Microsoft Teams Governance and Automation
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Manually deploying Microsoft Teams is overwhelming. Using Teams Templates, SharePoint Online, and Power Automate we will build and discuss how to best create a self service Microsoft Teams provisioning process. How do we handle approval and management? Templates? Flow creation?
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Microsoft Teams Governance and Automation
- 1. MICROSOFT TEAMS Governance & Automation
- 2. 2 Introductions Joel Oleson Chris Barber • Microsoft Regional Director & MVP • Director Modern Workplace • Joel.Oleson@perficient.com • @joeloleson • Solution Architect • Chris.Barber@perficient.com • @soi2dev
- 3. 3 A T -A-GL ANCE Perficient Profile Alliance partnerships with major tech vendors Multiple vendor & industry tech and growth awards Global delivery centers in China, India and Mexico Dedicated solution practices 25+ Global Locations $565M 2019 Revenue 1997 Founded in ~4,500 Colleagues ~90% Repeat Business Rate PRFT Public, NASDAQ
- 4. 4
- 5. 5 • Bangalore, India • Chennai, India • Nagpur, MS, India • Hangzhou, China • Mexico City, Mexico • Oxford • Allentown, PA • Ann Arbor, MI • Atlanta, GA • Boston, MA • Bozeman, MT • Cedar Rapids, IA • Charlotte, NC • Chicago, IL • Columbus, OH • Dallas, TX • Denver, CO • Detroit, MI • Fairfax, VA • Fargo, ND • Houston, TX • Irvine, CA • Lafayette, LA • Milwaukee, WI • Minneapolis, MN • New York. NY • Pleasanton, CA • San Francisco, CA • Seattle, WA • St. Louis, MO • Toronto, ON • Washington, D.C. North America Mexico India China United Kingdom Global in Our Delivery We have office locations across North America and fully owned global and domestic delivery centers around the world. W E A R E
- 6. 6 Agenda • Governance in Teams as a Platform • Tools for Teams as an Application Platform • Center of Excellence Starter Kit • Governance • Automation with Graph API
- 7. 7 Governance in Teams as a Platform
- 8. 8 Teams is NOT just a new version of Skype
- 9. 9 Forms, Workflows, Automation Communication Comm Sites Modern Intranet Lists Projects Tasks Streaming Video Intelligent Files Collaboration Team Sites/Team Work File Storage Apps Chat, Calls, Meetings, Tasks Yammer Microsoft 365 Power Automate Teams-First Approach Application Platform
- 10. 10 AI Priority Engine Rise for Teams Firstline WorkersMobile-FirstInformation WorkersExecutives Microsoft Teams First: The Hub for Modern Work Use Microsoft Teams to centralize the employee experience and minimize the 4-cloud problem.
- 11. 11 Teams Governance (Quick Reference)
- 12. 12 Teams Governance (Quick Reference) P1 E5
- 13. 13 Demo
- 14. 14 Teams templates are pre-built definitions of a team's structure designed around a business need or project. You can use Teams templates to quickly create rich collaboration spaces with channels for different topics, provide automation and bots as well as preinstall apps to pull in mission-critical content and services. Teams templates provide a predefined team structure that can help you easily create consistency and capabilities across your organization. People Manager Framework Company Communicator FAQ Plus HR Support Bot Crowdsourcer Bot Expert Finder Bot Icebreaker Bot Associate Insights App Get started with Microsoft Teams Apps and Templates: Templates and Apps for Microsoft Teams
- 15. 15 Tools for Teams as an Application Platform
- 16. 16 Simplified Announcements from Microsoft Date Action AUG 1, 2020 SharePoint 2010 workflows blocked for NEW tenants NOV 1, 2020 SharePoint 2013 workflow turned off for NEW tenants NOV 1, 2020 SharePoint 2010 workflow blocked for ALL tenants FEB 1, 2021 SharePoint 2010 workflow removed for ALL tenants * All dates are the beginning of when they start to turn disable or block or remove.
- 17. 17 Maker Culture and Movement… Gartner estimates that 65% of all app dev will be low code by 2024
- 18. 18 Traditional Development WORD EXCEL ACCESS & SIMILAR SHAREPOINT JAVASCRIPT, HTML 5, CSS C#, OBJECTIVE C, .NET POWERPOINT Technical Skills Across an Organization
- 19. 19 Productivity Apps Low Code Dev and Automation Support and info Processes and Custom Apps Departmental tools Employee resources Process Automation, RPA and workflow Integrated apps, processes automation, and business intelligence Microsoft Teams Line of Business Integration Microsoft Teams as a Platform
- 20. 20 Teams App Studio Team App Templates SPFx SharePoint Framework Javascript SDK for Tabs Connectors & Webhooks Node.js Framework SDK for Bots .NET Bot Framework SDK Yeoman Generator for Teams Teams Platform for Development
- 21. 21 Integrate current business systems and application with Teams to improve operational efficiency Reimagine the Employee Experience through Microsoft Teams, making it the center of employee productivity Utilize the Power Platform to bring line of business solutions and business applications into Teams Finding use cases for Teams is not hard. However, picking the right use case to maximize impact can be very difficult. These three approaches are key to maximizing your Teams investment. Teams Platform – Getting Started
- 22. 22 Governance
- 23. 23 Who can create Create site (SharePoint) Create team (Teams) Create shared library (OneDrive) Create group (Outlook) Standards Prefix-suffix naming policies, fixed strings or user attributes Custom blocked words Sharing Manage who can add guest users Turn sharing option on or off Turn on or off guest access to group files and OneNote Configure external sharing for SharePoint Configure expiry Set expiration duration Choose which Groups policy will apply to Set policies Classification Retention Sensitivity eDiscovery Data Loss Prevention Templates Teams templates SharePoint site designs Dept & LOB Hubs Themes Manage Teams Admin Center SharePoint Admin Center Office 365 admin center Office 365 adoption content pack Groups report Teams First: Unified Governance Day 1
- 24. 24 Classification, Labels, and Compliance Classification - Backed by your Office 365 group classifications. M365 Unified Sensitivity Label hierarchy https://docs.microsoft.com/en- us/microsoftteams/plan-teams-lifecycle • Sensitivity Labels • Retention Labels • Data Loss Prevention UnifiedLabeling and Automation Strategy Archive Expire Delete Monitoring Reporting Shared with others ProtectedClassifiedDetected Data Created
- 25. 25 COE Starter Kit Overview The COE Starter Kit is a collection of components and tools designed to help you get started with developing a strategy for adopting and supporting the Power Platform. aka.ms/coestarterkit Existing offering • Admin center capabilities • Extensibility via connectors Templates • A templated implementation of best practices
- 27. 27
- 28. 28 Graph API
- 29. 29 What is the Graph API? Microsoft Graph exposes REST APIs and client libraries to access data on the following Microsoft 365 services.
- 30. 30 The Microsoft Graph Explorer is a Web interface for exploring Microsoft Graph APIs. Consider it as a developer's sandbox where you can run any request command, such as GET, and get a response back from Office 365 in JSON format. Graph Explorer
- 31. 31 Graph API – Clone a Team Copy the corresponding group, base template, or clone parts of the team: • Apps • Channels • Members • Settings • Tabs
- 32. 32 Demo
- 33. 33 Questions? Teams Quick Start Additional Services Duration: 6-8 weeks Activities: • Workshops • Current-state assessment • Workload education • Future-state definition • Tenant configuration • Microsoft Teams pilot • Microsoft Teams roadmap Deliverables: • Microsoft Teams enablement findings and recommendations document • Microsoft Teams enablement roadmap Strategy& Planning • Collaboration Strategy • Change Management Strategy • Governance Strategy • Content Migration Planning • Direct Routing Pilot • PBX Assessment • Network Assessment Migration& Enablement • Technology Enablement • Content Migration • Azure Bot for Teams Development • Skype to Teams Migration • Change Management Execution • Governance Automation Contact JoelOleson Joel.Oleson@Perficient.com ChrisBarber Chris.Barber@Perficient.com
Editor's Notes
- Joel
- Joel - Perficient has been a Microsoft Gold Partner since its inception in 1997. We are a National Service Provider (NSP) with Microsoft (1 of 36 in the US). The company has earned the status of Microsoft Partner of the Year on either the regional or national level over 10 times in the past 12 years. We are also a member of the following programs: SharePoint Partner Advisory Council (PAC) - (1 of 16) Office 365 Partner Advisory Council (PAC) – (1 of 16) SharePoint Business Applications Program (1 of 20) SharePoint Content Services Program (1 of 14) Microsoft FastTrack Ready Program (Top 1% of Microsoft Partners) M365 Partner-Customer Success Management Program (P-CSM) – (6 members)
- Joel
- Joel
- Joel Governance: COE DLP CLONING & PROVISIONING PROCESS
- Joel
- Joel
- Joel with Chris Commentary Solving the “4 Cloud” Problem Information and work and has moved to the cloud. – Click 1 The Problem is that too many clouds can leave you feeling caught in a “Rain Storm” – Click2 Rise Next builds on our experience searching and discovering the Microsoft Graph, and combines it with the power of Microsoft Cognitive Services To make sense of the deluge to help you know “What’s Next.” – Click3 Deliver an actionable and customizable workflows and information to employees no matter their level or location. Management – Click4 Information Workers - Click Mobile Workers - Click Front Line Employees – Click
- Joel Many of the capabilities discussed are included with Office 365 E3 but many are not. Some require additional subscriptions including…<click> Azure Active Directory Premium P1 or P2….<click> Office 365 E5 or Advanced Compliance….<click> Enterprise Mobility Suite….<click>
- Joel Many of the capabilities discussed are included with Office 365 E3 but many are not. Some require additional subscriptions including…<click> Azure Active Directory Premium P1 or P2….<click> Office 365 E5 or Advanced Compliance….<click> Enterprise Mobility Suite….<click>
- Chris SharePoint List Management for Teams
- Together What this means is that there is canned Microsoft teams templates that have pre-installed apps, and properties that allow you to quickly build in consistent patterns. These templates can include naming, descriptions, visibility, settings, auto favorite of a channel, installed apps, and pinned tabs. In addition to any of the quick list on screen there are templates for healthcare, retail, education as well.
- Joel
- Joel
- Together
- Chris Organizations today have a broad set of technical skills spread across many roles. Traditional IT roles only account for a small percentage and often have the least understanding of what a business needs. Solutions built on the Power Platform empower the whole organization to be involved to innovate faster. We see this across the various departments right, the finance and accounts payables department have macros so complicated that only they can create and/or repair, our marketing group has great design and PowerPoint knowledge. The Power Platform opens your organization up to take advantage of everyones skillsets and ideas to enable citizen developers. In a recent study on why citizen developers exist they found that 33% of the reason shadow IT existed in organizations was due to a lack of the business knowledge the IT department had over a given departments systems or workflows. So in moving towards the power platform enable those users to be apart of the development of their own systems, hold hackathons or polls for ideas from the staff. Engaging your users is one of the first important steps to ensuring that they are onboard and will adopt it.
- 19
- Teams isn’t only a chat, filesharing, collaboration tool to replace skype there is true development opportunities behind it. Microsoft over the last year has opened up the toolset to allow the skillsets we have all grown over the years to easily translate into the Teams as a Platform. Whether that’s the Teams app studio or vs code that allows developers the opportunity to use Javascript, node, typescript, or the SharePoint. Framework. If that wasn’t enough the new extensions make it possible for developers to directly publish their apps to AppSource, or to their organization’s app catalogue.
- Going back to Joels earlier slide about how Teams is so much more than just a rebranded skype there are things underneath the iceberg, a platform for development, a way to integrate external applications, add websites as tabs, a single source collaboration. So when we are looking to define use cases for teams its not a hard thing to do but it does take foresight and thought leadership to share the larger of vision of where the platform can take our organization. So first be creative in the ways you can integrate current systems into teams to drive value. Maybe that’s by creating flows for potential leads from clients that creates an adaptive card or message post within a channel which in turn then drives your sales team to explore those new opportunities. Next let's utilize the platform to bring your applications directly within Teams whether that’s by tabs, spfx, sideloading, or other means. Helping to prevent preventing the need to bounce between systems and reduce the overall efficiency we look for in our staff. Joel, do you have anything you want to mention here I know you have a ton of insight into context switching. And lastly if we are integrating our business applications, workflows, and collaboration toolsets into a single place. Then we should envision Microsoft Teams as the central hub of an employees workspace. If you create it as the one stop shop for 90% of your employees day reducing context switching, or trying to find that like Karen sent last Tuesday for the new timeclock link then the resistance is reduced and adoption becomes simplified which helps the case for change throughout the organization.
- Joel Prefix, Block bad words, PowerShell to allow only certain people to create teams, Office 365 admin for guests
- joel
- Joel This COE Starter Kit and this guidance are targeted toward the person or department responsible for setting up a Microsoft Power Platform COE in their organization. The goal of this guidance is to help you understand what the motivation for — and the responsibilities of — a Center of Excellence are, in addition to walking you through the prerequisites, setup instructions, and individual components of the COE Starter Kit.
- Chris
- Chris The graph API, if you haven't heard about it yet, it is something to definitely check out and in my opinion one of the best thing Microsoft has released in the last few years. Even if you're not a developer, even if you're not utilizing it right now, it's something worth spending the time to learn. It connects you to the entire Microsoft stack, Excel, Teams, Azure, Users, Planner, SharePoint, dynamics, you get the hint. Anything and everything that you could probably think about. The great thing about it is if there isn’t a connector for what you are trying to achieve the graph API has an API that allow you to reach out and touch it. Office 365 services: Delve, Excel, Microsoft Bookings, Microsoft Teams, OneDrive, OneNote, Outlook/Exchange, Planner, and SharePoint Enterprise Mobility and Security services: Advanced Threat Analytics, Advanced Threat Protection, Azure Active Directory, Identity Manager, and Intune Windows 10 services: activities, devices, notifications Dynamics 365 Business Central
- Chris One of the best parts of the graph api and its toolset is the Graph explorer. The Microsoft Graph Explorer is a Web interface for exploring Microsoft Graph APIs. Consider it as a developer's sandbox where you can run any request command, such as a GET that sends you response back from Office 365 in JSON format which can easily be parsed and utilized for automation tasks. As someone who was new to Graph I used this as my sandbox.There are getting started buttons that allow you to retrieve data on your own office 365 account, your profile, email, photos, etc.. But this also expands letting you bring in any of those items we mentioned previously Teams, Planner, Outlook, etc.. And easily try out the different actions. One important note is to make sure you are not doing this as your tenant admin account when exploring use a test account or an alternate account so that you don’t run a post action against the production system.
- Chris So as an intro to our demo that we have coming in just a few minutes. I’ll go ahead and introduce the Graph API’s clone a team action which allows you to copy an existing Microsoft Team and the pieces within it to automate the process of creating similar teams. If you are like me and you did something so perfect the first time you feel like you never want to it manually again (ha, if only) the Graph API with Microsoft Teams allows you to create a new team based on a previously established team or template. This operation not only creates the team but the corresponding group allowing for customizations where applicable. I've outlined the "parts" of the team that you can include or exclude as apart of this copy process below: Apps - Copies Microsoft Teams apps that are installed in the team. Channels – Copies the channel structure (but not the messages in the channel). Members – Copies the members and owners of the group. Settings – Copies all settings within the team, along with key group settings. Tabs – Copies the tabs within channels. Since I’m all about sharing the information I’ve gained to help you with your pain points I’ll share 2 important pieces of information. There is a current bug that can intermittently duplicate the wiki tab of a newly created team. What this means is that you can end up with 1 or 2 wikis in a single team which is a tad bit inconvenient but there is a workout by creating a flow in powerautomate to remove it. When you a team and its tabs they will be cloned, but you will still be. Required to set them up as if they weren’t previously, the best way I’ve found to handle this is to exclude the tabs from the cloning process and instead have a powerautomate that uses the Graph API to create the tabs after the team creation task has been run.
- Chris Cloning Demo