Netwoven O365 Governance Application – User Guide
Version 1.1
Contents
Introduction 3
Login 4
General User Interface & Navigation 5
My Dashboard (Home Page) 6
New Provisioning Request 7
Workflow Tasks 10
Introduction
Office 365 is wonderful tool that is positively transforming the way organizations and people work together. It has a variety of tools that enable us as information workers to be more productive. However, with the many different tools available in O365 and the many different initiative that we all work on these days, the environment can get cluttered and become cumbersome to work with. This makes it essential that we are thoughtful and precise in the management of our environment and its content.
Fortunately, your organization has decided to use the Netwoven O365 Governance Application to support a frictionless user experience while at the same time maintain control over the provisioning process. This document is the User Guide for the application and helps provide some information about how you can and should use the application to help make your collaboration experience a pleasure!
Login
This section outlines the basic steps to get to the O365 Governance Application.
1) In the Office 365 app launcher, there is a link named “Provisioning Requests”. Clicking it will take you to the O365 Governance Application
Note: If you have permissions to the Site Provisioning App but don’t see the tile in your app grid, click on the “View all my apps” link and add it to your grid from your full list of applications.
Alternatively, you can browse directly to the application at https://o365governance.azurewebsites.net
2) Click on “Log in” button on top right corner. If you are already logged into Office 365, this will redirect you to the dashboard page. If you are not already logged in, you will be redirected to your organization’s O365 login page so that you can authenticate and will then be redirected back to the dashboard after you successfully login.
General User Interface & Navigation
- Header - Displays Welcome Section with user details and Login/Log out buttons
- Left Navigation Menu – Display navigation hyperlinks to each SPA page
o My Dashboard: Displays Site Provisioning Requests submitted by you with current request status (Submitted, Pending, Running, Provisioned, Error etc.)
o Request a New Site: For submitting a new site request
o Workflow Tasks: Optionally available, if workflow is enabled. If workflow is enabled by administrator, Workflow Tasks is meant for approving site provisioning request.
- Page Content Area – Displays the relevant content for the page you are on.
- Footer – Displays copyright information.
My Dashboard (Home Page)
'My Dashboard' displays Site Provisioning Requests submitted by you with title, current status, owner name, created date and Action icons.
Action -
· - View details and edit if the request is in draft
· - Delete site request if the request is not approved/ provisioned
Current Status may display following options, depending on the stage of Site Provisioning Request
- Draft: Site Provisioning Request is saved by user, for later modification. Request in Draft mode can be modified and deleted.
- Submitted: Site Provisioning Request is submitted by user and cannot be modified after submission. Request can be viewed in submitted status by clicking on icon under Action column on Dashboard.
- Pending: In case, if organization has not implement workflows and auto approval is enabled, request is directly moved from Submitted to Pending Status. In case, workflow is implemented, after completion of approval process, Request status is changed from Submitted to Pending status. Request are only provisioned when status is Pending.
- Running: During the provisioning process, request status is changed to 'Running'.
- Provisioned: On successful completion of provisioned process, request status is changed to 'Provisioned'
- Error: In case of any technical error while provisioning process, request status is changed to 'Error'. Details of Technical error can be viewed by going to details of Site Request by pressing 'Details' icon under 'Action' column.
New Provisioning Request
Create a new provisioning request by selecting 'Request a New Site' from left hand menu.
Form consists of Steps / Tabs e.g. Welcome, Template Selection, Request Details, Confirm in below screen.
You can navigate between steps by selecting them.
Steps and Fields in corresponding step may differ based on configuration by your administrator.
Welcome
Template Selection
Request Details
- Required Details -
o Site Title: Title for provisioned site request
o Description: Provisioning Site Request Description
o Parent Site Url: Site under which current provisioned site will be provisioned. It constitutes of four parts
§ First Portion represents Tenant Url
§ Section Portion Dropdown represents Managed Path
§ Third Portion represents site collection Url. In case of site collection template, it is the destination Url of site collection which would be provisioned.
o Relative Site Url only applicable for Web template. In case of web template, it is the destination Url of sub site which would be provisioned.
o Primary Owner: Owner of Site Collection, only applicable to site collection template
o Secondary Owner: Additional owner of site collection, only applicable to site collection template.
o Inherit Permissions: Option to define, if provisioned web would inherit permissions from parent or not. Only applicable to Sub site template.
o Inherit Navigation: Optional to define, if provisioned web would inherit navigation from parent or not. Only applicable to Sub site template.
o 'Save As Draft' Button: Saves the request in draft mode. You can edit/delete the request in Draft mode.
o 'Next' Button: Navigation from one step to another.
- Other Optional Steps - There may or may not be other steps based on configuration of form by the administrator
- Confirm Step
o 'Submit' Button: Provisioned request is submitted for provisioned. Once submitted, request cannot be edited. However, you can view the details of request submitted. On submission of request, you are redirected to Dashboard. Recently submitted request is visible on the top of all requests.
Workflow Tasks
In case, workflow is configured by administrator and you are part of approvers group, workflow tasks are assigned to you for approval. Task list displays Id of Task, Title which contains Title of Site Provisioned Request, Assigned to and Action icons.
You can approve or request the workflow task by clicking on 'Approve' and 'Request' icon in the list. Also, to review the site request before approving, you can click on details icon (first icon) to see the details of request and then decide to approve/reject the task.