Chrome

SharePoint

Microsoft SharePoint Server/Foundation 2010 (up to and including Service Pack 2) Microsoft SharePoint Server/Foundation 2013

DocAve Products Administrator Content Manager Deployment Manager Granular Backup and Restore Report Center Scheduled Storage Manager Connector Archiver Vault File Share Navigator

For a compatibility matrix of Governance Automation, DocAve, and SnapManager for SharePoint versions, refer to the AvePoint KB article Governance Automation, DocAve, and SnapManager for SharePoint Support Matrix.

http://www.docave.com/KB/Lists/KB/DispErrorArticle.aspx?ID=850

http://www.docave.com/KB/Lists/KB/DispErrorArticle.aspx?ID=850

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Ports Used by Governance Automation Refer to the table below for the ports that are used by Governance Automation:

Port Usage Enabled By 15000 Website Port – Used to access

Governance Automation website.

Governance Automation website.

6008 Workflow Service Port – Used to host Governance Automation Workflow Service.

Windows Communication Foundation Service that is hosted by Governance Automation Workflow Service.

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Installation Overview See below for an overview of the Governance Automation installation process.

1. Updating Your DocAve Version

2. Installing Governance Automation

3. Changing the Certificate in IIS Manager

4. Using the Governance Automation Configuration Tool

5. Applying User-Defined Certificates

6. Installing DocAve Governance Automation Web Part

7. Installing DocAve Governance Automation Site Directory Web Part

8. Applying the Governance Automation License

9. Configuring AD Authentication and E-mail Notification Settings

Updating Your DocAve Version Ensure that the following requirements are met prior to installing Governance Automation SP4. At a minimum, DocAve 6 Service Pack 3 Cumulative Update 2 is required to work with Governance Automation SP4. To ensure compatibility and functionality consistency, update your DocAve instance to DocAve 6 Service Pack 3 Cumulative Update 2 or later before proceeding with your Governance Automation update. For details on updating your DocAve instance, refer to the DocAve 6 Control Panel Reference Guide.

After updating DocAve to the minimum required version, you can then proceed with your Governance Automation installation.

Installing Governance Automation Before installing Governance Automation, ensure that the conditions in Updating Your DocAve Version have been met.

During Governance Automation installation, an automatic update is applied to the DocAve Manager and Agents. This update ensures proper communication between DocAve and Governance Automation.

Extract the content from the ZIP file to the desired location in your directory, and then follow the instructions below to install DocAve Governance Automation:

1. Locate the DocAve Governance Automation directory. Double-click the Setup.exe file.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf


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2. In the Welcome screen, choose to install DocAve Governance Automation in English, Japanese or French by selecting the language pack from the drop-down menu, then click Next.

3. Enter your Name and Organization into the provided field. Click Next.

4. Carefully review the Governance Automation License Agreement. After you have read the agreement, check the I accept the terms in the license agreement checkbox, and click Next.

5. By default, Governance Automation will be installed in C:\Program Files\AvePoint. To change this location, click Browse. Click Next.

6. Set up the Service Configuration:

a. DocAve Control Service Address ‒ Configure the DocAve Control Service Host and the DocAve Control Service Port.

• DocAve Control Service Host ‒ Enter the hostname or IP address of the machine where DocAve Control Service is installed.

• DocAve Control Service Port ‒ Enter the DocAve Control Service port number used to communicate with DocAve Control Service. The default port number is 14000.

b. Governance Automation Host – Enter the hostname or IP address of the machine where Governance Automation will be installed.

c. IIS Web Site Settings ‒ Configure the IIS web site settings for the Governance Automation. You can select to use an existing IIS web site or create a new IIS web site. The IIS web site is used to access Governance Automation.

• Use an existing IIS web site ‒ Select an existing IIS web site from the drop-down list, and if necessary, you can adjust the Web Site Port used to access the Governance Automation.

• Create a new IIS web site ‒ Enter the web site name for creating a new IIS web site for Governance Automation. The default Web Site Port number used to access Governance Automation is 15000, you do not need to change it unless a known port conflict exists.

• Web Site Port ‒ Enter the port number for Governance Automation communication. The default port number is 15000.

d. Application Pool Settings ‒ Configure the IIS application pool settings for the corresponding web site to collect and manage requests sent to corresponding web site. You can select to use an existing application pool or create a new application pool.

• Use an existing application pool ‒ Select an existing application pool from the drop-down list. If you choose to use an existing application pool, the Application Pool Account settings are greyed out and cannot be changed.

• Create a new application pool ‒ Enter the application pool name and application pool account settings to create a new IIS application pool for the corresponding web site.

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*Note: The specified user must be a local administrator, and a member of DB_DataReader role and DB_DataWriter role for DocAve Archiver Database.

e. Governance Automation Workflow Service – The Governance Automation Workflow service is a local service that needs to be manually started before Governance Automation can be used. Configure the Workflow Service Port and Service Account.

• Workflow Service Port – Enter the Workflow Service port number used to communicate with Workflow Service. The default port number is 6008.

• Service Account – Specify the account that the Governance Automation Workflow service can use to log on by entering the username and password.

*Note: The specified user must be a Governance Automation database owner with the sufficient permission to access the Governance Automation Workflow Service.

f. Governance Automation Timer Service – The Governance Automation Timer service is a local service that needs to be manually started before Governance Automation can be used. Configure the Service Account for Timer Service.

• Service Account – Specify the account that the Governance Automation Timer service can use to log on by entering the username and corresponding password.

*Note: The specified user must be a member of DB_DataReader role and DB_DataWriter role for DocAve Archiver Database.

7. Click Next to continue to configure the authentications for Governance Automation.

8. Set up the Authentication Configuration:

• Authentication ‒ Enter the DocAve Manager Passphrase to ensure the communication with DocAve. If you forget the passphrase, you can view it by navigating to DocAve > Control Panel > General System Settings > System Options > Security Settings.

• DocAve Administration Account Settings ‒ Enter the DocAve Manager account by which the DocAve activities are performed. The user accounts specified here must be local users with full control permissions of DocAve.

*Note: Should you need to change the DocAve account information entered here, execute the Configuration Tool in the Governance Automation folder.

9. Click Next.

10. Governance Automation will perform a brief pre-scan of the environment to ensure that all hardware and configurations meet the requirements. The status for each rule will be listed under the Status column heading. Click the hyperlink in the Status column, the detailed information about the scan result will be listed in the popup window.

11. Click Detail and you can view the detailed requirements for all of the rules.

12. Click Next to start the configurations of databases for Governance Automation.

13. Set up the Configuration Database Settings:

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a. Database Settings ‒ Specify a Configuration Database for Governance Automation to store its settings and configurations.

• Database Server ‒ Enter the server name or IP address of the database server you wish to connect to.

• Governance Automation Database Name ‒ Enter a name for Governance Automation Configuration Database. If the database does not exist, it will be automatically created in the specified database server.

b. Database Credentials ‒ Select whether Windows Authentication or SQL Authentication for the Governance Automation Configuration Database is to be used when connecting to the SQL server.

• Windows Authentication ‒ Use this method when you want the user identity to be confirmed by Windows.

• SQL Authentication ‒ SQL server will confirm the user identity itself according to the specified account and password.

c. Advanced Database Settings ‒ Enter a failover database server name to specify it as a hot standby database server for Governance Automation Configuration Database to maximize the database availability and minimize the downtime. You must set up database mirroring in SQL server before configuring the Advanced Database Settings to ensure the availability of the failover database server.

14. Click Next.

15. Set up the Audit Database Settings to configure an Audit Database for Governance Automation to store the auditing information, data and reports.

a. To use the same database settings including Database Server, Database Credentials, and Advanced Database Settings as Governance Automation Configuration Database’s by checking the Use the previous database settings checkbox, and enter a name for the Audit Database for Governance Automation. If the database does not exist, it will be automatically created in the specified database server.

b. To set up a separate database as an Audit Database for Governance Automation by unchecking the Use the previous database settings checkbox, and entering the following information.

• Database Server ‒ Enter the server name or IP address of the database server you wish to connect to.

• Audit Database Name ‒ Enter a name for Governance Automation Audit Database. If the database does not exist, it will be automatically created in the specified database server.

• Database Credentials ‒ Select whether Windows Authentication or SQL Authentication for the Governance Automation Audit Database is to be used when connecting to the SQL server.

o Windows Authentication ‒ Use this method when you want the user identity to be confirmed by Windows.

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o SQL Authentication ‒ SQL server will confirm the user identity itself according to the specified account and password.

• Advanced Database Settings ‒ Enter a failover database server name to specify it as a hot standby database server for Governance Automation Audit Database to maximize the database availability and minimize the downtime. You must set up database mirroring in SQL server before configuring the Advanced Database Settings to ensure the availability of the failover database server.

16. Click Next.

17. Set up the Advanced Configuration to select a Secure Socket Layer (SSL) certificate that is used for communication between Governance Automation and DocAve.

• Built-in Certificate ‒ Use the certificate provided by Governance Automation. No additional configuration is necessary.

• User-defined Certificate ‒ Governance Automation accepts user-defined certificates, but AvePoint cannot guarantee full Governance Automation functionality if a user-defined certificate is used. AvePoint strongly recommends you use the provided built-in certificate.

*Note: If selecting a user-defined certificate, you must manually copy two configuration files to Governance Automation directories after the installation completes. For more information, refer to Applying User-Defined Certificates.

18. In the Ready to Install DocAve Governance Automation page, all of the information configured in the previous steps is listed. Click Install to begin the installation. Click Back to return to the previous interface. Click Cancel to exit the installation wizard without saving any of the configurations.

19. Once Governance Automation is successfully installed, you have the option to Register Governance Automation to Customer Experience Improvement Program to enhance technical support in the Installation completed interface. Then, click Finish to exit the installation wizard.

20. Lastly, verify that the DocAve Manager and Agent update was applied successfully by navigating to Control Panel > Update Manager > View History and checking the Version and Date columns of the newly installed update. If the DocAve Manager and Agent update did not install successfully, see Manually Updating Your DocAve Manager and Agents.

*Note: If you continue to use Governance Automation SP3 Database when configuring Database Settings, Governance Automation automatically upgrades the SP3 data during SP4 installation.

Changing the Certificate in IIS Manager When attempting to access the Governance Automation login screen via browser, a certificate error interface may appear. To prevent the certificate error, change the certificate that is used to host the Governance Automation website to a fully trusted certificate. This certificate must be fully trusted by all of the client machines in your environment. To change the certificate, complete the following steps:

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1. On the server where Governance Automation is installed, navigate to Start > Administrative Tools > Internet Information Services (IIS) Manager.

2. Expand the connection and expand Sites.

3. Right-click Governance Automation and click Edit Bindings…. The Site Bindings window appears.

4. Click the binding and click Edit…. The Edit Site Binding window appears.

5. In the SSL certificate drop-down list, select the certificate that is fully trusted by all of the client machines in your organization.

6. Click OK to save your configurations.

7. Click Close to close the Site Bindings window.

After the certificate is successfully changed in IIS Manager, you must manually copy two configuration files to Governance Automation directories to complete the process. For more information, refer to Applying User-Defined Certificates.

Using the Governance Automation Configuration Tool To view or edit the installation settings after the installation, navigate to Start > Governance Automation and click Governance Automation Configuration Tool on a server where Governance Automation is installed.

In Governance Automation Configuration Tool, the Configuration Database Settings, Audit Database Settings, Service Configuration, Authentication Configuration, and Advanced Configuration can be modified. For instructions on modifying these settings, refer to Installing Governance Automation.

*Note: If you are changing the certificate in Advanced Configuration, you must manually copy two configuration files to Governance Automation directories after saving changes in the Governance Automation Configuration Tool. For more information, refer to Applying User-Defined Certificates.

Registering Governance Automation with DocAve If you uninstall DocAve and then reinstall DocAve after a Governance Automation installation, you must re-register Governance Automation to DocAve using the Governance Automation Configuration Tool. To re-register Governance Automation to DocAve, you must configure the following settings in the Governance Automation Tool:

• DocAve Control Service Address

• DocAve Manager Passphrase

• DocAve Administration Account Settings

Refer to Installing Governance Automation for detailed information on these settings. After re-registering Governance Automation to DocAve, an update must be manually installed in DocAve to use

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Governance Automation properly. This update (DocAve_Update_for_Governance_Automation_1.4.zip) resides in the Governance Automation installation package.

Applying User-Defined Certificates If a user-defined certificate was applied when installing a DocAve Agent and Governance Automation, or if you changed the built-in certificate to a user-defined certificate in the DocAve 6 Agent Configuration Tool and Governance Automation Configuration Tool, the AgentCommonWCFBehaviors.config file in …\AvePoint\DocAve6\Agent\bin and the GAControlWCFBehaviors.config file in …\AvePoint\GovernanceAutomation\Config were automatically updated to reflect the certificate change.

However, the AgentCommonWCFBehaviors.config file in …\AvePoint\DocAve6\Agent\bin\GovernanceAutomation and the GAControlWCFBehaviors.config file in …\AvePoint\GovernanceAutomation\bin\Config must be manually updated.

To manually update these .config files, complete the following steps:

1. On the server where DocAve Agent resides, navigate to …\AvePoint\DocAve6\Agent\bin.

2. Find the AgentCommonWCFBehaviors.config file, right-click the file, and select Copy.

3. Navigate to …\AvePoint\DocAve6\Agent\bin\GovernanceAutomation and paste the copied .config file into this directory.

4. The Confirm File Replace window appears. Click Yes to proceed.

5. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Config.

6. Find the GAControlWCFBehaviors.config file, right-click the file, and select Copy.

7. Navigate to …\AvePoint\GovernanceAutomation\bin\Config and paste the copied .config file into this directory.

8. The Confirm File Replace window appears. Click Yes to proceed.

Installing DocAve Governance Automation Web Part The DocAve Governance Automation Web part embeds the business user interface within a SharePoint site. This provides SharePoint users with easier access without having to leave their SharePoint environment.

*Note: Make sure the intended users have the correct permissions to access the sites where this Web part is installed.

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To use the Governance Automation Web part properly, the certificate that is used to host Governance Automation website must be fully trusted by your machines. For more information, refer to Changing the Certificate in IIS Manager.

Deploying the DocAve Governance Automation Web Part Solution Follow the instructions below to add Governance Automation Web Part to SharePoint:

1. Go to Start > Run > enter cmd in the Open text box and click OK.

2. Enter the following command:

cd C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\BIN

Figure 1: Deploy the DocAve Governance Automation Web Part Solution (1)

3. Press Enter and continue the command in the following format:

stsadm.exe -o addsolution -filename C:\GAWebPart.wsp

*Note: C:\GAWebPart.wsp should be replaced with the path where the solution is stored.

Figure 2: Deploy the DocAve Governance Automation Web Part Solution (2)

4. Press Enter. You will see the message Operation completed successfully when the solution has been added to the solution store.

5. Navigate to SharePoint Central Administration > System Settings > Farm Management, and then click Manage farm solutions in which GAWebPart.wsp is displayed.

6. Click gawebpart.wsp, and then click Deploy Solution to deploy it.

If you are using the DocAve Governance Automation Service Pack 3 Web Part and you are planning to update from Service Pack 3 to Service Pack 4, you must reinstall the Web part after the update to SP4. For more information, refer to Reinstalling Governance Automation Web Part and/or Governance Automation Site Directory Web Part.

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Inserting the Web Part into a SharePoint Site To add the Web part to a page in a SharePoint site collection, go to the site collection you want to add the Web part to and follow the instructions below:

1. Navigate to Site Actions > Site Settings > Site collection features.

2. Find DocAve Governance Automation Web Part Feature and click Activate.

3. In the page where you want to add the Web part, click Edit Page > Insert > Web Part.

4. Select DocAve Governance Automation then select the Web part and click Add.

5. Once the Web part has been added, click on down arrow in the upper right-hand corner and select Edit Web Part from the drop-down menu.

6. Under Appearance, set the size for the Web part. For most, it is recommended to use height of 768 and width of 1024

7. Configure the Governance Automation Settings section:

• Governance Automation URL (Required) – Set the URL in the following format:

https://servername:port

*Note: do not add another / after the URL.

• Hide the Governance Automation menu bar (Optional) – Select the checkbox to hide the Governance Automation menu bar in the interface of your Governance Automation Web Part.

8. Click Apply to apply your changes, then click OK to save your configurations.

Installing DocAve Governance Automation Site Directory Web Part The DocAve Governance Automation Site Directory Web part displays detailed site information and allows business users to search for URL, Title, Primary Site Contact, Secondary Site Contact, or metadata added in Governance Automation.

For the Governance Automation Site Directory Web part to display properly, the certificate that is used to host Governance Automation website must be fully trusted by your machines. For more information, refer to Changing the Certificate in IIS Manager.

Deploying the DocAve Governance Automation Site Directory Web Part Solution Follow the instructions below to add Governance Automation Site Directory Web part to SharePoint:

1. Go to Start > Run > enter cmd in the Open text box and click OK.

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2. Enter the following command:

cd C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\BIN

Figure 3: Deploy the DocAve Governance Automation Site Directory Web Part Solution (1)

3. Press Enter and continue the command in the following format:

stsadm.exe -o addsolution -filename C:\GASubSiteDirectory.wsp

Figure 4: Deploy the DocAve Governance Automation Site Directory Web Part Solution (2)

*Note: C:\GASubSiteDirectory.wsp should be replaced with the path where the solution is stored.

4. Press Enter. You will see the message Operation completed successfully when the solution has been added to the solution store.

5. Navigate to SharePoint Central Administration > System Settings > Farm Management, and then click Manage farm solutions in which GASubSiteDirectory.wsp is displayed.

6. Click gasubsitedirectorywebpart.wsp, and then click Deploy Solution to deploy it.

If you are using DocAve Governance Automation Site Directory Web Part in Governance Automation Service Pack 3 and you are planning to update from Service Pack 3 to Service Pack 4, you must reinstall the Web part after the update to SP4. For more information, refer to Reinstalling Governance Automation Web Part and/or Governance Automation Site Directory Web Part.

Inserting the Web Part into a SharePoint Site To add the Web part to a page in a SharePoint site collection, go to the site collection you want to add the Web part to and follow the instructions below:

1. Navigate to Site Actions > Site Settings > Site collection features.

2. Find DocAve Governance Automation Site Directory Web Part Feature and click Activate.

3. In the page where you want to add the Web part, click Edit Page > Insert > Web Part.

4. Select DocAve Governance Automation then select the Web part and click Add.

5. Once the Web part has been added, click on down arrow in the upper right-hand corner and select Edit Web Part from the drop-down menu.

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6. You can specify how many pieces of site information to be displayed in one page by entering your desired number in the Rows to display text box.

*Note: The minimum width is 787 pixels.

7. Click OK to save. You will be prompted to confirm that you want to display the content; click Yes.

Applying the Governance Automation License The Governance Automation license is applied through DocAve using License Manager. To apply your new Governance Automation license:

1. Log into DocAve and navigate to Control Panel > License Manager.

2. Click Import, and browse to where you extracted the content of the ZIP file to.

3. Select the license and click Open.

4. Click Apply on the ribbon to apply the license.

Once the license has been applied, the Governance Automation agents will automatically be enabled and ready to use.

Configuring AD Authentication and E-mail Notification Settings To grant your users access to Governance Automation using their Active Directory (AD) account, the AD must be configured and enabled in DocAve. For information on configuring AD authentication in DocAve, refer to the Authentication Manager section of the DocAve 6 Control Panel Reference Guide.

Governance Automation e-mail notifications leverages SMTP settings configured in DocAve. For Governance Automation to send out e-mail notifications, you must first configure the Send E-Mail Settings in DocAve. For information on configuring the Send E-Mail Settings in DocAve, refer to the User Notification Settings section of the DocAve 6 Control Panel Reference Guide.



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Updating Governance Automation Before you update to Governance Automation Service Pack 4, be sure that you have met the conditions described in Updating Your DocAve Version.

After ensuring that the prerequisites are met, proceed with the Governance Automation update procedure described below.

Updating Your Governance Automation Instance This procedure assumes that you have met the conditions described in Updating Your DocAve Version and that you have already downloaded and extracted the DocAve_Governance_Automation_1.0_SP4.zip file.

During your Governance Automation update, an automatic update is applied to the DocAve Manager and Agents. This update ensures proper communication between DocAve and Governance Automation.

1. In the DocAve Update Manager, install the downloaded DocAve_Governance_Automation_1.0_SP4.zip update in the Governance Automation tab to update Governance Automation on your selected servers.

2. Verify that the DocAve Manager and Agent update was applied successfully by navigating to Control Panel > Update Manager > View History and checking the Version and Date columns of the newly installed update. If the DocAve Manager and Agent update did not install successfully, see Manually Updating Your DocAve Manager and Agents.

Manually Updating Your DocAve Manager and Agents In rare cases, the DocAve Manager and Agent may not successfully update. If this occurs, you can update the Manager and Agents by manually pointing DocAve to where the DocAve update .zip file exists. This procedure assumes that you have already downloaded and extracted the DocAve_Governance_Automation_1.0_SP4.zip file.

1. In DocAve Manager, navigate to Control Panel > Update Manager.

2. In the Update Manager interface, click Manage Updates on the ribbon.

3. In the Manage Updates interface, click Browse on the ribbon to browse and locate the DocAve_Update_for_Governance_Automation_1.4.zip file update file in …\DocAve_Governance_Automation_1.0_SP4\GovernanceAutomationPatch\ GovernanceAutomation\Update.

4. Select the update and click Install on the ribbon.

5. The Server Selection pop-up window appears and shows all of the available Manager services on the Manager tab and all of the available Agents on the Agent tab.

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6. On the Manager tab, select the Install the update for all the managers below checkbox to update all of the Manager services.

7. On the Agent tab, select the farms whose Agent services you want to update by selecting the corresponding checkboxes.

8. Click Install on the ribbon to start the installation. The Update Installation page appears, displaying the progress. After installation, there will be a message to indicate that the installation is successful.

9. Click Finish.

10. To verify that the update was successful, navigate to Control Panel > Update Manager > View History and check the Version column of the newly installed update.

Reinstalling Governance Automation Web Part and/or Governance Automation Site Directory Web Part If you have used Governance Automation Web part and/or Governance Automation Site Directory Web part in Governance Automation Service Pack 3, you must reinstall the Web parts after you update your Governance Automation instance to Service Pack 4.

To reinstall the Web parts, uninstall the previous installed Web parts first by completing the following steps:

1. Navigate to SharePoint Central Administration > System Settings > Farm Management, and then click Manage farm solutions.

2. Click gawebpart.wsp or gasubsitedirectorywebpart.wsp, and then click Retract Solution.

3. Click Back to Solutions and the status of the previously selected solution is Not Deployed.

4. Click the solution, and then click Remove Solution. A confirmation window appears.

5. Click OK to remove the solution.

After uninstall the Web parts, reinstall the Web parts. For more information, refer to Installing DocAve Governance Automation Web Part and Installing DocAve Governance Automation Site Directory Web Part.

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Getting Started Refer to the sections below for important information on getting started with Governance Automation.

Understanding Governance Automation If you are new to Governance Automation, it may be helpful to review the Key Terms list to familiarize yourself with terms such as “service”, “policy”, and “approval process”, which will be used throughout this user guide.

Once you have familiarized yourself with Governance Automation terminology, it is important to understand how the different features and functionalities work together. This knowledge is essential to properly configure the software for your organization.

In Governance Automation, administrators can set up services that perform SharePoint or DocAve operations. These services can be made available to only the relevant departments/purposes so that they can be customized to be most effective for each department/purpose. A Service may have a policy associated with it so that if your organization has specific rules on certain SharePoint operations, you can ensure that all services with the same associated policy will be compliant to your organization’s standards. Services will also have at least one approval process configured so that when a user submits a request for a specific service, the appropriate parties (such as the user’s manager) are notified and can provide the necessary approval. Once the service request has been fully approved, Governance Automation performs the SharePoint and/or DocAve processes according to the customized settings configured for that service.

Logging In for the First Time In Governance Automation, different administrator and business user accounts may be configured in the Account Manager. However, when logging into Governance Automation for the first time, you must use the built-in administrator account:

Login ID: admin

Password: admin

Login on to: Local System

When you first log into DocAve Governance Automation, the Governance Automation Quick Start Wizard appears. Enter the information as instructed by the wizard to generate a default approval process, two policies (gold and silver), and a create site collection service.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Governance_Automation_Key_Terms.pdf

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• Administrator – Enter a username to set as the administrator. Click to check that the name is valid. You may also click to search for a user.

• Business User – Enter a username to set as the business user. Click to check that the name is valid. You may also click to search for a user.

• Department – Enter a customized department name in the text box.

• Farm – Select a farm from the drop-down menu to configure the scope further.

• Scope – Select the whole farm, one or more Web applications to add into the scope.

• Click OK to save the above configurations, or click Cancel to exit the Quick Start Wizard.

If User Profile Service is used in your SharePoint environment, we recommend you configure Governance Automation to use your existing User Profile Service once you complete this wizard. This can be configured in Settings.

Registering SharePoint Online Admin Centers/Site Collections To use Governance Automation to manage content in a SharePoint Online standard instance or SharePoint Online dedicated instance, you must first register in DocAve the SharePoint Online standard instance admin centers or SharePoint Online standard/dedicated instance site collections. Refer to the following steps to register SharePoint Online standard instance admin centers and SharePoint Online standard/dedicated instance site collections:

1. In DocAve Manager, navigate to Control Panel > SharePoint Sites.

2. Select the Default_SharePoint Sites_Group or a newly created SharePoint Sites group.

3. Click Manage Site Collection on the ribbon.

4. Click Add on the ribbon.

5. Enter the Site collection URL, Username, and Password in the corresponding text boxes.

*Note: To register a SharePoint Online standard instance admin center, enter the admin center URL in the Site collection URL text box.

6. Click OK to save your configurations.

*Note: To properly retrieve data, AvePoint strongly recommends that a SharePoint Sites group contains only those site collections that are in the same SharePoint Online Admin Center or the same Central Administration.

For more information about managing SharePoint Sites in DocAve Control Panel, refer to the DocAve Control Panel Reference Guide.

Configuring Personal Settings To configure the language and the time zone that your Governance Automation platform displays, click your login ID on the navigation bar. Then, click Configure Personal Settings.


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Follow the instructions below to configure your personal settings in the pop-up Configure Personal Settings interface.

1. Language – Select a Language from the drop-down menu to set it as the display language.

2. Time Zone – Select the display time zone for the Governance Automation interface. The time zone selected here decides the display time of data in the interface.

3. Office 365 Account – Enter the Office 365 account that will be mapped with the current login user, so that the current login user can manage content in SharePoint Online.

*Note: The entered Office 365 account must be in the [email protected] format.

4. Click Save on the ribbon; a window appears.

5. Enter the password for the Office 365 account in the text box and click OK to save your configuration; the display language and display time zone will change automatically. Click Cancel to close the window without saving any configurations.

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Settings The Settings page is where you customize configurations that affect the entire Governance Automation platform, as well as configure settings that may be only relevant to certain features in Governance Automation.

To access Settings, click Settings in the Administrator landing page.

The User Profile Service Interface The User Profile Service application in Microsoft SharePoint Server 2010/2013 stores information about users in a central location. User Profile Service allows you to get the detailed staff information in an organization, which can facilitate productive interactions and enable users to collaborate efficiently.

For customers using a custom database to store user information, see the Using a Custom User Information Database section for instructions on synchronization with DocAve Governance Automation.

To configure User Profile Service for Governance Automation, click User Profile Service in the Settings page. Click Cancel on the ribbon to close the User Profile Service interface.

Follow the instructions below to configure a User Profile Service:

1. In the User Profile Service interface, select the farm from in the Farm Name drop-down menu. This is the farm that will be leveraging the User Profile Service.

2. Select a User Profile Service from the User Profile Service Name drop-down menu.

3. Click Save on the ribbon to save the configurations, or click Cancel to return to the Settings interface without saving the configurations.

Using a Custom User Information Database To retrieve user information from a customized database, follow the instructions below:

1. Add the GAContract.dll file that is in …\AvePoint\GovernanceAutomation\bin as a reference.

2. Make a class and inherit the ICustomRoleService interface.

3. Implement interface ICustomRoleService.

4. Note that the user data must contain the following information: IdentityName, Department, Manager, and IsDeleted.)

5. Build the DLL file and add to …\AvePoint\GovernanceAutomation\bin

6. Navigate to …\AvePoint\GovernanceAutomation and right-click the Global.config file to open it with Notepad.

7. Find the LoadCustomRolesConfig node and modify the value to True.

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8. Add the assembly information to the highlighted area below:

Figure 5: Modify the Global.config file

9. Save and close the file.

DocAve Governance Automation will retrieve user metadata from the customized database and synchronize user information.

The Department Interface Departments with specific responsibilities in an organization can be associated with corresponding Services in order to organize services to help create custom service catalogs catered to the needs of different users.

You can choose to retrieve the department information from SharePoint User Profile Service or configure the departments manually. In the Settings page, click Department to configure Departments. Click Cancel on the ribbon to close the Departments interface.

To get existing Department information from SharePoint User Profile Service, follow the instructions below:

1. In the Department interface, select the Use Property in User Profile Service by clicking the radio button next to it.

2. Select Property from the drop-down menu to get the department information. By default, the Department property is selected in the drop-down menu. The properties displayed here are configured in User Profile Service.

3. Click Save on the ribbon to save the configurations. Click Cancel to return to the Settings interface without saving any configurations.

To add new Departments in Governance Automation, follow the instructions below:

1. In the Department interface, select the Configure Departments radio button.

2. Click the Add New link under the Configure Departments radio button.

3. Enter a Department name in the text box under the Value column heading.

4. Click the Insert link next to the text box to add the desired department. Click next to the text box to modify the department name, and click the Update link to save the modifications or click

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the Cancel link to exit the editing mode without saving any modifications. Click next to the Edit link to delete the unnecessary departments.

5. Repeat the steps above to add more departments.

6. Click Save on the ribbon to save all of the configurations. Click Cancel to return to the Settings interface without saving any configurations.

The Account Manager Interface *Note: In order to use your Active Directory to create user accounts and groups in Governance Automation, Active Directory authentication must be configured in DocAve. For more information on how to configure Active Directory authentication in DocAve, see the Authentication Manager section of the DocAve 6 Control Panel Reference Guide.

Account Manager allows you to manage user accounts and groups for Governance Automation. There are two default groups used to manage user accounts for Governance Automation:

• Administrator Group – Users in this group are able to access both the administrator and business user interface of Governance Automation, giving them the ability to configure system settings, monitor requests and tasks, and maintain services, as well as submit and approve requests for services.

• Business User Group – Users in this group are only able to access the business user interface of Governance Automation, allowing them to submit and approve requests for allowed services. Custom Business User Groups may be created allowing designated users to also view Governance Automation reports for monitoring processes and ownership of site collections.

Additional custom user groups can be created to allow certain users to view reports and monitor all requests and tasks.

To configure Account Manager for Governance Automation, click Account Manager in the Settings page. Click Close on the ribbon to close the Account Manager interface.

Managing Governance Automation Groups In Account Manager, you can change the number of groups displayed per page by selecting the desired number from the Show rows drop-down menu in the top right-hand corner. To sort the groups, click in a column heading such as Group Name, and Description.

You can perform the following actions in the Account Manager interface:

• Add Group ‒ Create groups of user accounts for Governance Automation. For information about creating groups of Governance Automation, see Creating User Groups.

• Edit Group ‒ Modify user group information or reassign group permissions. For information about editing groups of Governance Automation, see Creating User Groups.


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• View User(s) ‒ View the user accounts within a selected group. Within the groups, you can add or remove user accounts. For information about adding users or removing user accounts, see Adding Users into Groups or Removing Users from Groups.

• Delete Group ‒ Remove a group from Governance Automation. A confirmation window will pop up when you click Delete Group. Click OK to delete the selected group, or click Cancel to return to the Account Manager interface without deleting the selected group. Note that the Administrator Group and Business User Groups cannot be deleted.

Managing Administrator Accounts To view and manage the administrators for Governance Automation, in the Account Manager interface, select the Administrator Group checkbox and click View User(s) on the ribbon. Click Back on the ribbon to return to the Account Manager interface. All previously configured administrators will be listed in the Administrator Group interface.

In this interface, you can change the number of administrator accounts displayed per page by selecting the desired number from the Show rows drop-down menu in the top right-hand corner. To sort the user accounts, click in a column heading such as Username, and Permission. Then choose Ascending or Descending. You can also filter Permission by clicking .

You can perform the following actions in the Administrator Group interface.

• Add User ‒To add a user to the Administrator Group, click Add User on the ribbon. You will be brought to the Add User interface.

a. Add User(s) ‒ Enter the username of the users/groups you wish to add into the text box. Then click to check that the names are valid. You can also click to search for users. Separate multiple users with semicolons.

b. Permissions ‒ Select the permission level for this administrator by checking the corresponding radio buttons. Full Control to all farms gives the user control over all farms using Governance Automation, while Integrate with SharePoint Permissions gives the user control to only farms that they are a SharePoint administrator of.

c. Click Save on the ribbon to save the configurations, or click Cancel to return to the Administrator Group interface without saving any configurations.

• Edit ‒To change the permission level of an administrator, select the user by clicking the username, then click Edit on the ribbon. You will be brought to the Edit User interface. Select the permission level for this administrator by checking the corresponding radio buttons. Full Control to all farms gives the user control over all farms using Governance Automation, while Integrate with SharePoint Permissions gives the user control to only farms that they are a SharePoint administrator of.

Click Save on the ribbon to save the modifications, or click Cancel to return to the Administrator Group interface without modifying the settings of the selected user.

• Remove User from Group ‒ To remove an administrator from Governance Automation, select the user by clicking the username, then click Remove User from Group on the ribbon. A

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confirmation window will pop up. Click OK to delete the selected user, or click Cancel to return to the Administrator Group interface without deleting the selected user.

Managing Business Users To view and manage the business users for Governance Automation, in the Account Manager interface, select the Business User Group checkbox and click View User(s) on the ribbon. Click Back on the ribbon to return to the Account Manager interface. All previously configured business users will be listed in the Business User Group interface and you can perform the following actions.

• Add User ‒ To add a user to the Business User Group, click Add User on the ribbon. You will be brought to the Add User interface. Enter the name of the users/groups you wish to add in the text box. Then click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.

Click Save on the ribbon to save the configurations, or click Cancel to return to the Business User Group interface without saving any configurations.

• Remove User from Group‒ To remove a business user from Governance Automation, select the user by clicking before the username, then click Remove User from Group on the ribbon. A confirmation window will pop up. Click OK to delete the selected user, or click Cancel to return to the Business User Group interface without deleting the selected user.

Creating User Groups To create a new user group for Governance Automation, in the Account Manager interface, click Create Group on the ribbon. To modify a previously configured group, select the desired group, and click Edit Group on the ribbon. These groups are aimed to give the business users’ permissions to view the reports, activities, requests, and tasks.

In the Create Group or Edit Group interface, configure the following settings:

1. Group Information ‒ Enter a Group Name in the provided text box. Then enter an optional Group Description for group for future reference

2. Permissions ‒ Assign the permissions to the group by checking corresponding checkbox.

3. Click Save to save the configurations, or click Cancel to return the Account Manager interface without creating the group.

Adding Users into Groups To add a user into a group, refer to the instructions below:

1. In the Account Manager interface, select a group by clicking the group name, and then click View User(s) on the ribbon.

2. Within the group, click Add User on the ribbon. You will be brought to the Add User interface.

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3. Enter the name of the users/groups you wish to add in the text box. Then click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.

4. Click Save on the ribbon to save the configurations, or click Cancel to return to the group interface without adding any users.

Removing Users from Groups To remove a user from a group:

1. In the Account Manager interface, select a group by clicking the group name, and then click View User(s) on the ribbon.

2. Within the group, select the desired user by clicking the Username, and click Remove User from Group on the ribbon. Then a confirmation window will pop up.

3. Click OK to delete the selected user, or click Cancel to return to group interface without deleting the selected user.

The Report Export Location Interface Report Export Location allows you to specify a storage location to export Governance Automation reports. For information on the Governance Automation reports, see Audit Reports.

To access Report Export Location settings for Governance Automation, in the Settings page, click Report Export Location.

Managing Report Export Locations In Report Export Location, you can create a new export location, edit a previously configured export location, or delete a previously configured export location. For details on creating or editing an export location, see Configuring Report Export Locations.

Searching Report Export Locations In this interface, you can search your desired Report Export Locations by designated keywords. Enter the

keyword in the Search text box and then click .The Location Name and Description column support to search for export locations, and only the content in the column displayed in the current view can be searched.

Editing and Deleting Report Export Locations Click Edit on the ribbon to change the configurations for the selected export location. For details on editing configurations for an export location, see Configuring Report Export Locations.

To delete a report export location from Governance Automation, select an export location from the list of previously configured export locations, and then click Delete on the ribbon. A confirmation window

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will pop up to ask if you are sure you want to proceed with the deletion. Click OK to delete the selected export location, or click Cancel to return to the Export Location interface without deleting the selected export location.

Configuring Report Export Locations To create a new report export location, click Create on the ribbon. To modify a previously configured export location, select the export location, and click Edit on the ribbon.

In the New Report Export Location or Edit Report Export Location interface, configure the following settings:

1. Name and Description ‒ Enter a Name for the report export location. Then enter an optional Description for the export location for future reference.

2. Path ‒ The export location can be a file share, Storage Area Network (SAN), or Network-Attached Storage (NAS). Enter the UNC Path in the following format:

\\admin-PC\c$\data or \\admin-PC\shared folder

*Note: The path you specified must be an existing one.

3. Enter the Username and Password in the corresponding text boxes. Then click Validation Test. DocAve will test the path and user information to make sure they are valid.

4. Click Save to save the configurations and return to the Report Export Location interface, or click Cancel to return back to Report Export Location interface without saving any changes.

The E-mail Templates Interface *Note: For Governance Automation to send notification e-mails, outbound e-mail SMTP must be configured in Send E-Mail Settings in DocAve. For information on configuring the Send E-Mail Settings in DocAve, see the User Notification Settings section of the DocAve Control Panel Reference Guide.

E-mail Templates allow you to customize notification e-mails sent by Governance Automation, such as when a request is approved or when a task is assigned. Different e-mail templates are used for different notifications. Since only the appropriate template types are displayed depending on the notification type,

To access E-mail Templates settings, in the Settings page, click E-mail Templates.

Managing E-mail Templates In E-mail Templates, you can view a list of predefined e-mail templates by Governance Automation and previously configured e-mail templates by yourself, create a new e-mail template, and edit or delete a previously configured e-mail template. For details on creating or editing an e-mail template, see Configuring E-mail Templates.


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Searching and Filtering E-mail Templates To change the number of rows displayed, use the Show rows drop-down menu in the upper right-hand corner. To sort the E-mail Templates, click in a column heading such as E-mail Template, E-mail Template Type, and Description. You can also filter the E-mail Template Type by clicking in the column heading.

To search displayed e-mail template, enter the keyword in the Search text box and then click .

Editing and Deleting E-mail Templates Click Edit on the ribbon to change the settings for the selected e-mail template. For details on editing settings for an e-mail template, see Configuring E-mail Templates.

To delete an e-mail template from Governance Automation, select an e-mail template from the e-mail template list, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected e-mail template, or click Cancel to return to the E-mail Template interface without deleting the selected e-mail template.

Configuring E-mail Templates To create a new e-mail template, click Create on the ribbon. To modify a previously configured e-mail template, select the e-mail template, and click Edit on the ribbon.

In the Create Template or Edit Template interface, configure the following settings:

1. Enter a desired E-mail Template Name for e-mail template. Then enter an optional Description for the e-mail template for future reference.

2. Select an E-mail Template Type from the drop-down menu to designate when the e-mail template can be used in Governance Automation.

3. Subject – Enter a subject name of the e-mail notification for the e-mail template. You can insert reference in the Subject by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the corresponding bit of information for which it is named specific to each individual service request.

4. Message Body – Customize the message body of the e-mail notification for the e-mail template. You can insert reference in the Message Body by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the corresponding bit of information for which it is named specific to each individual service request.

5. Click Save to save the configurations and return to the E-mail Templates interface, or click Cancel to return to the E-mail Templates interface without saving any configurations.

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Administrator Notification Administrator Notification allows you to configure a notification to inform the Administrator Contact Should any service request encounter an error.

To access Administrator Notification settings, in the Settings page, click Administrator Notification. Click Cancel on the ribbon to close the Administrator Notification interface.

Follow the instructions below to configure the Administrator Notification settings:

1. Alternate Administrator Contact – Specify a user to be an alternate Administrator Contact in case that the Administrator Contact is unavailable. Enter the username in the text box. Click to check that the username is valid, or click to search for the desired user.

2. E-mail Settings – Allows you to send an e-mail to the Administrator Contact once a task has been assigned to that Administrator Contact when an error occurs. Select the Notify the Service Request Administrator Contact when the task is assigned checkbox, and select an e-mail template from the drop-down menu for this e-mail notification.

3. Duration and Escalation – Select the Enable Duration and Escalation checkbox to notify another administrator contact if a task has not been handled within the specified amount of time. Make sure that the user receiving the escalated tasks has enough permission to handle all tasks.

a. Enter a positive integer into the Duration text box for the deadline, and select either Day(s) or Week(s) as the time unit for the duration.

b. Escalation – Select the action that the escalation will trigger from the drop-down menu.

• Notify – The specified user will be notified when the task is escalated. Enter the username in the text box. Click to check that the username is valid, or click

to search for the desired user. You can also enter $ in the text box to choose Manager of Approver. The manager of the approver of the task will be notified when the task is escalated.

• Re-assign to – The task will be re-assigned to the specified users when the task is escalated. Enter the username in the text box. Click to check that the username is valid, or click to search for the desired user. You can also enter $ in the text box and choose Manager of Approver. The task will be re-assigned to the manager of the approver.

c. E-mail Template – Select an e-mail template from the drop-down menu.

4. Click Save to save the configurations and return to the Settings interface, or click Cancel to return to the System Settings interface without saving any changes.

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The Metadata Interface In Governance Automation, you can create metadata that can be made available in services for users to select when submitting a request to create a new site collection or site. The metadata created by Governance Automation is stored in the property bag of the site collection/site and can be used to maintain information such as purpose of creation, geography, for compliance and records standards purposes, etc.

*Note: GA_Published is a pre-defined metadata which will be automatically added into the Create Site Collection service. You can choose whether or not to add this metadata to the site collection created by Governance Automation when submitting a service request. All of the site collections with GA_Published metadata can be displayed in the Public Site Collection Directory. For information on Public Site Collection Directory, see Public Site Collection Directory.

To manage metadata created by Governance Automation, in the Settings page, click Metadata.

Managing Metadata In Metadata Management, you can create new metadata, view details about previously configured metadata, edit predefined metadata or previously configured metadata, or delete previously configured metadata. For details on creating or editing metadata, see Configuring Metadata.

Searching and Filtering Metadata To change the number of rows displayed, use the Show rows drop-down menu in the upper right-hand corner. To sort the metadata, click in a column heading such as Metadata Name, Default Value, Index Metadata, Last Modified Time, and Created By then select Ascending or Descending.

You can customize how the metadata are displayed in a number of different ways:

• Search – Allows you to filter metadata displayed by the keyword you designate. The Metadata Name column and the Created By column support to search for the desired metadata, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. Click , and then select the checkbox next to the column name to have that column shown in the list.

• – This allows you to filter which item in the list is displayed. Click the of the column you want to filter, and then select the checkbox next to the item name to have that item shown in the list.

To view details of a metadata, click the metadata name.

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Editing and Deleting Metadata Click Edit on the ribbon to change the settings for the selected metadata. For details on editing settings for metadata, see Configuring Metadata.

To delete a metadata, select a previously configured metadata, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected metadata, or click Cancel to return to the Metadata Management interface without deleting the selected property.

Configuring Metadata To create a new metadata, click Create on the ribbon. You can choose to create metadata for Create Site Collection service requests or Create Site service requests by clicking corresponding hyperlinks under the Metadata Type heading. To modify a previously configured metadata, select the metadata, and click Edit on the ribbon.

Configure the following settings when creating or editing metadata:

1. Name and Type – Enter a name for the new metadata into the Metadata Name text box. All metadata created by Governance Automation will have the prefix GA_. Then select the type of information you wish to store in this metadata by clicking the corresponding radio button. Choose from Single line of text, Multiple lines of text, Yes/No (check box), Choice (menu to choose from), Person or Group or Managed Metadata.

2. Additional Column Settings – Configure additional settings for the new metadata. Enter an optional description into the Description text box. Then configure the following settings depending on your selection in The type of information in this metadata is field.

• Single line of text – Enter the desired text into the Default Value text box. Select who assigns this metadata from the drop-down menu. Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

• Multiple lines of text – Enter the desired text into the Default Value. You may enter multiple lines of text by hitting the Enter key on your keyboard. Select who assigns this metadata from the drop-down menu. Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

• Yes/No (checkbox) – Choose whether or not to Enable Terms and Conditions Agreement by checking the checkbox. If the option is enabled, enter the desired terms and conditions in the text box. Select Yes or No as the Default Value from the drop-down menu. Select who assigns this metadata from the drop-down menu. Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

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• Choice (a selection to choose from) – Enter the choices you wish to provide in the Type each choice on a separate line text box. Choose the type of selections to provide from the following: Drop-down Menu, Radio Buttons or Checkboxes (allow multiple selections). Select who assigns this metadata from the drop-down menu. Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

• Person or Group – Select AD group user or SharePoint Online user, then enter the usernames or group names in the Default Value field. For multiple entries, separate each entry with a semicolon. Select who assigns this metadata from the drop-down menu. Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

• Managed Metadata – Configure the following settings for Managed Metadata.

o Multiple Value Field – Select the Allow multiple values checkbox if you wish to create multiple terms for the site collection created by Governance Automation.

o Term Set Settings – Select a farm from the Select farm and term set drop-down menu to load the term sets where you can retrieve the terms. Expand the Managed Metadata Service tree to select the term set where to choose the term by clicking the term set name. The selected term set is highlighted in orange.

o Default Value − Enter your desired terms as the default values in the text box or specify a default value by selecting the icon to access the Select Default interface. Expand the term set tree to select the desired term and click the Add button in the lower left-corner of the Select Default interface.

Choose between Assign by Business User and Assign by Administrator. If Assign by Business User is selected, choose whether or not to require input from the business user by checking the Require Business User Input checkbox.

3. Index Metadata – Choose whether or not to index this metadata for the Site Collection/ Site Report of Governance Automation.

• Yes – Allows for faster filtering, searching and sorting of the metadata column in the Site Collection/ Site Report of Governance Automation. While indexing metadata takes up space in the database, the storage space required for this index is miniscule.

• No – The index is not added to the database, and filtering, searching and sorting this metadata column will be slower for the Site Collection/Site Report.

4. Click Save to save the configurations and return to the Create Metadata interface, and click Cancel to return to the Create Metadata interface without saving any configurations. *Note: When you finish editing the metadata that is applied to existing services, click Save and Update to All Applied Services to save and update this metadata for the corresponding services.

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The SharePoint Permission Level Management Interface Permission levels allow you to assign a particular set of permissions to users and SharePoint groups so that they can perform specific actions on your site.

To access SharePoint Permission Level Management for Governance Automation, in the Settings page, click SharePoint Permission Level Management.

Managing Permission Levels In SharePoint Permission Level Management, you can create new permission levels, edit previously configured permission levels, or delete previously configured permission levels. For details on creating or editing a permission level, see Configuring Permission Levels.

Displaying and Searching Permission Levels To change the number of rows displayed, use the Show rows drop-down menu in the upper right-hand corner.

To search the displayed SharePoint Permission Level, enter the keyword in the Search text box and click

.

Editing and Deleting Permission Levels Click Edit on the ribbon to change the settings for the selected permission level. For details on editing settings for a permission level, see Configuring Permission Levels.

To delete a permission level from Governance Automation, select a previously configured permission level, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected permission level, or click Cancel to return to the SharePoint Permission Level Management interface without deleting the selected permission level.

Configuring Permission Levels To create a new permission level, click Create on the ribbon. To modify a previously configured permission level, select the desired permission level, and click Edit on the ribbon.

In the Create SharePoint Permission Level interface or Edit SharePoint Permission Level interface, configure the following settings:

1. Name and Description – Enter a desired Name for the permission level. Then enter an optional Description for the permission level for future reference.

2. Permissions – Add permission to the permission level by checking corresponding checkboxes.

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3. Click Save to save the configurations and return to the SharePoint Permission Level Management interface, or click Cancel to return to the SharePoint Permission Level Management interface without saving any configurations.

The Execution Schedule Interface Use the Execution schedule feature to define when Governance Automation executes service requests.

To access Execution Schedule settings, in the Settings page, click Execution Schedule.

Managing Execution Schedules In Execution Schedule, you can create new execution schedule, edit a previously configured execution schedule, or delete a previously configured execution schedule. For details on creating or editing an execution schedule, see Creating and Editing Execution Schedules.

Displaying and Searching Execution Schedules To change the number of execution schedules displayed, use the Show rows drop-down menu in the upper right-hand corner.

To search the displayed execution schedules, enter the keyword in the Search text box and click .

Editing and Deleting Execution Schedules Click Edit on the ribbon to change the settings for the selected execution schedule. For details on editing settings for an execution schedule, see Creating and Editing Execution Schedules.

To delete an execution schedule, select a previously configured execution schedule, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected execution schedule, or click Cancel to return to the Execution Schedule interface without deleting the selected execution schedule.

Creating and Editing Execution Schedules To create a new execution schedule, click Create on the ribbon. To modify a previously configured execution schedule, select the desired execution schedule, and click Edit on the ribbon.

In the Create Execution Schedule interface or Edit Execution Schedule interface, configure the following settings:

1. Execution Schedule Name and Description – Enter a desired Name for the execution schedule. Then enter an optional Description for the execution schedule for future reference.

2. Define Execution Schedule – Define an execution schedule for a Service by selecting your desired days and hours. Then, click Add to List to add it to the execution schedule list below, or click Clear Settings to reset your execution schedule.

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3. Time Zone – Select your time zone for the execution schedule.

4. Click Save to save the configurations and return to the Execution Schedule interface, or click Cancel to return to the Execution Schedule interface without saving any configurations.

The Category Management Interface Use Category Management to manage categories, which are used to organize services, approval processes, policies, and questionnaires.

To access Category Management settings, in the Settings page, click Category Management.

Managing Categories In Category Management, you can create new category, edit a previously configured category, or delete a previously configured category. For details on creating or editing an execution schedule, see Creating and Editing Categories.

Displaying and Searching Categories To change the number of categories displayed, use the Show rows drop-down menu in the upper right-hand corner.

To search the displayed categories, enter the keyword in the Search text box and click .

Editing and Deleting Categories Click Edit on the ribbon to change the settings for the selected category. For details on editing settings for a category, see Creating and Editing Categories.

To delete a category, select a previously configured category, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected category, or click Cancel to return to the Category Management interface without deleting the selected category.

Creating and Editing Categories To create a new category, click Create on the ribbon. To modify a previously configured category, select the desired category, and click Edit on the ribbon.

In the Create Category interface or Edit Category interface, configure the following settings:

1. Category Name – Enter the name of the category that you are about to create.

2. Category Name Mapping – This allows the category to be displayed as different names in Governance Automation with different display languages. Enter the category names for different languages in the corresponding text boxes. If you do not wish to configure the category name mapping manually, Governance Automation automatically uses the category name

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specified in step 1 for the category names of all languages. The text boxes will be filled in with the name entered in Category Name when the cursor is moved away from the category name.

3. Click Save to save the configurations and return to the Category Management interface, or click Cancel to return to the Category Management interface without saving any configurations.

The Timer Service Configuration Management Interface Use Timer Service Configuration Management to manually configure Governance Automation Timer Service setting. After saving the configurations for the Timer Service settings, they take effect immediately, without restarting the Governance Automation Timer Service.

To access Timer Service Configuration Management settings, in the Settings page, click Timer Service Configuration Management.

In the Timer Service Configuration Management interface, configure the following settings:

1. Site Collection Status Scan Job – Select Enable site collection status scan job to enable this job. The site collection status scan job monitors the status of site collections, including inactivity, lease expiration, locking, and deletion. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

2. Tree Cache Synchronization Job – Select Enable tree cache synchronization job to enable this job. The tree cache synchronization job synchronizes the tree cache information in Governance Automation database. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

3. Archive Site Collection Content Scan Job – Select Enable archive site collection content scan job to enable this job. The archive site collection content scan job checks if there are contents in the site collections need to be archived. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

4. Site Information Synchronization Job – Select Enable site information synchronization job to enable this job. The site information synchronization job synchronizes the related site information in Governance Automation database. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

5. Site Collection Information Synchronization Job – Select Enable site collection information synchronization job to enable this job. The site collection information synchronization job synchronizes the related site collection information in Governance Automation database. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

6. User Profile Service Synchronization Job – Select Enable User Profile Service synchronization job to enable this job. The User Profile Service synchronization job synchronizes the User Profile Service information in the Governance Automation database. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

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7. Temporary Permission Scan Job – Select Enable temporary permission scan job to enable this job. The temporary permission scan job checks the period that the permissions have been granted. Configure the interval to perform the job by entering your desired value and selecting Minute(s), Hour(s), Day(s), Week(s), Month(s), or Year(s).

8. Click Save to save the configurations and return to the Settings page, or click Cancel to return to the Settings page without saving any configurations.

The Questionnaire Management Interface Use Questionnaire Management to configure questionnaires to guide the requesters to appropriate services when starting a request. In a questionnaire, you can add your desired questions, define the order that the questions appear, customize the logical relationship for the questions, add the answer criterion, and select the services that will be visible to the requesters.

*Note: The Questionnaire Management feature is not fully supported on Internet Explorer 8. To use this feature, AvePoint recommends that you use Google Chrome or Internet Explorer 9 or above to manage questionnaires.

To access Questionnaire Management settings, in the Settings page, click Questionnaire Management.

Managing Questionnaire In Questionnaire Management, you can create a new questionnaire, edit a previously configured questionnaire, activate/deactivate a previously configured questionnaire, or delete a previously configured questionnaire. For details on creating or editing a questionnaire, see Creating and Editing Questionnaires.

Displaying and Searching Questionnaires To change the number of questionnaires displayed, use the Show rows drop-down menu in the upper right-hand corner.

To search the displayed questionnaire, enter the keyword in the Search text box and click .

Editing, Activating, Deactivating, and Deleting Questionnaires Click Edit on the ribbon to change the settings for the selected questionnaire. For details on editing settings for a questionnaire, see Creating and Editing Questionnaires.

• To activate an inactive questionnaire, select the questionnaire, and then click Activate on the ribbon.

• To deactivate an active questionnaire, select the questionnaire, and then click Deactivate on the ribbon.

To delete a questionnaire, select a previously configured questionnaire, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are sure you want to proceed with the

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deletion. Click OK to delete the selected questionnaire, or click Cancel to return to the Questionnaire Management interface without deleting the selected questionnaire.

Creating and Editing Questionnaires To create a new questionnaire, click Create on the ribbon. To modify a previously configured questionnaire, select the desired questionnaire, and click Edit on the ribbon.

In the Create Questionnaire interface or Edit Questionnaire interface, configure the following settings:

1. Name and Description – Enter the name for the questionnaire that you are about to create. Enter an optional description for future reference.

2. Language – Choose the language for this questionnaire. When starting a request, the questionnaires can be filtered according to their languages.

3. Questionnaire Category – Categories are used to organize your questionnaires. Select an existing category from the drop-down menu or create a new category for this questionnaire by clicking Create New then configuring the new category in the Create Category interface.

4. Questionnaire Permissions – Choose Allow all users to use this questionnaire to allow this questionnaire be viewed by any user, or specify the users or groups that have permissions to access this questionnaire by choosing Select users/groups to use this questionnaire and enter the username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.

5. Click the arrow on the right-hand side to proceed to the next step.

6. Questions – Specify the questions for this questionnaire.

• To create a new question, click Add Question and then configure the following settings in the Add Question interface.

a. Question – Enter your desired question and select the answer type, Drop-down Menu, Radio Buttons, or Managed metadata.

b. Answer Settings – Specify the answers for the question. Enter each answer on a separate line. You can also define a default answer for the question.

c. Click Save to save this question.

• To edit a previously created question, click after the question name and then modify the settings in the Edit Question interface.

• To delete a previously created question, click after the question name.


8. Follow the steps below to configure the logic diagram.

a. Drag your desired question from the left pane to the Start point of the right pane.

b. Drag another question under the arrow of one answer for the question above to determine the logical relationship.

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c. Repeat the step above to add multiple questions.

*Note: You can add the same question to multiple logical flows on the right pane, but a question can only be added into a logical flow once.

d. Drag your desired service to the end point of each logical flow

e. If there are no services that fit the logical flow, click Add End Points Automatically to end all points with No Service.

The previously created questions and the services in the left pane are supported to search. Enter the keyword of the question name or service name in the text box under Questions or Services and click to search it.

Click to remove a question from the logic diagram.

9. When you have finished configuring settings for this questionnaire, choose one of the following options:

• Click the arrow on the left-hand side to go to previous steps to review and modify your configurations.

• Click Save to save the questionnaire as a draft and return to the Questionnaire Management interface.

• Click Save and Activate to save all of the configurations and activate this questionnaire.

• Click Cancel to return to the Questionnaire Management interface without saving any configurations.

The Export and Import Configuration Data Interface Use Export and Import Configuration Data to manage Governance Automation configuration data between different environments. The configuration data includes global settings, approval process, policies, Create Site Collection services, and Create Site services.

Click Export and Import Configuration Data in the Settings page to access Export and Import Configuration Data.

Exporting Configuration Data In the Export and Import Configuration Data page, follow the instructions below to export your desired configuration data:

1. Click Export Mode on the ribbon.

2. Export Location – Choose the path to store the exported file that contains the exported data.

• Select Export to a local path to store the exported file in a local path.

• Select Export to an export location to store the exported data in an export location. Select a previously configured export location from the drop-down menu or click Add New Location to create a new one. This will bring you to the New Report Export

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Location interface without saving any of the configurations you have made for this service.

3. Scope – Expand Global settings, Approval processes, Policies, and Services to select your desired configuration data by selecting the corresponding checkboxes. Global settings contain User Profile Service settings, Security settings, Departments, Metadata, E-mail templates, and Execution schedules. Approval processes, Policies, and Services contains all of the previously configured approval processes, policies, Create Site Collection services, and Create Site services.

4. Click Export on the ribbon to export the selected configuration data.

Importing Configuration Data In the Export and Import Configuration Data page, follow the instructions below to import your desired configuration data:

1. Click Import Mode on the ribbon.

2. Import Location – Click Browse to locate the configuration file that you wish to import.

3. Click Retrieve Data to retrieve the data in the imported configuration file.

4. Mappings – Configure mappings for the environment where the data is exported and the environment where the data will be imported.

• Domain mapping – Enter the domain name of the environment where the data will be imported.

• Farm mapping – Select the farm of the environment where the data will be imported.

• User Profile Service Application mapping – Expand the farm to view the User Profile Service Application of the environment where the data is exported. Then, select the User Profile Service Application of the environment where the data will be imported.

• Web application mapping – Select the Web application in which the data will be imported.

• Content database mapping – Expand the Web application to view the content database of the Web application from which the data is exported. Then, select the content database of the Web application in which the data will be imported.

5. Import Scope – Select the data that you wish to import by selecting the corresponding checkboxes.

6. Click Apply on the ribbon to start importing the data to the selected environment.

The Business User Features Activation or Deactivation Interface Use Business User Features Activation or Deactivation to activate or deactivate business user features. This helps you define which sections are visible to business users in the landing page.

Click Business User Features Activation or Deactivation in the Settings page to access Business User Features Activation or Deactivation.

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In the Business User Features Activation or Deactivation interface, select the sections that you wish the business users to view by selecting the corresponding checkboxes. Click Save on the ribbon to save your configurations.

The Importing Existing Site Collections and Sites Interface This feature allows you to use Governance Automation to manage existing SharePoint site collections and sites that were not created by Governance Automation. These site collections and sites are managed by configuring scan result files.

Click Import Existing Site Collections and Sites in the Settings page to access Import Existing Site Collections and Sites.

Scanning Site Collections and Sites Using Export Plans Export plans scan site collections or sites that exist in SharePoint, but not managed by Governance Automation. The export plans will then send the list of site collections or sites not managed by Governance Automation to the specified export location.

In the Update Existing Site Collection and Site page, click Export Mode on the ribbon. In Export Mode, you can create a new export plan, edit a previously configured export plan, delete a previously configured export plan, or export the scan result of an existing export plan immediately. For details on creating or editing an export plan, see Creating and Editing Export Plans.

Displaying and Searching Export Plans To change the number of export plans displayed, use the Show rows drop-down menu in the upper right-hand corner.

To search the displayed export plans, enter the keyword in the Search text box and click .

Editing, Deleting Export Plans, and Exporting Scan Results Click Edit on the ribbon to change the settings for the selected export plan. For details on editing settings for an export plan, see Creating and Editing Export Plans.

To delete an export plan, select a previously configured export plan, and then click Delete on the ribbon. A confirmation will pop up and ask if you are sure you want to proceed with the deletion. Click OK to delete the selected export plan, or click Cancel to return to the Export Mode interface without deleting the selected export plan.

To export the scan result of an export plan immediately, select a previously configured export plan, and then click Export on the ribbon.

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Creating and Editing Export Plans To create a new export plan, click Create on the ribbon. To modify a previously configured export plan, select the desired export plan, and click Edit on the ribbon.

In the Create Export Plan interface, configure the following settings:

1. Plan Name and Description – Enter the name of the plan that you are about to create. Enter an optional description for future reference.

2. Farm Name – Select the farm or My Registered Sites containing the site collections or sites you want to manage. The farms displayed here are based on the logged in user’s permission set in the Account Manager of Governance Automation.

3. Level – Select the Site Collection radio button to generate a configuration template to import site collections to be managed by Governance Automation, or select the Site radio button to generate a configuration template to import sites.

4. Scope – Expand the farm tree or My Registered Sites to select the node that you wish to manage by Governance Automation.

• If Site Collection is selected in the Level section, only the Web application level can be selected from the farm tree.

• If Site is selected in the Level section, the site collection level and the site level can be selected from the farm tree, the Site Collection will not be included in the template file while the Site will be included in the template file.

5. E-mail Notification – Specify the e-mail recipient who will receive the e-mail notification when there is new scan result. Enter the username in the E-mail recipient text box and click to check that the name is valid. You may also click to search for a user. Then, select an E-mail template. By default, the Built-in Scan Existing Site Collections or Sites E-mail Template is selected.

6. Schedule – Choose whether to execute the export plan on a schedule.

• No schedule – The export plan will be executed when you click Save and Export.

• Configure the schedule – Configure the schedule to execute the export plan.

o Start time – Select the time to start executing the schedule.

o Interval – Specify the interval to execute the schedule by entering the value of the interval in the text box then selecting Hour(s), Day(s), Week(s), or Month(s).

7. Export Location – Select a previously configured export location from the drop-down list to store the scan result, or click Add New Location to create a new export location in the New Report Export Location interface. If No schedule is selected in the Schedule section, you can also choose Export the scan result to a local path.

8. When you have finished configuring settings for this export plan, choose one of the following options:

• Click Save to save all of the configurations and return to the Export Mode interface.

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• Click Save and Export to save all of the configurations and export the scan result.

• Click Cancel to return to the Export Mode interface without saving any configurations.

Modifying the Scan Result File There are two types of scan result files: the scan site collection result file and the scan site result file.

*Note: Scan result files must be filled out with exact information. The import process is case sensitive.

Modifying the Scan Site Collection Result File To modify a scan site collection result file, follow the instructions below:

1. Navigate to the location on your local drive where the exported scan result file is saved or the export location where the scan result file is exported.

2. Open the scan result file to view and configure the following field settings:

*Note: All information must be entered exactly; including spaces and capitalization.

• URL – Displays the full URL of the site collection.

• Department – Enter the Department the site collection belongs to. The department specified here must already be configured in the Governance Automation Department.

• Policy Name – Enter the Policy Name of the site collection policy to use to provision the site collection.

• Primary Site Collection Contact – Enter a username to assign a user to be the primary site collection contact.

• Secondary Site Collection Contact – Enter a username to assign a user to be the secondary site collection contact.

• Custom Metadata – Enter the value for the custom metadata. Any site collection metadata created in Metadata of Governance Automation can be entered here.

3. Save the scan site collection result file after the configuration.

Modifying the Scan Site Result File To modify a scan site result file, follow the instructions below:

1. Navigate to the location on your local drive where the exported scan result file is saved or the export location where the scan result file is exported.

2. Open the scan result file to view and configure the following field settings :

*Note: All information must be entered exactly; including spaces and capitalization.

• URL – Displays the full URL of the site.

• Site Collection ID – Displays the ID of the site collection that the site belongs to.

• Site ID – Displays the ID of the site.

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• Department – Enter the Department the site belongs to. The department specified here must already be configured in the Governance Automation Department.

3. Save the scan site result file after the configuration.

Importing the Configured Scan Result File Import Mode allows you to import the configured scan result file and apply it to manage the specified SharePoint objects.

In the Update Existing Site Collection and Site page, follow the instructions below to import a configured scan result file:

1. Click Import Mode on the ribbon to access the import mode.

2. Farm Name – Select the farm where the site collections or sites you want to manage exist from the Farm Name drop-down list.

3. Level – Select the Site Collection radio button to import a configured scan site collection result file, or select the Site radio button to import a configured scan site result file.

4. Site Collection Administrator (This section only appears when you select My Registered Sites in Farm Name and select Site Collection in Level) – Specify the site collection administrator who is the administrator for all of the site collections that you wish to import. Enter the Username and Password in the corresponding text boxes.

*Note: The entered username must be the login name.

5. Import Location – Click Browse to locate the configured scan result file.

6. Click Apply on the ribbon to start the job for applying the configurations.

Data Validation When a configured scan result file is imported into Governance Automation, the information is validated using the following rules:

URL (Required) • If the format of URL is valid

• If this site collection or site is existing in SharePoint

• If the site collection or site is created by Governance Automation

o Yes – Skip this site collection or site and output the reason in the Comment column

o No – Update the properties and metadata for this site collection or site

• If the column is blank

o Yes – Skip and report error

o No – Next process

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Department (Required) • Check the department settings option:

o System Department Settings: if department name is defined already

o Use Property in User Profile Service: if the department name is defined in UPS




• If the property exists already



Policy Name (Required) • If it is defined in Policy Management for create site collection







Primary Site Collection Contact • Check if it is a valid user

• Should be a single user







Secondary Site Collection Contact • Check if it is a valid user

• Should be a single user


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Metadata • If it is a valid header

Valid format is Custom metadata([type]:=[metadata name])

• If the type is valid

• If metadata name exists in the metadata definitions

• If type and metadata name matches

• If the input is required. Check the global metadata definition and see if the metadata should be required

o If it is required, but blank

Yes – Skip and report error

No – Next process

o If it is not required and blank

Yes – Do not add this metadata on this site collection

No – Next process

• If the input value is valid

o Single line of text/Multiple lines of text: N/A

o Yes/No: Check whether it is yes/no (case insensitive)

If so – Skip and report error

If not – Next process

o Choice (menu to choose from): Check whether the input matches the value list in the metadata definition (case sensitive)

o Person or Group: Check whether the inputted user/group is valid (case insensitive)

Yes – Next process

No – Skip and report the error field

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The System Security Settings Interface Use System Security Settings to configure the session timeout, which helps you define when the user will be logged off automatically if there is no activity for the specified period.

Click System Security Settings in the Settings page to access System Security Settings.

In the Session Timeout section of the System Security Settings interface, enter a positive integer in the text box and select a unit from the drop-down list, Minutes or Hours.

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Approval Process To create or manage approval processes, click Approval Process in the Administrator landing page (use the arrow on the sides to scroll).

A Governance Automation approval process is a defined process to automatically obtain approval for a SharePoint or DocAve management operation. With approval processes properly configured, these operations can be completed efficiently by standardizing the process, without human error.

Managing Approval Processes In Approval Process Management, all of the Governance Automation approval processes you have configured are displayed. You may change the number of approval processes displayed per page, as well the order they are displayed in. To change the number of approval processes displayed per page, select the desired number from the Show rows drop-down menu in the top right-hand corner. To sort the approval processes, click in a column heading such as Approval Process, Category, Last Modified Time, and Created By.

You can customize how the approval processes are displayed in a number of different ways:

• Search – Allows you to filter approval processes displayed by the keyword you designate. The Approval Process column and the Created By column support to search for the desired approval process, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. Click , then select the checkbox next to the column name to have that column shown in the list. Click All to select the checkboxes of all columns and have all columns displayed in the list or click None to uncheck the checkboxes of all columns and have none columns displayed in the list.


You can perform the following actions in Approval Process Management:

• Create – Click Create on the ribbon to go to the Create Approval Process interface where you will find a list of approval process templates. See Configuring Approval Processes for details on creating a new approval process.

• View Details – Click an approval process name for detailed information about the approval process.

• Edit – Select an inactive approval process, and click Edit on the ribbon. See Configuring Approval Processes for details on editing an existing approval process.

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• Delete – Select an inactive approval process, and click Delete on the ribbon. A confirmation window will pop up for this deletion. Click OK to delete the selected approval process, or click Cancel to return to the Approval Process Management interface without deleting the selected approval process.

• Activate – Select the approval processes you want to activate, and click Activate on the ribbon. Active approval processes can be used in policies and services.

• Deactivate – Select the approval processes you want to deactivate, and click Deactivate on the ribbon.

Configuring Approval Processes To create a new approval process, click Create on the ribbon in the Approval Process Management interface. You will be brought to the Create Approval Process interface. To modify a previously configured approval process, select the approval process in the Approval Process Management interface, and click Edit on the ribbon.

Follow the instructions below to configure an approval process:

1. Configure the basic settings for an approval process.

2. Approval Process Name – Enter a Name and an optional Description for this approval process in the corresponding text boxes.

3. Approval Process Category – Categories are used to organize your Governance Automation approval processes. Select an existing category from the Use an existing category drop-down menu or create a new category for this approval process by selecting Add a new category then entering a name for this new category.

4. Approval Process Stages – Choose the approval method:

• Use approval stages – Check the Use approval stages radio button and select the number of approval stages. Having multiple approval stages provides flexibility based on your governance needs.

• Auto-approve – Check the Auto-approve radio button and services using this approval process will be performed automatically upon request.

5. CC – Specify additional users who you want to be notified when the service request is completed without assigning tasks to them. By default, Governance Automation will notify all of the approvers and the requester upon request completion. Enter the username in the provided text box. Click to check that the names are valid or click to search for the desired users. Separate multiple users with semicolons.

You can also enter $ to select the following roles:

• Manager Of Approver – The manager of the approver of the service request will be notified.

• Administrator Contact – The administrator contact defined in the service will be notified.

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6. Select a Completion E-mail Template for this notification from the drop-down menu. The Completion E-mail Template can be configured in the Settings of Governance Automation.

7. If you select Auto-approve, skip the following steps and click Save to save all of the configurations and return to the Create Approval Process interface. Click Save and Activate to save all of the configurations and activate this approval process. Click Cancel to return to the Create Approval Process interface without saving any changes.

8. If you chose to use approval stages, continue to the Stage One Configurations. Configure the following for the first stage of approval:

a. Stage Name – Enter a Name for the first level stage. By default, its name is First Stage Approval. Then enter an optional Description for future reference.

b. Approver(s) – Specify the first stage approvers. All approvers will be assigned a task when this approval process starts.

*Note: In order to leverage role based approval, User Profile Service must be configured and enabled in at least one of your SharePoint farms, and be configured in Governance Automation Settings.

• Specify the Role – Specify the approver relevant to the user making the request. This may be preferable to specifying specific users since role based approval can adapt to personnel shifts in your organization.

Enter $ in the Assign To text box and a list of roles appear in the drop-down menu. Select the role of the person designated to be the approver for this approval stage from the drop-down menu. You can enter more than one role, but if more than one role is appointed for a given stage, all approvers of all specified roles for that stage must approve the request in order to proceed to the next approval stage.

The following roles are available, but the roles vary when specifying roles in different types of services.

o Requester – The requester of service request will be assigned to deal with the task.

o Manager Of Requester – The manager of the requester of the service request will be assigned to deal with the task.

o Primary Site Collection Contact – The Primary Site Collection Contact will be assigned to deal with the task. The Site Collection Contacts are assigned when configuring the services.

o Secondary Site Collection Contact – The Secondary Site Collection Contact will be assigned to deal with the task. The Site Collection Contacts are assigned when configuring the services.

o Primary Site Contact – The Primary Site Contact will be assigned to deal with the task. The Site Contacts are assigned when configuring the services.

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o Secondary Site Contact – The Secondary Site Contact will be assigned to deal with the task. The Site Contacts are assigned when configuring the services.

o Primary Site Collection Administrator – The Primary Site Collection Administrator will be assigned to deal with the task.

o Secondary Site Collection Administrator – The Secondary Site Collection Administrator will be assigned to deal with the task.

*Note: The Secondary Site Collection Administrator is unsupported for SharePoint Online standard instance and SharePoint Online dedicated instance.

o Farm Administrator – The farm administrator will be assigned to deal with the task.

*Note: Farm administrator is unsupported for SharePoint Online standard instance and SharePoint Online dedicated instance.

o Manager of Previous Stage Approver (this option is only available for second or third stage approval – The manager of the previous stage’s approver will be assigned to deal with the task.

o Source User – The user to clone permissions from.

o Target User – The user to clone permissions to.

o New Site Collection Contact/Administrator – The user that takes over the role of Site Collection Contact/Administrator.

o Primary Site Contact of Source – The Primary Site Contact of the source node will be assigned to deal with the task.

o Secondary Site Contact of Source – The Secondary Site Contact of the source node will be assigned to deal with the task.

o Primary Site Contact of Target – The Primary Site Contact of the target node will be assigned to deal with the task.

o Secondary Site Contact of Target – The Secondary Site Contact of the target node will be assigned to deal with the task.

o New Site Contact – The user that takes over the role of Site Contact.

If multiple roles are entered, choose the order in which those tasks are assigned from the Order drop-down menu:

o One at a time (serial) – The users of your specified roles must approve one after another. If an approver of one role rejects the request, the approver of next role will not be asked for approval.

o All at once (parallel) – The users of all specified roles will be notified at the same time. If an approver of any role rejects the request, the request will be rejected.

*Note: If this approval method is selected, you can further choose whether to select Allow the approval stage to complete when one

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approver approves. If one of the specified users approves it, the request will be complete.

• Specify the User – Enter the names of the specific users you wish to designate as approvers for this stage of the approval process. Click to check that names are valid. You may also click to search for the desired users. Separate multiple approvers with semicolons.

If multiple users are entered, choose the order in which those tasks are assigned from the Order drop-down menu:

o One at a time (serial) – The users you have specified must approve one after another. If an approver rejects the request, the next approver will not be asked for approval.

o All at once (parallel) – All specified users will be notified at the same time. If any approver rejects the request, the request will be rejected.

c. E-mail Settings – Configure settings for e-mail notifications for this approval process. By default, the Notify the approver when the task is assigned checkbox and the Notify the requester when the request is rejected checkbox are selected. You can also choose to notify the requester once the request is approved by checking the Notify the requester when the request is approved checkbox. Select the e-mail template you wish to use for each notification from the corresponding drop-down menu.

*Note: E-mail templates are configured in The E-Mail Template section in Settings.

d. Duration and Escalation – Check the Enable Duration and Escalation checkbox to notify the escalation user that the original task has not been handled within the specified amount of time. A task will be assigned to the escalation user to continue the approval process. Make sure that the user receiving the escalated task has the right permissions to handle the task.

• Duration – Enter a positive integer in the Duration text box for the amount of time allowed before the task is escalated, and select either Day(s), Week(s) as the time unit for the duration.

• Escalation – Choose the action that the escalation will trigger from the drop-down menu.

o Notify – The specified user will be notified when the task is escalated. Enter the username in the text box. This user is the person who you want to notify to be responsible for this case. Click to check that the name is valid. You may also click to search for users. This user will be notified once the amount of time specified as the duration passes.

o Re-assign to – The task will be re-assigned to the specified user when the task is escalated. Enter the username in the text box. This user is the person who you want this task to be re-assigned to. Click to check that the name is valid. You may also click to search for a user. The task will be re-assigned to this user once the amount of time specified as the duration passes, and this user will receive an e-mail to be notified that the task is re-assigned to him or her.

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*Note: The task can only be re-assigned to one user.

You may also specify the role in the text box when creating Clone or Transfer User Permissions, Grant Permissions, and Remove Permissions approval processes.

The roles available vary depending on the type of approval process you are configuring. The following roles may be available:

o Manager Of Approver

o Manager Of Requester

o Manager of Source User

o Manager of Target User

• Select an E-mail Template for the notification sent when this approval task is escalated from the drop-down menu.

9. If more than one approval stage was selected, follow the instructions for Stage One Configurations for the remaining stages.

10. At any time, click the arrow on the left-hand side to return to the previous step to check or modify your configurations. When you have finished, choose one of the following options:

• Click Save to save all of the configurations and return to the Create Approval Process interface.

• Click Save and Activate to save all of the configurations and change the status to Active.

• Click Cancel to return to the Create Approval Process interface without saving any changes.

Building Customized Approval Processes To add customized logic into an approval process before or after approval, follow the instructions below:

1. Build a customized DLL file and add to …\AvePoint\GovernanceAutomation\bin

2. Navigate to …\AvePoint\GovernanceAutomation\config and right-click the Global.config file to open it with Notepad.

3. Find the WorkflowEvents node.

4. If you wish to add customized logic into an approval process before approval, find the child node BeforeApproval.

• Modify the value of CustomMethod Enable to true.

• Add the required information as the screenshot shows below.

o Assembly – The corresponding DLL information.

o Type – The class that the called method resides.

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o MethodName – The name of the called method. Note that you can only define one parameter here and the type of the parameter and the returned value must be object.

Figure 6: Build customized approval process (1)

• In the AgentProcess node, define the value of AgentProcess Enabled to choose whether to call the EXE file resides in the Agent server. Modify the value of WaitingForFinishing to choose to return the value when the process is finished.

*Note: The EXE file name must be the same as the name of the service for the corresponding request.

*Note: 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 customized approval process (2)

5. If you wish to add customized logic into an approval process after approval, find the child node AfterApproval and then define the values as shown in BeforeApproval.

*Note: If you modify the value of Enabled to true in the above node, the custom approval process will take effects for all service type approval process.

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Policies To create or manage policies, click Policy in the Administrator landing page, or click Policy Management in the navigation bar.

A policy is an organization-wide set of rules and standards for governing specific SharePoint and DocAve operations. Policies can be applied to services to enable automatic provisioning of SharePoint objects. This allows for greater efficiency in provisioning SharePoint objects as identical SharePoint and DocAve operations can be carried out and repeated by Governance Automation rather than an administrator. This also helps reduce human error since a correctly set policy will apply the same settings to all services associated with that policy.

Managing Policies In Policy Management, all of the Governance Automation policies you have configured are displayed. You may change the number of policies displayed per page, as well the order they are displayed in. To change the number of policies displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the policies, click in a column heading such as Policy, Category, Last Modified Time, and Created By then select Ascending or Descending.

You can customize how the policies are displayed in a number of different ways:

• Search – Find policies based on the keywords entered. The Policy column and the Created By column support to search for the desired policies, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. Click , then select the checkbox next to the column name to have that column shown in the list.


You can perform the following actions in Policy Management:

• Create – Click Create on the ribbon to display the Create Policy interface. See Configuring Policies for details on creating a new policy.

• View Details –Click the policy name to see detailed information.

• Edit – Select an inactive policy, and click Edit on the ribbon. See Configuring Policies for details on editing an existing policy.

• Delete – Select an inactive policy, and click Delete on the ribbon. A confirmation window will pop up for this deletion. Click OK to delete the selected policy, or click Cancel to return to the Policy Management interface without deleting the selected policy.

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• Copy – Duplicate the existing policy to make minor changes in order to save as a new policy. Select a desired policy by checking corresponding checkbox. Click Copy on the ribbon, and make the desired modifications.

When you have finished making changes, choose one of the following options:

o Click Save to save all of the settings.

o Click Save and Activate to save all of the configurations and activate the policy which means this policy might be used in the service.

o Click Cancel to return to the Policy Management interface without saving any configurations.

• Activate – Select inactive policies, and click Activate on the ribbon to activate them.

• Deactivate – Select active policies, and click Deactivate on the ribbon to deactivate them. Make sure to deactivate all services that use the policies you want to deactivate.

Configuring Policies To create a new policy, click Create on the ribbon in the Policy Management interface. You will be brought to the Create Policy interface. Currently, the only available policy type is Site Collection Policy.

Configuring Site Collection Policies Site Collection policy allows you to customize rules to automatically manage your site collection and integrate DocAve features with the site collection once it is created successfully. Site Collection policies can be used in the Create Site Collection service. Site Collection policies work in conjunction with Site Collection Lifecycle Management services to not only automatically govern site collections associated with each policy, but also empowers business users to easily manage the lifecycle of the site collections they own.

To create a Site Collection policy, click Create on the ribbon in Policy Management. To modify a previously configured policy, select the inactive policy in the Policy Management interface, and click Edit on the ribbon.

*Note: When you click Edit on the ribbon, a pop-up window appears to inform you that changes made to this policy will not take effect on the previously created site collection in which this policy is applied, except for the change to the Enable Site Collection Policy Change option. Click OK to go to the Edit Policy interface, or click Cancel to close the pop-up window.

The Create Site Collection policy interface or Edit Policy interface varies for On-Premises SharePoint farm and SharePoint Online sites.

• If you select a specific farm in the Farm section to configure Site Collection policies for On-Premises SharePoint, refer to Configuring Site Collection Policies for On-Premises SharePoint.

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• If you select My Registered Sites in the Farm section to configure Site Collection policies for SharePoint Online sites, refer to Configuring Site Collection Policies for SharePoint Online.

Configuring Site Collection Policies for On-Premises SharePoint In the Create Site Collection policy interface or Edit Policy interface, configure the following settings:

1. Configuring the following basic information for the policy:

• Policy Name and Description – Enter a Name for the new policy. Then enter an optional Description for future reference in the Description text box.

• Policy Category – Categories are used to organize Governance Automation policies. Select an existing category from the Use an existing category drop-down menu or create a new category for this policy by selecting Add a new category then entering a name for this new category.

• Farm – Select the farm you want this policy to cover from the drop-down menu. The farms displayed here are the ones that are managed by DocAve.

Click the arrow on the right-hand side to continue, or click Cancel to return to the Create Policy interface without saving any configurations.

2. Configure the following SharePoint related settings for the site collections.

• Content Database – Specify a database for the policy to store the site collection. Select one of the following options:

o Use default content database – Use the web application’s default content database to store the newly created site collection. This option will also allow you to select any other existing databases.

o Generate database automatically – Generate a new database for the site collection automatically each time when creating a new site collection.

o Create a new database – Use an existing database or create a new database depending on the dynamic name rules. Enter the name rule in the Database Name text box.

The name rule as follows:

$WebAppSubDomain – Represents the sub domain of the web application.

$WebAppPort – Represents the port of the web application.

$ManagedPath – Represents the managed path of the site collection URL.

$SiteUrl – Represents the relative URL of the site collection.

For example, the URL of the site collection you want to create is http://sp.avepoint.net:8080/sites/dev. Enter SPDB_$WebAppSubDomain_$SiteUrl in the text box. The content database name will be SPDB_sp_dev.

*Note: All site collections created with services associated with this policy will all be using this content database.

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• Site Collection Quota Template – Select a predefined Quota Template for the site collection to limit the amount of storage available on the site collection from the drop-down menu. Quota templates are configured in the SharePoint.

• SharePoint Designer Configuration – Select the Enable SharePoint Designer checkbox to allow Site Owners and Designers to edit the sites in this site collection using SharePoint Designer. Site Collection Administrators will always be able to edit sites regardless of this configuration.

• Site Maximum Depth Limit – Site Depth limits the layers of sites that can be created under a site collection. Select Maximum depth and then enter a positive number which is less than 12 in the provided text box.

Click the arrow on the right-hand side to continue. Click the arrow on the left-hand side to go to previous step to check and modify your configurations, or click Cancel to return to the Create Policy interface without saving any configurations.

3. Configure this policy to utilize DocAve products:

• Enable Granular Backup – Select this checkbox to include the site collection in a Granular Backup plan to provide data protection for site collections associated with this policy. *Note: If this option is enabled, do not activate this policy until you have configured the appropriate filter policy and added it to the selected Granular Backup plan. For more information on how to configure filter policies for DocAve Granular Backup and Restore to provide data protection for site collections created by Governance Automation that are associated with this policy, see Appendix A.

• Activate Connector Content Library Feature – Select this checkbox to have DocAve Content Library enabled so that DocAve Connector can provide users with access to their documents outside of SharePoint. Note that the Connector solution needs to be deployed to the farm covered by this policy.

• Activate Connector Media Library Feature – Select this checkbox to have DocAve Content Library enabled so that DocAve Connector can provide users with access to their multimedia files outside of SharePoint. Note that the Connector solution needs to be deployed to the farm covered by this policy.

• Activate File Share Navigator Feature – Select this checkbox to enables Governance Automation managed site collections to host links to file share content, thereby empowering organizations to leverage SharePoint as the presentation layer for its file shares without using valuable space on SQL Servers.

• Enable site collection content archival using DocAve Archiver – Select this checkbox to allow site collection content to be archived by DocAve Archiver for site collections associated with this policy. You must then select an Archiver Profile. Content will be archived based on the Archiver rule automatically.

If you want the site collection content to be archived after manual approval, rather than being archived automatically based on the Archiver rule, select the Enable manual approval process checkbox and select an approval process to define the approval stage and assignee for manual approval. When there is site collection content that meets the

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Archiver rule, a manual archive task (which contains a report of all of the content that meets the archive rules) will be generated. The task will be assigned to the approver with a report, allowing the approver to select on the report which content to archive. When the modified report is uploaded and the manual archive task is approved, the selected content will be archived. For more information about the manual archive task, refer to User Permission and Manual Archive Tasks.

For more information on how to configure DocAve Archiver to help reduce storage cost by scheduling site collections created by Governance Automation that are associated with a policy which has this setting enabled to be extracted from SharePoint and stored in more economical storage devices, see Appendix B.

• Enable Scheduled Storage Manager – Select this checkbox to externalize BLOBs from SQL server database to file-based storage for content in site collections associated with this policy using DocAve Scheduled Storage Manager. Select a Storage Manager Profile for site collections associated with this policy. *Note: RBS must be enabled as the BLOB provider for the farm selected in this policy, and if you chose not to use the default content database when configuring Content Database for this policy, the Include New Content Database option must be enabled for the BLOB Provider. Since BLOBs are externalized on a schedule, the new database will not be affected until the next time the Storage Manager job is scheduled to run. For details on how to configure Scheduled Storage Manager Profiles and BLOB provider, see the DocAve Storage Manager User Guide.

• Enable Auditing – Select this checkbox to include the site collection into an Audit Controller plan in DocAve Report Center to record all events of site collections associated with this policy. *Note: If this option is enabled, do not activate this policy until you have configured the appropriate filter policy and added it to the selected Audit Controller plan.

• Enable Policy Enforcer – Select this checkbox to have DocAve Policy Enforcer rules applied to the site collections. Policy Enforcer ensures that all actions and changes to the site collections fall within your previously configured rules by continuously monitoring and taking action on the site collections. Select a Policy Enforcer profile from the drop-down list. For details on how to configure Policy Enforcer profiles, see the DocAve Administrator User Guide.

• Enable Dead Account Cleaning – Select this checkbox to include the site collection into a Dead Account Cleaner plan so that the deactivated and non-existent AD accounts can be removed from your site collection and their permissions can be transferred to available users. *Note: If this option is enabled, do not activate this policy until you have configured the appropriate filter policy and added it to the selected Dead Account Cleaner plan. For more information on how to configure filter policies for DocAve Administrator’s Dead Account Cleaner plans for site collections created by Governance Automation that are associated with this policy, see Appendix A.

• Enable Vault for Site Collection Content – Select this checkbox to allow you to export the SharePoint content in this site collection to an external storage system for further management by Autonomy or Concordance platforms.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Storage_Manager_User_Guide.pdf

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Administrator_User_Guide.pdf

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• Enable Deployment Manager – Select this checkbox to include the site collection into a Deployment Manager plan so that the site collection can be deployed effectively. Select a plan from the drop-down menu.


4. Configure the following settings for the policy:

• Archive Entire Site Collection – Select the Enable the option to archive the entire site collection using DocAve Archiver checkbox to allow the entire site collection to be moved from SharePoint to an external storage based on the DocAve Archiver profile associated with this policy. Select an Archiver Profile from the drop-down menu. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to archive this site collection is submitted.


• Delete Entire Site Collection – Select the Enable Delete Entire Site Collection checkbox to allow this site collection to be deleted upon request. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to delete this site collection is submitted.

• Extend Site Collection Lease – Select the Enable Extend Site Collection Lease checkbox to allow the lease of this site collection to be extended upon request. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to extend the lease of this site collection is submitted.

• Enable Site Collection Policy Change – Choose whether or not to allow business users to request a different policy for site collections created with this policy. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to change site collection policy is submitted.

• Enable Site Collection Unlock – Choose whether or not to allow business users to request for unlocking s locked site collection. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to unlock site collection is submitted.

• Manage Site Collection Lifecycle –Site collection lifecycle management help reduce the number of unused or expired site collections in your SharePoint environment. Configure the following lifecycle management settings:

o Enable Site Collection Inactivity Threshold – Select this checkbox to notify the business user designated in the approval process associated with this setting when the site collection has not been accessed in the amount of time specified

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here. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Optionally, select Enable automated locking and deletion to lock and delete the site collections according to the specified period beyond inactivity threshold and specified locking period.

Automatically lock the site collection after it has passed inactivity threshold for – After the site collection has passed the inactivity threshold in the amount of time specified here, the site collection will be locked automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Lock status for the site collection – Choose the lock status for the site collection, Adding content prevented, Read-only (blocks additions, updates, and deletions), or No access.

Optionally, you can choose whether to Notify the primary site collection contact and the secondary site collection contact when the site collection is locked.

Automatically delete the site collection after it has been locked for – When the site collection has been locked for the specified locking period, the site collection will be deleted automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Optionally, you can choose whether to Notify the primary site collection contact and the secondary site collection contact when the site collection is deleted.

o Enable Site Collection Lease Period – Select this checkbox to notify the business user designated in the approval process associated with this setting when the lease period of the site collection expires. Configure the site collection lease period by entering a positive integer in the text box and then select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Optionally, select Enable automated locking and deletion to lock and delete the site collections according to the specified expiration period and specified locking period.

Automatically lock the site collection after its lease has expired for – After the site collection’s lease has been expired for the specified time, the site collection will be locked automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.


Automatically delete the site collection after it has been locked for – When the site collection has been locked for the specified locking

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period, the site collection will be deleted automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when either of these criteria is met.

• Permission Recertification – Choose whether to enable permission recertification to search site collections’ users and groups on schedule. If permission recertification is enabled, a permission recertification task will be generated, which contains the searched permissions of users and groups. Approvers can then modify the permissions in Governance Automation and the permission changes will be updated to SharePoint.

o Include Active Directory group members or Form-based Authentication role members – Choose whether to search Active Directory group members or Form-based Authentication role members.

o Configure the schedule to search for permissions: Daily, Weekly, or Monthly.

o Select an Approval Process from the drop-down menu or click Create New to create a new one.

*Note: Permission recertification is not supported for My Site.

*Note: If permission recertification is enabled but the site collection does not have an administrator contact, you must configure an alternate administrator contact in Settings > Administrator Notification. Otherwise, no error task and permission recertification task will be generated if any errors occur while searching users and groups of the site collection.

5. When you have finished configuring this policy, choose one of the following options:

• Click the arrow on the left-hand side to go to the previous step to check and modify your configurations.

• Click Save to save all of the configurations and return to the Create Policy interface.

• Click Save and Activate to save all of the configurations and activate the policy, which allows this policy to be used in services.

• Click Cancel to return to the Create Policy interface without saving any changes.

Configuring Site Collection Policies for SharePoint Online In the Create Site Collection policy interface or Edit Policy interface, configure the following settings:

1. Policy Name and Description – Enter a Name for the new policy. Then enter an optional Description for future reference in the Description text box.

2. Policy Category – Categories are used to organize Governance Automation policies. Select an existing category from the Use an existing category drop-down menu or create a new category for this policy by selecting Add a new category then entering a name for this new category.

3. Farm – Select My Registered Sites from the drop-down menu.

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4. Select SharePoint Online standard instance or SharePoint Online dedicated instance.

5. Click the arrow on the right-hand side to continue, or click Cancel to return to the Create Policy interface without saving any configurations.

6. Quota (for SharePoint Online standard instance) – Enter the storage quota and server resource quota for the site collection.

7. Site Collection Quota Template (for SharePoint Online dedicated instance) – Select a previously defined quota template for the site collection from the drop-down menu to limit the amount of storage available on the site collection.

8. SharePoint Designer Configuration – Select the Enable SharePoint Designer checkbox to allow Site Owners and Designers to edit the sites in this site collection using SharePoint Designer. Site Collection Administrators will always be able to edit sites regardless of this configuration.

9. Site Maximum Depth Limit – Site Depth limits the layers of sites that can be created under a site collection. Select Maximum depth and then enter a positive number which is less than 12 in the provided text box.

10. DocAve Configurations Configure this policy to utilize DocAve 6 product:

• Enable Granular Backup – Select this checkbox to include the site collection in a Granular Backup plan to provide data protection for site collections associated with this policy. *Note: If this option is enabled, do not activate this policy until you have configured the appropriate filter policy and added it to the selected Granular Backup plan. For more information on how to configure filter policies for DocAve Granular Backup and Restore to provide data protection for site collections created by Governance Automation that are associated with this policy, see Appendix A.


6. Configure the following settings for the policy:

• Archive Entire Site Collection – Select the Enable the option to archive the entire site collection using DocAve Archiver checkbox to allow the entire site collection to be moved from SharePoint to an external storage based on the DocAve Archiver profile associated with this policy. Select an Archiver Profile from the drop-down menu. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to archive this site collection is submitted.


• Delete Entire Site Collection – Select the Enable Delete Entire Site Collection checkbox to allow this site collection to be deleted upon request. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to delete this site collection is submitted.

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• Extend Site Collection Lease – Select the Enable Extend Site Collection Lease checkbox to allow the lease of this site collection to be extended upon request. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to extend the lease of this site collection is submitted.

• Enable Site Collection Policy Change – Choose whether or not to allow business users to request a different policy for site collections created with this policy. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to change site collection policy is submitted.

• Enable Site Collection Unlock – Choose whether or not to allow business users to request for unlocking s locked site collection. Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when a service request to unlock site collection is submitted.

• Manage Site Collection Lifecycle –Site collection lifecycle management help reduce the number of unused or expired site collections in your SharePoint environment. Configure the following lifecycle management settings:

o Enable Site Collection Inactivity Threshold – Select this checkbox to notify the business user designated in the approval process associated with this setting when the site collection has not been accessed in the amount of time specified here. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Optionally, select Enable automated locking and deletion to lock and delete the site collections according to the specified period beyond inactivity threshold and specified locking period.

Automatically lock the site collection after it has passed inactivity threshold for – After the site collection has passed the inactivity threshold in the amount of time specified here, the site collection will be locked automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.


Optionally, you can choose whether to Notify the primary site collection contact and the secondary site collection contact when the site collection is locked.


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Optionally, you can choose whether to Notify the primary site collection contact and the secondary site collection contact when the site collection is deleted.

o Enable Site Collection Lease Period – Select this checkbox to notify the business user designated in the approval process associated with this setting when the lease period of the site collection expires. Configure the site collection lease period by entering a positive integer in the text box and then select Day(s), Week(s), Month(s), or Year(s) as a time unit.

Optionally, select Enable automated locking and deletion to lock and delete the site collections according to the specified expiration period and specified locking period.

Automatically lock the site collection after its lease has expired for – After the site collection’s lease has been expired for the specified time, the site collection will be locked automatically. Enter a positive integer in the text box and select Day(s), Week(s), Month(s), or Year(s) as a time unit.



Select an Approval Process from the drop-down menu or click Create New to create a new one. This approval process will be triggered when either of these criteria is met.

• Permission Recertification – Choose whether to enable permission recertification to search site collections’ users and groups on schedule. If permission recertification is enabled, a permission recertification task will be generated, which contains the searched permissions of users and groups. Approvers can then modify the permission in Governance Automation and the permission changes will be updated to SharePoint.

o Include Active Directory group members or Form-based Authentication role members – Choose whether to search Active Directory group members or Form-based Authentication role members.

o Configure the schedule to search for permissions: Daily, Weekly, or Monthly.

o Select an Approval Process from the drop-down menu or click Create New to create a new one.

11. When you have finished configuring this policy, choose one of the following options:

• Click the arrow on the left-hand side to go to the previous step to check and modify your configurations.

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• Click Save to save all of the configurations and return to the Create Policy interface.

• Click Save and Activate to save all of the configurations and activate the policy, which allows this policy to be used in services.

• Click Cancel to return to the Create Policy interface without saving any changes.

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Services A service is a set of configured settings for a management operation in SharePoint that can be leveraged by business users when submitting a service request. Administrators can limit what options are available to Business Users based on the standards of practice of the organization.

To create or manage services, click Service in the Administrator landing page, or click Service Management in the side bar.

Managing Services In Service Management, all of the Governance Automation services you have configured are displayed. You may change the number of services displayed per page, as well the order they are displayed in. To change the number of services displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the services, click in a column heading such as Service, Service Type, Category, Last Modified Time, and Created By then select Ascending or Descending.

You can customize how the services are displayed in a number of different ways:

• Search – Allows you to filter services displayed by the keyword you designate. The Service column and the Created By column support to search for the desired services, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. Click , and then select the checkbox next to the column name to have that column shown in the list.

• – This allows you to filter which item in the list is displayed. Click the of the column you want to filter, then select the checkbox next to the item name to have that item shown in the list.

You can perform the following actions in Policy Management:

• Create – Click Create on the ribbon to display the Create Service interface. See Configuring Services for details on creating a new service.

• View Details – Click a service name to see the detailed information.

• Edit – Select an inactive service, and click Edit on the ribbon. See Configuring Services for details on editing an existing service.

• Copy – Duplicate an existing service to make minor changes in order to save as a new service. Select a desired service by checking corresponding checkbox. Click Copy on the ribbon, and enter the related information required. When completing the configurations, click Save to save all of the settings or click Save and Activate to save all of the configurations and activate this

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service which makes this service available to be requested. Click Cancel to return to the Service Management interface without saving any configurations.

• Delete – Select an inactive service, and click Delete on the ribbon. A confirmation window will pop up for this deletion. Click OK to delete the selected service, or click Cancel to return to the Service Management interface without deleting the selected service.

• Activate – Select the services you want to activate and click Activate on the ribbon. Active services are available to be requested.

• Deactivate – Select the services you want to deactivate and click Deactivate on the ribbon. Inactive services will not be seen by users and cannot be requested.

Configuring Services To create a new service, click Create Service in the landing page or click Create on the ribbon of the Service Management interface. You will be brought to the Create Service page. Select a service type to create the new service using the corresponding template. To make changes to an existing service, select the service by clicking before a service name in the Service Management interface, and then click Edit on the ribbon.

Instructions on configuring each type of service are provided in the sections below.

Configuring Create Site Collection Services Configure Create Site Collection services to define the Create Site Collection service request template for business users. You can customize the settings for site collections created by this service as well as configure available options for business users to choose from when requesting this service. Create Site Collection services also allow you to apply data protection and content retention policies on the site collections with full auditing to monitor compliance with your corporate standards.

*Note: With Governance Automation, you can create site collections in On-Premises SharePoint and SharePoint Online.

In the Create Site Collection Service interface or Edit Create Site Collection Service interface, configure the following settings:

1. Service Name and Description – Enter a Name for the service and an optional Description for future reference.

2. Language – Choose the language for this service. When starting a request, you can filter the services according to their languages.

3. Service Category – Categories are used to organize your Governance Automation services. Select an existing category from the drop-down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface.

4. Department – Departments help organize services as well as provide essential Governance Automation reporting information for sorting and understanding your organization’s SharePoint

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usage. Select a Department you wish this service to belong to from the drop-down menu or click Create New to create a new one.

Choose whether to assign a Department to this service and site collections created by this service or allow the business user to choose the Department when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.

• Assign by Business User – Allows business user to choose the department when submitting a service request for this service.

5. Service Permissions – Choose Allow all users to use this service to allow this service to be requested by any user, or specify the users or groups that have permissions to access this service by choosing Select users/groups to use this service and enter the username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.

• Select Users will get to this service via a questionnaire to allow users to request this service after they finish answering the questionnaire.

• Select Allow override of Questionnaire permissions to access this service to allow users to access this service via a questionnaire if the users have questionnaire permissions but do not have service permissions.

6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is the owner of the business process for this service. Enter the username in the Service Contact text box. Click to check that the name is valid. You may also click to search for users.

7. Administrator Contact –Specify a user to be the Administrator Contact. This user should be an administrator of Governance Automation and is responsible for service management. Governance Automation will assign a task to the Administrator Contact when an error occurs after the approval process starts. Enter a username in the Administrator Contact text box. Click

to check that the name is valid or click to search for users. To also have an e-mail notification be sent to the Administrator Contact when this service encounters an error, configure the Administrator Notification section of Settings. For more information on how to configure the Administrator Notification, see Administrator Notification.


9. Web Applications and Managed Paths – Specify the Web applications and associated managed paths where you wish to create a site collection.

*Note: To create site collections in SharePoint Online standard instance, you must register SharePoint Online admin centers in DocAve first. For details, refer to Registering SharePoint Online Admin Centers/Site Collections.

a. Select a farm or My Registered Sites from the drop-down menu. Expand the tree to select the desired Web applications or SharePoint Online admin centers and managed

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paths by selecting the corresponding checkboxes. Specify a default Web application or admin center and managed path for the site collection you wish to create by selecting one from the drop-down menus under the tree. You can select multiple Web applications or admin centers then use the Default Selection drop-down menu to designate the default location for new site collections created by this service.

b. URL format – Select the Automatically generate URL checkbox to have Governance Automation generate the URL, or leave it unchecked to allow the requester to decide the URL.

Choose whether to assign a the Web application and Managed Paths for this service and site collections created by this service or allow the business user to choose the Web application and Managed Paths when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Web Application and Managed Paths configured here will be made available for business users to select from. Select Show as Read-Only to Business User to allow the business users to see the default Web Application and Managed Path in the service request or Hide from Business User to not display the Web Application and Managed Path associated with this service to the business users requesting this service.

• Assign by Business User – Allows business user to choose the Web Application and Managed Path when submitting a service request for this service.

c. Site collection URL – Choose whether to use site collection title in URL or use the parent parameter in service request form scope.

• Use site collection title in URL – Select this checkbox to have the site collection URL be filled automatically after entering the site collection title in the service request.

• Use the parent parameter in service request form scope – Select this checkbox to retrieve and use the parent parameter in service request form scope. In Governance Automation Web Part interface, the service request URL will be set to the Web part URL, where the new site collection will be created.

10. Policy – Specify the site collection policies to provision the site collections created by this service by selecting the corresponding checkboxes or click Create New to be brought to the Site Collection Policy interface to create a new policy. Configure this section as follows:

a. Select the policies to be made available for business users to choose from by selecting the corresponding checkbox of each policy in the Select Policies configuration area. All policies selected here will be made available to business users if you select Assign by Business User in the Assign by drop-down menu. If no existing policy is appropriate for this service, you may click Create New to create a new one.

*Note: If you select a SharePoint Online standard instance node or SharePoint Online dedicated instance node in the scope, the policies for both instances are loaded. Make sure you select the proper policies; otherwise an error task will be generated after approving the request for this service.

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b. Select a default policy in the Default Selection drop-down menu. If Assign by Business User is selected in the Assign by drop-down menu, this policy will be selected in the service request, but the business user will be able to select another policy out of the policies you have selected in the Select the Policies configuration area. If Assign by IT Admin is selected in the Assign by drop-down menu, this will be the only available policy in the service request and the business user will not be able to choose another policy.

Choose whether to assign a policy to site collections created by this service or allow the business user to choose the policy when submitting a service request for this service from the policies selected in the Select the Policies configuration area. Choose from the following:

• Assign by IT Admin – The policy selected in the Default Selection drop-down menu will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the default policy in the service request or Hide from Business User to not display the policy associated with this service to the business users requesting this service.

• Assign by Business User – Allows business user to choose from the policies you have selected in the Select the Policies configuration area.

11. Language (This option is only available if you have language packs installed on the Web server) - Specify the language for the site collection. If more than one language is selected, choose a default language from the Default Selection drop-down menu.

• Choose whether to assign a language to site collections created by this service or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Select Language configuration area. Choose from the following:

o Assign by IT Admin – The language selected in the Default Selection drop-down menu will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the default language in the service request or Hide from Business User to not display the language to the business users requesting this service.

o Assign by Business User – Allows business user to choose from the languages you have selected in the Select Language configuration area.

12. Experience Version (This option is only available when you select SharePoint 2013 Web applications or SharePoint Online Sites in Web Applications and Managed Paths) – Select the experience version (2010 or 2013) for the site collections that business users will create.

• Choose whether to assign the experience version to site collections created by this service or allow the business user to choose the experience version when submitting this service request. Choose from the following:

o Assign by IT Admin – Governance Automation will apply the experience version selected here to all site collections created using this service. Select Show as Read-Only to Business User to allow the business users to see the selected experience version in the service request or Hide from Business User to not display the experience version to the business users requesting this service.

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o Assign by Business User – Allows business user to select the experience version when submitting a service request for this service.

13. Site Collection Template – Specify the site collection template to use for site collections created by this service. Configure this section as follows:

a. Select the site collection templates to be made available for business users to choose from by checking the corresponding checkbox of each site collection template in the Select templates configuration area. All site collection templates selected here will be made available to business users if you select Assign by Business User in the Assign by drop-down menu.

b. Select the default site collection template in the drop-down menu. If Assign by Business User is selected in the Assign by drop-down menu, this site collection template will be selected in the service request, but the business user will be able to select another template out of the templates you have selected in the Select the templates configuration area. If Assign by IT Admin is selected in the Assign by drop-down menu, this will be the only available template in the service request and the business user will not be able to choose another template.

Choose whether to assign a site collection template to site collections created by this service or allow the business user to choose the site collection template when submitting a service request for this service from the templates selected in the Select the templates configuration area. Choose from the following:

• Assign by IT Admin – The site collection template selected in the Default Selection drop-down menu will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the default site collection template in the service request or Hide from Business User to not display the site collection template associated with this service to the business users requesting this service.

• Assign by Business User – Allows business user to choose from the site collection templates you have selected in the Select the templates configuration area.


15. Security Groups – Customize the site permissions for site collections created by this service:

• Default Groups – Add users to the default groups for assigning corresponding permissions. Select the Default Group checkbox, and enter the username in the text box of corresponding group. Click to check that the names are valid. You may also click

to search for users. Separate multiple users with semicolons.

• Custom Groups – Allows you to create a new group and assign users to this group. Select the Custom Groups checkbox, and click Add to display the Grant User Permissions window. Enter the name of the users which you want to include in this group. Specify the permission level that you want the users to have on this site by checking corresponding checkboxes. You can customize permission levels in the SharePoint Permission Level Management interface. Click OK to save all of the configurations, or click Cancel to return to the service creation page without saving any changes.

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• Grant Users Permissions Directly – Grant specific permission level to the users directly. Select the Grant Users Permissions Directly checkbox, and click Add to display the Add a Group window. Enter a Name for the group, and select the users to include in this group. Specify the permission level that you want members of this SharePoint group to have on this site by checking corresponding checkboxes. You can customize permission levels in the SharePoint Permission Level Management interface. Click OK to save all of the configurations, or click Cancel to return to the service creation page without saving any changes.

Choose whether to assign permissions for site collections created by this service or allow the business user to assign permissions when submitting a service request for this service.

o Assign by IT Admin – The permissions configured here will be applied to all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the permissions configured here when submitting a service request or Hide from Business User to not display the permissions associated with this service to business users requesting this service.

o Assign by Business User – Allows business users to configure permissions when submitting a request for this service.


17. Primary Site Collection Administrator – Assign a user to be the Primary Site Collection Administrator by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Primary Site Collection Administrator to site collections created by this service or allow the business user to choose the Primary Site Collection Administrator when submitting a service request for this service. By default, it is Assign by IT Admin and Hide from Business User. Choose from the following:

• Assign by IT Admin – The Primary Site Collection Administrator configured here will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the Primary Site Collection Administrator in the service request or Hide from Business User to not display the Primary Site Collection Administrator associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Primary Site Collection Administrator.

18. Secondary Site Collection Administrator – Assign a user to be the Secondary Site Collection Administrator by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Secondary Site Collection Administrator to site collections created by this service or allow the business user to choose the Secondary Site Collection Administrator when submitting a service request for this service. By default, it is Assign by IT Admin and Hide from Business User. Choose from the following:

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• Assign by IT Admin – The Secondary Site Collection Administrator configured here will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the Secondary Site Collection Administrator in the service request or Hide from Business User to not display the Secondary Site Collection Administrator associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Secondary Site Collection Administrator.

19. Primary Site Collection Contact – The Primary Site Collection Contact will be the user designated for managing the lifecycle of the site collection created by this service. Assign a user to be the Primary Site Collection Contact by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Primary Site Collection Contact to site collections created by this service or allow the business user to choose the Primary Site Collection Contact when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Primary Site Collection Contact configured here will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the Primary Site Collection Contact in the service request or Hide from Business User to not display the Primary Site Collection Contact associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Primary Site Collection Contact.

20. Secondary Site Collection Contact – The Secondary Site Collection Contact will be the user designated for managing the lifecycle of the site collection created by this service if the Primary Site Collection Contact is unable to respond to a notification. Assign a user to be the Secondary Site Collection Contact by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Secondary Site Collection Contact to site collections created by this service or allow the business user to choose the Secondary Site Collection Contact when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Secondary Site Collection Contact configured here will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the Secondary Site Collection Contact in the service request or Hide from Business User to not display the Secondary Site Collection Contact associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Secondary Site Collection Contact.

21. DocAve Deployment Manager Plan – Select a deployment plan from the drop-down menu to add site collections created by this service to a DocAve Deployment Manager plan. A copy of the plan will be created for each new site collection in order to run the job, and will be deleted once the job completes to prevent unnecessary data storage.

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*Note: The deployment plan must not have a schedule set up in order for Governance Automation to run the deployment job when the site collection is created.

22. Manage Site Collection Lifecycle – Select the Enable Site Collection Lease Period checkbox to enable a lease period for the site collection. Specify the lease period by entering a positive integer in the provided text box and choose Day(s), Week(s), Month(s), or Year(s) from the drop-down menu

Choose whether to assign the site collection lease period to site collections created by this service or allow the business user to choose the site collection lease period when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The site collection lease period configured here will be associated with the site collection created by this service. Select Show as Read-Only to Business User to allow the business users to see the site collection lease period in the service request or Hide from Business User to not display the site collection lease period associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the site collection lease period.

When the site collection lease period is enabled, you can choose to enable lease expiration warning to configure when to send the warning e-mail before the site collection reaches expiration by selecting the Enable lease expiration warning checkbox. Then enter a positive integer in the provided text box and choose Day(s), Week(s), Month(s), or Year(s) from the drop-down menu.

Choose whether to assign the lease expiration warning to site collections created by this service or allow the business user to choose the lease expiration warning when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The lease expiration warning configured here will be associated with the site collection created by this service. Select Show as Read-Only to Business User to allow the business users to see the lease expiration warning in the service request or Hide from Business User to not display the lease expiration warning associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the lease expiration warning.

23. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click the Add Metadata hyperlink to display the Add Custom Metadata window. In the Add Metadata popup window:

• Select the desired metadata by clicking before a metadata name. The metadata displayed here is configured in the Metadata interface. You can also click Create on the ribbon to go to the Create Metadata interface. For information on configuring Metadata, see The Metadata Interface.

• Click View Details on the ribbon to see the detailed information of the selected metadata.

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• Click OK to save all of the configurations and return to the service creation page. Click Cancel to return to the service creation page without saving any changes.

24. Approval Process– Select a Create Site Collection approval process from the drop-down menu or click Create New to create a new Create Site Collection approval process. This will bring you to the Create Site Collection Approval Process interface without saving any of the configurations you have made for this service. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.

Optionally, select the Allow all approvers to edit this service request checkbox to allow all of the approvers to edit the service request for this service when viewing the service request. You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E-mail template.

25. Custom Action – Allows you to modify the approval process. Choose the desired custom action Before approval, After approval, and After execution by using an executable file, PowerShell script file, or assembly. Select the corresponding checkboxes and enter the required information.

• Executable file (.exe) – Enter the executable file name in the text box.

• PowerShell script file (.ps1) – Enter the PowerShell script file name in the text box.

• Assembly (.dll) – Enter Assembly name, Namespace.class, and Method in the corresponding text boxes.

*Note: If the selected scope is in On-Premises SharePoint, make sure that the executable file and PowerShell script file exist in the DocAve Agent Directory …\Agent\bin\GovernanceAutomation and the assembly file exists in the Governance Automation Directory …\AvePoint\GovernanceAutomation\bin. If the selected scope is in SharePoint Online standard instance or SharePoint Online dedicated instance, make sure that the executable file, the PowerShell script file, and the assembly file exist in the Governance Automation Directory …\AvePoint\GovernanceAutomation\bin.

26. Execution Schedule – Select Enable service request execution schedule to define when Governance Automation executes the service request. Then, choose a previously configured execution schedule from the drop-down menu or click Create New to create a new one.

27. Schedule Date – Select Enable requesters to schedule the request execution date to allow business users to configure a schedule date to execute the service request for this service.

• Allow business users to override IT Admin’s execution schedule (This section only appears when Enable service request execution schedule is selected) – If Enable service request execution schedule is selected in the Execution Schedule section, you can choose whether to allow business users to override the execution schedule specified by IT Admin and define their own scheduled request execution time.

• Notify the approvers about upcoming scheduled request in advance by – Choose whether to send an e-mail to notify the approvers in advance when it reaches a specified time. If Notify the approvers about upcoming scheduled request in advance by is selected, enter a positive integer in the text box and select Day(s) or Week(s) from the drop-down list. Then, select an E-mail Template for the notification sent to the approvers.

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28. When you have finished configuring settings for this service, choose one of the following options:

• Click the arrow on the left-hand side to go to the previous steps to review and modify your configurations.

• Click Save to save all of the configurations and return to the Create Service interface.

• Click Save and Activate to save all of the configurations and activate this service, which allows users to submit requests for this service.

• Click Cancel to return to the Create Service interface without saving any configurations.

Configuring Create Site Services Configure Create Site services to define the Create Site service request template for business users. You can customize the settings for sites created by this service as well as configure available options for business users to choose from when requesting this service. Sites created by Governance Automation inherit data protection and content retention policies from the site collection they live in. Sites created by Governance Automation use the same DocAve Granular Backup and Recovery, DocAve Connector, DocAve Archiver and lifecycle management settings as the site collections they are created in.

In the Create Site Service interface or Edit Create Site Service interface, configure the following settings:



3. Service Category – Categories are used to organize your Governance Automation services. Select an existing category from the drop-down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface..

4. Department – Departments help organize services as well as provide essential Governance Automation reporting information for sorting and understanding your organization’s SharePoint usage. Select a Department you wish this service to belong to from the drop-down menu or click Create New to create a new one.

Choose whether to assign a Department to this service and sites created by this service or allow the business user to choose the Department when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with all sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.


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5. Service Permissions – Choose Allow all users to use this service to allow this service to be requested by any user, or specify the users or groups that have permissions to access this service by choosing Select users/groups to use this service and enter the username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.




7. Administrator Contact – Specify a user to be the Administrator Contact. This user should be an administrator of Governance Automation and is responsible for service management. Governance Automation will assign a task to the Administrator Contact when an error occurs after the approval process starts. Enter a username in the Administrator Contact text box. Click



9. Scope – Choose the site collections you wish to be made available in this service. Business users will be able to choose which site collection to create the new site under.

a. Select a farm or My Registered Sites from the drop-down menu.

b. Choose one of the following methods to configure the scope:

• Manually input URL - Select this radio button and click the Add Your Own URL link to enter the URL of the site collection in the URL text box. To add more site collections click Add Your Own URL after entering a URL.

• Select scope from tree – Select this radio button and then select the site collections from the data tree.

Optionally, select Enable security trimming in the tree of the request for this service to only allow requesters to view the node that they have permissions to access in the scope tree.

*Note: Selecting this option may increase the time it takes to load the tree in the request.

c. Site URL – Choose whether to use site title in URL or use the parent parameter in service request form scope.

• Use site title in URL – Select this checkbox to have the site URL be filled automatically after entering the site title in the service request.

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• Use the parent parameter in service request form scope – Select this checkbox to retrieve and use the parent parameter in service request form scope. In Governance Automation Web Part interface, the service request URL will be set to the Web part URL, where the new site will be created. In Governance Automation interface, the service request URL will be set to the parent parameter URL, where the new site will be created. Make sure that the request URL is in the format of https://servername:port/ProvSSRequest/NewRequest?serviceId={serviceID}&parent={parentsiteURL}

10. Language (This option is only available if you have language packs installed on the Web server) – Specify the language for the sites. If more than one language is selected, choose a default language from the Default Selection drop-down menu.

Choose whether to assign a language to sites created by this service or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Select Language configuration area. Choose from the following:

• Assign by IT Admin – The language selected in the Default Selection drop-down menu will be associated with all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the default language in the service request or Hide from Business User to not display the language to the business users requesting this service.

• Assign by Business User – Allows business user to choose from the languages you have selected in the Select Language configuration area.

11. Site Template – Specify the templates which can be used to create the site. In the Template store text box, enter the site collection URL where all of your site templates are centrally stored. Then click Retrieve to retrieve the available templates and select the desired templates by selecting corresponding checkboxes. Select a template as the default template from the drop-down menu in the Default Selection section.

You can choose this entry is predefined by an administrator for the service request or is assigned by a business user while submitting a service request from the drop-down menu.

• Assign by IT Admin – An administrator determines which templates can be used for the site. Select whether the template information is visible to the business users. Show as Read-Only to Business User means business users can only see the template configured in the Default Selection when submitting a service request but they cannot change it. Hide from Business User means business users cannot see which template is used for creating the site in the service request.

• Assign by Business User – Allows the business user to determine which templates can be used to create a site. The selected template in the Default Selection will be displayed as a default value of this entry in the service request and the business user can change it to other template when submitting a service request.


13. Security Groups – Select to inherit permissions from parent site or use the unique permissions.

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• Use same permissions as parent site – Select the Use same permissions as parent site to inherit the parent site’s permissions settings. Assign by IT Admin will be the default selection for the Assign by drop-down menu. Choose whether to Show as Read-Only to Business User or Hide from Business User.

• Use unique permissions – Select the Use unique permissions checkbox and customize the site permissions for sites created by this service:

o Default Groups – Add users to the default groups for assigning corresponding permissions. Select the Default Group checkbox, and enter the username in the text box of corresponding group. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.

o Custom Groups – Allows you to create a new group and assign users to this group. Select the Custom Groups checkbox, and click Add to display the Grant User Permissions window. Enter the name of the users which you want to include in this group. Specify the permission level that you want the users to have on this site by checking corresponding checkboxes. You can customize permission levels in the SharePoint Permission Level Management interface. Click OK to save all of the configurations, or click Cancel to return to the service creation page without saving any changes.

o Grant Users Permissions Directly – Grant specific permission level to the users directly. Select the Grant Users Permissions Directly checkbox, and click Add to display the Add a Group window. Enter a Name for the group, and select the users to include in this group. Specify the permission level that you want members of this SharePoint group to have on this site by checking corresponding checkboxes. You can customize permission levels in the SharePoint Permission Level Management interface. Click OK to save all of the configurations, or click Cancel to return to the service creation page without saving any changes.

Choose whether to assign permissions for site collections created by this service or allow the business user to assign permissions when submitting a service request for this service.

o Assign by IT Admin – The permissions configured here will be applied to all site collections created by this service. Select Show as Read-Only to Business User to allow the business users to see the permissions configured here when submitting a service request or Hide from Business User to not display the permissions associated with this service to business users requesting this service.

o Assign by Business User – Allows business users to configure permissions when submitting a request for this service.


15. Primary Site Contact – The Primary Site Contact will be the user designated for managing the site created by this service. Assign a user to be the Primary Site Contact by entering the username into the text box. Click to check that the name is valid or click to search for users.

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Choose whether to assign the Primary Site Contact to sites created by this service or allow the business user to designate one when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Primary Site Contact configured here will be associated with all site created by this service. Select Show as Read-Only to Business User to allow the business users to see the Primary Site Collection Contact in the service request or Hide from Business User.

• Assign by Business User – Allows the business user to configure the Primary Site Contact.

16. Secondary Site Collection Contact – The Secondary Site Contact will be the user designated for managing sites created by this service in case the Primary Site Contact is unable to respond to a notification. Assign a user to be the Secondary Site Contact by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Secondary Site Contact to sites created by this service or allow the business user to designate one when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Secondary Site Contact configured here will be associated with all sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the Secondary Site Contact in the service request or Hide from Business User to not display the Secondary Site Contact associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Secondary Site Contact.

17. Navigation – Configure navigation options for sites created using this service:

• Choose whether or not to Display this site on the Quick Launch of the parent site.

• Choose whether or not to Display this site on the ribbon link bar of the parent site.

Choose whether to apply this option to site collections created by this service or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The navigation options configured here will be associated with all site created by this service. Select Show as Read-Only to Business User to allow the business users to see the navigation options in the service request or Hide from Business User to not display the navigation options in this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the navigation options.

18. Navigation Inheritance – Choose whether or not to have sites created by this service Use the top link bar from the parent site by choosing the corresponding radio button.

Choose whether to apply the option to this service and site collections created by this service or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

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• Assign by Business User – Allows business user to choose the option when submitting a service request for this service.

• Assign by IT Admin – The selected option will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service.

19. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click the Add Metadata hyperlink to display the Add Custom Metadata window. In the Add Metadata popup window:

• Select the desired metadata by checking the corresponding checkboxes. The metadata displayed here is configured in the Metadata interface. You can also click Create on the ribbon to go to the Create Metadata interface. For information on configuring Metadata, see Configuring Metadata.



Optionally, you can select the Inherit parent site metadata value checkbox. With this option selected, the newly created site, which is based on this service, will inherit its parent site’s metadata value.

20. Approval Process– Select a Create Site approval process from the drop-down menu or click Create New to create a new Create Site approval process. This will bring you to the Create Site Approval Process interface without saving any of the configurations you have made for this service. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.






*Note: If the selected scope is in On-Premises SharePoint, make sure that the executable file and PowerShell script file exist in the DocAve Agent Directory …\Agent\bin\GovernanceAutomation and the assembly file exists in the Governance Automation Directory …\AvePoint\GovernanceAutomation\bin. If the selected scope is in

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SharePoint Online standard instance or SharePoint Online dedicated instance, make sure that the executable file, the PowerShell script file, and the assembly file exist in the Governance Automation Directory …\AvePoint\GovernanceAutomation\bin.

22. Execution Schedule – Select Enable service request execution schedule to define when Governance Automation executes the service request. Then choose a previously configured execution schedule from the drop-down menu or click Create New to create a new one.







• Click Save and Activate to save all of the configurations and activate this service which allows users to submit requests for this service.


Configuring Create My Site Services Configure Create My Site services to define the Create My Site service request template for business users. You can customize the settings for My Sites created by this service as well as configure available options for business users to choose from when requesting this service. My Sites created by Governance Automation inherit data protection and content retention policies from the site collection they live in. My Sites created by Governance Automation use the same DocAve Granular Backup and Recovery, DocAve Connector, DocAve Archiver and lifecycle management settings as the site collections they are created in.

In the Create My Site Service interface or Edit Create My Site Service interface, configure the following settings:


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3. Service Category – Categories are used to organize your Governance Automation services. Select an existing category from the drop-down menu or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface..



• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with all My Sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.


5. Service Permissions – Choose Allow all users to use this service to allow this service be requested by any user, or specify the users or groups that have permissions to access this service by choosing Select users/groups to use this service and enter the username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.







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9. Farm – Select the farm in which you allow business users to create My Site.

10. User Profile – Select your desired user profile that will be used for My Sites.

11. Bulk Mode – Choose whether to enable bulk mode. Select the Enable bulk creation of My Sites to allow creating multiple My Sites for different users in one service request.

12. Policy – Select the site collection policies that you wish to apply to My Site by checking the corresponding checkboxes or click Create New to be brought to the Site Collection Policy interface to create a new policy. Configure this section as follows:

• Select the policies to be made available for business users to choose from by checking the corresponding checkbox of each policy in the Select Policies configuration area. All policies selected here will be made available to business users if you select Assign by Business User in the Assign by drop-down menu.

• Select a default policy in the Default Selection drop-down menu. If Assign by Business User is selected in the service request, but the business user will be able to select another policy out of the policies you have selected in the Select Policies configuration area. If Assign by IT Admin is selected in the Assign by drop-down menu, this will be the only available policy in the service request and the business user will not be able to choose another policy

Choose whether to assign a policy to My Sites created by this service or allow business user to choose the policy when submitting a service request for this service from the policies selected in the Select Policies configuration area. Choose from following:

• Assign by IT Admin – The policy selected in the Default Selection drop-down menu will be associated with all My Sites created by this service. Select Show as Read-Only to Business Users to allow the business user to see the default policy in the service request or Hide from Business User to not display the policy associated with this service to the business users requesting this service.

• Assign by Business User – Allows business user to choose from the policies you have selected in the Select Policies configuration area.

13. Language (This option is only available if you have language packs installed on the Web server) - Specify the language for the My Site. If more than one language is selected, choose a default language from the Default Selection drop-down menu.

• Choose whether to assign a language to My Sites created by this service or allow the business user to choose the language when submitting a service request for this service from the languages selected in the Language configuration area. Choose from the following:

o Assign by IT Admin – The language selected in the Default Selection drop-down menu will be associated with all My Sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the default language in the service request or Hide from Business User to not display the language to the business users requesting this service.

o Assign by Business User – Allows business user to choose from the languages you have selected in the Language configuration area.

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*Note: If Always use regional settings defined by site administrators is selected in the User Profile in SharePoint 2013, the language selected in Governance Automation will not take effect. The My Site language depends on the locale selected in regional settings.

14. Secondary My Site Administrator – Assign a user to be the Secondary My Site Administrator by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Secondary My Site Administrator to My Sites created by this service or allow the business user to choose the Secondary My Site Administrator when submitting a service request for this service. By default, it is Assign by IT Admin and Hide from Business User. Choose from the following:

• Assign by IT Admin – The Secondary My Site Administrator configured here will be associated with all My Sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the Secondary My Site Administrator in the service request or Hide from Business User to not display the Secondary My Site Administrator associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Secondary My Site Administrator.

15. Secondary My Site Contact – The Secondary My Site Contact will be the user designated for managing the My Sites created by this service if the Primary My Site Contact is unable to respond to a notification. Assign a user to be the Secondary My Site Contact by entering the username into the text box. Click to check that the name is valid or click to search for users.

Choose whether to assign the Secondary My Site Contact to site collections created by this service or allow the business user to choose the Secondary My Site Contact when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Secondary My Site Contact configured here will be associated with all My Sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the Secondary My Site Contact in the service request or Hide from Business User to not display the Secondary My Site Contact associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Secondary My Site Contact.


17. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click the Add Metadata hyperlink to display the Add Metadata window. In the Add Metadata popup window:

• Select the desired metadata by clicking before a metadata name. The metadata displayed here is configured in the Metadata interface. You can also click Create on the ribbon to go to the Create Metadata interface. For information on configuring Metadata, see Configuring Metadata.

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18. Approval Process– Select a Create My Site approval process from the drop-down menu or click Create New to create a new Create My Site approval process. This will bring you to the Create My Site Approval Process interface without saving any of the configurations you have made for this service. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.










• Notify the approvers about upcoming scheduled request in advance by – Choose whether to send an e-mail to notify the approvers in advance when it reaches a specified time. If Notify the approvers about upcoming scheduled request in advance

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by is selected, enter a positive integer in the text box and select Day(s) or Week(s) from the drop-down list. Then, select an E-mail Template for the notification sent to the approvers.






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Configuring Create Library/List Services Configure Create Library/List services to define the Create Library/List service request templates for business users. You can predefine the settings for libraries or lists created by this service as well as configure available options for business users to choose from when requesting this service. Libraries or lists created by Governance Automation are included in the data protection plan and content retention rules of the site collection they live in.

In the Create Library/List Service interface or Edit Create Library/List Service interface, configure the following settings:



3. Service Category – Categories are used to organize your Governance Automation services. Select an existing category from the drop-down menu or create a new category for this service by clicking Create New then configuring new category in the Create Category interface.



• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with all sites created by this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.





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9. Bulk Mode – Choose whether to enable bulk mode. Select the Enable bulk creation of libraries/lists to allow users to request the creation of multiple libraries and lists in one service request.

10. Scope – Choose the site you wish to be made available in this service. Business users will be able to choose which site to create the new library or list under.

a. Select a farm or My Registered Sites from the drop-down menu.

b. Choose one of the following methods to configure the scope:

• Manually input URL – Select this radio button and click the Add Your Own URL link to enter the URL of the site in the URL text box. To add more sites click Add Your Own URL after entering a URL.

• Select scope from tree – Select this radio button and then expand the tree to select the sites.



c. Library/List URL – Choose whether to use library/list name in URL or use the parent parameter in service request form scope.

• Use library/list name in URL – Select this checkbox to have the library/list URL be filled automatically after entering the library/list name in the service request.

• Use the parent parameter in service request form scope – Select this checkbox to retrieve and use the parent parameter in service request form scope. In Governance Automation Web Part interface, the service request URL will be set to the Web part URL, where the new library/list will be created.

11. Navigation – Specify whether to display this library or list in the Quick Launch of its parent site.

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Choose whether to assign the navigation option to the library or list created by this service or allow the business user to choose this option when submitting a service request for this service in the Navigation configuration area. Choose from the following:

• Assign by IT Admin – The option selected here will be associated with all libraries or lists created by this service. Select Show as Read-Only to Business User to allow the business user to see the selected option in the service request or Hide from Business User to not display the selected option to the business users requesting this service.

• Assign by Business User – Allows business user to choose the option in the Navigation configuration area.

12. Type – Select the type of the object that you allow to be create, Library or List.

Choose whether to assign the type to the library or list created by this service or allow the business user to choose the type when submitting a service request for this service in the Type configuration area. Choose from the following:

• Assign by IT Admin – The type selected here will be associated with all service requests created by this service. Select Show as Read-Only to Business User to allow the business user to see the selected type in the service request or Hide from Business User to not display the selected type to the business users requesting this service.

• Assign by Business User – Allows business user to choose the type in the Type configuration area.


14. Library/List Template – Enter the site collection URL in which all of the library or list templates are centrally stored in the Template store text box, then and click Retrieve to retrieve the templates. Select the available templates that your business users may use to create a new library or list. You can select multiple templates. Use the Default template drop-down list to designate the default template for the new library or list created by this service.

Choose whether to assign the template to the library or list created by this service or allow the business user to choose the template when submitting a service request for this service in the Library/List Template configuration area. Choose from the following:

• Assign by IT Admin – The template selected here will be associated with all service requests created by this service. Select Show as Read-Only to Business User to allow the business user to see the selected template in the service request or Hide from Business User to not display the selected template to the business users requesting this service.

• Assign by Business User – Allows business user to choose the template in the Library/List Template configuration area.

15. Document Version History (This section appears when you select Library as the Type.)– Specify whether a version is created each time you edit a file in this library.

• Require content approval for submitted files? – Specify whether new files or changes to existing files should remain in a draft state until they have been approved.

• Create a version each time you edit a file in this library?

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o No versioning – Do not create a version when a file in this library is edited.

o Create major versions – Create a major version each time a file in this library is edited.

o Create major and minor (draft) versions – Create major and minor versions each time a file in this library is edited.

• Optionally limit the number of versions to retain – Allows you to limit the number of versions that you wish to retain. To limit the number of major versions, select the checkbox before Keep the following number of major versions and enter a positive integer in the provided text box. You can also keep drafts for major versions by selecting the checkbox before Keep drafts for the following number of major versions and enter a positive integer in the provided text box.

Choose whether to assign the configured settings to the library created by this service or allow the business user to configure these settings when submitting a service request for this service in the Document Version History configuration area. Choose from the following:

• Assign by IT Admin – The settings configured here will be associated with all libraries created by this service. Select Show as Read-Only to Business User to allow the business user to see the configured settings in the service request or Hide from Business User to not display the configured settings to the business user requesting this service.

• Assign by Business User – Allows business user to configure the settings in the Document Version History configuration area.

16. Item Version History (This section appears when you select List as the Type.) – Specify whether a version is created each time you edit an item in this list.

• Require content approval for submitted items? – Specify whether new items or changes to existing items should remain in a draft state until they have been approved.

• Create a version each time you edit an item in this list? – Specify whether new items or changes to existing items should remain in a draft state until they have been approved.

o No versioning – Do not create a version when an item in this list is edited.

o Create major versions – Create a major version each time an item in this list is edited.

o Create major and minor (draft) versions – Create major and minor versions each time an item in this list is edited.

• Optionally limit the number of versions to retain – Allows you to limit the number of versions that you wish to retain. To limit the number of major versions, select the checkbox before Keep the following number of major versions and enter a positive integer in the provided text box. You can also keep drafts for major versions by selecting the checkbox before Keep drafts for the following number of major versions and enter a positive integer in the provided text box.

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Choose whether to assign the configured settings to the list created by this service or allow the business user to configure these settings when submitting a service request for this service in the Item Version History configuration area. Choose from the following:

• Assign by IT Admin – The settings configured here will be associated with all lists created by this service. Select Show as Read-Only to Business User to allow the business user to see the configured settings in the service request or Hide from Business User to not display the configured settings to the business user requesting this service.

• Assign by Business User – Allows business user to configure the settings in the Item Version History configuration area.


18. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click the Add Metadata hyperlink to display the Add Metadata window. In the Add Metadata window:




19. Approval Process – Select a Create Library/List approval process from the drop-down menu or click Create New to create a new Create Library/List approval process. This will bring you to the Create Library/List Approval Process interface without saving any of the configurations you have made for this service. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.






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Configuring Site Collection Lifecycle Management Services Site Collection Lifecycle Management services provide business users with control over the lifecycle of their site collections created/managed by Governance Automation. You can configure the settings to notify site collection owners of lease expiration and lack of use of their site collections.

In the Create Site Collection Lifecycle Management interface or Edit Site Collection Lifecycle Management interface, configure the following settings:

1. Service Name and Description– Enter a Name for the service and an optional Description for future reference.



4. Department – Departments help organize services as well as provide essential Governance Automation reporting information for sorting and understanding your organization’s SharePoint usage. Select a department you wish this service to belong to from the drop-down menu or click Add New to create a new one.


• Assign by IT Admin – The users in the Department selected in the preceding drop-down menu will be the intended requesters of this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.


5. Service Permissions – Choose Allow all users to use this service to allow this service be requested by any user, or specify the users or groups that have permissions to access this service by choosing Select users/groups to use this service. Then enter a username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.



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• Select Only allow site collection contact/administrator or site contact to submit requests for this service to only allow the site collection contact, site collection administrator, or site contact to submit requests for this service.


7. Administrator Contact –Specify a user to be the Administrator Contact. This user should be an administrator of Governance Automation and is responsible for service management. Governance Automation will assign a task to the Administrator Contact when an error occurs after the approval process starts. Enter a username in the Administrator Contact text box. Click



9. Scope – Select the desired Web applications. Select a farm or My Registered Sites from the drop-down menu and expand the tree. Select the desired Web applications by selecting the corresponding checkboxes.



10. Lifecycle Management Actions – Select the type of lifecycle management service to create:

• Extend Site Collection – Allows business users to request an extension to the lease of their site collection. Note that an extension to a site collection’s lease will grant the site collection the amount of time indicated in the lease from the day the request is approved and is not in addition to the remaining time of the previous lease.

• Delete Site Collection – Allows business users to request their site collection be deleted.

• Archive Site Collection – Allows business users to request their site collection to be extracted from SharePoint and stored in more economical storage devices.

• Change Site Collection Policy - Allows business users to request a different Governance Automation policy be associated with the site collection they own, or request that a different Governance Automation policy associated with a My Site by specifying the My Site owner.

• Unlock Site Collection – Allows business users to request to unlock a locked site collection.

*Note: Lifecycle management services are available to the users indicated in their service Permissions configuration, however, service request for any of these lifecycle management actions can only be submitted by each site collection’s owner.

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12. Approval Process – Select Allow all approvers to edit this service request to allow all of the approvers to edit the service request for this service when viewing the service request. You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an E-mail template.









• Notify the approvers about upcoming scheduled request in advance by – Choose whether to send an e-mail to notify the approvers in advance when it reaches a

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specified time. If Notify the approvers about upcoming scheduled request in advance by is selected, enter a positive integer in the text box and select Day(s) or Week(s) from the drop-down list. Then, select an E-mail Template for the notification sent to the approvers.




• Click Save and Activate to save all of the configurations and activate this service allowing users to submit service requests for this service.


Configuring Site Lifecycle Management Services Site Lifecycle Management services provide business users with control over the lifecycle of their sites created/managed by Governance Automation.

In the Create Site Lifecycle Management interface or Edit Site Lifecycle Management interface, configure the following settings:





Choose whether to assign a Department to this service or allow the business user to choose the Department when submitting a service request for this service. Choose from the following:



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• Select Only allow site collection contact/administrator or site contact to submit requests for this service to only allow the site collection contact, site collection administrator, or site contact, to submit requests for this service.





9. Scope – Configure the scope for this service. Select a farm or My Registered Sites from the drop-down menu first, then you can choose to input URLs manually or select the scope from the tree.

• Manually input URL – Click Add Your Own URL to add the URL, then enter the URL in the text box. Repeat the step to add multiple URLs.

• Select scope from tree – Click the farm or My Registered Sites to expand the tree and select your desired nodes by selecting the corresponding checkboxes.



10. Lifecycle Management Actions – Choose the type of lifecycle management service to create:

• Delete Site – Allows business users to request to delete their sites.

• Archive Site – Allows business users to request for their sites to be extracted from SharePoint and stored in more economical storage devices.

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*Note: If you choose Archive Site, you must select an Archiver profile from the drop-down menu. Archiver profiles are configured in DocAve.





12. Approval Process – Select an approval process from the drop-down menu or create a new one by clicking the Create New link to redirect to the Approval Process Settings interface without saving any changes on the current page. This approval process will be triggered when a service request to manage site lifecycle is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.








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Configuring Clone or Transfer User Permission Services Configure Clone or Transfer User Permission services to request having one person’s permissions be the same as another user. Role changes happen frequently in most organizations. This puts permission control in the hands of business users based on predefined settings set by IT administrators.

In the Clone User Permissions Service interface or Edit Clone User Permission Service interface, configure the following settings:





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• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.







to check that the name is valid or click to search for users. To also have an e-mail notification be sent to the Administrator Contact when this service encounters an error, configure the Administrator Notification in Settings. For more information on how to configure the Administrator Notification, see Administrator Notification.


9. Scope – Specify the Web applications from which you wish to clone the user permissions. Select a farm or My Registered Sites and expand the tree to select the desired Web applications by selecting the corresponding checkboxes.

10. Restrict Source User Selection – Specify the users which can be selected as the source user to clone permissions from. Choose from the following:

• Allow any user – Check this option to allow the business user to select any user of the selected scope as the source user.

• Allow peers and direct or indirect reports – Check this option to allow the business user to select the users managed by the requester and the users of the same title as the requester to be the source user.

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• Allow direct or indirect reports – Check this option to allow the business user to select the users managed by the requester to be the source user.

*Note: A User Profile Service must be configured in Governance Automation, or an External Role Source Service must be configured by users. Otherwise this setting will not take effect.

11. Restrict Target User Selection – Specify the users which can be selected as the target user to clone permissions to. Choose from the following:

• Allow any user – Check this option to allow the business user to select any user of the selected scope as the source user.



*Note: A User Profile Service must be configured in Governance Automation, or an External Role Source Service must be configured by users. Otherwise this setting will not take effect.


13. Permission Option – Select a method from the drop-down menu to determine how you will assign the source user’s/group’s permission to the target user/group.

• Append – Add the permission of the source user/group to the destination user/group.

• Replace – Replace the permission of the target user with the source user’s permission.

Choose whether to assign the Permission Option by this service or allow the business user to choose the Permission Option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Permission Option configured here will be applied on the Clone User Permission service request. Select Show as Read-Only to Business User to allow the business users to see the Permission Option in the service request or Hide from Business User to not display the Permission Option associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Permission Option.

14. User Alert Option – Choose whether or not to send the user alerts settings set by the source user to the target users.

Select the Send source user alerts to target user checkbox for selecting this feature by default when submitting a service request.

Choose whether to assign the User Alert Option directly by this service or allow the business user to choose the User Alert Option when submitting a service request for this service. Choose from the following:

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• Assign by IT Admin – The User Alert Option configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request. Select Show as Read-Only to Business User to allow the business users to see the User Alert Option in the service request or Hide from Business User to not display the User Alert Option associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the User Alert Option.

15. Change Metadata – Choose whether or not to change the source user metadata to the target user. If you select this option, then click Add Source User Metadata to add the source user metadata you want to change. Enter the metadata you want to allow to be changed for this service.

Choose whether to assign the Change Metadata option directly by this service or allow the business user to configure it when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Change Metadata configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request. Select Show as Read-Only to Business User to allow the business users to see the Change Metadata option in the service request or Hide from Business User to not display the Change Metadata option associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the option.

16. Additional Option – Choose how to deal with the permissions of the source user that resides in a SharePoint group. Choose from the following:

• Add target user to the same group in destination – Add the target user into the SharePoint group where the source user resides.

• Clone source user’s permission to the target user directly – Copy the permissions of the group where the source user resides to the target user.

Choose whether to assign the Additional Option directly by this service or allow the business user to choose the Additional Option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Additional Option configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request. Select Show as Read-Only to Business User to allow the business users to see the Additional Option in the service request or Hide from Business User to not display the Additional Option associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Additional Option.

17. Options for Transfer – Specify the options to manage the source user/group when transferring permissions. The selected options will be the default selections when submitting a service request. Choose from the following:

• Remove source user’s explicit permission – Remove the source user’s or group’s permission after cloning the permission successfully.

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• Remove source user from SharePoint groups – Delete the source user from SharePoint Groups that he resides after cloning the permission successfully.

• Delete source user from site collection – Delete the source user or group from the site collection after cloning the permission successfully.

Choose whether to assign the Options for Transfer directly by this service or allow the business user to choose the Options for Transfer when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Options for Transfer configured here will be associated with all of the site collections selected in the scope of the Clone User Permission service request. Select Show as Read-Only to Business User to allow the business users to see the Options for Transfer in the service request or Hide from Business User to not display the Options for Transfer associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Options for Transfer.






20. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Create Clone or Transfer User Permission Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to clone user permissions is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.




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Configuring Change Site Collection Contact or Administrator Services Configure Change Site Collection Contact or Administrator services to define the Change Site Collection Contact or Administrator service request for business users. You can change the Site Collection Contact or Administrator when the site collection expires to transfer the responsibilities to another user.

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In the Create Change Site Collection Contact or Administrator Service interface or Edit Change Site Collection Contact or Administrator Service interface, configure the following settings:


2. Language – Choose the language for this service. When starting a request, you can filter the services according to their language.











to check that the name is valid or click to search for users. To also have an e-mail notification be sent to the Administrator Contact when this service encounters an error,

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configure the Administrator Notification section of Settings. For more information on how to configure the Administrator Notification, see Administrator Notification.


9. Scope – Specify the Web application where you wish to change the Site Collection Contact or Administrator.

• For On-Premises SharePoint, select a Farm and expand the farm tree to select the desired Web applications by selecting the corresponding checkboxes.

• For SharePoint Online, click My Registered Sites to expand it and select your desired SharePoint Sites groups by selecting the corresponding checkboxes.



10. Change Contact/Administrator Settings – Choose to allow business users to change primary and secondary site collection contact, or primary and secondary site collection administrator. Optionally, you can define whether to allow business users to change primary My Site contact and primary My Site administrator.



• Click View Details on the ribbon to see the detailed information of a selected metadata.


12. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Change Site Collection Contact or Administrator Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to change the site collection contact is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.



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14. Execution Schedule – Select the Enable service request execution schedule checkbox to define when Governance Automation executes the service request. Then, choose a previously configured execution schedule from the drop-down menu or click Create New to create a new one.









Configuring Change Site Contact Services You can change the Site Contact when the corresponding site collection expires to transfer the responsibilities to another user.

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In the Create Change Site Contact Service interface or Edit Change Site Contact Service interface, configure the following settings:













to check that the name is valid or click to search for users. To also have an e-mail notification be sent to the Administrator Contact when this service encounters an error,

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configure the Administrator Notification section of Settings. For more information on how to configure the Administrator Notification, see Administrator Notification.


9. Scope – Specify the scope by manually inputting URLs or selecting from the tree.

• Manually input URL – Click Add Your Own URL and then input the URL in the text box. Repeat to add more URLs.

• Select from tree – Expand the farm tree or My Registered Sites to select the desired nodes by selecting the corresponding checkboxes.







11. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Change Site Contact Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to change site contact is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.





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*Note: If the selected scope is in On-Premises SharePoint, make sure that the executable file and PowerShell script file exist in the DocAve Agent Directory …\Agent\bin\GovernanceAutomation and the assembly file exists in the Governance Automation Directory. If the selected scope is in SharePoint Online standard instance or SharePoint Online dedicated instance, make sure that the executable file, the PowerShell script file, and the assembly file exist in the Governance Automation Directory.










Configuring Content Move Services Configure Content Move services to define the Content Move service request template for business users. You can configure the settings to copy or move SharePoint contents, so the content and topology of your SharePoint environment can be restructured easily and accurately.

In the Create Content Move interface or Edit Content Move interface, configure the following settings:


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9. Scope – Select the source scope and the destination scope and they can be identified as a source or destination in a Content Move request.

• For On-Premises SharePoint, select a loaded farm and expand the farm tree. Then, select the desired Web applications by selecting the corresponding checkboxes.




10. Method – Select Copy or Move for this service or allow the business user to decide when submitting the request:

• Assign by Business User – Allows business user to choose the method when submitting a service request for this service.

• Assign by IT Admin – The selected method will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default method in the service request or Hide from Business User to not display the method associated with this service to the business users requesting this service.

If you select Move, you may also configure the following settings:

• Source Documents/Items Deleted Method – Select Manually to delete the source content yourself once the move job is complete in DocAve (select the move job in Job Monitor, then click Delete on the ribbon and select Delete Content from the drop-down list), or select Automatically to have DocAve delete the source content once the move job is complete.

Choose whether to assign the method to this service and site collections created by this service or allow the business user to choose the method when submitting a service request for this service. Choose from the following:

o Assign by Business User – Allows business user to choose the method when submitting a service request for this service.

o Assign by IT Admin – The selected method will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default method in the service request or Hide from Business User to not display the method associated with this service to the business users requesting this service.

• Delete Checked Out Documents From Source – By default, No is selected. Select Yes if you want to have the checked out documents on the source node deleted when the source content is deleted.

Choose whether to assign this option to this service and site collections created by this service or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

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o Assign by Business User – Allows business user to choose the option when submitting a service request for this service.

o Assign by IT Admin – The selected option will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service.

11. Action – Select Attach to transfer the source node as a child node underneath the destination node, or select Merge to add the content, securities, and configurations of the source node to the destination node.

Choose whether to assign the action to this service and site collections created by this service or allow the business user to choose the action when submitting a service request for this service. Choose from the following:

o Assign by Business User – Allows business user to choose the action when submitting a service request for this service.

o Assign by IT Admin – The selected action will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default action in the service request or Hide from Business User to not display the action associated with this service to the business users requesting this service.


13. Filter Policy – Select a filter policy you previously created in DocAve from the drop-down menu. Filter policies allow you to select specific objects or data within each SharePoint level from the Web application down to the item level.




14. Configuration – Choose whether to migrate configuration to the destination.

• Select Copy configuration to copy the properties, descriptions, titles, settings, and features from the source node to the destination node.

o If you want to keep the look and feel of the source site, including the quick launch, top link bar, tree view, site themes, and master page, select the Keep look and feel checkbox.

*Note: This function will only take effect if the source node is a site, the destination node is a top-level site or a site collection, and if you chose Merge as the action.

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• Leave Copy configuration deselected if you don’t want to migrate configuration to the destination. Then, choose from the following options:

o Select Copy the item-dependent columns and content types to maintain item integrity. Then, select a conflict resolution method for these items’ columns and content types from the drop-down menu:

Do not copy/move the columns and content types, or the corresponding items – Ignore the conflicting columns, content types, and the corresponding items, and do nothing on the source and destination node.

Overwrite the columns and content types – Overwrite the destination columns and content types with the source node.

Append the columns and content types to destination – Keep the destination columns and content types when there is a conflict. In addition, copy the source columns and content types to the destination node with a numerical suffix added (for example, ColumnName_1, ColumnName_2, etc.).

o Select Do not copy the item-dependent columns or content types. Report the items if the corresponding column or content type is not found in destination. The corresponding items are not copied to the destination. The job report will show items if the corresponding column or content type is not found in the destination node.

*Note: If a source node is associated with a Managed Metadata column and there is no Managed Metadata column in the destination node, Governance Automation do not copy or move the source Managed Metadata column to the destination.




15. Security – Select the Copy security checkbox to copy the user and/or group permissions from the source node to the destination node, including SharePoint permission level and permission inheritance of SharePoint objects. Select the Exclude user/group without permission checkbox to not copy users and/or groups that have no permissions to the destination.



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16. Content – Select the Copy content checkbox to copy content from the source node to the destination node, including files and items. Select the Include list attachment checkbox to also copy attached content in lists from the source node to the destination node.




17. Workflow – Select the Include workflow definition checkbox to copy the definition of existing workflows for the selected content from the source node to the destination node, and/or select the Include workflow instance to copy the state, history and tasks of existing workflows for the selected content from the source node to the destination node.

If you select Include workflow instance, Include completed instances is mandatory and the source completed instances will be copied to the destination. You can also select the Include running instances checkbox to copy the source running instances to the destination.




18. Managed Metadata Service Setting – Select the Copy Managed Metadata Service checkbox to copy the related Managed Metadata Services from the source node to the destination node, and then select one of the following options:

• Term – Copy terms that are used in the source, their parent terms, the term sets where the used terms reside, and the names of the groups where the used terms reside to the destination.

• Term set – Copy the whole term sets where the used terms reside in the source (regardless of whether or not the terms in the term sets are used by the source node or not) to the destination.

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• Managed Metadata Service – Copy the whole Managed Metadata Services that are related to the source node to the destination.

*Note: Copying the Managed Metadata Service will automatically activate the service in the destination, if the service in the destination is not already activated.

Choose whether to apply the option to this service or allow the business user to choose the option when submitting a service request for this service. Choose from the following:




20. Preserve the Null Column Values – Select Yes to preserve the null values of item columns even if the columns on the destination have default values configured, or select No to replace null values with default values in the destination node.




21. Data Compression – Select the Compression checkbox if you want to compress the data when it is copied. If you choose to compress the data, use the slider to select the compression rate. Fastest compression rate results in a larger data set. Best compression rate results in a smaller, better quality data set, but the compression takes more time to perform.




22. Data Encryption – Select the Encryption checkbox if you want to encrypt the data. Then select the default security profile or a security profile which is previously configured in DocAve from

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the drop-down menu to protect your backup data using the security keys generated by the specified encryption method.




23. Mappings – Select previously configured profiles for column mapping, content type mapping, user mapping, domain mapping, and language mapping. Mapping profiles are created in DocAve and are optional.

• Column mapping – Allows you to map source columns to destination columns. The destination column name will be replaced by the configured source column name, and you can add value mapping. According to column type, the source column and the destination column can be the same or different.

• Content type mapping – Allows you to map source content types to the specified content types in destination, or change the content type name to another one, according to the condition that you set up.

• User mapping – Allows you to replace an existing source node username with an existing destination node username or a default username in the destination, or add a place holder account to keep user metadata even if the user no longer exists.

• Domain mapping – Allows you to map a source domain to a destination domain. The destination domain name will be replaced by the configured source domain name, and the user in the source domain will be mapped to the destination user which has the same login name.

• Language mapping – Allows you to choose if you want to display destination node in a different language than source node after the plan has been executed.




24. Back Up Environment Before Running Plan – Allows you to keep a copy of the source or destination node before copying/moving content.

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• Back up the source environment (for Move only) – Create a copy of the source node prior to performing the move.

• Back up the destination environment – Create a copy of the destination node prior to performing the copy (allows you to undo the copy).

*Note: If you choose Back up the source environment and/or Back up the destination environment, you must select a storage policy from the drop-down menu.

Choose whether to back up the source/destination environment to this service and site collections created by this service or allow the business user to choose the option when submitting a service request for this service. Choose from the following:

o Assign by Business User – Allows business user to choose the option when submitting a service request for this service.

o Assign by IT Admin – The selected option will be applied for this service. Select Show as Read-Only to Business User to allow the business users to see the default option in the service request or Hide from Business User to not display the option associated with this service to the business users requesting this service.

25. Conflict Resolution – If the item name in the source node is the same as that of an existing item in the destination node, a conflict occurs. This setting allows you to handle conflicts at both the container and content level. Container level conflict resolution contains Skip, Merge, and Replace. Skip will keep the destination container as is and you can choose to set content level conflict resolution by clicking the checkbox next to Check lower objects. Merge will add the source container to the destination, but you must set content level conflict resolution. Replace will substitute the container in the destination with the one in source and you cannot set content level conflict resolution. Content level conflict resolution includes Skip, Overwrite, Overwrite by Last Modified Time, and Append.







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28. Approval Process – Select an approval process from the drop-down menu or create a new one by clicking the Create New link to redirect to the Approval Process Settings interface without saving any changes on the current page. This approval process will be triggered when a service request for content move is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.










• Notify the approvers about upcoming scheduled request in advance by – Choose whether to send an e-mail to notify the approvers in advance when it reaches a specified time. If Notify the approvers about upcoming scheduled request in advance by is selected, enter a positive integer in the text box and select Day(s) or Week(s) from

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the drop-down list. Then, select an E-mail Template for the notification sent to the approvers.






Configuring Change Site Collection Settings Services Configure Change Site Collection Settings services to define the Change Site Collection Settings service request template for business users. You can change the title, description, and metadata of site collections.

In the Change Site Collection Settings interface or Edit Change Site Collection Settings interface, configure the following settings:








5. Service Permissions – Choose Allow all users to use this service to allow this service be requested by any user, or specify the users or groups that have permissions to access this

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service by choosing Select users/groups to use this service and enter the username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.



• Select Only allow site collection contacts or site collection administrators to submit requests for this service to only allow the site collection contacts or site collection administrators to submit requests for this service.





9. Scope – Specify the Web applications where you wish to change the Site Collection Settings

• For On-Premises SharePoint, click a farm to expand the farm tree. Then, select the desired Web applications by selecting the corresponding checkboxes.




10. Changed Site Collection Settings – Choose whether to allow business users to change the title, description, and metadata of site collections by selecting the corresponding checkboxes. If you select the Metadata checkbox, click Add Metadata to add metadata to the site collection that can be edited by business users in the pop-up window. Select the Enable adding or deleting metadata checkbox to allow business users to add or delete metadata when submitting request for this service.


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12. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Change Site Collection Settings Approval Process interface without saving any configurations on the current page. When business users submit a service request to change site collection settings, this approval process is triggered when a service request to change site collection settings is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.









• Allow business users to override IT Admin’s execution schedule (This section only appears when Enable service request execution schedule is selected) – If Enable service request execution schedule is selected in the Execution Schedule section, you can

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choose whether to allow business users to override the execution schedule specified by IT Admin and define their own scheduled request execution time.







Configuring Change Site Metadata Services Configure Change Site Metadata services to define the Change Site Metadata service request template for business users. You can change the site metadata when you want to update the site information.

In the Change Site Metadata interface or Edit Change Site Metadata interface, configure the following settings:







• Assign by IT Admin – The users in the Department selected in the preceding drop-down menu will be the intended requesters of this service. Select Show as Read-Only to

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Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.




• Select Only allow site collection contact/administrator or site contact to submit requests for this service to only allow the site collection contact or site contact to submit requests for this service.







• Select scope from tree – Select a farm or My Registered Sites from the drop-down menu and expand the tree to select the desired nodes by selecting the corresponding checkboxes.




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11. Change Metadata – Click Add Metadata to add metadata to the site that can be edited by business users in the pop-up window. Select the Enable adding or deleting metadata checkbox to allow business users to add or delete metadata when submitting request for this service.





13. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Change Site Metadata Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to change site metadata is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.








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Configuring Change Library/List Settings Services Configure Change Library/List Settings services to define the Change Library/List Settings service request templates for business users. You can choose the library/list settings that are available for business users to choose from when requesting this service. Library/list settings include name, description, navigation, and versioning settings.

In the Change Library/List Settings Service interface or Edit Change Library/List Settings Service interface, configure the following settings:





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• Assign by IT Admin – The Department selected in the preceding drop-down menu will be associated with this service. Select Show as Read-Only to Business User to allow the business users to see the default department in the service request or Hide from Business User to not display the department associated with this service to the business users requesting this service.











• Select scope from tree – Select a farm or My Registered Sites from the drop-down menu and then expand the tree to select the desired nodes by selecting the corresponding checkboxes.



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10. Change Library/List Settings – Select the library/list settings that you allow business users to change by selecting the corresponding checkboxes, including Name, Description, Navigation, and Versioning settings.





12. Approval Process– Select a Change Library/List Settings approval process from the drop-down menu or click Create New to create a new Change Library/List Settings approval process. This will bring you to the Create Change Library/List Settings Approval Process interface without saving any of the configurations you have made for this service. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.








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Configuring Grant Permissions Services Configure Grant Permissions services to define the Grant Permissions service request template for the business users. You can specify users in a specified site or a library who you wish to grant permissions to.

In the Grant Permissions Service interface or Edit Grant Permissions Service interface, configure the following settings:



3. Service Category – Categories are used to organize your Governance Automation services. Select an existing category from the drop-down menu or create a new category for this service by clicking Create New then configuring a new category in the Create Category interface.

4. Department – Departments help organize services as well as provide essential Governance Automation reporting information for sorting and understanding your organization’s SharePoint usage. Select a department you wish this service to belong to from the drop-down menu or click Create New to create a new one.


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5. Service Permissions – Choose Allow all users to use this service to allow this service be requested by any user, or specify the users or groups to have permission to submit requests for this service by choosing Select users/groups to use this service. Then enter a username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.







9. Scope – Select the Web applications you wish to enable.



10. Select Users – Specify the users which you want to grant permissions to. Choose from the following:

• Allow domain group permissions assignment only – Check this option to only allow the business user to select the domain group as the source.

• Allow permissions assignment to user/group – Check this option to allow the business user to select the users or groups as the source.

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o Allow any user/group – Select this option to allow the business user to select any user of the selected scope as the source user.

o Allow peers and direct or indirect reports – Select this option to allow the business user to select the users managed by the requester and the users of the same title as the requester to be the source user.

o Allow direct or indirect reports – Select this option to allow the business user to select the users managed by the requester to be the source user.

o Set requester as the default user – Select this to add the requester as the default user when starting a Grant Permissions request.

11. Permission Duration – Choose the permission duration for the selected users/groups.

• Permanent permissions – The permissions will be granted to the selected users/groups permanently.

• Temporary permissions – The permissions will be granted to the selected users/groups temporarily.

Choose whether to assign the Permission Duration option to this service or allow the business user to choose the Permission Duration option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Permission Duration option configured here will be applied on the Grant Permission service request.

• Assign by Business User – Allows the business user to configure the Permission Duration option.

If Temporary permissions is selected, you can further configure the Temporary permissions settings:

• Specify the default duration – Enter a positive integer in the text box and select Day(s), Month(s), or Year(s) from the drop-down list.

• The permission cannot be granted longer than – Select this checkbox, then enter a positive integer in the text box and select Day(s), Month(s), or Year(s) from the drop-down list.

• Notify the person who was granted the permissions about permission expiration – Select this checkbox and define the specified time that the person will be notified in advance. Enter a positive integer and select Day(s) or Month(s) from the drop-down list. Then, select an E-mail Template for the notification to be sent.

12. Grant Permissions – Specify the permissions to the selected users/groups.

• Add users to a SharePoint group (This option is only available when you select Permanent permissions in Permission Duration) – Specify the group permission to a user by adding the user into this group.

• Grant users permission directly – Assign the explicit permission to a user.

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Choose whether to assign the Grant Permissions option by this service or allow the business user to choose the Grant Permissions option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Grant Permissions option configured here will be applied on the Grant Permission service request.

• Assign by Business User – Allows the business user to configure the Grant Permissions option.

Optionally, select the Permissions above the requester's own permissions cannot be granted to others checkbox to not allow the requester to grant permissions that are higher than the requester’s own permissions, to others.

13. Send E-mail – Choose whether or not to send an e-mail to the new users for notifying his new permission. Check the Send welcome e-mail to the new users checkbox, enter the subject and the body of the e-mail to be a template.

Choose whether to assign the Send E-mail option by this service or allow the business user to choose the Send E-mail option when submitting a service request for this service. Choose from the following:

• Assign by IT Admin – The Send E-mail option configured here will be applied on the Grant Permission service request. Select Show as Read-Only to Business User to allow the business users to see the Send E-mail option in the service request or Hide from Business User to not display the Send E-mail option associated with this service to the business users requesting this service.

• Assign by Business User – Allows the business user to configure the Send E-mail option.






16. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Create Grant Permissions Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to grant permissions for a specific user is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.

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Configuring Remove Permissions Services Configure Remove Permissions services to define the Remove Permissions service request template for the business users. You can specify the users in a certain site collection whose permission you wish to remove.

In the Remove Permissions Services interface or Edit Remove Permissions Services interface, configure the following settings:








5. Service Permissions – Choose Allow all users to user this service to allow this service be requested by any user, or specify the users or groups to have permission to submit requests for this service by choosing Select users/groups to use this service. Then enter a username of the users/groups in the text box. Click to check that the names are valid. You may also click to search for users. Separate multiple users with semicolons.



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9. Scope – Select the scope you wish to enable:






11. Select Users – Specify the users from which you want to delete the permissions. Choose from the following:

• Allow any user/group – Check this option to allow the business user to select any user of the selected scope as the source user.



*Note: A User Profile Service must be configured in Governance Automation, or an External Role Source Service must be configured by users


• Select the desired metadata by the checking corresponding checkboxes. The metadata displayed here is configured in the Metadata interface. You can also click Create on the ribbon to go to the Create Metadata interface. For information on configuring Metadata, see Configuring Metadata.

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13. Approval Process – Select an approval process from the drop-down menu, or create a new one by clicking the Create New link to redirect to the Create Remove Permissions Approval Process interface without saving any configurations on the current page. This approval process will be triggered when a service request to remove the permission of a specific user is submitted. After selecting the approval process, the approval stage sections appear. These vary depending on the selected approval process. Define the users or roles that will be the approvers in the Assign To text box.










• Notify the approvers about upcoming scheduled request in advance by – Choose whether to send an e-mail to notify the approvers in advance when it reaches a

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specified time. If Notify the approvers about upcoming scheduled request in advance by is selected, enter a positive integer in the text box and select Day(s) or Week(s) from the drop-down list. Then, select an E-mail Template for the notification sent to the approvers.






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Monitoring and Reporting Monitoring and Reporting allows administrators to manage all requests and tasks created by and assigned to any user, review Governance Automation processes, and gauge the current state of sites and site collections created by Governance Automation.

To access Monitoring and Reporting, click Monitoring and Reporting in the Administrator landing page.

Monitoring Monitoring allows you to manage the settings and detailed information for all requests and tasks.

All Requests All Requests centralize all of the submitted service requests created by any users, providing you with one interface to process all of the requests.

To access All Requests, in the Monitoring and Reporting page, click All Requests. Click Back to close the All Requests interface.

You may change the number of requests displayed per page, as well the order they are displayed in. To change the number of requests displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the requests, click in a column heading such as Service Request, Requester, Category, Service Type, Service, Last Modified Time, and Assign To then select Ascending or Descending.

You can customize how the requests are displayed in a number of different ways:

• Search – Allows you to filter service requests displayed by the keyword you designate. The Service Request column, the Service column and the Assign To column support to search for the desired service requests, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. Click , then check the checkbox next to the column name to have that column shown in the list.

• – This allows you to filter which item in the list is displayed. Click the of the column you want to filter, then check the checkbox next to the item name to have that item shown in the list.

You can perform the following actions in All Requests:

• View Details ‒ Click a request name to see its configuration.

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• Cancel Request ‒ Select a request which you wish to cancel and click Cancel Request on the ribbon.

• Delete ‒ Select a request which you wish to delete and click Delete on the ribbon.

All Tasks All Tasks centralize all of the tasks assigned to any users, providing you with one interface to process all current tasks or review previous tasks.

To access All Tasks, click All Tasks in the Monitoring and Reporting page. To exit out of All Tasks, click Back.

You can change the number of tasks displayed per page, as well the order they are displayed in. To change the number of tasks displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the tasks, click in a column heading such as Title, Category, Service, Requester, Assigned to, and Last Modified Time then select Ascending or Descending then select Ascending or Descending.

You can customize how the tasks are displayed in a number of different ways:

• Search – Allows you to filter tasks displayed by the keyword you designate. The Requester column and the Assign To column support to search for the desired tasks, and only the content in the column displayed in the current view can be searched.


• – This allows you to filter which item in the list is displayed. Click the of the column you want to filter, then check the checkbox next to the item name to have that item shown in the list.

Create, Archive, Delete, Extend Site Collection, and Create Site Tasks You can perform the following actions on tasks from Create Site Collection, Create Site, Archive Entire Site Collection, Delete Entire Site Collection, and Extend Site Collection services:

• View Task – Click a task title to see detailed information. In the View Details page, you have the following options:

o Approve – Click Approve on the ribbon to finish this task.

o Reject – Click Reject on the ribbon to reject this task.

o Edit Request (This button is only visible to the approvers when Allow all approvers to edit this service request is selected in the corresponding service) – Click Edit Request on the ribbon to edit all of the settings of this request in the Edit Request interface.

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o View Request History (This button is only visible to the approvers when Allow all approvers to edit this service request is selected in the corresponding service) – Click View Request History to view the versions of this request in the View Request History interface.

• Approve – Select a desired task, and click Approve on the ribbon to approve the task. Enter any comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks interface without executing the task.

• Reject – Select a desired task, and click Reject on the ribbon to reject the task. Enter comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks interface without executing the task.

Site Collection Lifecycle Management Tasks You can perform the following actions on tasks from Site Collection Lifecycle Management services:

• View Task – Click a task title to see detailed information in the View Details page.

• Continue Access – Select a task, and click Continue Access on the ribbon to execute the Extend Site Collection task. In the pop-up window, click OK to execute the task or Cancel to return to the All Tasks interface.

• Extend – Select a task and click Extend on the ribbon to extend the lease for the site collection in this task. In the pop-up window, configure the following options:

o Terms Agreement – Choose whether to agree to the terms and conditions by selecting the Yes or No radio button. If you choose No, a message will pop up to remind that you must agree to the terms and conditions to submit this request.

o Extend Site Collection Lease Period – Specify the amount of time to extend beyond the site collection lease period by entering a positive integer in the text box and selecting Day(s), Week(s), Month(s), or Year(s) from the drop-down menu. Then click OK to confirm the action or Cancel to return to the All Tasks interface.

• Archive – Select a task, and click Archive on the ribbon to execute the Archive Entire Site Collection task. In the pop-up window, click OK to execute the task, or click Cancel to return to the All Tasks interface.

• Delete – Select a task, and click Delete on the ribbon to execute the Delete Entire Site Collection task. In the pop-up window, click OK to execute the task, or click Cancel to return to the All Tasks interface.

• Change Policy – Select a task and click Change Policy on the ribbon to change the policy for the site collection in this task. In the pop-up window, click OK to confirm the action or Cancel to return to the All Tasks interface.

Site Lifecycle Management Tasks You can perform the following actions on the tasks from Site Lifecycle Management services:


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• Approve – Select a task, and click Approve on the ribbon to approve the task. Enter some comments for this task for further reference in the pop-up window. Click OK to finish this task or Cancel to return to the All Tasks interface.

• Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments for this task for further reference in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks interface.

User Permission and Manual Archive Tasks You can perform the following actions on the tasks from Clone or Transfer User Permissions, Grant Permissions, Remove Permissions, and Manual Archive services:






o Click Review the Report on the ribbon to review detailed report of this task, then select View on screen or Download report.

View on screen – Open the report directly to view details on screen.

Download report – Download the report and then modify the data that you wish to change. In the pop-up window, click Browse to select the modified file to upload.


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Change Actions, Content Move, and Create Tasks You can perform the following actions on the tasks from Change Site Collection Contact or Administrator, Change Site Collection Settings, Change Site Contact, Change Site Metadata, Content Move, Create My Site, Create Library/List, Change Library/List Settings services.








Permission Recertification Tasks When permission recertification is enabled in a site collection policy and the site collection policy is applied to a Governance Automation managed site collection, a permission recertification task will be generated. This task contains the searched permissions of users and groups for this site collection. Approvers can then modify the permissions in Governance Automation and the permission changes will be updated to SharePoint.

You can perform the following actions on the permission recertification task:


o Filter Records – Select User Based or Object Based from the drop-down list in the top left-hand corner. By default, All Items is selected.

o Edit User Permissions – Select a user and click Edit User Permissions on the ribbon. In the Edit Permissions interface, modify the permission levels in the Permissions section.

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Then, click Save on the ribbon to save your changes and go back to the View Details page. The edited record is highlighted.

o Remove User Permissions – Select a user and click to select Remove User Permissions. A pop-up window appears which asks you to confirm your operation. Click OK to remove the user’s permissions.

o Edit Group Permissions – Select a group and click Edit Group Permissions on the ribbon. In the Edit Permissions interface, modify the permission levels in the Permissions section. Then, click Save to save your changes and go back to the View Details page. The edited record is highlighted.

o Remove Group Permissions – Select a group and click to select Remove Group Permissions. A pop-up window appears which asks you to confirm your operation. Click OK to remove the group’s permissions and go back to the View Details page. The edited record is highlighted.

o Delete User – Expand a group and select one or more group users. Click Delete User on the ribbon. A pop-up window appears which asks you to confirm your deletion. Click OK to delete the selected users.

o Remove User From Group – Expand a group and select one or more group users. Click to select Remove User From Group. A pop-up window appears which asks you to

confirm your operation. Click OK to remove the selected users from the group.

o Change Group – Expand a group and select one or more group users. Click to select Change Group.

In the Change Group interface, select the group that you wish to change to and select the method for changing group, Copy or Move. Copy will copy the users to the new group. Move will remove the users from the previous group and then add the users to the new group. Click Save to save your changes and go back to the View Details page. The edited record is highlighted.

o Submit – Click Submit on the ribbon to submit the task and apply all of your configurations to SharePoint.

o Reject – Click Reject on the ribbon to reject the task and cancel all of your configurations.

• Submit – Select a task and click Submit on the ribbon to approve the task. Enter comments for this task for further reference in the pop-up window. Click OK to finish this task or click Cancel to return to the All Tasks interface.

• Reject – Select a task, and click Reject on the ribbon to reject the task. Enter comments for this task for further reference in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks interface.

Error Tasks You can perform the following actions on the error tasks assigned to administrators:

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• View Task – Click a task title to see detailed information. In the View Details page, click Retry on the ribbon to re-run the failed section or click Skip to continue the workflow past the failed section.

• Retry – For a task which contains failed section, click before a task title to select it, and then click Retry on the ribbon to re-run the failed section.

• Skip – For a task which contains failed section, click before a task title to select it, and then click Skip on the ribbon to continue the workflow past the failed section.

Audit Reports Audit Reports provide detailed information on all Administrator, service request and approval process activities:

• User Activity Report ‒ Provides detailed information on all actions performed by Governance Automation users, including administrators and business users. User Activity Report allows you to inspect the behaviors done by users when errors occur for furnishing useful information, or check the legality of user behaviors.

• Service Request Report ‒ Provides detailed information for all of the submitted service requests. Service Request Report gives you overall usage information of service requests, which you can gather for IT chargeback and budgeting.

• Approval Process Report ‒ Provides all of the processing tracks of the approval processes for the service request once they are approved. Approval Process Report allows you to view the detailed information of service requests for reviewing the performances, which can help you optimize your service request flow and make the processes more efficient.

User Activity Report To access User Activity Report, in the Monitoring and Reporting page, click User Activity Report. Click Back to close the User Activity Report interface.

Managing User Activity Reports To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Object, Object Type, and Action then select Ascending or Descending.

You can customize how the reports are displayed in a number of different ways:

• Search – Allows you to filter reports displayed by the keyword you designate. The User and Object Instance Name column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.


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• – This allows you to filter which item in the list is displayed. Click the in the column heading you want to filter, then check the checkbox next to the item name to have that item shown in the list.

Filtering User Activity Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for Object, Type, Action,

Time Range and User.

2. To set new filter rules, click Reset and the previous filter rules are cleared to the default ones.

3. Click Generate Report to retrieve data for your report, or click Export to Datasheet to export the report to storage.

a. In the pop-up window, choose to export the report to a local path or an export location to store the report.

b. If you choose Export to an export location, select an export location from the drop-down menu, or click Add New Location to redirect to the Report Export Location interface to create a new one.

c. Select either CSV or XLS as the report format from the drop-down menu in the Report Format section.

d. Click Export to Datasheet to generate the report, or close the pop-up window to return to the previous interface.

Exporting User Activity Reports To export the currently displayed reports, click Export Report on the ribbon and then select a Report Export Location and Report Format.

Service Request Report To access Service Request Report, in the Monitoring and Reporting page, click Service Request Report. Click Back to close the Service Request Report interface.

Managing Service Request Reports To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Service Type, Category, Department, Status, and Assign To then select Ascending or Descending.


• Search – Allows you to filter reports displayed by the keyword you designate. The Service Name, Service Request Name, Requester and Assign To column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.


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Filtering Service Request Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for Service Type,

Service Name, Requester, Assign To, Time Range and Department.







Exporting Service Request Reports To export the currently displayed reports, click Export Report on the ribbon and then select a Report Export Location and Report Format.

Approval Process Report To access Approval Process Report, in the Monitoring and Reporting page, click Approval Process Report. Click Back to close the Approval Process Report interface.

Managing Approval Process Reports You can change the number of reports displayed per page, as well the order they are displayed in. To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Service Type, Status, and Department then select Ascending or Descending.


• Search – Allows you to filter reports displayed by the keyword you designate. The Service Request Name and User column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.

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Filtering Approval Process Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for Service Type,

Service Request Name, Status, Time Range, Department, and User.







Exporting Approval Process Reports To export the currently displayed reports, click Export Report on the ribbon and then select a Report Export Location and Report Format.

Administration Reports Administration Reports provide basic information on all Site Collections and Sites created by Governance Automation:

• Site Collection Report ‒ Provides a list of site collections created by Governance Automation and the corresponding information, including site collection URL, department, title, policy, site collection template, primary site collection administrator, secondary site collection administrator, primary site collection contact, secondary site collection contact, and so on. You can customize how the report displays the data by considerable criteria.

• Site Report ‒ Provide a list of sites created by Governance Automation and the corresponding information, including site URL, department, title, site template, primary site contact, and secondary site contact. You can customize how the report displays the data by considerable criteria.

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Site Collection Report To access Site Collection Report, in the Monitoring and Reporting page, click Site Collection Report. Click Back to close the Site Collection Report interface.

Managing Site Collection Reports To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Department, Policy, Site Collection Template, GA_Published, Quota Size (GB), Site Collection Size (GB), Tiered Storage Used for Storage Manager (GB), Status, and Site Maximum Depth then select Ascending or Descending.


• Search – Allows you to filter reports displayed by the keyword you designate. The URL, Title, Description, Primary Site Collection Administrator, Secondary Site Collection Administrator, Primary Site Contact, Secondary Site Collection Contact, and metadata column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. By default, URL, Department, Title, Policy, Site Collection Template, Primary Site Collection Administrator, Primary Site Collection Contact, Secondary Site Collection Contact, GA_Published, Content Database Name, Quota Template, Quota Size (GB), Site Collection Size (GB), Tiered Storage Used for Storage Manager (GB), Inactivity Threshold Date, Lease Period Expiration Date, Status, Site Maximum Depth, and Deployment Manager Plan are displayed. Click , then check the checkbox next to the column name to have that column shown in the list.


Filtering Site Collection Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Site Template,

Site Collection Size, Status, Department, Policy, and Primary Site Collection Contact. Filter by Expiration Date is also supported. Set Inactivity Threshold Date and Lease Period Expiration Date to add more filter rules.




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Exporting Site Collection Reports To export the currently displayed reports, click Export Report on the ribbon and then select your desired Report Export Location and Report Format.

Site Report To access Site Report, in the Monitoring and Reporting page, click Site Report. Click Back to close the Site Report interface.

Managing Site Reports To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Department, Site Template, Primary Site Contact, and Secondary Site Contact, then select Ascending or Descending.


• Search – Allows you to filter reports displayed by the keyword you designate. The URL and Title column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.



Exporting Site Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Site Template,

Department, and Primary Site Contact.


3. Then click Generate Report to retrieve data for your report, or click Export to Datasheet to export the report to storage.

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Exporting Site Reports To export the currently displayed reports, click Export Report on the ribbon

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Requests and Tasks Governance Automation administrators can create services which contain a set of configured settings for SharePoint operations that comply with your organization’s rules and standards. These services are tailored to the needs of different departments and purposes within your organization. You will be able to submit requests for these services according to your SharePoint needs. Once you submit a service request, the approval process associated with each corresponding service will automatically notify the designated persons in your organization of your request. After all approvers of a service have approved the request, Governance Automation will perform the necessary operations to complete the service you have requested.

If you are a designated approver for any service, a task will appear in your My Tasks list whenever a request for the service is submitted and any/all previous approvers have approved the request.

Requests

Starting a Request Services that you can request and questionnaires (if configured and activated) are displayed in your catalog. You can submit a request by selecting a service and entering the relevant information. If you select a questionnaire, you must answer the questionnaire first.

*Note: Service requests that require users to input URLs are always displayed in your service catalogs. Depending on the settings associated to the URL you input, the request may or may not be able to be completed.

To access the Start a Request interface, click Start a Request in the Administrator landing page. To search service requests or questionnaires, enter the service name keyword or questionnaire name keyword in the provided text box in the upper right-hand corner. You can also filter service requests or questionnaires according to the language by clicking the language filter icon on the ribbon. Then, select the checkboxes next to the language names to have the services or questionnaires of these languages shown.

In the Start a Request interface, select a service by clicking the service name. If you select a questionnaire, answer the questions in the questionnaire and click Submit to submit your questionnaire. The available services will be displayed according to your answers. Enter the necessary information as indicated in the service request. When completing the configurations, click Save to save the configured settings for later, click Save and Submit to submit this request to the approvers, or click Cancel to return to the Start a Request interface without saving any configurations.

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Submitting a Create Site Collection Service Request via Nintex Workflow Governance Automation can integrate with Nintex Workflow and supports submitting a Create Site Collection service request by starting the Nintex Workflow. To integrate with Nintex Workflow, two files (GAPlusApi.nwf and GAPlusApiListTemplate.stp) are required. Contact AvePoint Technical Support to get these files. Then, complete the instructions below:

Uploading the GAPlusApiListTemplate.stp List Template 1. In the site where you wish to apply Nintex Workflow, click Site Actions on the ribbon and select

Site Settings.

2. In the Galleries section, click List template.

3. Click Documents on the ribbon and click Upload Document.

4. Click Browse… and select the GAPlusApiListTemplate.stp file.

5. Click OK to upload this list template.

6. In the List Template Gallery window, enter your desired Name, Title, or Description for this list template.

7. Click Save to save your configurations.

8. In this site, create a new list using the list template you have uploaded.

Publishing the GAPlusApi.nwf Workflow 1. In the list that is created using the GAPlusApiListTemplate.stp list template, click List on the

ribbon.

2. Click Workflow Settings on the ribbon, and select Create a Workflow in Nintex Workflow.

3. Select a workflow template and click Create.

4. Click Import on the ribbon. The Import Workflow window appears.

5. Click Browse… and select the GAPlusApi.nwf file.

6. Click Import on the ribbon.

7. Click Publish on the ribbon to save and publish this workflow.

8. In the Set Title & Description window, enter your desired Title, Description, or Change comments in the corresponding text boxes.

9. Click Save on the ribbon to save your configurations and close the window, or click Close on the ribbon to exit the workflow designer and go back to the list.

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Submitting a Create Site Collection Service Request 1. In the list, click Add new item. Specify the values for the following columns:

• Title – The title of the item.

• Request SiteTitle – The title of the site collection that you are about to create using the Create Site Collection service request.

• Request Title – The title of the Create Site Collection service request that you are about to create.

• Request SiteUrl – The URL of the site collection that you are about to create using the Create Site Collection service request.

• Config Host – The IP address of the server where Governance Automation is installed.

• Config Port – The port number to access Governance Automation.

• Config User Name – The account to log into Governance Automation.

• Config Password – The password of the account to log into Governance Automation.

2. Click Save on the ribbon to save this item.

3. Select this item and click Workflows on the ribbon.

4. Click the workflow that you have saved and published.

5. Click Start to start the workflow. The Create Site Collection service request will be submitted.

My Requests In My Requests, all of the Governance Automation requests created by you previously are displayed. They include Submitted Requests, and Saved Requests.

To manage the requests, click View My Requests in the Administrator landing page. When accessing My Requests from the landing page and it is not in your current view, click the ARROW icon to switch the view to find your target.

Select the Submitted Requests or Saved Requests tab in the My Requests page to access the corresponding request type.

Submitted Requests In Submitted Requests, all of the requests submitted by you are displayed here. You may change the number of submitted requests displayed per page, as well the order they are displayed in. To change the number of submitted requests displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the submitted requests, click in a column heading such as Service Request, Category, Service, Last Modified Time, and Assign to then select Ascending or Descending.

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You can customize how the submitted requests are displayed in a number of different ways:

• Search – Allows you to filter service requests displayed by the keyword you designate. The Service Request column, the Service column and the Assign To column support to search for the desired service requests, and only the content in the column displayed in the current view can be searched.


• – This allows you to filter which item in the list is displayed. Click the of the column you want to filter, and then check the checkbox next to the item name to have that item shown in the list.

You can perform the following actions in Submitted Requests:

• View Details – Click a request title to see detailed information. Close the interface to return to the All Request interface.

• Copy – Duplicate the existing service request to make minor changes in order to submit as a new service request. Select a submitted request by checking in front of the service request name. Click Copy on the ribbon, and make the desired modifications.

When you have finished making changes, choose one of the following options:

o Click Save to save as a new service request.

o Click Save and Submit to submit this request to the approvers.

o Click Cancel to return to the Start a Request interface without saving any configurations.

• Cancel Request – Select a submitted request which you wish to cancel and click Cancel Request on the ribbon.

Saved Requests In Saved Requests, all of the requests saved by you without submitting are displayed here. You may change the number of saved requests displayed per page, as well the order they are displayed in. To change the number of saved requests displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the saved requests, click in a column heading such as Service Request, Category, Service, and Last Modified Time then select Ascending or Descending.

You can customize how the saved requests are displayed in a number of different ways:

• Search – Allows you to filter service requests displayed by the keyword you designate. The Service Request column, and the Service column support to search for the desired service requests, and only the content in the column displayed in the current view can be searched.


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You can perform the following actions in saved requests:

• View Details – Click a request title to see detailed information.

• Edit – Select a saved request by clicking before a service request name, and click Edit on the ribbon to edit the settings of this request. When completing the configurations, click Save to save all of the settings, or click Save and Submit to submit this request to the approvers, or click Cancel to return to the Start a Request interface without saving any configurations.

• Delete – Select a saved request by clicking before a service request name, and click Delete on the ribbon. A confirmation window will pop up for this deletion. Click OK to delete the selected request, or click Cancel to return to the My Request interface without deleting the selected request.

• Copy – Duplicate the existing service request to make minor changes in order to save as a new service request. Select a submitted request by clicking before a service request name. Click Copy on the ribbon, and make the desired modifications.

When you have finished making changes,

o Click Save to save all of the settings.

o Click Save and Submit to submit this request to the approvers.

o Click Cancel to return to the Start a Request interface without saving any configurations.

Tasks When a service request is submitted and you are one of the approvers of this request, a task will be assigned to you.

To view and manage your tasks, click View My Tasks in the Administrator landing page.

My Tasks In My Tasks, all of the tasks assigned to you are displayed here. You may change the number of tasks displayed per page, as well the order they are displayed in. To change the number of tasks displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the tasks, click in a column heading such as Title, Requester, Service, Category, Service Type, and Last Modified Time then select Ascending or Descending.

You can customize how the tasks are displayed in a number of different ways:

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• Search – Allows you to filter tasks displayed by the keyword you designate. The Title column and Requester column support to search for the desired tasks, and only the content in the column displayed in the current view can be searched.



Create, Archive, Delete, Extend Site Collection, and Create Site Tasks You can perform the following actions on tasks from Create Site Collection, Create Site, Archive Entire Site Collection, Delete Entire Site Collection, and Extend Site Collection services:






• Approve – Select a task, and click Approve on the ribbon to approve the task. Enter any comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to return to the My Tasks interface without executing the task.

• Reject – Select a task, and click Reject on the ribbon to reject the task. Enter comments you may have in the pop-up window. Click OK to finish this task, or click Cancel to return to the My Tasks interface without executing the task.

Site Collection Lifecycle Management Tasks You can perform the following actions on tasks from Site Collection Lifecycle Management services:

• View Task – Click a task title to see detailed information in the View Details page.

• Continue Access – Select a task, and click Continue Access on the ribbon if the corresponding site collection is still in use and you would like to continue allowing users access to that site collection. In the pop-up window, click OK to confirm this action, or click Cancel to return to the My Tasks interface without executing the task.

• Extend – Select a task, and click Extend on the ribbon to extend the lease for the site collection in this task. In the pop-up window, configure the following options:

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o Terms Agreement – Choose whether to agree to the terms and conditions by selecting the Yes or No radio button. If you choose No, a message will pop up to remind that you must agree to the terms and conditions to submit this request.

o Extend Site Collection Lease Period – Specify the amount of time to extend beyond the site collection lease period by entering a positive integer in the text box and selecting Day(s), Week(s), Month(s), or Year(s) from the drop-down menu. Then click OK to confirm this action, or click Cancel to return to the My Tasks interface without executing the task.

• Archive – Select a task, and click Archive on the ribbon to archive the site collection. In the pop-up window, click OK to confirm this action, or click Cancel to return to the My Tasks interface without executing the task.

• Delete – Select a task, and click Delete on the ribbon to delete the site collection. In the pop-up window, click OK to confirm this action, or click Cancel to return to the My Tasks interface without executing the task.

• Change Policy – Select a task, and click Change Policy on the ribbon to change the policy associated with the site collection. In the pop-up window, click OK to confirm this action, or click Cancel to return to the My Tasks interface without executing the task.

Site Lifecycle Management Tasks You can perform the following actions on the tasks from Site Lifecycle Management services:








User Permission and Manual Archive Tasks You can perform the following actions on the tasks from Clone or Transfer User Permissions, Grant Permissions, Remove Permissions, and Manual Archive services:

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• View Task – Click a task name to see the detailed information of this task. In the View Details page, you have the following options:





o Click Review the Report on the ribbon to review detailed report of this task, then select View on screen or Download report.

View on screen – Open the report directly to view details on screen.

Download report – Download the report and then modify the data that you wish to change. In the pop-up window, click Browse to select the modified file to upload.



Change Actions, Content Move, and Create Tasks You can perform the following actions on the tasks from Change Site Collection Contact or Administrator, Change Site Collection Settings, Change Site Contact, Change Site Metadata, Content Move, Create My Site, Create Library/List, Change Library/List Settings services.



o Reject –Click Reject on the ribbon to reject this task.



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• Approve – Select a task, and click Approve on the ribbon to approve the task. Enter some comments for this task for further reference in the pop-up window. Click OK to finish this task or Cancel to return to the My Tasks interface without executing the task.

• Reject – Select a task, and click Reject on the ribbon to reject the task. Enter some comments for this task for further reference in the pop-up window. Click OK to finish this task, or click Cancel to return to the My Tasks interface without executing the task.

Permission Recertification Tasks When permission recertification is enabled in a site collection policy and the site collection policy is applied to a Governance Automation managed site collection, a permission recertification task will be generated. This task contains the searched permissions of users and groups for this site collection. Approvers can then modify the permissions in Governance Automation and the permission changes will be updated to SharePoint.

You can perform the following actions on the permission recertification task:


o Filter Records – Select User Based or Object Based from the drop-down list in the top left-hand corner. By default, All Items is selected.

o Edit User Permissions – Select a user and click Edit User Permissions on the ribbon. In the Edit Permissions interface, modify the permission levels in the Permissions section. Then, click Save on the ribbon to save your changes and go back to the View Details page. The edited record is highlighted.

o Remove User Permissions – Select a user and click to select Remove User Permissions. A pop-up window appears which asks you to confirm your operation. Click OK to remove the user’s permissions.

o Edit Group Permissions – Select a group and click Edit Group Permissions on the ribbon. In the Edit Permissions interface, modify the permission levels in the Permissions section. Then, click Save to save your changes and go back to the View Details page. The edited record is highlighted.

o Remove Group Permissions – Select a group and click to select Remove Group Permissions. A pop-up window appears which asks you to confirm your operation. Click OK to remove the group’s permissions and go back to the View Details page. The edited record is highlighted.

o Delete User – Expand a group and select one or more group users. Click Delete User on the ribbon. A pop-up window appears which asks you to confirm your deletion. Click OK to delete the selected users.

o Remove User From Group – Expand a group and select one or more group users. Click to select Remove User From Group. A pop-up window appears which asks you to

confirm your operation. Click OK to remove the selected users from the group.

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o Change Group – Expand a group and select one or more group users. Click to select Change Group.

In the Change Group interface, select the group that you wish to change to and select the method for changing group, Copy or Move. Copy will copy the users to the new group. Move will remove the users from the previous group and then add the users to the new group. Click Save to save your changes and go back to the View Details page. The edited record is highlighted.

o Submit – Click Submit on the ribbon to submit the changes and apply all of your configurations to SharePoint.

o Reject – Click Reject on the ribbon to reject the task and cancel all of your configurations.

• Submit – Select a task and click Submit on the ribbon to submit changes of the task. Enter comments for this task for further reference in the pop-up window. Click OK to finish this task or click Cancel to return to the All Tasks interface.

• Reject – Select a task, and click Reject on the ribbon to reject the task. Enter comments for this task for further reference in the pop-up window. Click OK to finish this task, or click Cancel to return to the All Tasks interface.

Error Tasks You can perform the following actions on the error tasks assigned to you:

• View Task – Click a task title to see detailed information. In the View Details page, click Complete on the ribbon to finish this task, or click Close on the ribbon to exit this page.

• Retry – For a task which contains failed section, click before a task title to select it, and then click Retry on the ribbon to re-run the failed section.

• Skip – For a task which contains failed section, click before a task title to select it, and then click Skip on the ribbon to continue the workflow past the failed step.

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Public Site Collection Directory The Public Site Collection Directory allows business users to monitor business ownership and usage. Note that site collections with the GA_Published metadata are considered as published site collections. For more information about the GA_Published metadata, see The Metadata Interface.

To access the Public Site Collection Directory, click Public Site Collection Directory in the Administrator landing page.

Managing Public Site Collection Directory Reports To change the number of the directory reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the directory reports, click in a column heading such as Department, Policy, Site Collection Template, Site Collection Size (GB), Status, and Site Maximum Depth, then select Ascending or Descending.

You can customize how the directory reports are displayed in a number of different ways:

• Search – Allows you to filter the directory reports displayed by the keyword you designate. The URL, Title, Description, Primary Site Collection Administrator, Secondary Site Collection Administrator, Primary Site Collection Contact, Secondary Site Collection Contact, and metadata column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. By default, URL, Department, Title, Policy, Site Collection Template, Primary Site Collection Administrator, Primary Site Collection Contact, Secondary Site Collection Contact, GA_Published, Content Database Name, Quota Template, Quota Size (GB), Site Collection Size (GB), Inactivity Threshold Date, Lease Period Expiration Date, Status, Site Maximum Depth, and Deployment Manager Plan are displayed. Click , then check the checkbox next to the column name to have that column shown in the list.


Filtering Public Site Collection Directory Reports 1. Click Set Filter on the ribbon to customize the directory report. You can set filters for URL, Site

Template, Site Collection Size, Status, Department, Policy, and Primary Site Collection Contact. Filter by Expiration Date is also supported. Set Inactivity Threshold Date and Lease Period Expiration Date to add more filter rules.


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Exporting Public Site Collection Directory Reports To export the currently displayed directory reports, click Export Report on the ribbon and then select your desired Report Export Location and Report Format.

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My Sites My Sites displays a list of site collections and sites in which the login user is the primary contact or secondary contact.

To access My Sites, click My Sites in the Administrator landing page.

Managing My Sites Reports To change the number of reports displayed per page, select the desired number from the Show rows drop-down menu in the upper right-hand corner. To sort the reports, click in a column heading such as Title, Department, Type, and Policy, then select Ascending or Descending.


• Search – Allow you to filter reports displayed by the keyword you designate. The Title and URL column support to search for the desired reports, and only the content in the column displayed in the current view can be searched.

• – You can manage which columns are displayed in the list so that only information you want to see is displayed. By default, URL, Type, Department, Title, Policy, Primary Contact, Secondary Contact, Primary Site Collection Administrator, and Secondary Site Collection Administrator are displayed. Click , then select the checkbox next to the column name to have that column shown in the list.

Filtering My Sites Reports 1. Click Set Filter on the ribbon to customize the report. You can set filters for URL, Department,

Policy, and Primary Contact.


3. Click Generate Report to retrieve data for your report, or click Export to Datasheet to export the report to store the report.


b. If you choose Export to an export location, select and export location from the drop-down menu, or click Add New Location to redirect to the Report Export Location interface to create a new one.



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Exporting My Sites Reports To export the currently displayed reports, click Export Report on the ribbon, then select your desired Report Export Location and Report Format.

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Governance Automation Web API Governance Automation Web API supports retrieval of Service Catalogs and submitting service requests.

*Note: Governance Automation Web API supports all types of service requests.

API Interface Details Get…/API/Services/ Summary Return a list of Service model

collection Returned Value

IEnumerable<ServiceModel> services

Get…/API/Services/{Id} Summary Return a specified service model with specified id. The service model contains service property and service request columns. The service request columns are all required for submitting a specified service request. Service will list each request columns to be selected.

Parameters GUID Id Returned Value

ServiceDefinition service

Post…/API/ServiceRequests Summary Create a service request depending on the posted request model. The model contains service request columns which are all required for submitting a specified service request.

Parameters RequestModel request Returned Value

GUID Id

Get…/API/ServiceRequests Summary Return a list of all service requests which are created currently, including saved requests and submitted requests.

Returned Value

IEnumerable<RequestsModel> requests

Get…/API/ServiceRequests/{Id} Summary Return a specified service request.

Parameters GUID Id Returned Value

RequestsModel request

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API Interface Details Put…/API/ServiceRequests/ Summary Update a service request. Put

a service request model to server, and then update the service request model.

Parameters RequestModel request Post…/API/ServiceRequests/Submit Summary Submit a service request by Id.

Parameters Bool Post…/API/ServiceRequests/Cacel?Id=“”&Comment=“”

Summary Cancel a service request by Id. Parameters GUID Id Returned Value

True/False

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Changing Branding Elements Governance Automation provides a flexible and simple way for you to modify user interface elements so that you can align its look and feel with your corporate branding. Note that to change colors, you will modify CSS color codes in CSS files.

Figure 8 shows the default user interface of the homepage in Governance Automation with the mouse hovering over the Public Site Collection Directory tile.

Figure 8: The default user interface of the Home page in Governance Automation.

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Figure 9 shows the re-branded Governance Automation user interface for the fictional customer Contoso.

Figure 9: Re-branded Governance Automation user interface for Contoso.

The branding elements can be changed through modifying CSS files and configuration files.

• Changing the Title Style

• Changing the Logo

• Changing the Theme Color

• Changing the Table Style

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Changing the Title Style The default title:

Figure 10: The default title of Governance Automation.

The changed title:

Figure 11: The changed title of Governance Automation.

Refer to the instructions below to change the title of your Governance Automation.

1. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Resources.

2. Find the core.en-us.resx file and open it with Notepad.

Figure 12: The core.en-us.resx file.

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3. Find the attribute data name="Landing_ProductName" and modify the value DocAve Governance Automation to your desired product name. In the example below, we used Contoso SharePoint Portal.

Figure 13: Modifying the title.

4. Save and close the core.en-us.resx file.

5. You can also change the font of the title. To modify the title font, follow the steps below.

a. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style.

b. Find the GALayoutStyle.css file and open it with Notepad.

Figure 14: The GALayoutStyle.css file.

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c. Find the attribute ga-title and modify the value of font-size.

Figure 15: Modify the title font.

d. Save and close the GALayoutStyle.css file.

*Note: If the title does not change after saving the files and refreshing the browser page, go to the Internet Information Services (IIS) Manager. Navigate to Application Pools, select Governance Automation and right-click to select Recycle…. The Governance Automation application pool restarts. Then, refresh the browser page to view the changed title.

Changing the Logo and Logo URL The default logo:

Figure 16: The default logo of AvePoint.

Figure 17: The changed logo of Contoso.

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Refer to the following instructions to change the logo of your Governance Automation.

1. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Images.

2. Find the gacommon.png file.

Figure 18: The gacommon.png file.

3. Open the gacommon.png file using picture-editing software. AvePoint recommends you use Adobe Photoshop.

4. Edit the picture to change the AvePoint logo to your own logo. Make sure the height of your logo is 20 pixels and the width of your logo is 20 pixels. To see the location of the white AvePoint logo, AvePoint recommends changing the background color of the image to a darker color. Here, the background color is changed to yellow and the logo is circled.

*Note: After changing the logo to your desired image, change the background color of the gacommon.png file back to transparent.

Figure 19: Editing the gacommon.png file.

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Figure 20: Changing AvePoint logo to Contoso logo.

5. Save the gacommon.png file.

6. To change the logo URL, complete the steps below:

a. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Views\Shared.

b. Find the GALayoutPageTitle.cshtml file and open it with Notepad.

c. Find the following node and modify www.avepoint.com to your desired URL.

titleBar.avepoint.click(function () {

window.open('http://www.avepoint.com');

}).keydown(function () {

e = arguments[0];

if (e.keyCode == 13) {

window.open('http://www.avepoint.com');

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Figure 21: Modifying the URL.

d. Save and close the GALayoutPageTitle.cshtml file.

Changing the Theme Color The default title bar and the component tiles:

Figure 22: The default title bar and the component tiles.

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The changed title bar and the component tiles:

Figure 23: The changed title bar and the component tiles.

Refer to the following instructions to change the theme color of your Governance Automation:

1. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style.

2. Find the GALayoutStyle.css file and open it with Notepad.

Figure 24: The GALayoutStyle.css file.

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3. Find the attribute title-bar and modify the value of background-color to your desired one.

Figure 25: Modifying the GALayoutStyle.css file.

4. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style\GAUI.

5. Find the GATitleView.css file and open it with Notepad.

Figure 26: The GATitleView.css file.

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6. Find the attribute gatitleview-boxcaptionbig and modify the values of background and color to your desired ones.

• The value of background determines the color that is displayed when the mouse hovers over a big tile (for example, the Public Site Collection Directory tile in the Home Page).

• The value of color determines the color of the characters displayed on the tile description.

Figure 27: Modifying the attribute gatitleview-boxcaptionbig.

7. Find the attribute gatitleview-boxcaptionsmall and modify the values of background and color to your desired ones.

• The value of background determines the color that is displayed when the mouse hovers over a small tile (for example, the Create Site Collection tile in Service Management > Create New).

• The value of color determines the color of the characters displayed on the tile description.

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Figure 28: Modifying the attribute gatitleview-boxcaptionsmall.

8. Save and close the GATitleView.css file.

Changing the Table Style The default table:

Figure 29: The default table.

The changed table:

Figure 30: The changed table.

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Refer to the following instructions to change the table style of your Governance Automation.

1. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style\GAUI.

2. Find the GAUICommon.css file and open it with Notepad.

Figure 31: The GAUICommon.css file.

3. Find the attribute gagrid-data-head and modify the value of background-color to your desired one.

Figure 32: Modifying the GAUICommon.css file.

4. Save and close the GAUICommon.css file.

5. To change the background color of the manage columns ( ) button, complete the following steps:

a. On the server where Governance Automation is installed, navigate to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style\GAUI.

b. Find the GAUICommon.css file and open it with Notepad.

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Figure 33: The GAUICommon.css file.

c. Find the attribute gagrid-colmgr-container and modify the value of background-color to your desired one.

Figure 34: Modifying the GAUICommon.css file.

d. Save and close the GAUICommon.css file.

*Note: To change the table style of an individual page, go to …\AvePoint\GovernanceAutomation\Content\14\Themes\Base\Style\[Folder name with Page category]. In the CSS files within [Folder name with Page category], modify the value of background-color to your desired one.

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Appendix A: Configuring Filter Policy This section describes how to configure Filter Policies in DocAve Control Panel in order for Governance Automation to leverage DocAve Granular Backup and Restore, the Auditor feature in DocAve Report Center and the Dead Account Cleaner feature in DocAve Administrator.

Configuring Filter Policy to Use DocAve Granular Backup and Restore Log into DocAve and navigate to Control Panel > Filter Policy and click Create. Configure the Filter Policy as follows:

1. Name – Enter a name for this filter policy.

2. Description – Enter an optional description for future references.

3. Click Add a Filter Level Group to add a filter rule. The filter rule configuration field appears.

a. Select Site Collection from the first drop-down menu.

b. Click Add a Criterion and select Custom Property: Text from the second drop-down menu. An additional text box will appear after the second drop-down menu for you to input the custom property text.

c. In the new text box, enter Gov Auto Policy.

d. In the Condition column, select Equals from the next drop-down menu.

e. In the Value column, enter the exact name of the policy for which you have Granular Backup enabled in the DocAve Configurations section.

4. When you have finished adding all of the policies to the Criteria, click OK to save this Filter Policy.

Once the Filter Policy has been created, you must add it to a Granular Backup and Restore plan. For information on configuring Granular Backup and Restore, see the DocAve Granular Backup and Restore User Guide.

*Note: You can add more than one Governance Automation Policy to each Filter Policy if you know that you would like to use the same Granular Backup and Restore Plan for all site collections affected by those policies. Otherwise, create separate Filter Policies so that you can associate the different Governance Automation policies to the different Granular Backup and Restore plans.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Granular_Backup_and_Restore_User_Guide.pdf

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Granular_Backup_and_Restore_User_Guide.pdf

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Configuring Filter Policy to Use Audit Controller in DocAve Report Center Log into DocAve and navigate to Report Center > Settings > Audit Controller. When creating a new Audit Controller plan or modifying an existing one, under Apply Rule Settings, configure the Filter Policy as follows:

1. Click Add a Filter Category.

2. In the Rule column, make sure that Site Collection is selected. All criteria within this category will only apply at the site collection level.

3. Click Add a Criterion.

4. For the first criterion, configure the following:

a. In the Rule column, select Custom Property: Text

b. In the text box that appears next to the drop-down menu in the Rule column, enter Gov Auto Policy

c. In the Condition column, select Equals

d. In the Value column, enter the EXACT name of the Governance Automation policy for which you want to use this Audit Controller plan.

5. Be sure all changes are saved.

For information on configuring the rest of the Audit Controller plan in DocAve Report Center, see the DocAve Report Center User Guide.

*Note: You can add more than one Governance Automation policy to each Filter Policy if you know that you would like to use the same Audit Controller plan for all site collections affected by those policies. To do so, add a criterion for each policy. Otherwise, create separate Audit Controller plans.

Configuring Filter Policy to Use Dead Account Cleaner in DocAve Administrator Log into DocAve and navigate to Control Panel > Filter Policy and click Create. Configure the Filter Policy as follows:





http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Report_Center_User_Guide.pdf

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b. Click Add a Criterion and select Custom Property: Text from the second drop-down menu. An additional text box will appear after the second drop-down menu for you to input the custom property text.

c. In the new text box field, enter Gov Auto Policy.

d. In the Condition column, select Equals from the next drop-down menu.

e. In the Value column, enter the exact name of the policy for which you have Dead Account Cleaning enabled in the DocAve Configurations section.

4. When you have finished adding all of the policies to the Criteria, click OK to save this Filter Policy.

Once the Filter Policy has been created, you must add it to a Dead Account Cleaner plan. For information on configuring Dead Account Cleaner plans, see the DocAve Administrator User Guide.

*Note: You can add more than one Governance Automation policy to each Filter Policy if you know that you would like to use the same Dead Account Cleaner Plan for all site collections affected by those policies. Otherwise, create separate Filter Policies so that you can associate the different Governance Automation policies to the different Dead Account Cleaner Plans.

Configuring Filter Policy to Use DocAve Deployment Manager Log into DocAve and navigate to Control Panel > Filter Policy and click Create. Configure the Filter Policy as follows:





b. Click Add a Criterion and select Custom Property: Text from the second drop-down list. An additional text box will appear after the second drop-down list for you to enter the custom property text.

c. In the new text box field, enter Gov Auto Policy.

d. In the Condition column, select Equals from the drop-down list.

e. In the Value column, enter the exact name of the policy for which you have DocAve Deployment Manager enabled in the DocAve Configurations section.

9. When you have finished adding all of the policies to the filter policy, click OK to save this filter policy.

Once the filter policy has been created, you must add it to a deployment plan. For information on configuring a deployment plan, see Appendix C.

*Note: You can add more than one Governance Automation policy to each filter policy if you know that you would like to use the same deployment plan for all site collections affected by those policies.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Administrator_User_Guide.pdf

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Otherwise, create separate filter policies so that you can associate the different Governance Automation policies to the different deployment plans.

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Appendix B: Configuring DocAve Archiver Profiles In order for Governance Automation to utilize DocAve Archiver to archive site collections, Archiver Profiles must be created in DocAve.

*Note: Each farm needs its own Archiver Profile.

Log into DocAve and navigate to Archiver > Profile Manager, and click Create. Configure the Archiver Profile as follows:

1. Profile Name – Enter a Name and an optional Description for the new Archiver Profile.

2. Farm – Select the farm from the drop-down menu.

3. Category – Specify the category in the text box.

4. Click Next.

5. In the Rules page, click Create. A popup window will appear for you to configure the new Rule for this Archiver Profile. Configure the Rule as follows:

• Rule Name – Select Create a new rule. Then enter a Name and an optional Description for this new Rule.

• Object Level – Select Site Collection from the drop-down menu.

• Criteria – Configure the following Criteria:

o Select URL in the first drop-down menu.

o Select Matches in the second drop-down menu.

o Enter * in the text box.

• Storage Policy – Select the desired Storage Policy. For information on how to configure Storage Policies, see the DocAve Control Panel Reference Guide.

• Data Compression – Choose whether or not to compress the data when archiving. A low compression level takes less time to complete but results in larger data sets, while high compression level takes more time to complete but results in smaller data sets. Note that smaller data sets results in slower backup and recovery.

• Data Encryption – Choose whether or not to enable Data Encryption. Enabling this option results in slower backup and recovery.

When you have finished configuring the new Archiver Rule, click OK to save and return to Archiver Profile configuration.

6. Configure the desired settings for Processing Pool which allows you to a lot specific resources to run the Archiving job, Workflow and Notification.

7. Schedule – Be sure that No schedule is selected.

8. Click Next.


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9. Review your settings, then click Finish to save the new Archiver Profile.

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Appendix C: Configuring DocAve Deployment Manager Plans In order for Governance Automation to utilize DocAve Deployment Manager to deploy site collections, Deployment plans must be created in DocAve.

*Note: Each farm needs its own deployment plan.

Log into DocAve and navigate to Administration > Deployment Manager. Refer to the following instructions to configure a deployment plan.

Creating a Deployment Mapping To configure a deployment plan, a deployment mapping must be created first.

1. In the Source pane, click on a farm to expand its object tree. Continue clicking the relevant objects until you find the object you wish to deploy from. Select the source object.

2. In the Destination pane, click on a farm to expand its object tree. Continue clicking the relevant object until you find the object you wish to deploy to. Select the destination object.

3. Click Add to Queue on the ribbon. The Add to Queue window will pop up. Depending on the mapping you are creating, some of the following settings may be configured:

*Note: Deployments can only be mapped between a source and destination that are using the same version of SharePoint. If the experience version of the site in SharePoint 2013 is SharePoint 2010, it can only be deployed to the site that has the same experience version.

• Reorder the Solutions – If there are multiple solutions being deployed, you may configure the order that the solutions are deployed in by selecting the desired place in the Order column.

• Conflict Resolution – Choose Skip, Merge, or Replace from the Container level conflict resolution drop-down menu. Select the Check lower objects checkbox to configure content level conflict resolution. Choose Skip, Overwrite, or Overwrite by Last Modified Time from the Content level conflict resolution drop-down menu. For detailed information on how Deployment Manager resolves conflicts based on these configurations, see DocAve Deployment Manager User Guide.

• Mappings – If you have previously configured Domain Mapping, User Mapping, or Language Mapping in Control Panel, you may choose to apply them to this deployment mapping when adding this deployment to the Queue.

• Filter Policy – A filter policy allows you to designate specific object or data within each SharePoint level.

o Source – Select a previously created filter policy from the drop-down menu to filter the source object or data or click New Filter Policy to create a new one.

http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Deployment_Manager_User_Guide.pdf

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o Destination – Select a previously created filter policy from the drop-down menu to filter the destination object or data or click New Filter Policy to create a new one.

*Note: The filter policy in the Destination drop-down menu only filters at the site collection level and site level filter rules configured in filter policy. Lower level objects or data in the destination cannot be filtered even if the selected filter policy contains rules applicable to those objects.

• Source Content Settings – Select the source components that you want to deploy to the destination:

o Include security – Enable this option to deploy user and/or group permissions to the destination node.

o Include user profile – Enable this option to deploy user profile to the destination node. Make sure that the selected destination’s Web application is connected to the User Profile Service Application before you select this option.

o Include User Content – Enable this option to deploy the customized content to the destination node.

• Workflow – Enable the Include workflow definition option to also deploy the definition of existing source workflows to the destination node.

• Deploy to Relative Lists and Sites – Enable this option to synchronize the source content type to the destination. If you have deployed a content type from the source to the destination before, with this option selected, the content type changes will be synchronized to the destination after this deployment job. When this option is not selected, the content type changes will not be synchronized to the destination content type that has already been used by lists or sites.

• Preserve the Null Column Values – Choose whether or not to preserve the null value of item column(s) in the source. Some values of the newly created column(s) may be null for previous items, and this option allows you to choose whether to replace the null value with the default value in the destination. By default, we will preserve the null value for those items.

• Web Configuration Settings – This option appears when you perform an IIS Site Files level deployment. Choose whether or not to include Web Configuration in the deployment job. By default, the following parameters are included for searching the related configuration in web.config files:

configuration/SharePoint/PeoplePickerWildcards;

configuration/system.web/membership/providers;

configuration/connectionStrings;

configuration/connectionStrings;

You can customize the parameters according to the XPath format in the left pane of the interface.

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Choose whether or not to include the parent node’s properties if the parent node does not exist in the destination by checking the checkbox.

• Options – This option appears when you perform a Managed Metadata Service level deployment. Choose the deployment mode, Full Deployment or Incremental Deployment. A Full Deployment deploys all of the source content or settings to the destination, while an Incremental Deployment only deploys the modified settings since the last incremental or full deployment.

If selecting Incremental Deployment, the following options will be available:

o Modifications – Choose whether or not to deploy the modifications since the last job.

o Deletions – Choose whether or not to deploy the deletions since the last job. Click OK to add this deployment mapping to the Queue, or click Cancel to return to selecting Source and Destination nodes for the deployment mapping.

• Click OK to save your configurations.

Creating a Deployment Plan When you have finished adding the deployment mappings to the queue, click Save as a Plan on the ribbon or located at the bottom of the screen. You will be brought to the Save as a Plan interface. Configure the following settings to create a deployment plan:

1. Plan Name – Enter a Plan Name for this new plan. Then, enter an optional Description for future references.

2. Backup Environment Before Running Plan – Enable this option to back up the destination environment before running the plan. You must then select a storage policy. Enabling this option allows you to use the Rollback feature in Job Monitor.

3. Schedule Selection – Configure a schedule for this plan:

• No Schedule – The plan will be executed after the service request is approved.

• Start Time – Select the date and time you wish this plan to be executed. If applicable, you may change the time zone by clicking on the hyperlink to select a different time zone.

4. Notification – Choose the type of notification and designate which DocAve user will receive an e-mail notification report. Select a notification profile you previously created from the drop-down list. Click View beside the drop-down list to view details of the notification profile, or click New Notification Profile from the drop-down list to create a new one.

5. Associate Plan Group – Add the plan to one or more plan groups to manage multiple plans with common settings. Select a plan group you previously created from the drop-down list or click New Plan Group from the drop-down list to create a new one.

6. Click OK located at the bottom of the screen to save the plan.

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Appendix D: Configuring a Policy Enforcer Profile Before creating the Policy Enforcer profile, you must configure the source collection policy for the nodes selected on the SharePoint farm.

Configuring a Source Collection Policy To configure the source collection policy, complete the following steps:

1. In DocAve Manager, navigate to Administration > Administrator. On the Policy Enforcer tab, click Source Management on the ribbon to configure the auditing and scanning policy.

2. Click Create in the Manage group on the ribbon to create a new source collection policy.

3. In the New Source Collection Policy interface, configure the following settings:

a. Source Collection Policy – Enter the Name for the policy you are about to create. Enter an optional Description for future references.

b. Select Auditor Mode or Scan Mode to configure the corresponding details before applying them on the selected nodes of the SharePoint farm.

• Auditor Mode – Select the Auditor Mode checkbox and click Configure in the Manage group on the ribbon. In the pop-up window, all the enabled Auditor Mode event types are displayed in the Available Event Type column.

o Interval – Specify how often this source collection mode will run to collect the Audit events of the enabled event types in SharePoint to identify out of policy objects. The collected data is stored as DocAve Job Data. Frequency of collection can improve quality of remediation but can impact SharePoint performance.

o Event Type – By default, all of the event types are enabled to ensure all of the available audit events can be collected by DocAve to identify out of policy objects in SharePoint. To change the event types’ statuses in this source collection policy, select the event types whose status you want to change, click Disable to disable the selected event types or click Enable to enable the event types. The Audit events of the disabled event types will not be collected by DocAve to identify out of policy objects.

Click OK to save the configuration.

• Scan Mode – Select the Scan Mode checkbox and click Configure in the Manage group on the ribbon. In the pop-up window, all the scanning conditions are displayed in the Event Type column.

o Interval – Specify how often this source collection mode will run to scan the conditions of the enabled event types in SharePoint to identify out of policy objects, settings, permissions and/or features. The collected

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data is stored as DocAve Job Data. Frequency of collection can improve quality of remediation but can impact SharePoint performance.

*Note: If Day(s) is selected as the interval, you can specify a start time for the jobs of this source collection mode.

o Event Type – By default, all of the event types are enabled to ensure all of the available conditions can be collected by DocAve to identify out of policy objects in SharePoint. To change the event types‘ statuses in this source collection policy, select the event types whose statuses you want to change, click Disable to disable the selected event types or click Enable to enable the event types. The corresponding conditions of the disabled event types will not be collected by DocAve to identify out of policy objects.

Click OK to save the configuration.

c. Click Save to save the configuration of the source collection policy.

Creating a Policy Enforcer Profile To create the Policy Enforcer profile, complete the following steps:

1. In DocAve Manager, navigate to Administration > Administrator. On the Policy Enforcer tab, click Profile Manager on the ribbon to configure the Policy Enforcer profile.

2. Click Create in the Profile Management group on the ribbon to create a new Policy Enforcer profile.

a. Profile Name – Enter the Name for the profile you are about to create. Enter an optional Description for future reference.

b. Farm – Select a SharePoint farm from the drop-down list to apply the configured profile on this selected farm.

*Note: The selected farm is the one where the Governance Automation managed site collection resides.

c. Source Collection Policy –Select one previously configured source collection policy for the event types to be monitored by Policy Enforcer from the drop-down list, or select New Storage Policy to create a new one.

d. Retention Policy – Specify the retention period by entering a positive integer and selecting Day(s), Week(s), or Month(s) for keeping the job data associated with this profile.

3. Click Add Rule in the Rule Management group on the ribbon. All of the rules for the actions and conditions in SharePoint will be displayed in the pop-up window. Select the checkboxes of the rules that you want to apply on the selected nodes of the SharePoint farm and click OK to add the selected rules to this profile.

4. Click Save in the Profile Management group to save the configuration of this profile.

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