The document discusses customizing Microsoft Teams provisioning and governance. It begins by noting the limitations of out-of-the-box options and the need for governance as organizations grow larger. It then covers automating the provisioning of new Teams by triggering creation based on metadata, configuring settings through APIs, and notifying owners. Custom metadata can describe Teams for improved discoverability. Automated scripts can enforce governance of existing Teams by checking for missing data and compliance with rules. The key takeaways are that custom provisioning and governance may be needed to meet all business needs beyond out-of-the-box options.

1. OFFICE 365 & SHAREPOINT
USER GROUP FINLAND
14.10.2019
MONTHLY ONLINE MEETING
https://www.facebook.com/groups/spugfi/ |

2. SPUGFI
CALL FOR CONTENT
• Haluaisitko puhua SPUGissa?
• Haluaisiko yrityksesi järjestää SPUG-
illan?
• Ennen vuodenvaihdetta tavataan!
Ota yhteyttä Olliin
- Email: olli.jaaskelainen@sulava.com
- Twitter: @_opax

3. TEAMSSIEN LUONNIN JA
HALLINNAN RÄÄTÄLÖINTI
OFFICE 365 & SHAREPOINT USER GROUP FINLAND
14.10.2019
OLLI JÄÄSKELÄINEN, SULAVA

4. OLLI JÄÄSKELÄINEN
• Lead architect, Collaboration
& AI at Sulava - Finland
• Microsoft MVP, MCM
• Office 365 & SharePoint User
Group Finland organizer
• Twitter: @_opax

5. WHY AND WHEN?
CUSTOMIZING MICROSOFT TEAMS PROVISIONING AND GOVERNANCE

6. WHY?
• The amount of information in conversations and files is
growing.
• Finding and utilizing the right information is key to success.
• Without governance the chaos is ensured,
and Microsoft Teams becomes the burial ground of
information.
Customizing Microsoft Teams Provisioning and Governance

7. WHEN?
• Smaller organizations can probably get away without strict
governance,
but it helps to have good rules and practices when creating and
archiving Teams.
• Bigger the organization, greater the need for governance.
Customizing Microsoft Teams Provisioning and Governance

8. HISTORICAL PERSPECTIVE
• Before Microsoft Teams we had…
• Email, distribution lists
• Chat (Skype for Business, Slack)
• Document repositories (network file shares, SharePoint sites)
• SharePoint site provisioning and governance model was used in
many organizations

9. OUT OF THE BOX GOVERNANCE
CUSTOMIZING MICROSOFT TEAMS PROVISIONING AND GOVERNANCE

10. OUT OF THE BOX GOVERNANCE OPTIONS
OFFICE 365 GROUP GOVERNANCE
• Manage creation of groups
• Choose domain to create groups
• Naming policy
• Office 365 Group expiration policy
• Manage guest access
https://docs.microsoft.com/en-us/office365/admin/create-
groups/plan-for-groups-governance?view=o365-worldwide

11. OUT OF THE BOX GOVERNANCE OPTIONS
TEAMS GOVERNANCE
• Teams expiration, retention, and archival
• Teams feature management
• Settings
• Meeting policies
• Messaging policies
• Security and compliance
• Auditing, reporting, compliance content search
• Retention policies
https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance

12. WHAT’S LACKING FROM THE OUT OF THE
BOX?
• Automated, customizable way of provisioning new teams
• Custom metadata describing the individual teams
• Configurable Teams directory
• Automated governance scripts for existing teams

13. CUSTOMIZING PROVISIONING
CUSTOMIZING MICROSOFT TEAMS PROVISIONING AND GOVERNANCE

14. AUTOMATED, CUSTOMIZABLE WAY OF
PROVISIONING NEW TEAMS
•Metadata
•Owners
•Features
Triggering the
team creation
•Creating the actual
team
Creation of the
team •Settings
•Features such as
channels, tabs, …
•Adding users
Provisioning the
team
•Notify owners
•Make the team
discoverable
Start using the
team

15. AUTOMATED, CUSTOMIZABLE WAY OF
PROVISIONING NEW TEAMS
•Metadata
•Owners
•Features
Triggering the
team creation
Source of the trigger can be almost anything
• New Teams Order Form (Forms,
PowerApps, SharePoint Framework
webpart) is saved
• ERP system, Project Management system,
or other external system triggers the
creation
Metadata, Owners and desired feature set
should come with the triggering order.

16. AUTOMATED, CUSTOMIZABLE WAY OF
PROVISIONING NEW TEAMS
•Creating the
actual team
Creation of the
team
Custom provisioning solution will use
Microsoft Graph API to create the default
team
Azure AD application identity is used as the
creator instead of normal user account
Provisioning solution waits until all the parts
of
the new team are available

17. AUTOMATED, CUSTOMIZABLE WAY OF
PROVISIONING NEW TEAMS
•Settings
•Features such as
channels, tabs, …
•Adding users
Provisioning
the team
Provisioning continues through Microsoft Graph API and other
APIs as needed
• Modifying the basic settings if needed
• Channels and Tabs are created
• Teams Apps could be added
• SharePoint site customizations such document metadata and
template documents
• Planner plan could be added
• …
• Finally users are added to the team

18. AUTOMATED, CUSTOMIZABLE WAY OF
PROVISIONING NEW TEAMS
• Notify owners
• Make the team
discoverable
Start using the
team
Note: Newly created teams might not be
available immediately for the users (~1 hour)
when the team has been provisioned
through Microsoft Graph API
Notify the owners (out of the box or
otherwise)
Make sure you have saved the metadata of
the team, so it can be more discoverable

19. CUSTOM METADATA DESCRIBING THE
INDIVIDUAL TEAMS
OUT OF THE BOX
• Name and Description
• Private/Public(/Org-wide)
• Classification
• Owners, members, and
guests
TYPICAL CUSTOMIZATIONS
• Purpose or type of the team
(org. unit, project,
recreational, …)
• Owning organization unit or
team
• Project data (project dates,
name, identifier, …)

20. METHODS OF MICROSOFT TEAMS
PROVISIONING
Microsoft Graph API
https://docs.microsoft.com/en-us/graph/api/resources/teams-api-
overview?view=graph-rest-1.0
• Microsoft Teams PowerShell module from Azure Function
https://docs.microsoft.com/en-us/powershell/module/teams/set-team?view=teams-ps
• Flow or Logic App using Microsoft Graph API
• Custom Application using Microsoft Graph API

21. DEMO
• Creating and configuring a team using PowerShell

22. CREATE A CONFIGURABLE TEAMS
DIRECTORY
Microsoft
Graph
Custom
Teams
metadata
Teams Directory
Featured Your
Teams
Projects Filter
Search
Popular
+ New
team

23. AUTOMATED GOVERNANCE SCRIPTS FOR
EXISTING TEAMS
• Run daily
• Run different checks like
• Ask for missing metadata if the team is created using the user interface
• Update metadata values based on current settings
• Ensure that there is at least two owners for each team
• Check if a team is about to expire, archive the team automatically based on
custom metadata
• Delete archived teams after certain period of time
• Check if the team is compliant to your own rules like “A Team shared with
guests should not have documents labeled as ‘Internal’”

24. KEY TAKEAWAYS
CUSTOMIZING MICROSOFT TEAMS PROVISIONING AND GOVERNANCE

25. KEY TAKEAWAYS
• Out of the box provisioning and governance of Teams might not
cover all business needs
• Team provisioning can be extended using Microsoft Graph API
• In order to fulfill the business needs, you might want to collect more
metadata of Team
• Custom team metadata can be used in Teams directory for better
discoverability
• Automated scripts can be run daily to fulfill business needs

26. THANK YOU!