Automate Remediation of SharePoint Sites and Teams: Introducing Workspace Review

Maintaining governance, security, and compliance is one of the top priorities, if not the top priority, for Microsoft 365 admins. It's a struggle keeping collaboration workspaces secure, compliant, and efficient. This challenge is only compounded over time. Why? As collaboration workspaces like SharePoint sites and Teams are used day to day, they tend to veer from established policies. 

We’re well aware of this challenge and how difficult it can be to get a handle on. So in our quest to make managing M365 simpler and more efficient, we just launched Workspace Review. This new Orchestry feature automates the process of realigning collaboration spaces to their intended states.

Workspaces Gone Off Course 

Even with the most rigorous policies in place, collaboration workspaces have a natural way of getting misaligned. As users go about their business and interact with workspaces, they may unintentionally make changes that compromise security, privacy, and efficiency.  

It could be any number of actions, like changing a team’s privacy settings, adding unauthorized members, or creating anonymous sharing links. Over time, these actions slowly move workspaces from their ideal states and can lead to security breaches, increased storage costs, and compliance issues. As new SharePoint sites and Teams sprout up, growing into the hundreds or thousands, remediating the problem at scale becomes a Herculean task.

Automating Remediation 

This is where Workspace Review comes in. Our newest feature attacks misalignment—and restores compliance and governance—by providing an automated engine for remediation. 

With Workspace Review, admins can set up review policies that regularly and automatically check and correct deviations from standards. This keeps collaboration spaces aligned with organizational policies throughout their lifecycle, from creation to archival. The feature is also designed to scale with organizations of all sizes, whether it's a few dozen workspaces or thousands. Most importantly, though, Workspace Review lets admins handle these tasks without having to create PowerShell scripts or manually comb through hundreds or thousands of workspaces. 

Looking for more? Get the full details by downloading our Workspace Review feature sheet.

Taking the Work Out of M365 Workspace Management

So how does Workspace Review help? Let’s take a look: 

Put Compliance and Governance on Autopilot 

Workspace Review automates the process of checking and correcting deviations from established policies. This gives IT administrators time back and ensures that workspaces remain compliant without manual intervention.  

Empower Workspace Owners 

Instead of relying solely on admins, Workspace Review lets you delegate remediation tasks to workspace owners. They’ll receive notifications and can easily review and correct issues, holding them accountable and giving them the autonomy they need to maintain healthy workspaces. And because Workspace Review consolidates a host of critical settings—privacy, sensitivity, membership, and links—they’ll have one simple-to-use place to take care of all their remediation tasks. 

Get Flexible Configuration 

You can set up Workspace Review to run on a schedule that suits your organization’s needs, whether it’s monthly, quarterly, or annually. What's more, you can review policies and opt to focus them on specific criteria like membership, sensitivity labels, privacy settings, and storage limits.  

Take It Step by Step 

Workspace Review includes several key components to help ensure comprehensive remediation: 

• Version Cleanup. Workspace Review makes it easy to purge old versions of documents, helping you reduce storage costs and keep only relevant versions intact. 

• Membership Review. Ensuring only authorized individuals have workspace access is critical, so owners can review and adjust workspace members, other owners, and guests. In addition, they’ll get visibility into important insights like unlicensed users and accounts from blocked domains. 

• Ownerless Workspaces. As people move within your organization or leave, workspaces can end up without owners. With Workspace Review, you can easily identify these workspaces and promote active members to owners. 

• Sensitivity and Privacy Review. Workspaces can be appropriately classified and secured through reviews by adjusting sensitivity labels and privacy settings.  

• Search and Copilot Visibility. Individual workspace owners can determine whether content should be indexed by Microsoft Search and made available to Copilot, to help protect sensitive information.  

• Recommend Archival. Workspace owners can flag Teams or SharePoint sites that are candidates for archival, without waiting for inactivity triggers to kick in. This expedites sprawl remediation and reduces storage costs.
  

Get Insights and Take Action 

Workspace Review is a game-changer for organizations struggling to keep up with governance and compliance for ever-expanding Microsoft 365 environments. By automating the review process and enabling delegation to workspace owners, it ensures that workspaces remain secure, compliant, and efficient throughout their lifecycle. 

With flexible configuration options, comprehensive review steps, and actionable insights, Workspace Review radically simplifies how organizations manage their collaboration workspaces. To learn more, be sure to download our Workspace Review feature sheet today.