DocAve Governance Automation. User Guide for Administrators

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1 DcAve Gvernance Autmatin User Guide fr Administratrs Service Pack 5 Revisin K Issued August 2014

2 Table f Cntents Abut Submitting Dcumentatin Feedback t AvePint Understanding Gvernance Autmatin Terminlgy Updating Previus Versins f Gvernance Autmatin Updating Yur Gvernance Autmatin Instance Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part Planning Yur Gvernance Autmatin Installatin Where shuld I install the Gvernance Autmatin Manager? Hw many DcAve/Gvernance Autmatin servers d I need? Which DcAve mdules are required fr Gvernance Autmatin? What abut SQL Server? Minimum Server (Hardware) Requirements DcAve 6 and Gvernance Autmatin Services n Same Server Dedicated, Single-Instance SQL Server Server Requirements fr DcAve Agents Supprted Sftware Required Permissins fr Gvernance Autmatin Service Accunts Required Services n DcAve 6/Gvernance Autmatin Server Prts Used by Gvernance Autmatin Installatin f Gvernance Autmatin Updating Yur DcAve Versin Installing Gvernance Autmatin Installing DcAve Update fr Gvernance Autmatin Installing Gvernance Autmatin via the Installatin Wizard Unattended Installatin Generating the Answer File Imprting the UnattendedInstallatin.dll File Installatin Cmmands Optinal Gvernance Autmatin Installatins

3 Installing the Web Part Deplying the Web Part Slutin Inserting the Web Part int a SharePint Site Installing Site Directry Web Part Deplying the Site Directry Web Part Slutin Inserting the Web Part int a SharePint Site Installing the Gvernance Autmatin App Gvernance Autmatin App Pre-Installatin Checklist Preparing the Envirnment t Hst Apps Mdifying App File Uplading Gvernance Autmatin App t App Catalg Cnfiguring Gvernance Autmatin Web Site Authenticatin Adding Gvernance Autmatin App t a SharePint Site Inserting Gvernance Autmatin App Part Deplying the Gvernance Autmatin Plicy Bar Slutin Pst-installatin Prcedures Allwing Full Cntrl Permissin t the DcAve Private Key Enabling the Service Accunt t Listen t the Gvernance Autmatin Wrkflw Service Prt Changing the Certificate in IIS Manager Applying User-Defined Certificates Applying a Gvernance Autmatin License Lgging int Gvernance Autmatin fr the First Time Cnfiguring Authenticatin Types Cnfiguring AD Authenticatin Setting Windws Authenticatin as the Default Lgin Methd Cnfiguring Ntificatin Settings Registering SharePint Online Admin Centers/Site Cllectins Cnfiguring Language, Time Zne, Date/Time Frmat, and Office 365 Accunt Settings Getting Started with Gvernance Autmatin Cnfiguring Accunt Manager Managing Gvernance Autmatin Grups Managing Administratr Accunts

4 Managing Business Users Creating New User Grups Adding r Remving Users Enabling a User Prfile Service Retrieving User Infrmatin frm a Custm Database Cnfiguring Departments Retrieving Department Infrmatin frm a SharePint User Prfile Service Manually Adding New Departments Cnfiguring Apprval Prcess Creating r Editing Apprval Prcesses Building Custmized Apprval Prcesses Cnfiguring Plicies Creating r Editing Site Cllectin Plicies Creating r Editing Cntent Database Plicies Cnfiguring Services Create Site Cllectin Service Create Site Service Create My Site Service Create Library/List Service Site Cllectin Lifecycle Management Service Site Lifecycle Management Service Clne r Transfer User Permissin Service Change Site Cllectin Cntact r Administratr Service Change Site Cntact Service Cntent Mve Service Change Site Cllectin Settings Service Change Site Metadata Service Change Library/List Settings Service Grant Permissins Service Remve Permissins Service Custm Service Additinal Gvernance Autmatin Cnfiguratins

5 Imprting Existing Site Cllectins and Sites Creating an Exprt Plan Mdifying the Scan Result File Imprting the Cnfigured Scan Result File Validating Data after Imprting a Scan File Cnfiguring Metadata Searching and Filtering Metadata Creating r Editing Metadata Deleting Metadata Cnfiguring Questinnaires Displaying and Searching Questinnaires Creating r Editing Questinnaires Activating, Deactivating, and Deleting Questinnaires Cnfiguring Templates Searching and Filtering Templates Creating r Editing Templates Deleting Templates Cnfiguring the Executin Schedule Displaying and Searching Executin Schedules Creating r Editing Executin Schedules Deleting Executin Schedules Cnfiguring Request Access Settings Preparing SharePint Cnfiguring Request Access Settings Restarting IIS (fr SharePint 2010 Only) Exprting and Imprting Cnfiguratin Data Exprting Cnfiguratin Data Imprting Cnfiguratin Data Cnfiguring External Wrkflw Integratin Settings Starting Micrsft SharePint Fundatin Sandbxed Cde Service Displaying and Searching External Wrkflw Integratin Prfiles Creating r Editing External Wrkflw Integratin Prfiles

6 Deleting External Wrkflw Integratin Prfiles Creating External Wrkflws in SharePint Hiding r Revealing Sectins t Business Users Cnfiguring the Reprt Exprt Lcatin Searching Reprt Exprt Lcatins Creating r Editing Reprt Exprt Lcatins Deleting Reprt Exprt Lcatins Cnfiguring SharePint Permissin Levels Displaying and Searching Permissin Levels Creating r Editing Permissin Levels Deleting Permissin Levels Cnfiguring Administratr Ntificatins Cnfiguring the Timer Service Cnfiguring Sessin Timeut Settings Cnfiguring Categry Management Displaying and Searching Categries Creating r Editing Categries Deleting Categries Synchrnizing Authenticatin Cnfiguratin Changes t Gvernance Autmatin Mdifying Gvernance Autmatin Cnfiguratin Settings after Installatin Re-registering Gvernance Autmatin after Uninstalling DcAve Mnitring and Reprting Mnitring All Requests Mnitring All Tasks Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Site Cllectin Lifecycle Management Tasks Site Lifecycle Management Tasks User Permissin and Manual Archive Tasks Change Actins, Cntent Mve, and Create Tasks Permissin Recertificatin Tasks Quta Threshld Tasks Cntent Database Plicy Threshld Warning Task

7 Errr Tasks Audit Reprts User Activity Reprt Service Request Reprt Apprval Prcess Reprt Administratin Reprts Site Cllectin Reprt Site Reprt Cntent Database Reprt Public Site Cllectin Directry Managing Public Site Cllectin Directry Reprts Filtering Public Site Cllectin Directry Reprts Exprting Public Site Cllectin Directry Reprts My Sites Managing My Sites Reprts Filtering My Sites Reprts Exprting My Sites Reprts Wrking with Requests and Tasks Starting a Request Viewing My Requests Submitted Requests Saved Requests Viewing My Tasks Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Site Cllectin Lifecycle Management Tasks Site Lifecycle Management Tasks User Permissin and Manual Archive Tasks Change Actins, Cntent Mve, and Create Tasks Permissin Recertificatin Tasks Quta Threshld Tasks Cntent Database Plicy Threshld Warning Task Errr Tasks

8 Changing Branding Elements in Gvernance Autmatin Changing the Title Style Changing the Lg and Lg URL Changing the Theme Clr Changing the Navigatin Bar Clr Changing the Table Style Changing the System Name Image n Lgin Page Changing the System Lg Image n Lgin Page Changing the Abut Backgrund Image Changing the Gvernance Autmatin App Lg Changing the Site Infrmatin Card Lg Supprting Custm CSS Files Gvernance Autmatin Web API SDK Getting Started Envirnment Requirement Required DLL File Supprted Features in Gvernance Autmatin Web API SDK Implementing Gvernance Autmatin API fr Create Site Cllectin Request Lgging int Gvernance Autmatin Managing Create Site Cllectin Requests Appendix A: Cnfiguring a Filter Plicy Cnfiguring Filter Plicy t Use DcAve Granular Backup and Restre Cnfiguring Filter Plicy t Use Audit Cntrller in DcAve Reprt Center Cnfiguring Filter Plicy t Use Dead Accunt Cleaner in DcAve Administratr Cnfiguring Filter Plicy t Use DcAve Deplyment Manager Appendix B: Cnfiguring DcAve Archiver Prfiles Appendix C: Cnfiguring DcAve Deplyment Manager Plans Creating a Deplyment Mapping Creating a Deplyment Plan Appendix D: Cnfiguring a Plicy Enfrcer Prfile Cnfiguring a Surce Cllectin Plicy Creating a Plicy Enfrcer Prfile

9 Ntices and Cpyright Infrmatin

10 Abut Traditinally, administratrs create SharePint bjects r manage their data in SharePint manually by fllwing a series f requirements. The number f human interactins that ccur in business prcesses can inhibit speed and the quality f decisins. Gvernance Autmatin prvides ways t create and gvern yur SharePint 2010 and SharePint 2013 bjects autmatically, bth SharePint n-premises and SharePint Online, by submitting rich and custmizable predefined service requests which can trigger crrespnding apprval prcesses and plicies t accmplish the prcesses. This autmatin results in mre speed, verall effectiveness f the interactins and ften a reductin in errrs. This dcumentatin is fr administratrs t leverage Gvernance Autmatin fr the autmated, endt-end service and infrmatin management; if yu are a business user f Gvernance Autmatin, refer t the User Guide fr Business Users. 10

11 Submitting Dcumentatin Feedback t AvePint AvePint encurages custmers t prvide feedback regarding ur prduct dcumentatin. Click the fllwing URL t access the Submit Yur Feedback frm n ur Web site: 11

12 Understanding Gvernance Autmatin Terminlgy If yu are new t Gvernance Autmatin, it may be helpful t review the Key Terms list t familiarize yurself with terms such as service, plicy, and apprval prcess, which will be used thrughut this user guide. Once yu have familiarized yurself with Gvernance Autmatin terminlgy, it is imprtant t understand hw the different features and functinalities wrk tgether. This knwledge is essential t prperly cnfigure the sftware fr yur rganizatin. In Gvernance Autmatin, administratrs can set up services that perfrm SharePint r DcAve peratins. These services can be made available t nly the relevant departments/purpses s that they can be custmized t be mst effective fr each department/purpse. A Service may have a plicy assciated with it s that if yur rganizatin has specific rules n certain SharePint peratins, yu can ensure that all services with the same assciated plicy will be cmpliant t yur rganizatin s standards. Services will als have at least ne apprval prcess cnfigured s that when a user submits a request fr a specific service, the apprpriate parties (such as the user s manager) are ntified and can prvide the necessary apprval. Once the service request has been fully apprved, Gvernance Autmatin perfrms the SharePint and/r DcAve prcesses accrding t the custmized settings cnfigured fr that service. 12

13 Updating Previus Versins f Gvernance Autmatin Befre yu update t Gvernance Autmatin Service Pack 5, be sure that yu have fllwed the instructins in Updating Yur DcAve Versin. After updating DcAve, prceed with the Gvernance Autmatin update prcedure described belw. *Nte: If yu used the Gvernance Autmatin Web Part and/r the Gvernance Autmatin Site Directry Web Part in Gvernance Autmatin Service Pack 4, yu must uninstall and then reinstall the Web parts after yu update yur Gvernance Autmatin instance t Service Pack 5. Updating Yur Gvernance Autmatin Instance This prcedure assumes that yu have met the cnditins described in Updating Yur DcAve Versin and that yu have already dwnladed and extracted the DcAve_Gvernance_Autmatin_SP5_UpgradePackage.zip file. Cmplete the fllwing steps t update yur Gvernance Autmatin instance: 1. Extract the DcAve_Gvernance_Autmatin_SP5_UpgradePackage.zip file. Yu will see the fllwing ZIP files in the DcAve_Gvernance_Autmatin_SP5_UpgradePackage flder: DcAve_Update_fr_Gvernance_Autmatin_1.5.zip and DcAve_Gvernance_Autmatin_SP5_UpgradePackage.zip. 2. In the DcAve Cntrl Panel > Update Manager, install the DcAve_Update_fr_Gvernance_Autmatin_1.5.zip update. This update ensures prper cmmunicatin between DcAve and Gvernance Autmatin. Fr mre infrmatin abut hw t install this update, refer t Installing DcAve Update fr Gvernance Autmatin. 3. In the DcAve Cntrl Panel > Update Manager, install DcAve_Gvernance_Autmatin_SP5_UpgradePackage.zip update in the Gvernance Autmatin tab t update Gvernance Autmatin n yur selected servers. 4. Verify that the DcAve Manager and Agent update was applied successfully by navigating t Cntrl Panel > Update Manager > View Histry and checking the Versin and Date clumns f the newly installed update. Reinstalling Gvernance Autmatin Web Part and/r Gvernance Autmatin Site Directry Web Part T reinstall the Web parts after a Gvernance Autmatin update, uninstall the previusly installed Web parts first by cmpleting the fllwing steps: 1. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins. 2. Click gawebpart.wsp r gasubsitedirectrywebpart.wsp, and then click Retract Slutin. 13

14 3. Click Back t Slutins and the status f the previusly selected slutin is Nt Deplyed. 4. Click the slutin, and then click Remve Slutin. A cnfirmatin windw appears. 5. Click OK t remve the slutin. 6. After uninstalling the Web parts, reinstall them. Fr mre infrmatin, refer t Installing the Web Part and Installing Site Directry Web Part. 14

15 Planning Yur Gvernance Autmatin Installatin Gvernance Autmatin prvides fr several installatin scenaris that depend upn the size f yur rganizatin. This guide prvides bth minimum and recmmended specificatins and cnfiguratins fr small- and large-scale deplyments. Befre prceeding, nte the fllwing: T install Gvernance Autmatin, DcAve 6 (Manager and Agents) must be installed first. Fr mre infrmatin n installing DcAve 6, refer t the DcAve 6 Installatin Guide. Ensure that yur versins f DcAve 6 and Gvernance Autmatin are cmpatible. Refer t the AvePint KB article Gvernance Autmatin, DcAve, and SnapManager fr SharePint Supprt Matrix fr mre infrmatin. Where shuld I install the Gvernance Autmatin Manager? T minimize netwrk calls between DcAve 6 and Gvernance Autmatin, the Gvernance Autmatin Manager shuld always be installed n the same server as the DcAve Cntrl Service, Media Service, and Reprt Service (if applicable). Nte that this may require yu t increase yur server (hardware) specificatins, s carefully review the infrmatin in Minimum Server (Hardware) Requirements. Hw many DcAve/Gvernance Autmatin servers d I need? Gvernance Autmatin is an end-user-facing applicatin, s fr high availability and lad balancing purpses, yu shuld always plan fr at least tw Gvernance Autmatin servers in yur prductin envirnment. Hwever, larger envirnments shuld plan n additinal Gvernance Autmatin servers. As a general rule, each DcAve/Gvernance Autmatin server can handle abut 300 cncurrent requests. AvePint s recmmendatin is that fr envirnments with mre than 200,000 users, three (3) DcAve/Gvernance Autmatin shuld be used. Which DcAve mdules are required fr Gvernance Autmatin? At a minimum, yu must be running DcAve 6 Administratr t use Gvernance Autmatin. What abut SQL Server? Fr all Gvernance Autmatin installatins, AvePint recmmends a separate dedicated, singleinstance SQL Database. Nte that SQL Server clustering is nt mandatry but is recmmended fr high availability purpses. 15

16 Minimum Server (Hardware) Requirements The fllwing specificatins are the minimum required. AvePint recmmends exceeding these values fr imprved Gvernance Autmatin perfrmance. DcAve 6 and Gvernance Autmatin Services n Same Server Cmpnent Number f CPU Cres Physical Memry Available Disk Space Minimum Specificatin 64-Bit, 4 Cres 16 GB (Available) 50 GB r abve Dedicated, Single-Instance SQL Server Cmpnent Number f CPU Cres Physical Memry Available Disk Space Minimum Specificatin 64-Bit, 4 Cres 16 GB (Available) 60 GB r abve Server Requirements fr DcAve Agents Fr sme peratins, Gvernance Autmatin leverages DcAve Agents. T accunt fr this additinal lad, ensure that yur Agent servers meet r exceed the fllwing specificatins. Cmpnent Number f CPU Cres Physical Memry Available Disk Space Minimum Specificatin 64-Bit, 4 Cres 4 GB (Available/dedicated fr DcAve Agent) 50 GB r abve 16

17 Supprted Sftware Cmpnent Supprted Operating System Windws Server 2008 Windws Server 2008 R2 Windws Server 2012 Windws Server 2012 R2 Windws 7 SharePint Versins Micrsft SharePint Server/Fundatin 2010 (up t and including Service Pack 2) Micrsft SharePint Server/Fundatin 2013 (up t and including Service Pack 1) *Nte: The Gvernance Autmatin App is nly supprted n Micrsft SharePint Server/Fundatin 2013 (up t and including Service Pack 1). Web Brwsers Internet Explrer 8 (Des nt supprt the Questinnaire feature) Internet Explrer 9 and 10 Ggle Chrme Cmpatible DcAve Prducts Administratr (required fr Gvernance Autmatin) Cntent Manager Deplyment Manager Granular Backup and Restre Reprt Center Scheduled Strage Manager Cnnectr Archiver Vault File Share Navigatr SQL Server Versin Micrsft SQL Server 2008 Micrsft SQL Server 2008 R2 Micrsft SQL Server 2012 Micrsft SQL Server 2014*.Net Framewrk Versin.NET Framewrk 4.5 r abve PwerShell Versin PwerShell 2.0 r abve *SQL Server 2014 is fully supprted n Gvernance Autmatin SP5 and DcAve 6 SP4 CU1 and later versins. Hwever, DcAve 6 SP4 supprt fr SQL Server is limited. Please refer t the DcAve 6 SP4 Installatin Guide n fr details. 17

18 Required Permissins fr Gvernance Autmatin Service Accunts In mst cases, rganizatins generally use ne service accunt t achieve permissins fr Gvernance Autmatin services and the applicatin pl. If using ne service accunt fr all Gvernance Autmatin services and the applicatin pl, permissins fr this accunt shuld be as fllws: The database rle f DB_Owner fr Gvernance Autmatin Cnfiguratin Database and Gvernance Autmatin Audit Database. The Full Cntrl permissin t the private key f DcAve. Fr instructins n hw t grant these permissins, refer t Allwing Full Cntrl Permissin t the DcAve Private Key. Permissin fr the service accunt t listen t the Gvernance Autmatin Wrkflw Service prt. Fr mre infrmatin, refer t Enabling the Service Accunt t Listen t the Gvernance Autmatin Wrkflw Service Prt. The Read and Write permissin t the GvernanceAutmatin flder in Gvernance Autmatin installatin directry \AvePint\GvernanceAutmatin. The database rle f DB_DataReader and DB_DataWriter fr DcAve Archiver Database (if manual archiving will be used). Belw is a breakdwn f permissins fr each Gvernance Autmatin service and the applicatin pl: Service accunt fr Gvernance Autmatin Wrkflw Service: The database rle f DB_Owner fr Gvernance Autmatin Cnfiguratin Database and Gvernance Autmatin Audit Database. The Full Cntrl permissin t the private key f DcAve. Fr instructins n hw t grant these permissins, refer t Allwing Full Cntrl Permissin t the DcAve Private Key. Permissin fr the service accunt t listen t the Gvernance Autmatin Wrkflw Service prt. Fr mre infrmatin, refer t Enabling the Service Accunt t Listen t the Gvernance Autmatin Wrkflw Service Prt. The Read and Write permissin t the GvernanceAutmatin flder in Gvernance Autmatin installatin directry \AvePint\GvernanceAutmatin. The database rle f DB_DataReader and DB_DataWriter fr DcAve Archiver Database (if manual archiving will be used). Service accunt fr Gvernance Autmatin Timer Service: The Full Cntrl permissin t the private key f DcAve. Fr instructins n hw t grant these permissins, refer t Allwing Full Cntrl Permissin t the DcAve Private Key. 18

19 The Read and Write permissin t the GvernanceAutmatin flder in Gvernance Autmatin installatin directry \AvePint\GvernanceAutmatin. The database rle f DB_DataReader and DB_DataWriter fr DcAve Archiver Database (if manual archiving will be used). Service accunt fr Applicatin Pl: The Full Cntrl permissin t the private key f DcAve. Fr instructins n hw t grant these permissins, refer t Allwing Full Cntrl Permissin t the DcAve Private Key. The Read and Write permissin t the GvernanceAutmatin flder in Gvernance Autmatin installatin directry \AvePint\GvernanceAutmatin. Required Services n DcAve 6/Gvernance Autmatin Server.Net Framewrk Features The Windws features, including WCF Activatin, HTTP Activatin, and Nn-HTTP Activatin must be installed. Net.Tcp Prt Sharing Service Net.Tcp Prt Sharing Service is started. Windws Prcess Activatin Service Windws Prcess Activatin Service is started. Wrld Wide Web Publishing Service Web Server(IIS) Rle Prcess Mdel,.NET Envirnment, and Cnfiguratin APIs are installed. Wrld Wide Web Publishing Service is started. Windws features installed: Web Server Cmmn HTTP Features (Static Cntent, Default Dcument) Applicatin Develpment (ASP.NET,.NET Extensibility, ISAPI Extensins and ISAPI Filters) Management Tls (IIS Management Cnsle, IIS 6 Management Cmpatibility and IIS 6 Metabase Cmpatibility) 19

20 Prts Used by Gvernance Autmatin Refer t the table belw fr the prts that are used by Gvernance Autmatin: Prt Usage Enabled By Web site Prt Used t access Gvernance Autmatin Web site. Gvernance Autmatin Web site Wrkflw Service Prt Used t hst Gvernance Autmatin Wrkflw Service. Windws Cmmunicatin Fundatin Service hsted by Gvernance Autmatin Wrkflw Service. *Nte: Prt requires HTTPS. 20

21 Installatin f Gvernance Autmatin Nw that yu have determined hw yu will cnfigure Gvernance Autmatin in yur envirnment, yu are ready t install the applicatin. Fllw each step belw in the rder prvided. 1. Updating Yur DcAve Versin 2. Installing DcAve Update fr Gvernance Autmatin 3. Installing Gvernance Autmatin via the Installatin Wizard Updating Yur DcAve Versin At a minimum, DcAve 6 Service Pack 4 is required t wrk with Gvernance Autmatin Service Pack 5. If necessary, update yur DcAve instance t DcAve 6 Service Pack 4 r later befre prceeding with yur Gvernance Autmatin update. Fr details n hw t update yur DcAve instance, refer t the DcAve 6 Cntrl Panel Reference Guide. Fr a cmpatibility matrix f Gvernance Autmatin and DcAve, refer t the AvePint KB article Gvernance Autmatin, DcAve, and SnapManager fr SharePint Supprt Matrix. After updating DcAve t the minimum required versin, yu can prceed with yur Gvernance Autmatin installatin. Installing Gvernance Autmatin Befre installing Gvernance Autmatin, ensure that yur versin f DcAve is cmpatible with Gvernance Autmatin. See Updating Yur DcAve Versin fr mre infrmatin. After this is cmplete, prceed with the instructins in the sectins belw. *Nte: Yu can autmate yur Gvernance Autmatin deplyment using the unattended installatin feature f Gvernance Autmatin. Fr instructins n hw t perfrm an unattended installatin, refer t Unattended Installatin. Installing DcAve Update fr Gvernance Autmatin T ensure prper cmmunicatin between DcAve and Gvernance Autmatin, a DcAve update specific t Gvernance Autmatin must be manually installed. In the Gvernance Autmatin installatin package ZIP file, yu will see the DcAve_Update_fr_Gvernance_Autmatin_1.5.zip file. Fllw the instructins belw t install the DcAve update: 1. Lg int the DcAve 6 Manager and navigate t Cntrl Panel > Update Manager. 21

22 2. On the Manage Updates interface, click Brwse. Find and lad the DcAve_Update_fr_Gvernance_Autmatin_1.5.zip file int DcAve Manager. 3. Click Install in the Status clumn. In the Server Selectin pp-up windw, all available Manager services are shwn in the Manager tab and all available farms are shwn in the Agent tab. 4. On the Manager tab, select the Install the update fr all the managers belw checkbx. The update will be installed n all f the Manager services. 5. On the Agent tab, select the farms whse Agent services yu want t update by selecting the crrespnding checkbxes. The update will be installed n the selected Agents. 6. Click Install. The prgress displays in the Status clumn. After the installatin cmpletes, a message appears indicating that the installatin was successful. 7. Click Finish. 8. T verify that the update was successful, navigate t Cntrl Panel > Update Manager > View Histry and check the Versin clumn f the newly installed update. Installing Gvernance Autmatin via the Installatin Wizard After installing the DcAve update, cmplete the fllwing steps t cnfigure Gvernance Autmatin Installatin Wizard: 1. Lcate the directry. Duble-click the Setup.exe file. 2. A windw appears t remind yu t install the DcAve update. This update can be installed befre r after yur Gvernance Autmatin installatin. Fr mre infrmatin n installing the update, refer t Installing DcAve Update fr Gvernance Autmatin. Click OK t prceed with the installatin. 3. In the Welcme screen, chse t install in English, Japanese r French by selecting the language pack frm the drp-dwn menu, then click Next. 4. Enter yur Name and Organizatin int the prvided field. Click Next. 5. Carefully review the Gvernance Autmatin License Agreement. After yu have read the agreement, check the I accept the terms in the license agreement checkbx, and click Next. 6. By default, Gvernance Autmatin will be installed in C:\Prgram Files\AvePint. T change this lcatin, click Brwse. Click Next. 7. Set up the Service Cnfiguratin: a. DcAve Cntrl Service Address Cnfigure the DcAve Cntrl Service Hst and the DcAve Cntrl Service Prt. DcAve Cntrl Service Hst Enter the hstname r IP address f the machine where DcAve Cntrl Service is installed. DcAve Cntrl Service Prt Enter the DcAve Cntrl Service prt number used t cmmunicate with DcAve Cntrl Service. The default prt number is

23 b. Gvernance Autmatin Hst Enter the hstname r IP address f the machine where Gvernance Autmatin will be installed. c. IIS Web Site Settings Cnfigure the IIS Web site settings fr the Gvernance Autmatin. Yu can select t use an existing IIS Web site r create a new IIS Web site. The IIS Web site is used t access Gvernance Autmatin. Use an existing IIS web site Select an existing IIS Web site frm the drpdwn list, and if necessary, yu can adjust the Web Site Prt used t access the Gvernance Autmatin. Create a new IIS web site Enter the Web site name fr creating a new IIS Web site fr Gvernance Autmatin. The default Web Site Prt number used t access Gvernance Autmatin is 15000, yu d nt need t change it unless a knwn prt cnflict exists. Web Site Prt Enter the prt number fr Gvernance Autmatin cmmunicatin. The default prt number is d. Applicatin Pl Settings Cnfigure the IIS applicatin pl that will cllect and manage requests that are sent t the Web site cnfigured in the step abve. Yu can select an existing applicatin pl r create a new applicatin pl. Use an existing applicatin pl Select an existing applicatin pl frm the drp-dwn list. If yu chse t use an existing applicatin pl, the Applicatin Pl Accunt settings are greyed ut and cannt be changed. Create a new applicatin pl Enter the applicatin pl name and applicatin pl accunt settings t create a new IIS applicatin pl fr the crrespnding Web site. In the Applicatin Pl Accunt field, enter the username and passwrd fr the accunt. *Nte: Fr the required permissins f the applicatin pl accunt, refer t Required Permissins fr Gvernance Autmatin Service Accunts. e. Gvernance Autmatin Wrkflw Service The Gvernance Autmatin Wrkflw service is a lcal service that needs t be manually started befre Gvernance Autmatin can be used. Cnfigure the Wrkflw Service Prt and Service Accunt. Wrkflw Service Prt Enter the Wrkflw Service prt number used t cmmunicate with Wrkflw Service. The default prt number is Service Accunt Enter the username and passwrd fr the accunt that the Gvernance Autmatin Wrkflw service can use t lg n. *Nte: Fr required permissins f the service accunt, refer t Required Permissins fr Gvernance Autmatin Service Accunts. f. Gvernance Autmatin Timer Service The Gvernance Autmatin Timer service is a lcal service that needs t be manually started befre Gvernance Autmatin can be used. Cnfigure the Service Accunt fr Timer Service. Service Accunt Enter the username and crrespnding passwrd fr the accunt that the Gvernance Autmatin Timer service can use t lg n. 23

24 *Nte: Fr required permissins f the service accunt, refer t Required Permissins fr Gvernance Autmatin Service Accunts. 8. Click Next t cntinue t cnfigure the authenticatins fr Gvernance Autmatin. 9. Set up the Authenticatin Cnfiguratin: Authenticatin Enter the DcAve Manager Passphrase t ensure the cmmunicatin with DcAve. If yu frget the passphrase, yu can view it by navigating t DcAve > Cntrl Panel > General System Settings > System Optins > Security Settings. DcAve Administratin Accunt Settings Enter the DcAve Manager accunt by which the DcAve activities are perfrmed. The user accunts entered here must be lcal users with full cntrl permissins f DcAve. *Nte: T change the DcAve accunt infrmatin after Gvernance Autmatin installatin is cmplete, use the Gvernance Autmatin Cnfiguratin Tl. 10. Click Next. 11. Gvernance Autmatin will perfrm a brief pre-scan f the envirnment t ensure that all hardware and cnfiguratins meet the requirements. The status fr each rule will be listed under the Status clumn heading. Click the hyperlink in the Status clumn, the detailed infrmatin abut the scan result will be listed in the ppup windw. 12. Click Detail and yu can view the detailed requirements fr all f the rules. 13. Click Next t start the cnfiguratins f databases fr Gvernance Autmatin. 14. Set up the Cnfiguratin Database Settings: a. Database Settings Select a Cnfiguratin Database fr Gvernance Autmatin t stre its settings and cnfiguratins. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Gvernance Autmatin Database Name Enter a name fr Gvernance Autmatin Cnfiguratin Database. If the database des nt exist, it will be autmatically created in the entered database server. b. Database Credentials Select Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Cnfiguratin Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the entered accunt and passwrd. c. Advanced Database Settings Enter a failver database server name t set it as a ht standby database server fr Gvernance Autmatin Cnfiguratin Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. 24

25 15. Click Next. 16. Set up the Audit Database Settings t cnfigure an Audit Database fr Gvernance Autmatin t stre the auditing infrmatin, data and reprts. 17. Click Next. a. T use the same database settings including Database Server, Database Credentials, and Advanced Database Settings as Gvernance Autmatin Cnfiguratin Database s by selecting the Use the previus database settings checkbx, and enter a name fr the Audit Database fr Gvernance Autmatin. If the database des nt exist, it will be autmatically created in the entered database server. b. T set up a separate database as an Audit Database fr Gvernance Autmatin by deselecting the Use the previus database settings checkbx, and entering the fllwing infrmatin. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Audit Database Name Enter a name fr Gvernance Autmatin Audit Database. If the database des nt exist, it will be autmatically created in the entered database server. Database Credentials Select Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Audit Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the entered accunt and passwrd. Advanced Database Settings Enter a failver database server name t set it as a ht standby database server fr Gvernance Autmatin Audit Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. 18. Set up the Advanced Cnfiguratin t select a Secure Scket Layer (SSL) certificate that is used fr the cmmunicatin between Gvernance Autmatin and DcAve. Built-in Certificate Use the certificate prvided by Gvernance Autmatin. N additinal cnfiguratin is necessary. User-defined Certificate Gvernance Autmatin accepts user-defined certificates, but AvePint cannt guarantee full Gvernance Autmatin functinality if a userdefined certificate is used. AvePint strngly recmmends yu use the prvided built-in certificate. *Nte: If selecting a user-defined certificate, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries after the installatin cmpletes. Fr mre infrmatin, refer t Applying User-Defined Certificates. 25

26 19. In the Ready t Install page, all f the infrmatin cnfigured in the previus steps is listed. Click Install t begin the installatin. Click Back t return t the previus interface. Click Cancel t exit the installatin wizard withut saving any f the cnfiguratins. 20. Once Gvernance Autmatin is successfully installed, yu have the ptin t Register Gvernance Autmatin t Custmer Experience Imprvement Prgram t enhance technical supprt in the Installatin cmpleted interface. Then, click Finish t exit the installatin wizard. Unattended Installatin Gvernance Autmatin can be installed using the unattended installatin methd. Unattended installatin installs Gvernance Autmatin using the UnattendedInstallatin.dll file, a generated answer file, and unattended installatin cmmands. The answer file is a script that prvides answers t questins r ptins presented during a Gvernance Autmatin installatin. The answer file will be used when executing the unattended installatin cmmands. Generating the Answer File Befre perfrming an unattended installatin, an answer file must be generated by Gvernance Autmatin Setup Manager. The answer file prvides the cnfiguratin infrmatin required fr the unattended installatin. 1. In the Gvernance Autmatin package, duble-click the UnattendedInstall flder. 2. Duble-click the SetupManager flder t pen it. 3. Duble-click the GvernanceAutmatinSetupManager.exe t execute it. The DcAve Gvernance Autmatin Setup Manager windw appears. 4. In the Welcme screen, chse t install in English, Japanese, r French by selecting the language pack frm the drp-dwn menu, then click Next. 5. In the Overview screen, view the instructins abut unattended installatin and the answer file. Click Next. 6. Select the generatin ptin. Create a new answer file Select this ptin t create a new answer file. Mdify an existing answer file Select this ptin t reuse an existing answer file. If this ptin is selected, the path field will be enabled. Click Brwse t brwse fr an answer file. Click Next. 7. Enter yur Name and Organizatin int the prvided field. Click Next. 8. Carefully review the Gvernance Autmatin License Agreement. After yu have read the agreement, select the I accept the terms in the License Agreement checkbx, and click Next. 9. Select the installatin lcatin. 26

27 Default directry Gvernance Autmatin will be installed t the default installatin lcatin n the destinatin server, which is \Prgram Files\AvePint\Gvernance Autmatin. Custmized directry If yu select this ptin, enter a custmized path in the Installatin Path field where yu wish t install Gvernance Autmatin n the destinatin server. Optinally, yu can select the Use the default directry if yur custmized directry is invalid checkbx. Enable this ptin t install Gvernance Autmatin t the default directry if the custm path yu defined is invalid. Click Next. 10. Cnfigure Service Cnfiguratin with the fllwing settings: a. DcAve Cntrl Service Address Enter the DcAve Cntrl Service Hst and the DcAve Cntrl Service Prt. DcAve Cntrl Service Hst Enter the hstname r IP address f the machine where DcAve Cntrl service is installed. DcAve Cntrl Service Prt Enter the DcAve Cntrl service prt number used t cmmunicate with DcAve Cntrl Service. The default prt number is b. IIS Web Site Settings Cnfigure the IIS Web site settings fr Gvernance Autmatin. The IIS Web site is used t access Gvernance Autmatin. Create a new IIS web site Enter the Web site name fr Gvernance Autmatin. Web Site Prt Enter the prt number fr Gvernance Autmatin cmmunicatin. The default Web site prt number used t access Gvernance Autmatin is 15000; yu d nt need t change it unless a knwn prt cnflict exists. Optinally, yu can select the Use a randm prt number if the specified ne is being used checkbx. Select this ptin t use a randm prt number if the entered ne is being used. c. Applicatin Pl Settings Cnfigure the IIS applicatin pl settings fr the crrespnding Web site t cllect and manage requests sent t crrespnding Web site. Create a new applicatin pl Enter the name fr the new applicatin pl. Applicatin Pl Accunt Enter the username and passwrd fr the applicatin pl accunt. *Nte: Fr required permissins f the entered user, refer t Required Permissins fr Gvernance Autmatin Service Accunts. d. Gvernance Autmatin Wrkflw Service Cnfiguratin Cnfigure the settings fr Gvernance Autmatin Wrkflw Service. 27

28 Wrkflw Service Prt Enter the prt number used t cmmunicate with Gvernance Autmatin Wrkflw Service. The default prt number is Optinally, yu can select the Use a randm prt number if the specified ne is being used checkbx. Select this ptin t use a randm prt number if the entered ne is used. Service Accunt Enter the username and passwrd fr the accunt that Gvernance Autmatin Wrkflw Service can use t lg n. *Nte: Fr required permissins f the entered user, refer t Required Permissins fr Gvernance Autmatin Service Accunts. e. Gvernance Autmatin Timer Service Cnfiguratin Enter the username and crrespnding passwrd fr the accunt that Gvernance Autmatin Timer Service can use t lg n. Click Next. *Nte: Fr required permissins f the entered user, refer t Required Permissins fr Gvernance Autmatin Service Accunts. 11. Set up the Authenticatin Cnfiguratin. Passphrase Settings Enter the DcAve Manager Passphrase t ensure the cmmunicatin with DcAve. If yu frget the passphrase, yu can view it by navigating t DcAve > Cntrl Panel > General System Settings > System Optins > Security Settings. DcAve Administratin Accunt Enter the DcAve Manager accunt by which the DcAve activities are perfrmed. The user accunt entered here must be lcal users with full cntrl permissins f DcAve. Click Next. 12. Set up the Cnfiguratin Database Settings. a. Database Settings Select a Cnfiguratin Database fr Gvernance Autmatin t stre settings and cnfiguratins. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Cnfiguratin Database Name Enter a name fr Gvernance Autmatin Cnfiguratin Database. If the database des nt exist, it will be autmatically created in the entered database server. b. Database Credentials Select Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Cnfiguratin Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the entered username and passwrd. 28

29 c. Advanced Database Settings Enter a failver database server name t set it as a ht standby database server fr Gvernance Autmatin Cnfiguratin Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. Click Next. 13. Set up the Audit Database Settings t cnfigure an Audit Database fr Gvernance Autmatin t stre the auditing infrmatin, data and reprts. T use the same database settings including Database Server, Database Credentials, and Advanced Database Settings as Gvernance Autmatin Cnfiguratin Database s, select the Use the previus database settings checkbx and enter a name fr the Gvernance Autmatin Audit Database. If the database des nt exist, it will be autmatically created in the entered database server. T set up a separate database as a Gvernance Autmatin Audit Database, deselect the Use the previus database settings checkbx and enter the fllwing infrmatin. Click Next. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. Audit Database Name Enter a name fr Gvernance Autmatin Audit Database. If the database des nt exist, it will be autmatically created in the entered database server. Database Credentials Select Windws Authenticatin r SQL Authenticatin fr the Gvernance Autmatin Audit Database is t be used when cnnecting t the SQL server. Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the entered accunt and passwrd. Advanced Database Settings Enter a failver database server name t set it as a ht standby database server fr Gvernance Autmatin Audit Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. 14. The Installatin Summary interface displays the installatin infrmatin yu have cnfigured. Read the Installatin summary carefully, and chse the fllwing ptins t cntinue yur cnfiguratin. Click Generate an Answer File t generate an answer file fr Gvernance Autmatin unattended installatin and save it t yur desired lcatin. Yu can als mdify the file name befre saving it. Click Back t g back t the previus cnfiguratin interface. 29

30 Click Cancel t exit the Setup Manager withut saving any f the cnfiguratins. Imprting the UnattendedInstallatin.dll File Next, the UnattendedInstallatin.dll file must be imprted int Windws PwerShell n the server where yu want t run the unattended installatin cmmand. The server can be any server in the farm as lng as the server can access the answer file path. Use either f the tw methds belw t imprt the UnattendedInstallatin.dll file. T manually imprt the UnattendedInstallatin.dll file, cmplete the fllwing steps: a. On the server where Gvernance Autmatin package resides, navigate t Start > Windws PwerShell. Right-click Windws PwerShell and select Run as administratr. b. Enter the directry UnattendedInstall\PwerShellMdules. It is the directry f the PwerShellMdules flder that resides in Gvernance Autmatin package. c. Enter the fllwing cmmand: Imprt-Mdule \UnattendedInstall\PwerShellMdules\UnattendedInstallati n.dll d. Press Enter t imprt the UnattendedInstallatin.dll file. T autmatically imprt the UnattendedInstallatin.dll file, cmplete the fllwing steps: a. Navigate t the directry UnattendedInstall\PwerShellMdules. b. Right-click the UnattendedInstallatinLauncher.bat file and select Run as administratr. Installatin Cmmands The Gvernance Autmatin Unattended Installatin cmmand fr installing Gvernance Autmatin remtely is Install- GvernanceAutmatin. Fr example: Install- GvernanceAutmatin -TargetName Username AvePint\GvernanceAutmatin -Passwrd Ave -PackageFilesFlder "C:\Gvernance _Autmatin" AnswerFilePath "C:\AnswerFile.xml" - RemteTempPath C:\TempFlder The fllwing table lists the detailed infrmatin fr each parameters: Parameter Type Descriptin -TargetName Required The hstname r IP address f the destinatin machine where yu want t install Gvernance Autmatin. 30

31 Parameter Type Descriptin *Nte: The lcalhst r the lpback address cannt be input as the value f TargetName. If the hstname is used, ensure that the entered cmputer name can be reslved thrugh the lcal Hsts file, by using Dmain Name System (DNS) queries, r thrugh NetBIOS name reslutin techniques. -Username Required The username f the user used t access the destinatin machine where yu want t install Gvernance Autmatin. The frmat f the username is: dmain\username. The permissins f the user are as fllws: If the user is the lcal administratr f the destinatin machine, it can be used directly. Enter.\administratr fr the Username parameter. If the user is frm the dmain t which the destinatin machine belngs, the dmain user must be added t the Administratrs grup n the destinatin machine. The user must have the Full Cntrl permissin t the path used in RemteTempPath parameter. -Passwrd Required The passwrd f the user abve. Qute the passwrd if it cntains any special character r space. -PackageFilesFlder Required The lcal path n the machine where yu run the cmmand. The path stres the extracted DcAve Gvernance Autmatin unattended installatin package. The frmat f the path is: C:\package. Qute the path if it cntains any special character r space. -AnswerFilePath Required The lcal path where yu saved the answer file. The path must be detailed t the name f the answer file. Fr example, C:\AnswerFile.xml. -RemteTempPath Required A lcal path n the destinatin machine that the unattended installatin package is installed t. The frmat f the path is: C:\temp. 31

32 Parameter Type Descriptin The path will be used t stre the temprary files generated during the DcAve Gvernance Autmatin unattended installatin. The temprary files will be deleted as sn as the unattended installatin finishes. -Lg Optinal This is an ptinal parameter. If used, the lgs f the unattended installatin will be saved t the.txt file in the entered path. The path entered in this parameter must be detailed t the name f the lg file. Fr example, C:\Lg.txt. If the entered lg file des nt exist, it will be generated autmatically. -UseIPv6frCmmunicatin Optinal This is an ptinal parameter used t specify the cmmunicatin methd between the machine where the cmmand is run and the destinatin machine that the DcAve Gvernance Autmatin is installed. If an IPv6 address is entered in TargetName parameter, this parameter must be entered. *Nte: When using this parameter, bth the destinatin machine and the machine where yu run this cmmand must supprt IPv6. 32

33 Optinal Gvernance Autmatin Installatins After installing the Gvernance Autmatin platfrm, yu can install several additinal Gvernance Autmatin cmpnents. These cmpnents are nt required, but are recmmended in rder t enhance yur Gvernance Autmatin experience. Installing the Web Part The Web part embeds the business user interface within a SharePint site. This prvides SharePint users with easier access withut having t leave their SharePint envirnment. *Nte: Make sure the intended users have the crrect permissins t access the sites where this Web part is installed. T use the Gvernance Autmatin Web part prperly, the certificate that is used t hst Gvernance Autmatin Web site must be fully trusted by yur machines. Fr mre infrmatin, refer t Changing the Certificate in IIS Manager. Deplying the Web Part Slutin Yu can add the Gvernance Autmatin Web Part t SharePint thrugh either the Cmmand Prmpt r Windws PwerShell. See the sectin belw applicable t yur deplyment methd. Deplyment thrugh Cmmand Prmpt Cmplete the steps belw t deply Gvernance Autmatin Web Part slutin thrugh Cmmand Prmpt: 1. G t Start > Run > enter cmd in the Open text bx and click OK. 2. Enter the fllwing cmmand: cd C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\14\BIN Figure 1: Deplying the Web Part Slutin thrugh CMD (1). 3. Press Enter and cntinue the cmmand in the fllwing frmat: stsadm.exe - addslutin -filename C:\GAWebPart.wsp *Nte: C:\GAWebPart.wsp shuld be replaced with the path where the slutin is stred. 33

34 Figure 2: Deplying the Web Part Slutin thrugh CMD (2). 4. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 5. Navigate t SharePint 2010 Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GAWebPart.wsp is displayed. 6. Click gawebpart.wsp, and then click Deply Slutin t deply it. Deplyment thrugh Windws PwerShell Cmplete the steps belw t deply Gvernance Autmatin Web Part slutin thrugh Windws PwerShell: 1. On the server where SharePint Central Administratin resides, click Start and search fr Windws PwerShell. 2. Right-click Windws PwerShell and click Run as administratr. 3. If Windws PwerShell Snap-in is nt installed, enter the fllwing cmmand: Add-PSSnapin Micrsft.SharePint.PwerShell -EA 0 Figure 3: Deplying the Web Part Slutin thrugh Windws PwerShell (1). 4. Press Enter and cntinue the cmmand: Add-SPSlutin Figure 4: Deplying the Web Part Slutin thrugh Windws PwerShell (2). 34

35 5. Press Enter and Windws PwerShell prmpts yu t enter the slutin file path. 6. In the LiteralPath field, enter the path f the slutin file. Figure 5: Deplying the Web Part Slutin thrugh Windws PwerShell (3). *Nte: C:\GAWebPart.wsp shuld be replaced with the path where the slutin is stred. By default, the.wsp file resides in the directry \AvePint\GvernanceAutmatin\Sharepint Slutins n the server where Gvernance Autmatin is installed. 7. Press Enter and the slutin name, slutin ID, and deplyed status are displayed. Nw the slutin has been added t the slutin stre. Figure 6: Deplying the Web Part Slutin thrugh Windws PwerShell (4). 8. Navigate t SharePint 2010 Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GAWebPart.wsp is displayed. 9. Click gawebpart.wsp, and then click Deply Slutin t deply it. Inserting the Web Part int a SharePint Site T add the Web part t a page in a SharePint site cllectin, g t the site cllectin yu want t add the Web part t and fllw the instructins belw: 1. Navigate t Site Actins > Site Settings > Site cllectin features. 2. Find Web Part Feature and click Activate. 3. In the page where yu want t add the Web part, click Edit Page > Insert > Web Part. 4. Select then select the Web part and click Add. 35

36 5. Once the Web part has been added, click n dwn arrw in the upper right-hand crner and select Edit Web Part frm the drp-dwn menu. 6. Under Appearance, set the size fr the Web part. Fr mst, it is recmmended t use height f 768 and width f Cnfigure the Gvernance Autmatin Settings sectin: Gvernance Autmatin URL (Required) Set the URL in the fllwing frmat: https://servername:prt *Nte: d nt add anther / after the URL. Hide the Gvernance Autmatin menu bar (Optinal) Select the checkbx t hide the Gvernance Autmatin menu bar in the interface f yur Gvernance Autmatin Web Part. 8. Click Apply t apply yur changes, then click OK t save yur cnfiguratins. 36

37 Installing Site Directry Web Part The Site Directry Web part displays detailed site infrmatin and allws business users t search fr URL, Title, Primary Site Cntact, Secndary Site Cntact, r metadata added in Gvernance Autmatin. Fr the Gvernance Autmatin Site Directry Web part t display prperly, the certificate that is used t hst Gvernance Autmatin Web site must be fully trusted by yur machines. Fr mre infrmatin, refer t Changing the Certificate in IIS Manager. Deplying the Site Directry Web Part Slutin Fllw the instructins belw t add Gvernance Autmatin Site Directry Web Part t SharePint thrugh Cmmand Prmpt r Windws PwerShell: Deplyment thrugh Cmmand Prmpt Cmplete the steps belw t deply Gvernance Autmatin Site Directry Web Part slutin thrugh Cmmand Prmpt: 1. G t Start > Run > enter cmd in the Open text bx and click OK. 2. Enter the fllwing cmmand: cd C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\14\BIN Figure 7: Deplying the Site Directry Web Part Slutin (1). 3. Press Enter and cntinue the cmmand in the fllwing frmat: stsadm.exe - addslutin -filename C:\GASubSiteDirectry.wsp Figure 8: Deplying the Site Directry Web Part Slutin (2). 37

38 *Nte: C:\GASubSiteDirectry.wsp shuld be replaced with the path where the slutin is stred. 4. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 5. Navigate t SharePint 2010 Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GASubSiteDirectry.wsp is displayed. 6. Click gasubsitedirectrywebpart.wsp, and then click Deply Slutin t deply it. Deplyment thrugh Windws PwerShell Cmplete the steps belw t deply Gvernance Autmatin Site Directry Web Part slutin thrugh Windws PwerShell: 1. On the server where SharePint Central Administratin resides, click Start and search fr Windws PwerShell. 2. Right-click Windws PwerShell and click Run as administratr. 3. If Windws PwerShell Snap-in is nt installed, enter the fllwing cmmand: Add-PSSnapin Micrsft.SharePint.PwerShell -EA 0 Figure 9: Deplying the Site Directry Web Part Slutin thrugh Windws PwerShell (1). 4. Press Enter and cntinue the cmmand: Add-SPSlutin Figure 10: Deplying the Site Directry Web Part Slutin thrugh Windws PwerShell (2). 5. Press Enter and Windws PwerShell prmpts yu t enter the slutin file path. 6. In the LiteralPath field, enter the path f the slutin file. 38

39 Figure 11: Deplying the Site Directry Web Part Slutin thrugh Windws PwerShell (3). *Nte: C:\GASubSiteDirectry.wsp shuld be replaced with the path where the slutin is stred. By default, the.wsp file resides in the directry \AvePint\GvernanceAutmatin\Sharepint Slutins n the server where Gvernance Autmatin is installed. 7. Press Enter and the slutin name, slutin ID, and deplyed status are displayed. Nw the slutin has been added t the slutin stre. Figure 12: Deplying the Site Directry Web Part Slutin thrugh Windws PwerShell (4). 8. Navigate t SharePint 2010 Central Administratin > System Settings > Farm Management, and then click Manage farm slutins in which GASubSiteDirectry.wsp is displayed. 9. Click gasubsitedirectrywebpart.wsp, and then click Deply Slutin t deply it. Inserting the Web Part int a SharePint Site T add the Web part t a page in a SharePint site cllectin, g t the site cllectin yu want t add the Web part t and fllw the instructins belw: 1. Navigate t Site Actins > Site Settings > Site cllectin features. 2. Find Site Directry Web Part Feature and click Activate. 3. In the page where yu want t add the Web part, click Edit Page > Insert > Web Part. 4. Select then select the Web part and click Add. 5. Once the Web part has been added, click n dwn arrw in the upper right-hand crner and select Edit Web Part frm the drp-dwn menu. 39

40 6. Yu can select hw many pieces f site infrmatin t be displayed in ne page by entering yur desired number in the Rws t display text bx. *Nte: The minimum width is 787 pixels. 7. Click OK t save. Yu will be prmpted t cnfirm that yu want t display the cntent; click Yes. 40

41 Installing the Gvernance Autmatin App Gvernance Autmatin App, an app fr SharePint 2013, prvides SharePint end-users with easier access t Gvernance Autmatin, withut having t leave their SharePint envirnment. With the Gvernance Autmatin App cnfigured, several app parts are available fr SharePint sites. Gvernance Autmatin App Pre-Installatin Checklist Ensure that the fllwing are in place befre cnfiguring Gvernance Autmatin App: Gvernance Autmatin is installed. SharePint 2013 n-premises is installed n the server that will run this app. The SharePint site that will have Gvernance Autmatin App added is created. Preparing the Envirnment t Hst Apps Befre installing Gvernance Autmatin App n a SharePint n-premises envirnment, the envirnment must be cnfigured t hst apps. Refer t the instructins in the fllwing sectins n hw t prepare yur envirnment t hst Gvernance Autmatin App. Cnfiguring the Dmain Name in DNS Yu must cnfigure a new name in Dmain Name Services (DNS) t hst the Gvernance Autmatin App. Fr mre infrmatin n hw t cnfigure the dmain name, refer t the instructins prvided here: (the heading Cnfigure the dmain names in DNS (all hsting ptins)). Starting SharePint Service Applicatins and Instances If yu have already used apps in yur SharePint 2013 n-premises envirnment, yu can skip this sectin. The user wh will be perfrming these steps must be an Active Directry dmain user, a member f lcal Administratrs grup, a member f the SharePint Farm Administratrs grup, must have Full Cntrl permissin t the Web frnt-end server, and must have access t the site cllectin where yu are deplying the app. First, perfrm the fllwing steps t verify that the apprpriate services are running: 1. Navigate t Start > All Prgrams > Micrsft SharePint 2013 Prducts > SharePint 2013 Central Administratin. 2. Click Manage service applicatins under the Applicatin Management heading. 3. In the Manage Service Applicatins page, verify that the fllwing tw service applicatins are created. App Management Service Applicatin 41

42 Subscriptin Settings Service Applicatin 4. Click System Settings n the left pane. 5. Click Manage services n server under the Servers heading. 6. In the Services n Server page, verify that the fllwing tw service instances are Started. If they are nt, click Start t get them running. App Management Service Applicatin Subscriptin Settings Service Applicatin 7. If these tw service applicatins d nt exist, create a Subscriptin Settings service applicatin and create an App Management service applicatin. Fr detailed infrmatin n hw t create the service applicatins, refer t the instructins prvided here: (the chapter Cnfigure the Subscriptin Settings and App Management service applicatins). Cnfiguring the App URL Befre adding the Gvernance Autmatin App, the app URL must be cnfigured. Cmplete the fllwing steps t cnfigure the app URL: 1. On the SharePint server, navigate t Start > All Prgrams > Micrsft SharePint 2013 Prducts > SharePint 2013 Central Administratin. 2. Click Apps n the left pane. 3. Click Cnfigure App URLs under the App Management heading. The Cnfigure App URLs interface appears. 4. In the App dmain text bx, enter the dmain name that has been cnfigured in Cnfiguring the Dmain Name in DNS. 5. In the App prefix text bx, enter a name as the URL prefix fr the app. 6. Click OK t save yur cnfiguratins. Fr mre infrmatin n hw t cnfigure the app URL, refer t the instructins prvided here: (the chapter Cnfigure the app URLs t use). Setting up an App Catalg An app catalg site cllectin stres apps. These apps can be added t any site under the Web applicatin where the app catalg site cllectin resides. Only the members f the Farm Administratrs grup can view and perate the app catalg site cllectin. Fllw the steps belw t cnfigure SharePint 2013 app catalg: 1. On the SharePint server, navigate t Start > All Prgrams > Micrsft SharePint 2013 Prducts > SharePint 2013 Central Administratin. 2. Click Manage App Catalg under the Apps heading. 42

43 3. In the Manage App Catalg page, select the Web applicatin where yu are abut t create the app catalg site cllectin. 4. Select Create a new app catalg site. Then, click OK. The Create App Catalg page appears. 5. Cnfigure the necessary settings fr creating a new app catalg site cllectin. a. Enter a title fr the app catalg site cllectin in the Title text bx. b. In the Descriptin text bx, enter the descriptin fr the site cllectin. c. In the URL text bx, enter the URL t use fr the site cllectin. d. In the User Name text bx f the Primary Site Cllectin Administratr sectin, enter the user wh will manage the catalg. *Nte: Only ne username can be entered. Security grups are nt allwed. e. In the Users/Grups text bx f the End Users sectin, enter the names f the users r grups that can brwse the catalg. *Nte: Added users r grups have read access t the app catalg site cllectin. Yu can add multiple usernames and security grups. Users must be added as End Users t be able t brwse the app catalg frm their site cllectins. Hwever, if users want t add the app t their sites, these users must be farm administratrs by default. f. In the Select a quta template drp-dwn list, select the quta template t use fr the site. g. Click OK t create the app catalg site cllectin. *Nte: Each Web applicatin needs an app catalg site cllectin. If yu wish t add Gvernance Autmatin App t ther Web applicatin, the Web applicatin must have its wn app catalg site cllectin. Registering the Gvernance Autmatin App Open the created app catalg site cllectin in yur web brwser and replace the character after layuts/ with 15/appregnew.aspx. Fr example, App catalg site cllectin URL: Mdified URL: Access the mdified URL and a new page appears. Then, cnfigure the fllwing app infrmatin in the page: 1. App Id Enter EC72749B-68C8-411A-B535-D4490AD6201F in the text bx. 2. App Secret Enter TcdbE+84c3X1ne3AhH9NYra2r7RN2NILJeKyTYsdWQk= in the text bx. 3. Title Enter Gvernance Autmatin. 4. App Dmain Enter the hstname f the Gvernance Autmatin server. 5. Redirect URL Enter the URL in the fllwing frmat: 43

44 https://gahst:gaprt/app/hme/index. GAHst The hstname f yur Gvernance Autmatin server. GAPrt The prt number f yur Gvernance Autmatin Web site. 6. Click Create t register the app. Mdifying App File Cmplete the fllwing steps t mdify.app file: 1. On the Gvernance Autmatin server, navigate t \AvePint\GvernanceAutmatin\SharePint Slutins. 2. Find the AppPart.app file and cpy the file t yur desired lcatin n the server. 3. Navigate t the lcatin where the AppPart.app file resides. Right-click the file and select Rename. 4. Mdify the file extensin name.app t.zip. 5. Extract the AppPart.zip file. 6. In the extracted flder, right-click the AppManifest.xml file and select Edit. 7. Find the attribute <StartPage> and mdify https://ga.thake.cm t yur Gvernance Autmatin Web site URL. Figure 13: Mdifying the AppManifest.xml file. 8. Save and clse the AppManifest.xml file. 9. Edit all f the files whse file name starts with elements. In each file, find https://ga.thake.cm and mdify it t yur Gvernance Autmatin Web site URL. Figure 14: Mdifying the elements file. 10. Save and clse each file. 11. After all f the files are mdified, select all f the flder and files within the AppPart flder, right-click them and select Send t > Cmpressed (zipped) flder. Enter yur desired name fr the ZIP file. 44

45 12. Rename the ZIP file. Mdify the file extensin name.zip t.app. Uplading Gvernance Autmatin App t App Catalg Befre adding Gvernance Autmatin App t any SharePint site, yu must uplad Gvernance Autmatin App t the app catalg site cllectin. Cmplete the fllwing steps t uplad Gvernance Autmatin App t the app catalg site cllectin: 1. Navigate t the app catalg site cllectin that is created in Setting up an App Catalg. 2. Click Apps fr SharePint n the left pane. 3. In the Apps fr SharePint interface, click new app. 4. In the Add a dcument windw, click Brwse and select the.app file that is cnfigured in Mdifying App File. 5. Click OK t uplad the.app file. Cnfiguring Gvernance Autmatin Web Site Authenticatin The SharePint user wh accesses Gvernance Autmatin App must has the permissin t access Gvernance Autmatin Web site. Within SharePint, Gvernance Autmatin App cannt retrieve the infrmatin f the SharePint user when the user accesses the app. T verify whether the user has the permissin t access the app, yu must cnfigure Gvernance Autmatin Web site authenticatin in IIS Manager. Gvernance Autmatin will retrieve the user infrmatin f the lcal machine via Windws Authenticatin and then check whether the user has the permissin t access Gvernance Autmatin. Cmplete the fllwing steps t cnfigure Gvernance Autmatin Web site authenticatin in IIS Manager: 1. On the Gvernance Autmatin server, navigate t Start > Administrative Tls > Internet Infrmatin Services (IIS) Manager. 2. Duble-click the lcal hstname n the left pane. 3. Expand the Sites nde and click Gvernance Autmatin. 4. Duble-click Authenticatin in the middle. 5. Make sure the status f Windws Authenticatin is Enabled. If nt, right-click Windws Authenticatin and select Enable. 6. Make sure the status f Annymus Authenticatin is Disabled. If nt, right-click Annymus Authenticatin and select Disable. *Nte: With the abve Gvernance Autmatin Web site authenticatin cnfigured, a Windws authenticatin pp-up windw will appear when yu lg int Gvernance Autmatin Web site fr the first time. After entering the crrect username and passwrd, a pp-up windws appears t remind that 45

46 yur accunt des nt exist. The issue is caused by the difference between the authenticatin cnfigured in IIS and the authenticatin cnfigured in DcAve, even if they are bth Windws authenticatin. Click OK in the pp-up windw, then enter the crrect accunt infrmatin, select the authenticatin methd, and click Lgin. Yu will lg int Gvernance Autmatin successfully. Adding Gvernance Autmatin App t a SharePint Site The user wh adds Gvernance Autmatin App t a SharePint site must have the fllwing permissins: *Nte: System accunts cannt add Gvernance Autmatin App t a SharePint site. A member f Farm Administratrs grup r lcal Administratrs grup. Has Full Cntrl permissin t the site that yu are abut t add Gvernance Autmatin App t. Has at least Read permissin t the app catalg site cllectin. Cmplete the fllwing steps t add Gvernance Autmatin App frm the app catalg site cllectin t any SharePint site under the same Web applicatin where the app catalg site cllectin resides. 1. Navigate t the SharePint site where yu want t add Gvernance Autmatin App. 2. Click the Settings ( ) buttn n the tp-right crner f the site, and then click Add an app. The Yur Apps page appears. 3. On the left Quick Launch, click Frm Yur Organizatin t add Gvernance Autmatin App frm app catalg. 4. Enter Gvernance Autmatin in the Find an app search text bx, and then press Enter. 5. Click Gvernance Autmatin. 6. Click Add it t add Gvernance Autmatin App n the site. 7. When asked if yu want t trust Gvernance Autmatin, click Trust It. Gvernance Autmatin App is added t the site successfully and a Gvernance Autmatin link is added n the Quick Launch. Click the Gvernance Autmatin link and yu are brught t a new page. By default, the fllwing tiles are displayed in the page: Start a Request View My Requests View My Tasks Public Site Cllectin Directry My Sites *Nte: The tile Mrning and Reprting is unsupprted in Gvernance Autmatin App. 46

47 Yu can chse t hide the tiles frm the page by deselecting the tiles in Gvernance Autmatin > Settings > Business User Features Activatin r Deactivatin. Fr mre infrmatin, refer t Hiding r Revealing Sectins t Business Users. Inserting Gvernance Autmatin App Part Gvernance Autmatin App prvides several app parts that can be inserted t SharePint sites. T insert Gvernance Autmatin app parts t a site, cmplete the fllwing steps: 1. G t the hmepage f this site and click the PAGE tab n the ribbn. 2. In the PAGE tab, click Edit. 3. Click the INSERT tab and click App Part. 4. The fllwing app parts f Gvernance Autmatin App are displayed in the Parts sectin: My Requests Displays the lgin user s saved requests and submitted requests. My Site Cllectins Displays the site cllectins that the lgin user is respnsible fr managing. My Sites Displays the sites that the lgin user is respnsible fr managing. My Tasks Displays the tasks that are assigned t the lgin user. Public Site Cllectins Displays all site cllectins tagged fr public sharing that are managed by Gvernance Autmatin. Site Directry Displays sites managed by Gvernance Autmatin within this site cllectin. Site Infrmatin Card Displays key infrmatin abut the site, such as wnership, classificatin, plicy, and available service requests. *Nte: This app part can be inserted t a tp-level site f a site cllectin, r be inserted t a site. In a tp-level site, the app part displays site cllectin infrmatin. In a site, the app part displays site infrmatin. Start a Request It is used t start a Gvernance Autmatin service request. 5. Select yur desired app part and click Add t add it t the site. 6. Click Save n the ribbn t save yur cnfiguratins. 47

48 Deplying the Gvernance Autmatin Plicy Bar Slutin T use the site plicy bar feature in a site cllectin plicy, yu must deply the Gvernance Autmatin Plicy Bar slutin. The slutin GAPlicyBar.wsp resides in the directry \AvePint\GvernanceAutmatin\SharePint Slutins n Gvernance Autmatin server. T deply the slutin n a SharePint Web-frnt end server, cpy the GAPlicyBar.wsp t the SharePint Web-frnt end server first. Cmplete the fllwing steps t deply the slutin: 1. On the SharePint server, navigate t SharePint 2013 Management Shell. Right-click it and select Run as administratr. 2. Enter the fllwing cmmand: stsadm addslutin filename C:\Prgram Files\AvePint\GvernanceAutmatin\SharePint Slutins\GAPlicyBar.wsp *Nte: C:\Prgram Files\AvePint\GvernanceAutmatin\SharePint Slutins\ shuld be replaced with the exact path where the slutin GAPlicyBar.wsp resides. 3. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 4. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins. 5. Click gaplicybar.wsp and then click Deply Slutin t deply it. 6. G t the site cllectin where yu are abut t add the site plicy bar. 7. Navigate t Settings > Site settings > Site Cllectin Administratin > Site cllectin features. 8. Find Gvernance Autmatin Plicy Bar and click Activate. 48

49 Pst-installatin Prcedures Upn initial installatin, Gvernance Autmatin requires additinal mdificatins and cnfiguratins in rder fr it t cmmunicate prperly with DcAve and within yur farm. Review each sectin belw carefully and fllw the instructins prvided. Allwing Full Cntrl Permissin t the DcAve Private Key Fr Gvernance Autmatin t cmmunicate with the DcAve Cntrl service, the service accunt(s) fr the Gvernance Autmatin Wrkflw Service, Gvernance Autmatin Timer Service, and Applicatin Pl must have the Full Cntrl permissin t the DcAve private key. T allw the service accunt(s) Full Cntrl t the DcAve private key, cmplete the fllwing steps: 1. Navigate t the server where Gvernance Autmatin is installed. 2. Navigate t Start > Run, enter mmc in the Open text bx, and click OK. 3. In the pp-up windw, click File > Add/Remve Snap-in. 4. Select Certificates n the left pane and click Add>. 5. Select Cmputer accunt fr the lcal machine, click Next, and then click Finish. 6. Click OK and the Add r Remve Snap-ins windw is clsed. 7. On the left pane, expand the Certificates (Lcal Cmputer) nde, and then expand the Persnal nde. 8. Click the Certificates nde. 9. Right-click the certificate DcAve n the right pane, then select All Tasks > Manage Private Keys. 10. In the pp-up windw, respectively select the service accunt fr Gvernance Autmatin Wrkflw Service, Gvernance Autmatin Timer Service, and Applicatin Pl, then select the Allw checkbx fr Full cntrl. 11. Click Apply t apply the cnfiguratins. 12. Click OK t save the applicatin. Enabling the Service Accunt t Listen t the Gvernance Autmatin Wrkflw Service Prt When a request is submitted thrugh the Gvernance Autmatin interface, the Gvernance Autmatin Web site sends the request t the Gvernance Autmatin Wrkflw Service. T receive requests, the service accunt fr Gvernance Autmatin Timer Service must have permissin t listen t the prt that hsts the Gvernance Autmatin Wrkflw Service. T enable the service accunt t listen t the Wrkflw Service Prt: 49

50 1. Navigate t the server where Gvernance Autmatin is installed. 2. Navigate t Start > Cmmand Prmpt. 3. In the Cmmand Prmpt windw, enter the cmmand in the fllwing frmat: netsh http add urlacl url=http://+:wrkflwprt/uri/ user=dmain\username a. wrkflwprt Replace with the Gvernance Autmatin Wrkflw Service prt. b. Uri Be replaced by the Uri value fr each service type. T get the Uri value, fllw the steps belw: i. Navigate t \AvePint\GvernanceAutmatin\Cnfig. ii. iii. iv. Find the WrkflwService file and pen the file with Ntepad. Click Edit > Find, enter Uri in the text bx, and click Find Next. The value f the Uri attribute is the ne that will be used in the cmmand. Repeat the step abve t get the Uri value fr each service type that will be used in Service Catalgue. c. dmain\username Replace with the service accunt fr Gvernance Autmatin Wrkflw Service. 4. Press Enter t execute the cmmand. *Nte: The cmmand must be executed fr each service type that will be used in Service Catalgue. 5. Navigate t Start > Administrative Tls > Services, and restart Gvernance Autmatin Wrkflw Service. Changing the Certificate in IIS Manager When attempting t access the Gvernance Autmatin lgin screen via a brwser, a certificate errr may appear. T prevent the certificate errr, access IIS manager and change the certificate that is used t hst the Gvernance Autmatin Web site t a fully trusted certificate. This will allw uninterrupted cmmunicatin between DcAve and Gvernance Autmatin. This certificate must be fully trusted by all f the end-user cmputers in yur envirnment. T change the certificate, cmplete the fllwing steps: 1. On the server where Gvernance Autmatin is installed, navigate t Start > Administrative Tls > Internet Infrmatin Services (IIS) Manager. 2. Expand the cnnectin and expand Sites. 3. Right-click Gvernance Autmatin and click Edit Bindings. The Site Bindings windw appears. 4. Click the binding and click Edit. The Edit Site Binding windw appears. 50

51 5. In the SSL certificate drp-dwn list, select the certificate that is fully trusted by all f the client machines in yur rganizatin. 6. Click OK t save yur cnfiguratins. 7. Click Clse t clse the Site Bindings windw. 8. After the certificate is successfully changed in IIS Manager, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries t cmplete the prcess. Fr these instructins, prceed t step 1 f Applying User-Defined Certificates. Applying User-Defined Certificates If a user-defined certificate was applied when installing DcAve Agent and Gvernance Autmatin, r if yu changed the built-in certificate t a user-defined certificate in the DcAve 6 Agent Cnfiguratin Tl and Gvernance Autmatin Cnfiguratin Tl, the AgentCmmnWCFBehavirs.cnfig file in \AvePint\DcAve6\Agent\bin and the GACntrlWCFBehavirs.cnfig file in \AvePint\GvernanceAutmatin\Cnfig were autmatically updated t reflect the certificate change. Hwever, the AgentCmmnWCFBehavirs.cnfig file in \AvePint\DcAve6\Agent\bin\GvernanceAutmatin and the GACntrlWCFBehavirs.cnfig file in \AvePint\GvernanceAutmatin\bin\Cnfig must be manually updated. T manually update the.cnfig files, cmplete the fllwing steps: 1. On the server where DcAve Agent resides, navigate t \AvePint\DcAve6\Agent\bin. 2. Find the AgentCmmnWCFBehavirs.cnfig file, right-click the file, and select Cpy. 3. Navigate t \AvePint\DcAve6\Agent\bin\GvernanceAutmatin and paste the cpied.cnfig file int this directry. 4. The Cnfirm File Replace windw appears. Click Yes t prceed. 5. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cnfig. 6. Find the GACntrlWCFBehavirs.cnfig file, right-click the file, and select Cpy. 7. Navigate t \AvePint\GvernanceAutmatin\bin\Cnfig and paste the cpied.cnfig file int this directry. 8. The Cnfirm File Replace windw appears. Click Yes t prceed. 51

52 Applying a Gvernance Autmatin License The Gvernance Autmatin license is applied thrugh DcAve using Cntrl Panel s License Manager. T apply yur new Gvernance Autmatin license: 1. Lg int DcAve and navigate t Cntrl Panel > License Manager. 2. Click Imprt, and brwse t where yu extracted the cntent f the ZIP file t. 3. Select the license and click Open. 4. Click Apply n the ribbn t apply the license. Once the license has been applied, Gvernance Autmatin will autmatically be enabled and ready t use. Lgging int Gvernance Autmatin fr the First Time In Gvernance Autmatin, different administratr and business user accunts may be cnfigured in the Accunt Manager. Hwever, when lgging int Gvernance Autmatin fr the first time, yu must use the built-in administratr accunt: Lgin ID: admin Passwrd: admin Lgin n t: Lcal System Cnfiguring Authenticatin Types See the sectins belw fr instructins n cnfiguring AD and Windws Authenticatin. Cnfiguring AD Authenticatin T grant yur users access t Gvernance Autmatin using their Active Directry (AD) accunt, the AD must be cnfigured and enabled in DcAve. Fr infrmatin n cnfiguring AD authenticatin in DcAve, refer t the Authenticatin Manager sectin f the DcAve 6 Cntrl Panel Reference Guide. Setting Windws Authenticatin as the Default Lgin Methd Gvernance Autmatin supprts setting Windws Authenticatin as the default methd s that yur Windws accunt will be used t autmatically lg int Gvernance Autmatin. T set Windws Authenticatin as the default methd t lg int Gvernance Autmatin, cmplete the fllwing steps: 52

53 1. Install the Windws Authenticatin rle service n the server where DcAve Cntrl service is installed. (If the rle has already been installed, skip this step) a. Navigate t Start > Administrative Tls > Server Manager. b. Click Rles. c. Click Add Rle Services n the right pane. The Add Rle Services windw appears. d. Select the Windws Authenticatin checkbx. e. Click Next t cnfirm yur selectin. f. Click Install t install the Windws Authenticatin rle service. 2. Enable Windws Authenticatin n the server where DcAve Cntrl service is installed. a. Navigate t Start > Internet Infrmatin Services (IIS) Manager. b. Click yur cnnectin and then duble-click Authenticatin. c. Right-click Windws Authenticatin and click Enable. 3. Cnfigure Windws Authenticatin in DcAve Manager. a. Navigate t Cntrl Panel > Authenticatin Manager. b. Click Windws Authenticatin n the ribbn. c. Select NTLM as the authenticatin type. d. Click OK t save yur cnfiguratin and g back t the hmepage f Authenticatin Manager. e. In the field f Windws Authenticatin, click Set as default. 4. Cnfigure User Authenticatin in yur Web brwser. a. In Internet Explrer, navigate t Internet Optins > Security. b. In the Internet zne, click Custm level. c. In the User Authenticatin sectin, select Autmatic lgn with current user name and passwrd. d. Click OK t save the Internet zne cnfiguratin. e. Click Apply t apply yur changes. f. Click OK t save yur security cnfiguratin. Windws Authenticatin is set as the default lgin methd t lg int DcAve and Gvernance Autmatin. When yu access Gvernance Autmatin, Gvernance Autmatin autmatically uses yur Windws accunt t lg and yu are brught t the hmepage directly. 53

54 Cnfiguring Ntificatin Settings Gvernance Autmatin ntificatins leverages SMTP settings cnfigured in DcAve. Fr Gvernance Autmatin t send ut ntificatins, yu must first cnfigure the Send Settings in DcAve. Fr infrmatin n cnfiguring the Send Settings in DcAve, refer t the User Ntificatin Settings sectin f the DcAve 6 Cntrl Panel Reference Guide. Registering SharePint Online Admin Centers/Site Cllectins T use Gvernance Autmatin t manage cntent in a SharePint Online standard instance r SharePint Online dedicated instance, yu must first register in DcAve the SharePint Online standard instance admin centers r SharePint Online standard/dedicated instance site cllectins. Refer t the fllwing steps t register SharePint Online standard instance admin centers and SharePint Online standard/dedicated instance site cllectins: 1. In DcAve Manager, navigate t Cntrl Panel > SharePint Sites. 2. Select the Default_SharePint Sites_Grup r a newly created SharePint Sites grup. 3. Click Manage Site Cllectin n the ribbn. 4. Click Add n the ribbn. 5. Enter the Site cllectin URL, Username, and Passwrd in the crrespnding text bxes. *Nte: T register a SharePint Online standard instance admin center, enter the admin center URL in the Site cllectin URL text bx. 6. Click OK t save yur cnfiguratins. *Nte: T prperly retrieve data, AvePint strngly recmmends that a SharePint Sites grup cntains nly thse site cllectins that are in the same SharePint Online Admin Center r the same Central Administratin. Fr mre infrmatin abut managing SharePint Sites in DcAve Cntrl Panel, refer t the DcAve Cntrl Panel Reference Guide. Cnfiguring Language, Time Zne, Date/Time Frmat, and Office 365 Accunt Settings When yu first lg int, the Cnfigure Persnal Settings windw appears. Fllw the instructins belw t cnfigure yur persnal settings. 1. Language Select a display Language frm the drp-dwn menu. 2. Time Zne and Date/Time Frmat Select the display time zne, date frmat, and time frmat fr the Gvernance Autmatin interface. 54

55 3. Office 365 Accunt Enter the Office 365 accunt that will be mapped t the currently lggedin user. This enables the current user t manage cntent in SharePint Online thrugh Gvernance Autmatin. *Nte: The entered Office 365 accunt must be in the frmat f 4. Click Save n the ribbn; a windw appears. 5. Enter the passwrd fr the Office 365 accunt in the text bx and click OK t save yur cnfiguratin; the display language and display time zne will change autmatically. Click Cancel t clse the windw withut saving any cnfiguratins. 6. If desired, select the D nt shw again when I lgin next time checkbx t lg int Gvernance Autmatin withut displaying the Cnfigure Persnal Settings windw. *Nte: Persnal settings can be cnfigured at any time by clicking yur accunt name in the tpright crner f the Gvernance Autmatin interface. 55

56 Getting Started with Gvernance Autmatin The sectins belw detail what yu must cnfigure in rder t use Gvernance Autmatin (Accunt Manager, Departments, Apprval Prcesses, Plicies, and Services). These instructins shuld be fllwed in rder, frm Cnfiguring Accunt Manager thrugh Cnfiguring Services. Additinal ptinal cnfiguratins are described in Additinal Gvernance Autmatin Cnfiguratins. Cnfiguring Accunt Manager *Nte: In rder t use yur Active Directry t create user accunts and grups in Gvernance Autmatin, Active Directry authenticatin must be cnfigured in DcAve. Fr mre infrmatin n hw t cnfigure Active Directry authenticatin in DcAve, see the Authenticatin Manager sectin f the DcAve 6 Cntrl Panel Reference Guide. Accunt Manager allws yu t manage user accunts and grups fr Gvernance Autmatin. There are tw default grups used t manage user accunts fr Gvernance Autmatin: Administratr Grup Users in this grup are able t access bth the administratr and business user interface f Gvernance Autmatin, giving them the ability t cnfigure system settings, mnitr requests and tasks, and maintain services, as well as submit and apprve requests fr services. Business User Grup Users in this grup are nly able t access the business user interface f Gvernance Autmatin, allwing them t submit and apprve requests fr allwed services. Custm Business User Grups may be created allwing designated users t als view Gvernance Autmatin reprts fr mnitring prcesses and wnership f site cllectins. Additinal custm user grups can be created t allw certain users t view reprts and mnitr all requests and tasks. T cnfigure Accunt Manager fr Gvernance Autmatin, click Accunt Manager in the Settings page. Click Clse n the ribbn t clse the Accunt Manager interface. Managing Gvernance Autmatin Grups In Accunt Manager, yu can change the number f grups displayed per page by selecting the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the grups, click the srt ( ) buttn in a clumn heading such as Grup Name, and Descriptin. Yu can perfrm the fllwing actins in the Accunt Manager interface: Add Grup Create grups f user accunts fr Gvernance Autmatin. Fr infrmatin abut creating grups f Gvernance Autmatin, see Creating New User Grups. Edit Grup Mdify user grup infrmatin r reassign grup permissins. Fr infrmatin abut editing grups f Gvernance Autmatin, see Creating New User Grups. 56

57 View User(s) View the user accunts within a selected grup. Within the grups, yu can add r remve user accunts. Fr infrmatin abut adding users r remving user accunts, see Adding r Remving Users. Delete Grup Remve a grup frm Gvernance Autmatin. A cnfirmatin windw will pp up when yu click Delete Grup. Click OK t delete the selected grup, r click Cancel t return t the Accunt Manager interface withut deleting the selected grup. Nte that the Administratr Grup and Business User Grups cannt be deleted. Managing Administratr Accunts T view and manage the administratrs fr Gvernance Autmatin, in the Accunt Manager interface, select the Administratr Grup checkbx and click View User(s) n the ribbn. Click Back n the ribbn t return t the Accunt Manager interface. All previusly cnfigured administratrs will be listed in the Administratr Grup interface. In this interface, yu can change the number f administratr accunts displayed per page by selecting the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the user accunts, click the srt ( ) buttn in a clumn heading such as Username, and Permissin. Then chse Ascending r Descending. Yu can als filter Permissin by clicking the filter ( Yu can perfrm the fllwing actins in the Administratr Grup interface. ) buttn. Add User T add a user t the Administratr Grup, click Add User n the ribbn. Yu will be brught t the Add User interface. a. Add User(s) Enter the username f the users/grups yu wish t add int the text bx. Then press Enter t check that the names are valid. b. Permissins Select the permissin level fr this administratr by checking the crrespnding radi buttns. Full Cntrl t all farms gives the user cntrl ver all farms using Gvernance Autmatin, while Integrate with SharePint Permissins gives the user cntrl t nly farms that they are a SharePint administratr f. c. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Administratr Grup interface withut saving any cnfiguratins. Edit T change the permissin level f an administratr, select the user by clicking the username, then click Edit n the ribbn. Yu will be brught t the Edit User interface. Select the permissin level fr this administratr by checking the crrespnding radi buttns. Full Cntrl t all farms gives the user cntrl ver all farms using Gvernance Autmatin, while Integrate with SharePint Permissins gives the user cntrl t nly farms that they are a SharePint administratr f. Click Save n the ribbn t save the mdificatins, r click Cancel t return t the Administratr Grup interface withut mdifying the settings f the selected user. Remve User frm Grup T remve an administratr frm Gvernance Autmatin, select the user by clicking the username, then click Remve User frm Grup n the ribbn. A 57

58 cnfirmatin windw will pp up. Click OK t delete the selected user, r click Cancel t return t the Administratr Grup interface withut deleting the selected user. Managing Business Users T view and manage the business users fr Gvernance Autmatin, in the Accunt Manager interface, select the Business User Grup checkbx and click View User(s) n the ribbn. Click Back n the ribbn t return t the Accunt Manager interface. All previusly cnfigured business users will be listed in the Business User Grup interface and yu can perfrm the fllwing actins. Add User T add a user t the Business User Grup, click Add User n the ribbn. Yu will be brught t the Add User interface. Enter the name f the users/grups yu wish t add in the text bx. Then press Enter t check that the names are valid. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Business User Grup interface withut saving any cnfiguratins. Remve User frm Grup T remve a business user frm Gvernance Autmatin, select the user by clicking befre the username, then click Remve User frm Grup n the ribbn. A cnfirmatin windw will pp up. Click OK t delete the selected user, r click Cancel t return t the Business User Grup interface withut deleting the selected user. Creating New User Grups T create a new user grup fr Gvernance Autmatin, in the Accunt Manager interface, click Create Grup n the ribbn. T mdify a previusly cnfigured grup, select the desired grup, and click Edit Grup n the ribbn. These grups are aimed t give the business users permissins t view the reprts, activities, requests, and tasks. In the Create Grup r Edit Grup interface, cnfigure the fllwing settings: 1. Grup Infrmatin Enter a Grup Name in the prvided text bx. Then enter an ptinal Grup Descriptin fr grup fr future reference 2. Permissins Assign the permissins t the grup by selecting crrespnding checkbx. 3. Click Save t save the cnfiguratins, r click Cancel t return the Accunt Manager interface withut creating the grup. Adding r Remving Users T add a user int a grup, refer t the instructins belw: 1. In the Accunt Manager interface, select a grup by clicking the grup name, and then click View User(s) n the ribbn. 2. Within the grup, click Add User n the ribbn. Yu will be brught t the Add User interface. 3. Enter the name f the users/grups yu wish t add in the text bx. Then press Enter t check that the names are valid. 58

59 4. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the grup interface withut adding any users. T remve a user frm a grup, refer t the instructins belw: 1. In the Accunt Manager interface, select a grup by clicking the grup name, and then click View User(s) n the ribbn. 2. Within the grup, select the desired user by clicking the Username, and click Remve User frm Grup n the ribbn. Then a cnfirmatin windw will pp up. 3. Click OK t delete the selected user, r click Cancel t return t grup interface withut deleting the selected user. Enabling a User Prfile Service The User Prfile Service applicatin in Micrsft SharePint Server 2010/2013 stres user infrmatin in a central lcatin. The User Prfile Service autmatically retrieves department infrmatin frm SharePint user prfiles s that it is nt necessary fr the IT Admin t select a department in a service, r fr a requester t select a department when filling ut a service request. If yu are using a custm database t stre user infrmatin, refer t Retrieving User Infrmatin frm a Custm Database fr instructins n synchrnizing with. T enable a User Prfile Service fr Gvernance Autmatin, navigate t the Gvernance Autmatin hmepage, click Settings, and then click User Prfile Service. Fllw the instructins belw t enable a User Prfile Service: 1. In the User Prfile Settings interface, select the Enable User Prfile Settings checkbx t have Gvernance Autmatin retrieve the department infrmatin frm SharePint user prfiles. 2. Select the farm frm in the Farm Name drp-dwn menu. This is the farm that will be leveraging the User Prfile Service. 3. Select a User Prfile Service frm the User Prfile Service Name drp-dwn menu. *Nte: User Prfile Services that are shared with the selected farm can als be laded. 4. Click Save n the ribbn t save the cnfiguratins, r click Cancel t return t the Settings interface withut saving the cnfiguratins. Retrieving User Infrmatin frm a Custm Database T retrieve user infrmatin frm a custm database, fllw the instructins belw: 1. Add the GACntract.dll file that is in \AvePint\GvernanceAutmatin\bin as a reference. 2. Make a class and inherit the ICustmRleService interface. 3. Implement interface ICustmRleService. 59

60 4. Nte that the user data must cntain the fllwing infrmatin: IdentityName, Department, Manager, and IsDeleted. 5. Build the DLL file and add t \AvePint\GvernanceAutmatin\bin 6. Navigate t \AvePint\GvernanceAutmatin and right-click the Glbal.cnfig file t pen with Ntepad. 7. Find the LadCustmRlesCnfig nde and mdify the value t True. 8. Add the assembly infrmatin t the highlighted area belw: Figure 15: Mdify the Glbal.cnfig file 9. Save and clse the file. 10. Upn cmpletin f the steps abve, will retrieve user metadata frm the custmized database and synchrnize user infrmatin. Cnfiguring Departments Departments with specific respnsibilities in an rganizatin can be assciated with crrespnding services in rder t better rganize thse services. This helps create custm service catalgs that cater t the needs f different users. Yu can retrieve the department infrmatin frm SharePint User Prfile Service r add new departments manually. Bth methds are described in the sectins belw. Retrieving Department Infrmatin frm a SharePint User Prfile Service T get department infrmatin frm an existing SharePint User Prfile Service, fllw the instructins belw: 1. Navigate t Gvernance Autmatin hmepage and click Settings. In the Settings page, click Department t cnfigure departments. 2. In the Department interface, select the Use Prperty in User Prfile Service by clicking the radi buttn next t it. 3. Select Prperty frm the drp-dwn menu t get the department infrmatin. By default, the Department prperty is selected in the drp-dwn menu. The prperties displayed here are cnfigured in User Prfile Service. 60

61 4. Click Save n the ribbn t save the cnfiguratins. Click Cancel t return t the Settings interface withut saving any cnfiguratins. Manually Adding New Departments T add new departments in Gvernance Autmatin, fllw the instructins belw: 1. Navigate t Gvernance Autmatin hmepage and click Settings. In the Settings page, click Department t cnfigure departments. 2. In the Department interface, select the Cnfigure Departments radi buttn. 3. Click the Add New link under the Cnfigure Departments radi buttn. 4. Enter a Department name in the text bx under the Value clumn heading. 5. Click the Insert link next t the text bx t add the desired department. Click next t the text bx t mdify the department name, and click the Update link t save the mdificatins r click the Cancel link t exit the editing mde withut saving any mdificatins. Click next t the Edit link t delete the unnecessary departments. 6. Repeat the steps abve t add mre departments. 7. Click Save n the ribbn t save all f the cnfiguratins. Click Cancel t return t the Settings interface withut saving any cnfiguratins. Cnfiguring Apprval Prcess T create r manage apprval prcesses, click Apprval Prcess in the Administratr landing page (use the arrw n the sides t scrll). A Gvernance Autmatin apprval prcess is a defined prcess t autmatically btain apprval fr a SharePint r DcAve management peratin. With apprval prcesses prperly cnfigured, these peratins can be cmpleted efficiently by standardizing the prcess, withut human errr. In Apprval Prcess Management, all f the Gvernance Autmatin apprval prcesses yu have cnfigured are displayed. Yu may change the number f apprval prcesses displayed per page, as well the rder they are displayed in. T change the number f apprval prcesses displayed per page, select the desired number frm the Shw rws drp-dwn menu in the tp right-hand crner. T srt the apprval prcesses, click the srt ( ) buttn in a clumn heading such as Apprval Prcess, Categry, Last Mdified Time, and Created By. Yu can custmize hw the apprval prcesses are displayed in a number f different ways: Search Allws yu t filter apprval prcesses displayed by the keywrd yu designate. The Apprval Prcess clumn and the Created By clumn supprt t search fr the desired apprval prcess, and nly the cntent in the clumn displayed in the current view can be searched. Manage clumns ( ) Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click the manage clumns ( ) buttn, then select the 61

62 checkbx next t the clumn name t have that clumn shwn in the list. Click All t select the checkbxes f all clumns and have all clumns displayed in the list r click Nne t deselect the checkbxes f all clumns and have nne clumns displayed in the list. Filter items ( ) This allws yu t filter which item in the list is displayed. Click the filter items ( ) buttn f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Apprval Prcess Management: Create Click Create n the ribbn t g t the Create Apprval Prcess interface where yu will find a list f apprval prcess templates. See Creating r Editing Apprval Prcesses fr details n creating a new apprval prcess. View Details Click an apprval prcess name fr detailed infrmatin abut the apprval prcess. Edit Select an inactive apprval prcess, and click Edit n the ribbn. See Creating r Editing Apprval Prcesses fr details n editing an existing apprval prcess. Delete Select an inactive apprval prcess, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected apprval prcess, r click Cancel t return t the Apprval Prcess Management interface withut deleting the selected apprval prcess. Activate Select the apprval prcesses yu want t activate, and click Activate n the ribbn. Active apprval prcesses can be used in plicies and services. Deactivate Select the apprval prcesses yu want t deactivate, and click Deactivate n the ribbn. Creating r Editing Apprval Prcesses T create a new apprval prcess, click Create n the ribbn in the Apprval Prcess Management interface. Yu will be brught t the Create Apprval Prcess interface. T mdify a previusly cnfigured apprval prcess, select the apprval prcess in the Apprval Prcess Management interface, and click Edit n the ribbn. Fllw the instructins belw t cnfigure an apprval prcess: 1. Cnfigure the basic settings fr an apprval prcess. 2. Apprval Prcess Name Enter a Name and an ptinal Descriptin fr this apprval prcess in the crrespnding text bxes. 3. Apprval Prcess Categry Categries are used t rganize yur Gvernance Autmatin apprval prcesses. Select an existing categry frm the Use an existing categry drp-dwn menu r create a new categry fr this apprval prcess by selecting Add a new categry then entering a name fr this new categry. 4. Apprval Prcess Stages Chse the apprval methd: 62

63 Use apprval stages Select the Use apprval stages radi buttn and select the number f apprval stages. Having multiple apprval stages prvides flexibility based n yur gvernance needs. Aut-apprve Select the Aut-apprve radi buttn and services using this apprval prcess will be perfrmed autmatically upn request. Integrate with external wrkflw Select the Integrate with external wrkflw radi buttn, then select an external wrkflw integratin prfile and an external wrkflw. The apprval prcess will be executed accrding t the selected wrkflw. 5. CC Specify additinal users wh yu want t be ntified when the service request is cmpleted withut assigning tasks t them. By default, Gvernance Autmatin will ntify all f the apprvers and the requester upn request cmpletin. Enter the username in the prvided text bx. Press Enter t check that the names are valid. Yu can als enter $ t select the fllwing rles: Manager Of Apprver The manager f the apprver f the service request will be ntified. Administratr Cntact The administratr cntact defined in the service will be ntified. 6. Select a Cmpletin Template fr this ntificatin frm the drp-dwn menu. The Cmpletin Template can be cnfigured in the Settings f Gvernance Autmatin. 7. If yu select Aut-apprve, skip the fllwing steps and click Save t save all f the cnfiguratins and return t the Create Apprval Prcess interface. Click Save and Activate t save all f the cnfiguratins and activate this apprval prcess. Click Cancel t return t the Create Apprval Prcess interface withut saving any changes. 8. If yu chse t use apprval stages, cntinue t the Stage One Cnfiguratins. Cnfigure the fllwing fr the first stage f apprval: a. Stage Name Enter a Name fr the first level stage. By default, its name is First Stage Apprval. Then enter an ptinal Descriptin fr future reference. b. Apprver(s) Specify the first stage apprvers. All apprvers will be assigned a task when this apprval prcess starts. *Nte: In rder t leverage rle based apprval, User Prfile Service must be cnfigured and enabled in at least ne f yur SharePint farms, and be cnfigured in Gvernance Autmatin Settings. Specify the Rle Specify the apprver relevant t the user making the request. This may be preferable t specifying specific users since rle based apprval can adapt t persnnel shifts in yur rganizatin. Enter $ in the Assign T text bx and a list f rles appear in the drp-dwn menu. Select the rle f the persn designated t be the apprver fr this apprval stage frm the drp-dwn menu. Yu can enter mre than ne rle, but if mre than ne rle is appinted fr a given stage, all apprvers f all 63

64 selected rles fr that stage must apprve the request in rder t prceed t the next apprval stage. The fllwing rles are available, but the rles vary when specifying rles in different types f services. Requester The requester f the service request will be assigned t deal with the task. When the requester is the nly apprver, the task will be apprved autmatically. If the requester is ne f the apprvers and the apprval rder is One at a time (serial), the task generated fr the requester is apprved autmatically and a new task is assigned fr the next apprver. When the requester is ne f the apprvers and the apprval rder is All at nce (parallel), the task generated fr the requester is apprved autmatically. The apprval stage will be cmplete if Allw the apprval stage t cmplete when ne apprver apprves is selected. Otherwise, the apprval stage will nt be cmplete until the ther apprvers apprve. When there are multiple apprval stages (the requester is ne f the apprvers) and the apprval rder is One at a time (serial), the task generated fr the requester will nt be apprved autmatically if the request is mdified by ther apprvers befre the task is assigned t the requester. Fr tasks that cntains a reprt (including Clne r Transfer User Permissins tasks, Grant Permissins tasks, Remve Permissins tasks, Manual Archive tasks, and Permissin Recertificatin tasks), they will nt be apprved autmatically and the requester must manually apprve the task. Manager Of Requester The manager f the requester f the service request will be assigned t deal with the task. Primary Site Cllectin Cntact The Primary Site Cllectin Cntact will be assigned t deal with the task. The Site Cllectin Cntacts are assigned when cnfiguring the services. Secndary Site Cllectin Cntact The Secndary Site Cllectin Cntact will be assigned t deal with the task. The Site Cllectin Cntacts are assigned when cnfiguring the services. Primary Site Cntact The Primary Site Cntact will be assigned t deal with the task. The Site Cntacts are assigned when cnfiguring the services. Secndary Site Cntact The Secndary Site Cntact will be assigned t deal with the task. The Site Cntacts are assigned when cnfiguring the services. 64

65 Primary Site Cllectin Administratr The Primary Site Cllectin Administratr will be assigned t deal with the task. Secndary Site Cllectin Administratr The Secndary Site Cllectin Administratr will be assigned t deal with the task. *Nte: The Secndary Site Cllectin Administratr is unsupprted fr SharePint Online standard instance and SharePint Online dedicated instance. Farm Administratr The farm administratr will be assigned t deal with the task. *Nte: Farm administratr is unsupprted fr SharePint Online standard instance and SharePint Online dedicated instance. Manager f Previus Stage Apprver (this ptin is nly available fr secnd r third stage apprval The manager f the previus stage s apprver will be assigned t deal with the task. Surce User The user t clne permissins frm. Target User The user t clne permissins t. New Site Cllectin Cntact/Administratr The user that takes ver the rle f Site Cllectin Cntact/Administratr. Primary Site Cntact f Surce The Primary Site Cntact f the surce nde will be assigned t deal with the task. Secndary Site Cntact f Surce The Secndary Site Cntact f the surce nde will be assigned t deal with the task. Primary Site Cntact f Target The Primary Site Cntact f the target nde will be assigned t deal with the task. Secndary Site Cntact f Target The Secndary Site Cntact f the target nde will be assigned t deal with the task. New Site Cntact The user that takes ver the rle f Site Cntact. *Nte: If yu are editing an apprval prcess that has been applied t existing services r site cllectin plicies, and yu add unsupprted rles t the existing services r site cllectin plicies, a windw will appear t remind yu that these rles are unsupprted when yu click Save r Save and Activate. Hver the muse ver the warning ( ) icn t the left f the rles. The names f the services r site cllectin plicies that d nt supprt the rles will be displayed. If multiple rles are entered, chse the rder in which thse tasks are assigned frm the Order drp-dwn menu: One at a time (serial) The users f yur selected rles must apprve ne after anther. If an apprver f ne rle rejects the request, the apprver f next rle will nt be asked fr apprval. 65

66 All at nce (parallel) The users f all selected rles will be ntified at the same time. If an apprver f any rle rejects the request, the request will be rejected. *Nte: If this apprval methd is selected, yu can further select Allw the apprval stage t cmplete when ne apprver apprves. If ne f the selected users apprves it, the request will be cmplete. Specify the User Enter the names f the users yu wish t designate as apprvers fr this stage f the apprval prcess. Press Enter t verify that the names are valid. If multiple users are entered, chse the rder in which thse tasks are assigned frm the Order drp-dwn menu: One at a time (serial) The users yu have selected must apprve ne after anther. If an apprver rejects the request, the next apprver will nt be asked fr apprval. All at nce (parallel) All selected users will be ntified at the same time. If any apprver rejects the request, the request will be rejected. Specify the AD Grup Enter the names f the AD grups yu wish t designate as apprvers fr this stage f the apprval prcess. Press Enter t verify that the names are valid. Gvernance Autmatin will assign the task t the AD grups. If the lgin user is a member f the AD grups, the task will be displayed in My Tasks interface. The task will be apprved nce any single member f the AD grup apprves it. If multiple AD grups are entered, chse the rder in which thse tasks are assigned frm the Order drp-dwn menu: One at a time (serial) The AD grups yu have entered must apprve ne after anther. When a user f the first grup apprves the task, the task is assigned t the next grup. If a grup user rejects the request, the next grup will nt be asked fr apprval. All at nce (parallel) The task is assigned t all f the entered AD grups. If any grup user rejects the request, the request will be rejected. Yu can als chse Allw apprvers t reassign tasks t thers. If the checkbx is selected, the apprver can reassign the task t anther user. c. Settings Cnfigure settings fr ntificatins fr this apprval prcess. By default, the Ntify the apprver when the task is assigned checkbx and the Ntify the requester when the request is rejected checkbx are selected. Yu can ntify the requester nce the request is apprved by selecting the Ntify the requester when the request is apprved checkbx. Select the template yu wish t use fr each ntificatin frm the crrespnding drp-dwn menu. *Nte: templates are cnfigured in The Template sectin in Settings. 66

67 d. Duratin and Escalatin Check the Enable Duratin and Escalatin checkbx t ntify the escalatin user that the riginal task has nt been handled within the specified amunt f time. A task will be assigned t the escalatin user t cntinue the apprval prcess. Make sure that the user receiving the escalated task has the right permissins t handle the task. Duratin Enter a psitive integer in the Duratin text bx fr the amunt f time allwed befre the task is escalated, and select either Day(s), Week(s) as the time unit fr the duratin. Escalatin Chse the actin that the escalatin will trigger frm the drpdwn menu. Ntify The specified user will be ntified when the task is escalated. Enter the username in the text bx. This user is the persn wh yu want t ntify t be respnsible fr this case. Press Enter t check that the name is valid. This user will be ntified nce the amunt f time specified as the duratin passes. Re-assign t The task will be re-assigned t the specified user when the task is escalated. Enter the username in the text bx. This user is the persn wh yu want this task t be re-assigned t. Press Enter t check that the name is valid. The task will be re-assigned t this user nce the amunt f time specified as the duratin passes, and this user will receive an t be ntified that the task is re-assigned t him r her. *Nte: The task can nly be re-assigned t ne user. Yu may als specify the rle in the text bx when creating Clne r Transfer User Permissins, Grant Permissins, and Remve Permissins apprval prcesses. The rles available vary depending n the type f apprval prcess yu are cnfiguring. The fllwing rles may be available: Manager Of Apprver Manager Of Requester Manager f Surce User Manager f Target User Select an Template fr the ntificatin sent when this apprval task is escalated frm the drp-dwn menu. 9. If mre than ne apprval stage was selected, fllw the instructins fr Stage One Cnfiguratins fr the remaining stages. 10. At any time, click the arrw n the left-hand side t return t the previus step t check r mdify yur cnfiguratins. When yu have finished, chse ne f the fllwing ptins: Click Save t save all f the cnfiguratins and return t the Create Apprval Prcess interface. 67

68 Click Save and Activate t save all f the cnfiguratins and change the status t Active. Click Cancel t return t the Create Apprval Prcess interface withut saving any changes. Building Custmized Apprval Prcesses T add custmized lgic int an apprval prcess befre r after apprval, fllw the instructins belw: 1. Build a custmized DLL file and add t \AvePint\GvernanceAutmatin\bin. 2. Navigate t \AvePint\GvernanceAutmatin\cnfig and right-click the Glbal.cnfig file t pen with Ntepad. 3. Find the WrkflwEvents nde. 4. If yu wish t add custmized lgic int an apprval prcess befre apprval, find the child nde BefreApprval. Mdify the value f CustmMethd Enable t true. Add the required infrmatin as the screensht shws belw. Assembly The crrespnding DLL infrmatin. Type The class that the called methd resides. MethdName The name f the called methd. Nte that yu can nly define ne parameter here and the type f the parameter and the returned value must be bject. Figure 16: Build custmized apprval prcess (1) In the AgentPrcess nde, define the value f AgentPrcess Enabled t chse whether t call the EXE file resides in the Agent server. Mdify the value f WaitingFrFinishing t chse t return the value when the prcess is finished. *Nte: The EXE file name must be the same as the name f the service fr the crrespnding request. *Nte: If there are multiple Agents within a farm, make sure that the EXE file exists in each Agent server. 68

69 Figure 17: Build custmized apprval prcess (2) 5. If yu wish t add custmized lgic int an apprval prcess after apprval, find the child nde AfterApprval and then define the values as shwn in BefreApprval. *Nte: If yu mdify the value f Enabled t true in the abve nde, the custm apprval prcess will take effects fr all service type apprval prcess. Cnfiguring Plicies T create r manage plicies, click Plicy in the Administratr landing page, r click Plicy Management in the navigatin bar. A plicy is an rganizatin-wide set f rules and standards fr gverning specific SharePint and DcAve peratins. Plicies can be applied t services t enable autmatic prvisining f SharePint bjects. This allws fr greater efficiency in prvisining SharePint bjects as identical SharePint and DcAve peratins can be carried ut and repeated by Gvernance Autmatin rather than an administratr. This als helps reduce human errr since a crrectly set plicy will apply the same settings t all services assciated with that plicy. In Plicy Management, all f the Gvernance Autmatin plicies yu have cnfigured are displayed in the Site Cllectin tab and the Cntent Database tab. Yu may change the number f plicies displayed per page, as well the rder they are displayed in. T change the number f plicies displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the plicies, click the srt ( ) buttn in a clumn heading such as Plicy, Categry, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the plicies are displayed in a number f different ways: Search Find plicies based n the keywrds entered. The Plicy clumn and the Created By clumn supprt t search fr the desired plicies, and nly the cntent in the clumn displayed in the current view can be searched. Manage clumns ( ) Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click the manage clumns ( ) buttn, then select the checkbx next t the clumn name t have that clumn shwn in the list. Filter items ( ) This allws yu t filter which item in the list is displayed. Click the filter items ( ) buttn f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Plicy Management: 69

70 Create Click Create n the ribbn t display the Create Plicy interface. View Details Click the plicy name t see detailed infrmatin. Edit Select an inactive plicy, and click Edit n the ribbn. Delete Select an inactive plicy, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected plicy, r click Cancel t return t the Plicy Management interface withut deleting the selected plicy. Cpy Duplicate the existing plicy t make minr changes in rder t save as a new plicy. Select a desired plicy by selecting crrespnding checkbx. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save t save all f the settings. Click Save and Activate t save all f the cnfiguratins and activate the plicy which means this plicy might be used in the service. Click Cancel t return t the Plicy Management interface withut saving any cnfiguratins. Activate Select inactive plicies, and click Activate n the ribbn t activate them. Deactivate Select active plicies, and click Deactivate n the ribbn t deactivate them. Make sure t deactivate all services that use the plicies yu want t deactivate. Creating r Editing Site Cllectin Plicies T create a new plicy, click Create n the ribbn in the Plicy Management interface. Yu will be brught t the Create Plicy interface. Site Cllectin plicy allws yu t custmize rules t autmatically manage yur site cllectin and integrate DcAve features with the site cllectin nce it is created successfully. Site Cllectin plicies can be used in the Create Site Cllectin service. Site Cllectin plicies wrk in cnjunctin with Site Cllectin Lifecycle Management services t nt nly autmatically gvern site cllectins assciated with each plicy, but als empwers business users t easily manage the lifecycle f the site cllectins they wn. T create a Site Cllectin plicy, click Create n the ribbn in the Site Cllectin tab. T mdify a previusly cnfigured plicy, select the inactive plicy in the Site Cllectin tab, and click Edit n the ribbn. *Nte: When yu click Edit n the ribbn, a pp-up windw appears t infrm yu that changes made t this plicy will nt take effect n the previusly created site cllectin in which this plicy is applied, except fr the change t the Enable Site Cllectin Plicy Change ptin. Click OK t g t the Edit Plicy interface, r click Cancel t clse the pp-up windw. 70

71 The Create Site Cllectin plicy interface r Edit Plicy interface varies fr SharePint n-premises farm and SharePint Online sites. If yu select a specific farm in the Farm sectin t cnfigure Site Cllectin plicies fr SharePint n-premises, refer t Creating r Editing Site Cllectin Plicies fr SharePint On- Premises. If yu select My Registered Sites in the Farm sectin t cnfigure Site Cllectin plicies fr SharePint Online sites, refer t Creating r Editing Site Cllectin Plicies fr SharePint Online. Creating r Editing Site Cllectin Plicies fr SharePint On-Premises In the Create Site Cllectin plicy interface r Edit Plicy interface, cnfigure the fllwing settings: 1. Cnfiguring the fllwing basic infrmatin fr the plicy: Plicy Name and Descriptin Enter a Name fr the new plicy. Then enter an ptinal Descriptin fr future reference in the Descriptin text bx. Plicy Categry Categries are used t rganize Gvernance Autmatin plicies. Select an existing categry frm the drp-dwn menu r create a new categry fr this plicy by clicking Create New then cnfiguring the new categry in the Create Categry interface. Farm Select the farm yu want this plicy t cver frm the drp-dwn menu. The farms displayed here are the nes that are managed by DcAve. Click the arrw n the right-hand side t cntinue, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 2. Cnfigure the fllwing SharePint related settings fr the site cllectins. Cntent Database Select a database fr the plicy t stre the site cllectin. Select ne f the fllwing ptins: Use default cntent database Use the Web applicatin s default cntent database t stre the newly created site cllectin. This ptin will als allw yu t select any ther existing databases. *Nte: If there are hst-named site cllectins in the selected farm, the hst headers f the hst-named site cllectins are displayed in the Hst Header clumn. Select the cntent database fr each hst header. When using the hst header t create hst-named site cllectins based n this site cllectin plicy, the hst-named site cllectins will be created in the selected cntent database. Generate database autmatically Generate a new database fr the site cllectin autmatically each time when creating a new site cllectin. Create a new database Use an existing database r create a new database depending n the dynamic name rules. Enter the name rule in the Database Name text bx. The name rule as fllws: 71

72 $WebAppSubDmain Represents the sub dmain f the web applicatin. $WebAppPrt Represents the prt f the web applicatin. $ManagedPath Represents the managed path f the site cllectin URL. $SiteUrl Represents the relative URL f the site cllectin. Fr example, the URL f the site cllectin yu want t create is Enter SPDB_$WebAppSubDmain_$SiteUrl in the text bx. The cntent database name will be SPDB_sp_dev. *Nte: All site cllectins created with services assciated with this plicy will all be using this cntent database. Use cntent database plicy Select a cntent database plicy and apply the rules in the cntent database plicy t create the cntent database. Select a previusly created cntent database plicy frm the drp-dwn list r click Create New t create a new ne in the pp-up windw. Fr mre infrmatin, refer t Creating r Editing Cntent Database Plicies. Site Cllectin Quta Template Select a predefined Quta Template fr the site cllectin t limit the amunt f strage available n the site cllectin frm the drpdwn menu. Quta templates are cnfigured in the SharePint. SharePint Designer Cnfiguratin Select the Enable SharePint Designer checkbx t allw Site Owners and Designers t edit the sites in this site cllectin using SharePint Designer. Site Cllectin Administratrs will always be able t edit sites regardless f this cnfiguratin. Site Maximum Depth Limit Site Depth limits the layers f sites that can be created under a site cllectin. Select Maximum depth and then enter a psitive number which is less than 12 in the prvided text bx. Site Plicy Bar (nly fr SharePint 2013) Chse t display the site plicy bar n the chrme bar within SharePint 2013 sites. *Nte: T use this feature, the Gvernance Autmatin Plicy Bar slutin must be deplyed t SharePint. Fr mre infrmatin abut hw t deply the slutin, refer t Deplying the Gvernance Autmatin Plicy Bar Slutin. After the slutin is deplyed, select the Display site plicy bar within SharePint sites checkbx and then cnfigure the fllwing settings: Plicy icn image Select the image fr the plicy icn. Click Brwse and then select the image file. The fllwing image frmats are supprted:.gif,.jpg,.png,.bmp, and.tiff. Bar backgrund clr Select the backgrund clr fr the site plicy bar. Plicy details reference URL Enter the reference URL where users can view details f the plicy. Click Validatin Test t pen the reference URL in a new tab and check whether the URL is valid. 72

73 *Nte: The URL must begin with https://, mailt:, new:, ftp://, file://, /, # r \\. Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 3. Cnfigure this plicy t utilize DcAve prducts: Enable Granular Backup Select this checkbx t include the site cllectin in a Granular Backup plan t prvide data prtectin fr site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Granular Backup plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Granular Backup and Restre t prvide data prtectin fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, refer t Cnfiguring Filter Plicy t Use DcAve Granular Backup and Restre. Activate Cnnectr Cntent Library Feature Select this checkbx t have DcAve Cntent Library enabled s that DcAve Cnnectr can prvide users with access t their dcuments utside f SharePint. Nte that the Cnnectr slutin needs t be deplyed t the farm cvered by this plicy. Activate Cnnectr Media Library Feature Select this checkbx t have DcAve Cntent Library enabled s that DcAve Cnnectr can prvide users with access t their multimedia files utside f SharePint. Nte that the Cnnectr slutin needs t be deplyed t the farm cvered by this plicy. Activate File Share Navigatr Feature Select this checkbx t enables Gvernance Autmatin managed site cllectins t hst links t file share cntent, thereby empwering rganizatins t leverage SharePint as the presentatin layer fr its file shares withut using valuable space n SQL Servers. Enable site cllectin cntent archival using DcAve Archiver Select this checkbx t allw site cllectin cntent t be archived by DcAve Archiver fr site cllectins assciated with this plicy. Yu must then select an Archiver Prfile. Cntent will be archived based n the Archiver rule autmatically. If yu want the site cllectin cntent t be archived after manual apprval, rather than being archived autmatically based n the Archiver rule, select the Enable manual apprval prcess checkbx and select an apprval prcess t define the apprval stage and assignee fr manual apprval. When there is site cllectin cntent that meets the Archiver rule, a manual archive task (which cntains a reprt f all f the cntent that meets the archive rules) will be generated. The task will be assigned t the apprver with a reprt, allwing the apprver t select n the reprt which cntent t archive. When the mdified reprt is upladed and the manual archive task is apprved, the selected cntent will be archived. Fr mre infrmatin abut the manual archive task, refer t User Permissin and Manual Archive Tasks. Fr mre infrmatin n hw t cnfigure DcAve Archiver t help reduce strage cst by scheduling site cllectins created by Gvernance Autmatin that are assciated 73

74 with a plicy which has this setting enabled t be extracted frm SharePint and stred in mre ecnmical strage devices, refer t Appendix B: Cnfiguring DcAve Archiver Prfiles. Enable Scheduled Strage Manager Select this checkbx t externalize BLOBs frm SQL server database t file-based strage fr cntent in site cllectins assciated with this plicy using DcAve Scheduled Strage Manager. Select a Strage Manager Prfile fr site cllectins assciated with this plicy. *Nte: RBS must be enabled as the BLOB prvider fr the farm selected in this plicy, and if yu chse nt t use the default cntent database when cnfiguring Cntent Database fr this plicy, the Include New Cntent Database ptin must be enabled fr the BLOB Prvider. Since BLOBs are externalized n a schedule, the new database will nt be affected until the next time the Strage Manager jb is scheduled t run. Fr details n hw t cnfigure Scheduled Strage Manager Prfiles and BLOB prvider, see the DcAve Strage Manager User Guide. Enable Auditing Select this checkbx t include the site cllectin int an Audit Cntrller plan in DcAve Reprt Center t recrd all events f site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Audit Cntrller plan. Fr mre infrmatin n hw t cnfigure filter plicy, refer t Cnfiguring Filter Plicy t Use Audit Cntrller in DcAve Reprt Center. Enable Plicy Enfrcer Select this checkbx t have DcAve Plicy Enfrcer rules applied t the site cllectins. Plicy Enfrcer ensures that all actins and changes t the site cllectins fall within yur previusly cnfigured rules by cntinuusly mnitring and taking actin n the site cllectins. Select a Plicy Enfrcer prfile frm the drp-dwn list. Fr details n hw t cnfigure Plicy Enfrcer prfiles, refer t Appendix D: Cnfiguring a Plicy Enfrcer Prfile. Enable Dead Accunt Cleaning Select this checkbx t include the site cllectin int a Dead Accunt Cleaner plan s that the deactivated and nn-existent AD accunts can be remved frm yur site cllectin and their permissins can be transferred t available users. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Dead Accunt Cleaner plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Administratr s Dead Accunt Cleaner plans fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, refer t Cnfiguring Filter Plicy t Use Dead Accunt Cleaner in DcAve Administratr. Enable Vault fr Site Cllectin Cntent Select this checkbx t allw yu t exprt the SharePint cntent in this site cllectin t an external strage system fr further management by Autnmy r Cncrdance platfrms. Enable Deplyment Manager Select this checkbx t include the site cllectin int a Deplyment Manager plan s that the site cllectin can be deplyed effectively. Select a plan frm the drp-dwn menu. 74

75 *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Deplyment Manager plan. Fr mre infrmatin n hw t cnfigure the filter plicy and the Deplyment Manager plan, refer t Cnfiguring Filter Plicy t Use DcAve Deplyment Manager and Appendix C: Cnfiguring DcAve Deplyment Manager Plans Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 4. Site Cllectin Lifecycle Management Request Types Chse t enable request types fr the Site Cllectin Lifecycle Management service. The request types that yu selected in this sectin will be available fr business users in the fllwing situatins: If the cnditins in the Manage Site Cllectin Lifecycle sectin are met, the assignee will be able t request fr the actins t take effect accrding t the cnfiguratins. Business users can submit Site Cllectin Lifecycle Management service requests fr the crrespnding site cllectins based n the enabled request types. Enable the fllwing request types by selecting the crrespnding checkbxes. Fr each request type, yu can chse t Use the default apprval prcess, select a previusly created apprval prcess frm the drp-dwn list, r click Create New t create a new apprval prcess. Enable site cllectin cntent archival using DcAve Archiver Allws the entire site cllectin t be mved frm SharePint t an external strage based n the DcAve Archiver prfile assciated with this plicy. Select an Archiver prfile frm the Prfile drp-dwn list. Fr mre infrmatin n hw t cnfigure DcAve Archiver t help reduce strage csts, refer t Appendix B: Cnfiguring DcAve Archiver Prfiles. Enable deletin f entire site cllectin Allws the entire site cllectin t be deleted upn request. Enable extensin f site cllectin lease Allws the lease f the site cllectin t be extended upn request. Enable site cllectin plicy change Allws business users t request a different plicy fr site cllectins created with this plicy. Enable site cllectin unlcking Allws business users t request fr unlcking a lcked site cllectin. Enable site cllectin quta change Allws business users t request fr changing the site cllectin quta. If enabled, chse ne f the fllwing ptins: Allw quta change t all available quta templates Allws business users t select any ne f the available quta template as the new quta template. Allw a single level quta upgrade r dwngrade Only the quta template that is larger than the currently used quta template and the quta template that is smaller than the currently used quta template are laded and available t select in the request. 75

76 5. Manage Site Cllectin Lifecycle Site cllectin lifecycle management helps reduce the number f unused r expired site cllectins in yur SharePint envirnment. Cnfigure the fllwing lifecycle management settings: Enable site cllectin inactivity threshld Select this checkbx t enable the inactivity threshld fr the site cllectin. If the site cllectin is nt accessed within the amunt f time entered here, a task will be assigned t the business user defined in the selected apprval prcess. The business user can chse t extend the site cllectin lease perid, archive the site cllectin, delete the site cllectin, r change the site cllectin plicy. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. 76 Optinally, select Enable autmated lcking and deletin t lck the site cllectin after it has passed the inactivity threshld and delete the site cllectin after it has been lcked fr the cnfigured lcking perid. Autmatically lck the site cllectin after it has passed inactivity threshld fr After the site cllectin has passed the inactivity threshld in the amunt f time defined here, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Optinally, yu can Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is lcked. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, yu can Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is deleted. Enable site cllectin lease perid Select this checkbx t enable a lease perid fr the site cllectin. A site cllectin lease perid is the amunt f time a site cllectin is available fr use. When the lease perid f the site cllectin expires, a task will be assigned t the business user defined in the selected apprval prcess. The business user can chse t extend the site cllectin lease perid, archive the site cllectin, delete the site cllectin, r change the site cllectin plicy. Cnfigure the site cllectin lease perid by entering a psitive integer in the text bx and then selecting Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified expiratin perid and specified lcking perid. Autmatically lck the site cllectin after its lease has expired fr After the site cllectin s lease has been expired fr the specified time, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit.

77 Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when either f these criteria is met. Enable site cllectin quta threshld Select this checkbx t enable a quta threshld fr the site cllectin. A site cllectin quta threshld is the maximum strage space that the site cllectin can use. If a site cllectin s strage reaches the entered percentage f the cnfigured quta, a task will be assigned t the business user defined in the selected apprval prcess. The business user can then change the site cllectin quta r ignre the quta threshld. Enter yur desired value in the text bx. 6. Permissin Recertificatin Chse t enable permissin recertificatin t search site cllectins users and grups n schedule. T run the permissin recertificatin, a reprt path must be cnfigured. Click the Reprt Path link prvided in the descriptin n the left pane. In the Permissin Recertificatin Reprt Path windw, cnfigure the settings. Fr mre infrmatin abut hw t cnfigure the reprt path, refer t Creating r Editing Reprt Exprt Lcatins. After the reprt path cnfiguratin is finished, select the Enable permissins recertificatin checkbx. If permissin recertificatin is enabled, a permissin recertificatin task will be generated, which cntains the searched permissins f users and grups. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Include Active Directry grup members r Frm-based Authenticatin rle members Chse t search Active Directry grup members r Frm-based Authenticatin rle members. Cnfigure the schedule t search fr permissins: Daily, Weekly, r Mnthly. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. *Nte: Permissin recertificatin is nt supprted fr My Site. *Nte: If permissin recertificatin is enabled but the site cllectin des nt have an administratr cntact, yu must cnfigure an alternate administratr cntact in Settings > Administratr Ntificatin. Otherwise, n errr task and permissin recertificatin task will be generated if any errrs ccur while searching users and grups f the site cllectin. *Nte: AvePint recmmends that yu back up yur permissin recertificatin reprt path fr disaster recvery purpses. 7. When yu have finished cnfiguring this plicy, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus step t check and mdify yur cnfiguratins. 77

78 Click Save t save all f the cnfiguratins and return t the Create Plicy interface. Click Save and Activate t save all f the cnfiguratins and activate the plicy, which allws this plicy t be used in services. Click Cancel t return t the Create Plicy interface withut saving any changes. Creating r Editing Site Cllectin Plicies fr SharePint Online In the Create Site Cllectin plicy interface r Edit Plicy interface, cnfigure the fllwing settings: 1. Plicy Name and Descriptin Enter a Name fr the new plicy. Then enter an ptinal Descriptin fr future reference in the Descriptin text bx. 2. Plicy Categry Categries are used t rganize Gvernance Autmatin plicies. Select an existing categry frm the Use an existing categry drp-dwn menu r create a new categry fr this plicy by selecting Add a new categry then entering a name fr this new categry. 3. Farm Select My Registered Sites frm the drp-dwn menu. 4. Select SharePint Online standard instance r SharePint Online dedicated instance. 5. Click the arrw n the right-hand side t cntinue, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 6. Quta (fr SharePint Online standard instance) Enter the strage quta and server resurce quta fr the site cllectin. 7. Site Cllectin Quta Template (fr SharePint Online dedicated instance) Select a previusly defined quta template fr the site cllectin frm the drp-dwn menu t limit the amunt f strage available n the site cllectin. 8. SharePint Designer Cnfiguratin Select the Enable SharePint Designer checkbx t allw Site Owners and Designers t edit the sites in this site cllectin using SharePint Designer. Site Cllectin Administratrs will always be able t edit sites regardless f this cnfiguratin. 9. Site Maximum Depth Limit Site Depth limits the layers f sites that can be created under a site cllectin. Select Maximum depth and then enter a psitive number which is less than 12 in the prvided text bx. 10. DcAve Cnfiguratins Cnfigure this plicy t utilize DcAve 6 prduct: Enable Granular Backup Select this checkbx t include the site cllectin in a Granular Backup plan t prvide data prtectin fr site cllectins assciated with this plicy. *Nte: If this ptin is enabled, d nt activate this plicy until yu have cnfigured the apprpriate filter plicy and added it t the selected Granular Backup plan. Fr mre infrmatin n hw t cnfigure filter plicies fr DcAve Granular Backup and Restre t prvide data prtectin fr site cllectins created by Gvernance Autmatin that are assciated with this plicy, refer t Cnfiguring Filter Plicy t Use DcAve Granular Backup and Restre. 78

79 Click the arrw n the right-hand side t cntinue. Click the arrw n the left-hand side t g t previus step t check and mdify yur cnfiguratins, r click Cancel t return t the Create Plicy interface withut saving any cnfiguratins. 8. Site Cllectin Lifecycle Management Request Types Chse t enable request types fr the Site Cllectin Lifecycle Management service. The request types that yu select in this sectin will be available fr business users in the fllwing situatins: When the cnditins in the Manage Site Cllectin Lifecycle sectin are met, the assignee will be able t request fr the actins t take effect accrding t the cnfiguratins. Business users can submit Site Cllectin Lifecycle Management service requests fr the crrespnding site cllectins based n the enabled request types. Enable the fllwing request types by selecting the crrespnding checkbxes. Fr each request type, yu can chse t Use the default apprval prcess, select a previusly created apprval prcess frm the drp-dwn list, r click Create New t create a new apprval prcess. Enable deletin f entire site cllectin Allws the entire site cllectin t be deleted upn request. Enable extensin f site cllectin lease Allws the lease f the site cllectin t be extended upn request. Enable site cllectin plicy change Allws business users t request a different plicy fr site cllectins created with this plicy. Enable site cllectin quta change Allws business users t request fr changing the site cllectin quta. If yu select SharePint Online dedicated instance in step 4, chse ne f the fllwing ptins: Allw quta change t all available quta templates Allws business users t select any ne f the available quta template as the new quta template. Allw a single level quta upgrade r dwngrade Only the quta template that is larger than the currently used quta template and the quta template that is smaller than the currently used quta template are laded and available t select in the request. If yu select SharePint Online standard instance in step 4, yu can set the maximum quta size that can be requested. Enter yur desired quta size in the text bx. The unit f the quta size is MB. 9. Manage Site Cllectin Lifecycle Site cllectin lifecycle management help reduce the number f unused r expired site cllectins in yur SharePint envirnment. Cnfigure the fllwing lifecycle management settings: Enable site cllectin inactivity threshld Select this checkbx t enable the inactivity threshld fr the site cllectin. If the site cllectin is nt accessed within the amunt f time entered here, a task will be assigned t the business user defined in the selected apprval prcess. The business user can chse t extend the site cllectin lease 79

80 perid, archive the site cllectin, delete the site cllectin, r change the site cllectin plicy. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified perid beynd inactivity threshld and specified lcking perid. Autmatically lck the site cllectin after it has passed inactivity threshld fr After the site cllectin has passed the inactivity threshld in the amunt f time specified here, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Optinally, yu can Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is lcked. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, yu can Ntify the primary site cllectin cntact and the secndary site cllectin cntact when the site cllectin is deleted. Enable site cllectin lease perid Select this checkbx t enable a lease perid fr the site cllectin. A site cllectin lease perid is the amunt f time a site cllectin is available fr use. When the lease perid f the site cllectin expires, a task will be assigned t the business user defined in the selected apprval prcess. The business user can chse t extend the site cllectin lease perid, archive the site cllectin, delete the site cllectin, r change the site cllectin plicy. Cnfigure the site cllectin lease perid by entering a psitive integer in the text bx and then selecting Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Optinally, select Enable autmated lcking and deletin t lck and delete the site cllectins accrding t the specified expiratin perid and specified lcking perid. Autmatically lck the site cllectin after its lease has expired fr After the site cllectin s lease has been expired fr the specified time, the site cllectin will be lcked autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Lck status fr the site cllectin Chse the lck status fr the site cllectin, Adding cntent prevented, Read-nly (blcks additins, updates, and deletins), r N access. Autmatically delete the site cllectin after it has been lcked fr When the site cllectin has been lcked fr the specified lcking perid, the site 80

81 cllectin will be deleted autmatically. Enter a psitive integer in the text bx and select Day(s), Week(s), Mnth(s), r Year(s) as a time unit. Select an Apprval Prcess frm the drp-dwn menu r click Create New t create a new ne. This apprval prcess will be triggered when either f these criteria is met. Enable site cllectin quta threshld Select this checkbx t enable a quta threshld fr the site cllectin. A site cllectin quta threshld is the maximum resurces that the site cllectin can use. If a site cllectin s strage reaches the entered percentage f the cnfigured quta, a task will be assigned t the business user defined in the selected apprval prcess. The business user can then change the site cllectin quta. Enter yur desired value in the text bx. 11. When yu have finished cnfiguring this plicy, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus step t check and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Plicy interface. Click Save and Activate t save all f the cnfiguratins and activate the plicy, which allws this plicy t be used in services. Click Cancel t return t the Create Plicy interface withut saving any changes. Creating r Editing Cntent Database Plicies Cntent database plicies allw yu t cnfigure rules t autmatically gvern yur cntent databases. The maximum database size and the maximum number f site cllectins that can exist in a cntent database are set in cntent database rules. Yu can als define the new cntent database naming frmat t decide hw t generate new cntent databases if the maximum database size r site cllectin cunt will be exceeded. Cntent database plicies can be used in site cllectin plicies. T create a cntent database plicy, click Create n the ribbn in the Cntent Database tab. T mdify a previusly cnfigured plicy, select the plicy in the Cntent Database tab, and click Edit n the ribbn. In the Create r Edit Cntent Database Plicy interface, cnfigure the fllwing settings: 1. Plicy Name and Descriptin Enter a Name fr the new plicy and an ptinal Descriptin fr future reference. 2. Plicy Categry Categries are used t rganize Gvernance Autmatin plicies. Select an existing categry frm the drp-dwn menu r create a new categry fr this plicy by clicking Create New then cnfiguring the new categry in the Create Categry interface. 3. Cntent Database Rules Cnfigure the rules t manage yur cntent databases. A new cntent database will be created if the maximum database size r the maximum number f site cllectins will be exceeded. a. Maximum database size Select this checkbx and enter a psitive number that will be set as the maximum database size. The unit is GB. 81

82 b. Maximum number f site cllectins Select this checkbx and enter a psitive integer as the maximum number f site cllectins that are allwed t exist in a cntent database. c. New cntent database naming frmat Define the naming frmat fr the new cntent database. Enter a prefix in the textbx. The prefix must cntain the rle f $webappname. The rle f $webappprt is supprted but ptinal. Nte that the rle name is nt case sensitive. The new cntent database will be created with a suffix f 0001, 0002, Database Cntact Enter a user t be the cntent database cntact. The user shuld be a database administratr wh will be respnsible fr managing the cntent database accrding t the cntent database plicy. Then, select an template that will be used t ntify the database cntact when a task is assigned. By default, Built-in Cntent Database Plicy Threshld Warning Template is selected. Yu can chse Ntify the requester when the request is rejected and select an template fr the ntificatin. By default, Built-in Request Denied Template is selected. 5. Click Save n the ribbn t save yur cnfiguratins, r click Cancel t g back t the Cntent Database tab withut saving any cnfiguratins. Cnfiguring Services A service is a set f cnfigured settings fr a management peratin in SharePint that can be leveraged by business users when submitting a service request. Fr example, a Create Site Cllectin service prvides the site cllectin template, security settings, lifecycle management, and ther settings fr the site cllectins that will be created by this service. Administratrs can limit what ptins are available t Business Users based n the standards f practice f the rganizatin. T create r manage services, click Service in the Administratr landing page, r click Service Management in the side bar. In Service Management, all f the Gvernance Autmatin services yu have cnfigured are displayed. Yu may change the number f services displayed per page, as well the rder they are displayed in. T change the number f services displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the services, click in a clumn heading such as Service, Service Type, Categry, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the services are displayed in a number f different ways: Search Allws yu t filter services displayed by the keywrd yu designate. The Service clumn and the Created By clumn supprt t search fr the desired services, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, and then select the checkbx next t the clumn name t have that clumn shwn in the list. 82

83 This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Plicy Management: Create Click Create n the ribbn t display the Create Service interface. View Details Click a service name t see the detailed infrmatin. Edit Select an inactive service, and click Edit n the ribbn. Cpy Duplicate an existing service t make minr changes in rder t save as a new service. Select a desired service by selecting crrespnding checkbx. Click Cpy n the ribbn, and enter the related infrmatin required. When cmpleting the cnfiguratins, click Save t save all f the settings r click Save and Activate t save all f the cnfiguratins and activate this service which makes this service available t be requested. Click Cancel t return t the Service Management interface withut saving any cnfiguratins. Delete Select an inactive service, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected service, r click Cancel t return t the Service Management interface withut deleting the selected service. Activate Select the services yu want t activate and click Activate n the ribbn. Active services are available t be requested. Deactivate Select the services yu want t deactivate and click Deactivate n the ribbn. Inactive services will nt be seen by users and cannt be requested. T create a new service, click Create Service in the landing page r click Create n the ribbn f the Service Management interface. Yu will be brught t the Create Service page. Select a service type t create the new service using the crrespnding template. T make changes t an existing service, select the service by clicking befre a service name in the Service Management interface, and then click Edit n the ribbn. Instructins n creating and editing each type f service are prvided in the sectins belw. Create Site Cllectin Service Cnfigure Create Site Cllectin services t define the Create Site Cllectin service request template fr business users. Yu can custmize the settings fr site cllectins created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Create Site Cllectin services als allw yu t apply data prtectin and cntent retentin plicies n the site cllectins with full auditing t mnitr cmpliance with yur crprate standards. *Nte: With Gvernance Autmatin, yu can create site cllectins in SharePint n-premises and SharePint Online. In the Create Site Cllectin Service interface r Edit Create Site Cllectin Service interface, cnfigure the fllwing settings: 83

84 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service t be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr 84

85 Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Web Applicatins and Managed Paths Specify the Web applicatins and assciated managed paths where yu wish t create a site cllectin. *Nte: T create site cllectins in SharePint Online standard instance, yu must register SharePint Online admin centers in DcAve first. Fr details, refer t Registering SharePint Online Admin Centers/Site Cllectins. a. Select the Shw hst headers checkbx t display the hst headers with a farm. b. Select a farm r My Registered Sites frm the drp-dwn menu. Expand the tree t select the desired Web applicatins, SharePint Online admin centers r hst headers, and managed paths by selecting the crrespnding checkbxes. If hst headers are selected, the business users are allwed t create hst-named site cllectins in the requests. Select a default Web applicatin r admin center and managed path fr the site cllectin yu wish t create by selecting ne frm the drp-dwn menus under the tree. Yu can select multiple Web applicatins r admin centers then use the Default Selectin drp-dwn menu t designate the default lcatin fr new site cllectins created by this service. c. URL frmat Select the Autmatically generate URL checkbx t have Gvernance Autmatin generate the URL, r leave it unchecked t allw the requester t decide the URL. Chse t assign a the Web applicatin and Managed Paths fr this service and site cllectins created by this service r allw the business user t chse the Web applicatin and Managed Paths when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Web Applicatin and Managed Paths cnfigured here will be made available fr business users t select frm. Select Shw as Read- Only t Business User t allw the business users t see the default Web Applicatin and Managed Path in the service request r Hide frm Business User t nt display the Web Applicatin and Managed Path assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the Web Applicatin and Managed Path when submitting a service request fr this service. d. Site cllectin URL Chse t use site cllectin title in URL r use SharePint cntext in service request scpe. Use site cllectin title in URL Select this checkbx t have the site cllectin URL be filled autmatically after entering the site cllectin title in the service request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL 85

86 will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/request/newscrequest?serviceid={serviceid}&pare nt={parentsiteurl}. 10. Plicy Select the site cllectin plicies t prvisin the site cllectins created by this service by selecting the crrespnding checkbxes r click Create New t be brught t the Site Cllectin Plicy interface t create a new plicy. Cnfigure this sectin as fllws: a. Select the plicies t be made available fr business users t chse frm by selecting the crrespnding checkbx f each plicy in the Select Plicies cnfiguratin area. All plicies selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. If n existing plicy is apprpriate fr this service, yu may click Create New t create a new ne. *Nte: If yu select a SharePint Online standard instance nde r SharePint Online dedicated instance nde in the scpe, the plicies fr bth instances are laded. Make sure yu select the prper plicies; therwise an errr task will be generated after apprving the request fr this service. b. Select a default plicy in the Default Selectin drp-dwn menu. If Assign by Business User is selected in the Assign by drp-dwn menu, this plicy will be selected in the service request, but the business user will be able t select anther plicy ut f the plicies yu have selected in the Select the Plicies cnfiguratin area. If Assign by IT Admin is selected in the Assign by drp-dwn menu, this will be the nly available plicy in the service request and the business user will nt be able t chse anther plicy. Chse t assign a plicy t site cllectins created by this service r allw the business user t chse the plicy when submitting a service request fr this service frm the plicies selected in the Select the Plicies cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The plicy selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default plicy in the service request r Hide frm Business User t nt display the plicy assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the plicies yu have selected in the Select the Plicies cnfiguratin area. 11. Language (This ptin is nly available if yu have language packs installed n the Web server) - Specify the language fr the site cllectin. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse t assign a language t site cllectins created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Select Language cnfiguratin area. Chse frm the fllwing: 86

87 Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Select Language cnfiguratin area. 12. Experience Versin (This ptin is nly available when yu select SharePint 2013 Web applicatins r SharePint Online Sites in Web Applicatins and Managed Paths) Select the experience versin (2010 r 2013) fr the site cllectins that business users will create. Chse t assign the experience versin t site cllectins created by this service r allw the business user t chse the experience versin when submitting this service request. Chse frm the fllwing: Assign by IT Admin Gvernance Autmatin will apply the experience versin selected here t all site cllectins created using this service. Select Shw as Read-Only t Business User t allw the business users t see the selected experience versin in the service request r Hide frm Business User t nt display the experience versin t the business users requesting this service. Assign by Business User Allws business user t select the experience versin when submitting a service request fr this service. 13. Site Cllectin Template Specify the site cllectin template t use fr site cllectins created by this service. Cnfigure this sectin as fllws: a. Select the site cllectin templates t be made available fr business users t chse frm by selecting the crrespnding checkbx f each site cllectin template in the Select templates cnfiguratin area. All site cllectin templates selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. b. Select the default site cllectin template in the drp-dwn menu. If Assign by Business User is selected in the Assign by drp-dwn menu, this site cllectin template will be selected in the service request, but the business user will be able t select anther template ut f the templates yu have selected in the Select the templates cnfiguratin area. If Assign by IT Admin is selected in the Assign by drpdwn menu, this will be the nly available template in the service request and the business user will nt be able t chse anther template. Chse t assign a site cllectin template t site cllectins created by this service r allw the business user t chse the site cllectin template when submitting a service request fr this service frm the templates selected in the Select the templates cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The site cllectin template selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default site cllectin template in the service request r Hide frm Business User t nt 87

88 display the site cllectin template assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the site cllectin templates yu have selected in the Select the templates cnfiguratin area. 14. Click the arrw n the right-hand side t prceed t the next step. 15. Security Grups Custmize the permissins fr site cllectins created by this service: The Cmmn tab Cnfigure the cmmn permissin settings t assign permissins t specific grups and users. By default, the cmmn grups are displayed. Click the edit ( ) buttn t edit the settings f a grup r click the delete ( ) buttn t delete a grup. Create Grup Click Create Grup t create a new grup and add it int the cmmn permissin settings. In the Add a Grup windw, cnfigure the fllwing settings: a. Custm Grup Name Enter a name fr the grup and enter an ptinal descriptin fr future reference. Enter $SiteName t autmatically add the site cllectin tile as the grup name prefix in Create Site Cllectin service request. b. Assign By Chse wh will assign the grup settings, IT Admin r Business User. c. Select Users Select yur desired users t add int the grup. Click Add a User and enter the usernames in the pp-up windw. Yu can als enter $ t select the fllwing rles: $Requester, $ManagerOfRequester, $PrimarySiteCllectinCntact, and $SecndarySiteCllectinCntact. Then, click OK t save yur cnfiguratins. Optinally, select the Enfrce Permissin checkbx after a username. In the request page, the user cannt be deleted and the user permissins cannt be mdified. Fr the enfrced permissin user, yu can hide the enfrced permissin user frm the request page by selecting the Hide checkbx. d. Permissins Cnfigure the permissins fr this grup. Select yur desired permissin levels by selecting the crrespnding checkbxes. Optinally, select the Allw Business User t change the permissin level f this grup checkbx, s that the business users can mdify the permissin level when creating a request. e. Click OK t save the grup settings. Grant Permissins Click Grant Permissins t grant permissins t specific users. In the Grant User Permissins windw, cnfigure the fllwing settings: a. Select Users Enter the names f the users that yu are abut t grant permissins. 88

89 b. Assign By Chse wh will assign the user permissins, IT Admin r Business User. c. Permissins Cnfigure the permissins fr the users. Select yur desired permissin levels by selecting the crrespnding checkbxes. d. Click OK t save yur cnfiguratins. The specific template tab The template tab depends n the selected site cllectin template. The default grups f the site cllectin template are displayed. Click the edit ( ) buttn t edit the settings f a specific grup r click the delete ( ) buttn t delete a specific grup. Use cmmn permissin settings Select the checkbx t apply the permissin settings in the Cmmn tab. If there are grup names that already exist in the Cmmn tab, the grup settings will be replaced by thse f the Cmmn tab. Create Grup Click Create Grup t create a new grup and add it int the cmmn permissin settings. In the Add a Grup windw, cnfigure the fllwing settings: a. Custm Grup Name Enter a name fr the grup and enter an ptinal descriptin fr future reference. b. Assign By Chse wh will assign the grup settings, IT Admin r Business User. c. Select Users Select yur desired users t add int the grup. Click Add a User and enter the usernames in the pp-up windw. Yu can als enter $ t select the fllwing rles: $Requester, $ManagerOfRequester, $PrimarySiteCllectinCntact, and $SecndarySiteCllectinCntact. Then, click OK t save yur cnfiguratins. Optinally, select the Enfrce Permissin checkbx after a username. In the request page, the user cannt be deleted and the user permissins cannt be mdified. Fr the enfrced permissin user, yu can hide the enfrced permissin user frm the request page by selecting the Hide checkbx. d. Permissins Cnfigure the permissins fr this grup. Select yur desired permissin levels by selecting the crrespnding checkbxes. Optinally, select the Allw Business User t change the permissin level f this grup checkbx, s that the business users can mdify the permissin level when creating a request. e. Click OK t save the grup settings. Grant Permissins Click Grant Permissins t grant permissins t specific users. In the Grant User Permissins windw, cnfigure the fllwing settings: a. Select Users Enter the names f the users that yu are abut t grant permissins. 89

90 b. Assign By Chse wh will assign the user permissins, IT Admin r Business User. c. Permissins Cnfigure the permissins fr the users. Select yur desired permissin levels by selecting the crrespnding checkbxes. d. Click OK t save yur cnfiguratins. Reset All Click Reset All t clear yur cnfiguratins and reset all cnfigured security grups settings t the initial state. Business User actin cntrl chse hw t cntrl the business user actins n the security grup. Allw Business User t grant user permissins directly Select this checkbx t allw business users t directly grant permissins t specific users in the request. Prevent Business User frm requesting t grant permissins with the fllwing permissin levels Select this checkbx and select yur desired permissin levels. The selected permissin levels will nt be displayed in the request. 16. Click the arrw n the right-hand side t prceed t the next step. 17. Primary Site Cllectin Administratr Assign a user t be the Primary Site Cllectin Administratr by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Primary Site Cllectin Administratr t site cllectins created by this service r allw the business user t chse the Primary Site Cllectin Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: Assign by IT Admin The Primary Site Cllectin Administratr cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Administratr in the service request r Hide frm Business User t nt display the Primary Site Cllectin Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Primary Site Cllectin Administratr. 18. Secndary Site Cllectin Administratr (nly fr SharePint n-premises site cllectins and SharePint Online dedicated instance site cllectins) Assign a user t be the Secndary Site Cllectin Administratr by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Secndary Site Cllectin Administratr t site cllectins created by this service r allw the business user t chse the Secndary Site Cllectin Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: 90

91 Assign by IT Admin The Secndary Site Cllectin Administratr cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cllectin Administratr in the service request r Hide frm Business User t nt display the Secndary Site Cllectin Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cllectin Administratr. 19. Primary Site Cllectin Cntact The Primary Site Cllectin Cntact will be the user designated fr managing the lifecycle f the site cllectin created by this service. Assign a user t be the Primary Site Cllectin Cntact by entering the username int the text bx. Press Enter t check that the name is valid Chse t assign the Primary Site Cllectin Cntact t site cllectins created by this service r allw the business user t chse the Primary Site Cllectin Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Primary Site Cllectin Cntact cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Cntact in the service request r Hide frm Business User t nt display the Primary Site Cllectin Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Primary Site Cllectin Cntact. Yu can als send an t ntify the Primary Site Cllectin Cntact when the site cllectin is created successfully. Select the Ntify the cntact upn site cllectin creatin checkbx and select an template frm the drp-dwn list. By default, Built-in New Object Ntificatin Template is selected. 20. Secndary Site Cllectin Cntact The Secndary Site Cllectin Cntact will be the user designated fr managing the lifecycle f the site cllectin created by this service if the Primary Site Cllectin Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary Site Cllectin Cntact by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Secndary Site Cllectin Cntact t site cllectins created by this service r allw the business user t chse the Secndary Site Cllectin Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary Site Cllectin Cntact cnfigured here will be assciated with all site cllectins created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cllectin Cntact in the service request r Hide frm Business User t nt display the Secndary Site Cllectin Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cllectin Cntact. 91

92 92 Yu can send an t ntify the Secndary Site Cllectin Cntact when the site cllectin is created successfully. Select the Ntify the cntact upn site cllectin creatin checkbx and select an template frm the drp-dwn list. By default, Built-in New Object Ntificatin Template is selected. 21. Click the arrw n the right-hand side t prceed t the next step. 22. DcAve Deplyment Manager Plan Select a deplyment plan frm the drp-dwn menu t add site cllectins created by this service t a DcAve Deplyment Manager plan. A cpy f the plan will be created fr each new site cllectin in rder t run the jb, and will be deleted nce the jb cmpletes t prevent unnecessary data strage. *Nte: The deplyment plan must nt have a schedule set up in rder fr Gvernance Autmatin t run the deplyment jb when the site cllectin is created. 23. Manage Site Cllectin Lifecycle Select the Enable Site Cllectin Lease Perid checkbx t enable a lease perid fr the site cllectin. Specify the lease perid by entering a psitive integer in the prvided text bx and chse Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu Chse t assign the site cllectin lease perid t site cllectins created by this service r allw the business user t chse the site cllectin lease perid when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The site cllectin lease perid cnfigured here will be assciated with the site cllectin created by this service. Select Shw as Read-Only t Business User t allw the business users t see the site cllectin lease perid in the service request r Hide frm Business User t nt display the site cllectin lease perid assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the site cllectin lease perid. When the site cllectin lease perid is enabled, yu can chse t enable lease expiratin warning t cnfigure when t send the warning befre the site cllectin reaches expiratin by selecting the Enable lease expiratin warning checkbx. Then enter a psitive integer in the prvided text bx and chse Day(s), Week(s), Mnth(s), r Year(s) frm the drpdwn menu. Chse t assign the lease expiratin warning t site cllectins created by this service r allw the business user t chse the lease expiratin warning when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The lease expiratin warning cnfigured here will be assciated with the site cllectin created by this service. Select Shw as Read-Only t Business User t allw the business users t see the lease expiratin warning in the service request r Hide frm Business User t nt display the lease expiratin warning assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the lease expiratin warning. 24. Gvernance Autmatin App and App Parts Chse t autmatically enable Gvernance Autmatin App during site cllectin creatin. If enabling this feature, first make sure that the

93 Gvernance Autmatin App has been prperly deplyed t yur farm. Fr mre infrmatin abut the envirnment cnfiguratin and deplyment, refer t Installing the Gvernance Autmatin App. If yu chse Autmatically enable Gvernance Autmatin App, yu can als autmatically add Gvernance Autmatin app part Site Infrmatin Card int the hmepage f the site cllectin that will be created by this service. Select the Autmatically add Gvernance Autmatin app parts int the hmepage checkbx and then select the Site Infrmatin Card checkbx. 25. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Custm Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by clicking befre a metadata name. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Cnfiguring Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 26. Click the arrw n the right-hand side t prceed t the next step. 27. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r click Create New t create a new apprval prcess. This will bring yu t the Apprval Prcess Settings interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 28. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. 93

94 Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 29. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 30. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can allw business users t verride the executin schedule selected by the IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 31. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service, which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Create Site Service Cnfigure Create Site services t define the Create Site service request template fr business users. Yu can custmize the settings fr sites created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Sites created by Gvernance Autmatin inherit data prtectin and cntent retentin plicies frm the site cllectin they live in. Sites created by Gvernance Autmatin use the same DcAve Granular Backup and Recvery, DcAve Cnnectr, DcAve Archiver and lifecycle management settings as the site cllectins they are created in. 94

95 In the Create Site Service interface r Edit Create Site Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service and sites created by this service r allw the business user t chse the department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin Thedepartment selected in the preceding drp-dwn menu will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service t be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press 95

96 Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Chse the site cllectins yu wish t be made available in this service. Business users will be able t chse which site cllectin t create the new site under. a. Select a farm r My Registered Sites frm the drp-dwn menu. b. Chse ne f the fllwing methds t cnfigure the scpe: Manually input URL - Select this radi buttn and click the Add Yur Own URL link t enter the URL f the site cllectin in the URL text bx. T add mre site cllectins click Add Yur Own URL after entering a URL. Select scpe frm tree Select this radi buttn and then select the site cllectins frm the data tree. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. c. Site URL Chse t use site title in URL r use SharePint cntext in service request scpe. Use site title in URL Select this checkbx t have the site URL be filled autmatically after entering the site title in the service request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/prvssrequest/newrequest?serviceid={serviceid}& parent={parentsiteurl}. 10. Language (This ptin is nly available if yu have language packs installed n the Web server) Specify the language fr the sites. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse t assign a language t sites created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Select Language cnfiguratin area. Chse frm the fllwing: 96

97 Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all site cllectins created by this service. Select Shw as Read- Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Select Language cnfiguratin area. 11. Site Template Specify the templates which can be used t create the site. In the Template stre text bx, enter the site cllectin URL where all f yur site templates are centrally stred. Then click Retrieve t retrieve the available templates and select the desired templates by selecting crrespnding checkbxes. Select a template as the default template frm the drpdwn menu in the Default Selectin sectin. Yu can chse this entry is predefined by an administratr fr the service request r is assigned by a business user while submitting a service request frm the drp-dwn menu. Assign by IT Admin An administratr determines which templates can be used fr the site. Select whether the template infrmatin is visible t the business users. Shw as Read-Only t Business User means business users can nly see the template cnfigured in the Default Selectin when submitting a service request but they cannt change it. Hide frm Business User means business users cannt see which template is used fr creating the site in the service request. Assign by Business User Allws the business user t determine which templates can be used t create a site. The selected template in the Default Selectin will be displayed as a default value f this entry in the service request and the business user can change it t ther template when submitting a service request. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Security Grups Select t inherit permissins frm parent site r use the unique permissins. Use same permissins as parent site Select the Use same permissins as parent site t inherit the parent site s permissins settings. Assign by IT Admin will be the default selectin fr the Assign by drp-dwn menu. Chse t Shw as Read-Only t Business User r Hide frm Business User. Use unique permissins Select the Use unique permissins checkbx and custmize the site permissins fr sites created by this service: The Cmmn tab Cnfigure the cmmn permissin settings t assign permissins t specific grups and users. By default, the cmmn grups are displayed. Click the edit ( ) buttn t edit the settings f a specific grup r click the delete ( ) buttn t delete a specific grup. Create Grup Click Create Grup t create a new grup and add it int the cmmn permissin settings. In the Add a Grup windw, cnfigure the fllwing settings: a. Custm Grup Name Enter a name fr the grup and enter an ptinal descriptin fr future reference. Enter $SiteName t 97

98 autmatically add the site title as the grup name prefix in Create Site service request. b. Assign By Chse wh will assign the grup settings, IT Admin r Business User. c. Select Users Select yur desired users t add int the grup. Click Add a User and enter the usernames in the pp-up windw. Yu can als enter $ t select the fllwing rles: $Requester, $ManagerOfRequester, $PrimarySiteCllectinCntact, $SecndarySiteCllectinCntact, $PrimarySiteCntact, and $SecndarySiteCntact. Then, click OK t save yur cnfiguratins. Optinally, select the Enfrce Permissin checkbx after a username. In the request page, the user cannt be deleted and the user permissins cannt be mdified. Fr the enfrced permissin user, yu can hide the enfrced permissin user frm the request page by selecting the Hide checkbx. d. Permissins Cnfigure the permissins fr this grup. Select yur desired permissin levels by selecting the crrespnding checkbxes. Optinally, select the Allw Business User t change the permissin level f this grup checkbx, s that the business users can mdify the permissin level when creating a request. e. Click OK t save the grup settings. Grant Permissins Click Grant Permissins t grant permissins t specific users. In the Grant User Permissins windw, cnfigure the fllwing settings: a. Select Users Enter the names f the users that yu are abut t grant permissins. b. Assign By Chse wh will assign the user permissins, IT Admin r Business User. c. Permissins Cnfigure the permissins fr the users. Select yur desired permissin levels by selecting the crrespnding checkbxes. d. Click OK t save yur cnfiguratins. The specific template tab The template tab depends n the selected site cllectin template. The default grups f the site cllectin template are displayed. Click the edit ( ) buttn t edit the settings f a specific grup r click the delete ( ) buttn t delete a specific grup. Use cmmn permissin settings Select the checkbx t apply the permissin settings in the Cmmn tab. If there are grup names that 98

99 already exist in the Cmmn tab, the grup settings will be replaced by thse f the Cmmn tab. Create Grup Click Create Grup t create a new grup and add it int the cmmn permissin settings. In the Add a Grup windw, cnfigure the fllwing settings: a. Custm Grup Name Enter a name fr the grup and enter an ptinal descriptin fr future reference. b. Assign By Chse wh will assign the grup settings, IT Admin r Business User. c. Select Users Select yur desired users t add int the grup. Click Add a User and enter the usernames in the pp-up windw. Yu can als enter $ t select the fllwing rles: $Requester, $ManagerOfRequester, $PrimarySiteCllectinCntact, and $SecndarySiteCllectinCntact. Then, click OK t save yur cnfiguratins. Optinally, select the Enfrce Permissin checkbx after a username. In the request page, the user cannt be deleted and the user permissins cannt be mdified. Fr the enfrced permissin user, yu can hide the enfrced permissin user frm the request page by selecting the Hide checkbx. d. Permissins Cnfigure the permissins fr this grup. Select yur desired permissin levels by selecting the crrespnding checkbxes. Optinally, select the Allw Business User t change the permissin level f this grup checkbx, s that the business users can mdify the permissin level when creating a request. e. Click OK t save the grup settings. Grant Permissins Click Grant Permissins t grant permissins t specific users. In the Grant User Permissins windw, cnfigure the fllwing settings: a. Select Users Enter the names f the users that yu are abut t grant permissins. b. Assign By Chse wh will assign the user permissins, IT Admin r Business User. c. Permissins Cnfigure the permissins fr the users. Select yur desired permissin levels by selecting the crrespnding checkbxes. d. Click OK t save yur cnfiguratins. Business User actin cntrl chse hw t cntrl the business user actins n the security grup. 99

100 Allw Business User t grant user permissins directly Select this checkbx t allw business users t directly grant permissins t specific users in the request. Prevent Business User frm requesting t grant permissins with the fllwing permissin levels Select this checkbx and select yur desired permissin levels. The selected permissin levels will nt be displayed in the request. 14. Navigatin Cnfigure navigatin ptins fr sites created using this service: Chse whether r nt t Display this site n the Quick Launch f the parent site. Chse whether r nt t Display this site n the ribbn link bar f the parent site. Chse t apply this ptin t sites created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The navigatin ptins cnfigured here will be assciated with all site created by this service. Select Shw as Read-Only t Business User t allw the business users t see the navigatin ptins in the service request r Hide frm Business User t nt display the navigatin ptins in this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the navigatin ptins. 15. Navigatin Inheritance Chse whether r nt t have sites created by this service Use the tp link bar frm the parent site by chsing the crrespnding radi buttn. Chse t apply the ptin t sites created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 16. Click the arrw n the right-hand side t prceed t the next step. 17. Primary Site Cntact The Primary Site Cntact will be the user designated fr managing the site created by this service. Assign a user t be the Primary Site Cntact by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Primary Site Cntact t sites created by this service r allw the business user t designate ne when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Primary Site Cntact cnfigured here will be assciated with all site created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Primary Site Cllectin Cntact in the service request r Hide frm Business User. 100

101 Assign by Business User Allws the business user t cnfigure the Primary Site Cntact. Yu can send an t ntify the Primary Site Cntact when the site is created successfully. Select the Ntify the cntact upn site creatin checkbx and select an template frm the drp-dwn list. By default, Built-in New Object Ntificatin Template is selected. 18. Secndary Site Cntact The Secndary Site Cntact will be the user designated fr managing sites created by this service in case the Primary Site Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary Site Cntact by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Secndary Site Cntact t sites created by this service r allw the business user t designate ne when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary Site Cntact cnfigured here will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary Site Cntact in the service request r Hide frm Business User t nt display the Secndary Site Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary Site Cntact. Yu can send an t ntify the Secndary Site Cntact when the site is created successfully. Select the Ntify the cntact upn site creatin checkbx and select an template frm the drp-dwn list. By default, Built-in New Object Ntificatin Template is selected. 19. Gvernance Autmatin App and App Parts Chse t autmatically enable Gvernance Autmatin App during site creatin. If enabling this feature, first make sure that the Gvernance Autmatin App has been prperly deplyed t yur farm. Fr mre infrmatin abut the envirnment cnfiguratin and deplyment, refer t Installing the Gvernance Autmatin App. If yu chse Autmatically enable Gvernance Autmatin App, yu can als chse t autmatically add Gvernance Autmatin app part Site Infrmatin Card int the hmepage f the site that will be created by this service. Select the Autmatically add Gvernance Autmatin app parts int the hmepage checkbx and then select the Site Infrmatin Card checkbx. 20. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Custm Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. 101

102 Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. Optinally, yu can select the Inherit parent site metadata value checkbx. With this ptin selected, the newly created site, which is based n this service, will inherit its parent site s metadata value. 21. Click the arrw n the right-hand side t prceed t the next step. 22. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r click Create New t create a new apprval prcess. This will bring yu t the Apprval Prcess Settings interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 23. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 24. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 102

103 25. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 26. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Create My Site Service Cnfigure Create My Site services t define the Create My Site service request template fr business users. Yu can custmize the settings fr My Sites created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. My Sites created by Gvernance Autmatin inherit data prtectin and cntent retentin plicies frm the site cllectin they live in. My Sites created by Gvernance Autmatin use the same DcAve Granular Backup and Recvery, DcAve Cnnectr, DcAve Archiver and lifecycle management settings as the site cllectins they are created in. In the Create My Site Service interface r Edit Create My Site Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 103

104 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The department selected in the preceding drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Farm Select the farm in which yu allw business users t create My Site. 10. User Prfile Select yur desired user prfile that will be used fr My Sites. 104

105 11. Bulk Mde Chse t enable bulk mde. Select the Enable bulk creatin f My Sites t allw creating multiple My Sites fr different users in ne service request. 12. Plicy Select the site cllectin plicies that yu wish t apply t My Site by selecting the crrespnding checkbxes r click Create New t be brught t the Site Cllectin Plicy interface t create a new plicy. Cnfigure this sectin as fllws: Select the plicies t be made available fr business users t chse frm by selecting the crrespnding checkbx f each plicy in the Select Plicies cnfiguratin area. All plicies selected here will be made available t business users if yu select Assign by Business User in the Assign by drp-dwn menu. Select a default plicy in the Default Selectin drp-dwn menu. If Assign by Business User is selected in the service request, but the business user will be able t select anther plicy ut f the plicies yu have selected in the Select Plicies cnfiguratin area. If Assign by IT Admin is selected in the Assign by drp-dwn menu, this will be the nly available plicy in the service request and the business user will nt be able t chse anther plicy Chse t assign a plicy t My Sites created by this service r allw business user t chse the plicy when submitting a service request fr this service frm the plicies selected in the Select Plicies cnfiguratin area. Chse frm fllwing: Assign by IT Admin The plicy selected in the Default Selectin drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business Users t allw the business user t see the default plicy in the service request r Hide frm Business User t nt display the plicy assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse frm the plicies yu have selected in the Select Plicies cnfiguratin area. 13. Language (This ptin is nly available if yu have language packs installed n the Web server) - Specify the language fr the My Site. If mre than ne language is selected, chse a default language frm the Default Selectin drp-dwn menu. Chse t assign a language t My Sites created by this service r allw the business user t chse the language when submitting a service request fr this service frm the languages selected in the Language cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The language selected in the Default Selectin drp-dwn menu will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default language in the service request r Hide frm Business User t nt display the language t the business users requesting this service. Assign by Business User Allws business user t chse frm the languages yu have selected in the Language cnfiguratin area. *Nte: If Always use reginal settings defined by site administratrs is selected in the User Prfile in SharePint 2013, the language selected in Gvernance Autmatin will nt take effect. The My Site language depends n the lcale selected in reginal settings. 105

106 14. Secndary My Site Administratr Assign a user t be the Secndary My Site Administratr by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Secndary My Site Administratr t My Sites created by this service r allw the business user t chse the Secndary My Site Administratr when submitting a service request fr this service. By default, it is Assign by IT Admin and Hide frm Business User. Chse frm the fllwing: Assign by IT Admin The Secndary My Site Administratr cnfigured here will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary My Site Administratr in the service request r Hide frm Business User t nt display the Secndary My Site Administratr assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary My Site Administratr. 15. Secndary My Site Cntact The Secndary My Site Cntact will be the user designated fr managing the My Sites created by this service if the Primary My Site Cntact is unable t respnd t a ntificatin. Assign a user t be the Secndary My Site Cntact by entering the username int the text bx. Press Enter t check that the name is valid. Chse t assign the Secndary My Site Cntact t site cllectins created by this service r allw the business user t chse the Secndary My Site Cntact when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Secndary My Site Cntact cnfigured here will be assciated with all My Sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the Secndary My Site Cntact in the service request r Hide frm Business User t nt display the Secndary My Site Cntact assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Secndary My Site Cntact. Yu can send an t ntify the Secndary My Site Cntact when the My Site is created successfully. Select the Ntify the cntact upn My Site creatin checkbx and select an template frm the drp-dwn list. By default, Built-in New Object Ntificatin Template is selected. 16. Gvernance Autmatin App and App Parts Chse t autmatically enable Gvernance Autmatin App during My Site creatin. If enabling this feature, first make sure that the Gvernance Autmatin App has been prperly deplyed t yur farm. Fr mre infrmatin abut the envirnment cnfiguratin and deplyment, refer t Installing the Gvernance Autmatin App. If yu chse Autmatically enable Gvernance Autmatin App, yu can als chse t autmatically add Gvernance Autmatin app parts int the hmepage f the My Site that will be created by this service. Select the Autmatically add Gvernance Autmatin app parts int the hmepage checkbx and then select yur desired app parts by selecting the crrespnding checkbxes. 17. Click the arrw n the right-hand side t prceed t the next step. 106

107 18. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata ppup windw: Select the desired metadata by clicking befre a metadata name. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 19. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r click Create New t create a new apprval prcess. This will bring yu t the Apprval Prcess Settings interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 20. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure 107

108 that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 21. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 22. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 23. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Create Library/List Service Cnfigure Create Library/List services t define the Create Library/List service request templates fr business users. Yu can predefine the settings fr libraries r lists created by this service as well as cnfigure available ptins fr business users t chse frm when requesting this service. Libraries r lists created by Gvernance Autmatin are included in the data prtectin plan and cntent retentin rules f the site cllectin they live in. In the Create Library/List Service interface r Edit Create Library/List Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 108

109 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The department selected in the preceding drp-dwn menu will be assciated with all sites created by this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the username f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 109

110 9. Bulk Mde Chse t enable bulk mde. Select the Enable bulk creatin f libraries/lists t allw users t request the creatin f multiple libraries and lists in ne service request. 10. Scpe Chse the site yu wish t be made available in this service. Business users will be able t chse which site t create the new library r list under. a. Select a farm r My Registered Sites frm the drp-dwn menu. b. Chse ne f the fllwing methds t cnfigure the scpe: Manually input URL Select this radi buttn and click the Add Yur Own URL link t enter the URL f the site in the URL text bx. T add mre sites click Add Yur Own URL after entering a URL. Select scpe frm tree Select this radi buttn and then expand the tree t select the sites. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. c. Library/List URL Chse t use library/list name in URL r use SharePint cntext in service request scpe. Use library/list name in URL Select this checkbx t have the library/list URL be filled autmatically after entering the library/list name in the service request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/request/newlistcreatinrequest?serviceid={service ID}&parent={parentsiteURL}. 11. Navigatin Chse t display this library r list in the Quick Launch f its parent site. Chse t assign the navigatin ptin t the library r list created by this service r allw the business user t chse this ptin when submitting a service request fr this service in the Navigatin cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The ptin selected here will be assciated with all libraries r lists created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected ptin in the service request r Hide frm Business User t nt display the selected ptin t the business users requesting this service. 110

111 Assign by Business User Allws business user t chse the ptin in the Navigatin cnfiguratin area. 12. Type Select the type f the bject that yu allw t be create, Library r List. Chse t assign the type t the library r list created by this service r allw the business user t chse the type when submitting a service request fr this service in the Type cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The type selected here will be assciated with all service requests created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected type in the service request r Hide frm Business User t nt display the selected type t the business users requesting this service. Assign by Business User Allws business user t chse the type in the Type cnfiguratin area. 13. Click the arrw n the right-hand side t prceed t the next step. 14. Library/List Template Enter the site cllectin URL in which all f the library r list templates are centrally stred in the Template stre text bx, then and click Retrieve t retrieve the templates. Select the available templates that yur business users may use t create a new library r list. Yu can select multiple templates. Use the Default template drp-dwn list t designate the default template fr the new library r list created by this service. Chse t assign the template t the library r list created by this service r allw the business user t chse the template when submitting a service request fr this service in the Library/List Template cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The template selected here will be assciated with all service requests created by this service. Select Shw as Read-Only t Business User t allw the business user t see the selected template in the service request r Hide frm Business User t nt display the selected template t the business users requesting this service. Assign by Business User Allws business user t chse the template in the Library/List Template cnfiguratin area. 15. Dcument Versin Histry (This sectin appears when yu select Library as the Type.) Specify whether a versin is created each time yu edit a file in this library. Require cntent apprval fr submitted files? Specify whether new files r changes t existing files shuld remain in a draft state until they have been apprved. Create a versin each time yu edit a file in this library? N versining D nt create a versin when a file in this library is edited. Create majr versins Create a majr versin each time a file in this library is edited. Create majr and minr (draft) versins Create majr and minr versins each time a file in this library is edited. 111

112 Optinally limit the number f versins t retain Allws yu t limit the number f versins that yu wish t retain. T limit the number f majr versins, select the checkbx befre Keep the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Yu can als keep drafts fr majr versins by selecting the checkbx befre Keep drafts fr the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Chse t assign the cnfigured settings t the library created by this service r allw the business user t cnfigure these settings when submitting a service request fr this service in the Dcument Versin Histry cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The settings cnfigured here will be assciated with all libraries created by this service. Select Shw as Read-Only t Business User t allw the business user t see the cnfigured settings in the service request r Hide frm Business User t nt display the cnfigured settings t the business user requesting this service. Assign by Business User Allws business user t cnfigure the settings in the Dcument Versin Histry cnfiguratin area. 16. Item Versin Histry (This sectin appears when yu select List as the Type.) Specify whether a versin is created each time yu edit an item in this list. Require cntent apprval fr submitted items? Specify whether new items r changes t existing items shuld remain in a draft state until they have been apprved. Create a versin each time yu edit an item in this list? N versining D nt create a versin when an item in this list is edited. Create majr versins Create a majr versin each time an item in this list is edited. Create majr and minr (draft) versins Create majr and minr versins each time an item in this list is edited. Optinally limit the number f versins t retain Allws yu t limit the number f versins that yu wish t retain. T limit the number f majr versins, select the checkbx befre Keep the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Yu can als keep drafts fr majr versins by selecting the checkbx befre Keep drafts fr the fllwing number f majr versins and enter a psitive integer in the prvided text bx. Chse t assign the cnfigured settings t the list created by this service r allw the business user t cnfigure these settings when submitting a service request fr this service in the Item Versin Histry cnfiguratin area. Chse frm the fllwing: Assign by IT Admin The settings cnfigured here will be assciated with all lists created by this service. Select Shw as Read-Only t Business User t allw the business user t see the cnfigured settings in the service request r Hide frm Business User t nt display the cnfigured settings t the business user requesting this service. 112

113 Assign by Business User Allws business user t cnfigure the settings in the Item Versin Histry cnfiguratin area. 17. Click the arrw n the right-hand side t prceed t the next step. 18. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 19. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r click Create New t create a new apprval prcess. This will bring yu t the Apprval Prcess Settings interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 20. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure 113

114 that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 21. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 22. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 23. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Site Cllectin Lifecycle Management Service Site Cllectin Lifecycle Management services prvide business users with cntrl ver the lifecycle f their site cllectins created/managed by Gvernance Autmatin. Yu can cnfigure the settings t ntify site cllectin wners f lease expiratin and lack f use f their site cllectins. In the Create Site Cllectin Lifecycle Management interface r Edit Site Cllectin Lifecycle Management interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 114

115 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a department yu wish this service t belng t frm the drp-dwn menu r click Add New t create a new ne. Chse t assign a department t this service and site cllectins created by this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact, site cllectin administratr, r site cntact t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 115

116 9. Scpe Select the desired Web applicatins. Select a farm r My Registered Sites frm the drp-dwn menu and expand the tree. Select the desired Web applicatins by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/request/newsclifecycle?serviceid={serviceid}&parent={par entsiteurl}. 10. Lifecycle Management Actins Select the type f lifecycle management service t create: Extend Site Cllectin Allws business users t request an extensin t the lease f their site cllectin. Nte that an extensin t a site cllectin s lease will grant the site cllectin the amunt f time indicated in the lease frm the day the request is apprved and is nt in additin t the remaining time f the previus lease. Delete Site Cllectin Allws business users t request their site cllectin be deleted. Archive Site Cllectin Allws business users t request their site cllectin t be extracted frm SharePint and stred in mre ecnmical strage devices. Change Site Cllectin Plicy - Allws business users t request a different Gvernance Autmatin plicy be assciated with the site cllectin they wn, r request that a different Gvernance Autmatin plicy assciated with a My Site by specifying the My Site wner. Unlck Site Cllectin Allws business users t request t unlck a lcked site cllectin. Change Site Cllectin Quta Allws business users t request a change f the quta template r quta size f site cllectins. *Nte: Lifecycle management services are available t the users indicated in their service Permissins cnfiguratin, hwever, service request fr any f these lifecycle management actins can nly be submitted by each site cllectin s wner. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: 116

117 Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select Allw all apprvers t edit this service request t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. 117

118 Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Site Lifecycle Management Service Site Lifecycle Management services prvide business users with cntrl ver the lifecycle f their sites created/managed by Gvernance Autmatin. In the Create Site Lifecycle Management interface r Edit Site Lifecycle Management interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 118

119 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact, site cllectin administratr, r site cntact, t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Cnfigure the scpe fr this service. Select a farm r My Registered Sites frm the drp-dwn menu first, then yu can chse t input URLs manually r select the scpe frm the tree. Manually input URL Click Add Yur Own URL t add the URL, then enter the URL in the text bx. Repeat the step t add multiple URLs. Select scpe frm tree Click the farm r My Registered Sites t expand the tree and select yur desired ndes by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 119

120 Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/sslmrequest/new?serviceid={serviceid}&parent={parentsit eurl}. 10. Lifecycle Management Actins Chse the type f lifecycle management service t create: Delete Site Allws business users t request t delete their sites. Archive Site Allws business users t request fr their sites t be extracted frm SharePint and stred in mre ecnmical strage devices. *Nte: If yu chse Archive Site, yu must select an Archiver prfile frm the drp-dwn menu. Archiver prfiles are cnfigured in DcAve. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any changes n the current page. This apprval prcess will be triggered when a service request t manage site lifecycle is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 120

121 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 121

122 Clne r Transfer User Permissin Service Cnfigure Clne r Transfer User Permissin services t request having ne persn s permissins be the same as anther user. Rle changes happen frequently in mst rganizatins. This puts permissin cntrl in the hands f business users based n predefined settings set by IT administratrs. In the Clne User Permissins Service interface r Edit Clne User Permissin Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter a username f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 122

123 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin in Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the ndes frm which the requester can request fr clning r transferring user permissins. Select a farm r My Registered Sites and expand the tree t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select the Use SharePint cntext t autmatically ppulate the service request scpe checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/request/newclneuserpermrequest?serviceid={serviceid}&parent ={parentsiteurl}. 10. Restrict Surce User Selectin Specify the users which can be selected as the surce user t clne permissins frm. Chse frm the fllwing: Allw any user Check this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users. Otherwise this setting will nt take effect. 11. Restrict Target User Selectin Specify the users which can be selected as the target user t clne permissins t. Chse frm the fllwing: Allw any user Check this ptin t allw the business user t select any user f the selected scpe as the surce user. 123

124 Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users. Otherwise this setting will nt take effect. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Permissin Optin Select a methd frm the drp-dwn menu t determine hw yu will assign the surce user s/grup s permissin t the target user/grup. Append Add the permissin f the surce user/grup t the destinatin user/grup. Replace Replace the permissin f the target user with the surce user s permissin. Chse t assign the Permissin Optin by this service r allw the business user t chse the Permissin Optin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Permissin Optin cnfigured here will be applied n the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Permissin Optin in the service request r Hide frm Business User t nt display the Permissin Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Permissin Optin. 14. User Alert Optin Chse t send the user alerts settings set by the surce user t the target users. Select the Send surce user alerts t target user checkbx fr selecting this feature by default when submitting a service request. Chse t assign the User Alert Optin directly by this service r allw the business user t chse the User Alert Optin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The User Alert Optin cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the User Alert Optin in the service request r Hide frm Business User t nt display the User Alert Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the User Alert Optin. 15. Change Metadata Chse t change the surce user metadata t the target user. If yu select this ptin, then click Add Surce User Metadata t add the surce user metadata yu want t change. Enter the metadata yu want t allw t be changed fr this service. 124

125 Chse t assign the Change Metadata ptin directly by this service r allw the business user t cnfigure it when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Change Metadata cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Change Metadata ptin in the service request r Hide frm Business User t nt display the Change Metadata ptin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the ptin. 16. Additinal Optin Chse hw t deal with the permissins f the surce user that resides in a SharePint grup. Chse frm the fllwing: Add target user t the same grup in destinatin Add the target user int the SharePint grup where the surce user resides. Clne surce user s permissin t the target user directly Cpy the permissins f the grup where the surce user resides t the target user. Chse t assign the Additinal Optin directly by this service r allw the business user t chse the Additinal Optin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Additinal Optin cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Additinal Optin in the service request r Hide frm Business User t nt display the Additinal Optin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Additinal Optin. 17. Optins fr Transfer Specify the ptins t manage the surce user/grup when transferring permissins. The selected ptins will be the default selectins when submitting a service request. Chse frm the fllwing: Remve surce user s explicit permissin Remve the surce user s r grup s permissin after clning the permissin successfully. Remve surce user frm SharePint grups Delete the surce user frm SharePint Grups that he resides after clning the permissin successfully. Delete surce user frm site cllectin Delete the surce user r grup frm the site cllectin after clning the permissin successfully. Chse t assign the Optins fr Transfer directly by this service r allw the business user t chse the Optins fr Transfer when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Optins fr Transfer cnfigured here will be assciated with all f the site cllectins selected in the scpe f the Clne User Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see 125

126 the Optins fr Transfer in the service request r Hide frm Business User t nt display the Optins fr Transfer assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Optins fr Transfer. 18. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 19. Click the arrw n the right-hand side t prceed t the next step. 20. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t clne user permissins is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 21. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry 126

127 \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 22. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 23. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 24. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Change Site Cllectin Cntact r Administratr Service Cnfigure Change Site Cllectin Cntact r Administratr services t define the Change Site Cllectin Cntact r Administratr service request fr business users. Yu can change the Site Cllectin Cntact r Administratr when the site cllectin expires t transfer the respnsibilities t anther user. In the Create Change Site Cllectin Cntact r Administratr Service interface r Edit Change Site Cllectin Cntact r Administratr Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their language. 127

128 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the ndes where the requester can request fr changing the site cllectin cntact r administratr. 128

129 Fr SharePint n-premises, select a Farm and expand the farm tree t select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/changesccntactrequest/new?serviceid={serviceid}&pare nt={parentsiteurl}. 10. Change Cntact/Administratr Settings Chse t allw business users t change primary and secndary site cllectin cntact, r primary and secndary site cllectin administratr. Optinally, yu can define whether t allw business users t change primary My Site cntact and primary My Site administratr. *Nte: Fr SharePint Online standard instance site cllectin and SharePint Online dedicated instance site cllectin, nly the primary site cllectin administratr can be changed. The secndary site cllectin administratr cannt be changed. If Primary and secndary site cllectin administratr is selected in the service, and a SharePint Online standard instance site cllectin URL r SharePint Online dedicated instance site cllectin URL is entered in the request page, nly the Primary administratr text bx is available in the request. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f a selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 129

130 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change the site cllectin cntact r administratr is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select the Enable service request executin schedule checkbx t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If 130

131 Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Change Site Cntact Service Yu can change the Site Cntact when the crrespnding site cllectin expires t transfer the respnsibilities t anther user. In the Create Change Site Cntact Service interface r Edit Change Site Cntact Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 131

132 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Define the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select frm tree Expand the farm tree r My Registered Sites t select the desired ndes by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be 132

133 used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/changesscntactrequest/new?serviceid={serviceid}&paren t={parentsiteurl}. 10. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 11. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change site cntact is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 12. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry. If the selected scpe is in SharePint Online standard instance r 133

134 SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry. 13. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 14. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 15. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Cntent Mve Service Cnfigure Cntent Mve services t define the Cntent Mve service request template fr business users. Yu can cnfigure the settings t cpy r mve SharePint cntents, s the cntent and tplgy f yur SharePint envirnment can be restructured easily and accurately. In the Create Cntent Mve interface r Edit Cntent Mve interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 134

135 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the surce scpe and the destinatin scpe and they can be identified as a surce r destinatin in a Cntent Mve request. Fr SharePint n-premises, select a laded farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. 135

136 136 Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/cntentmanagerrequest/new?serviceid={serviceid}&paren t={parentsiteurl}. 10. Methd Select Cpy r Mve fr this service r allw the business user t decide when submitting the request: Assign by Business User Allws business user t chse the methd when submitting a service request fr this service. Assign by IT Admin The selected methd will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default methd in the service request r Hide frm Business User t nt display the methd assciated with this service t the business users requesting this service. If yu select Mve, yu may als cnfigure the fllwing settings: Surce Dcuments/Items Deleted Methd Select Manually t delete the surce cntent yurself nce the mve jb is cmplete in DcAve (select the mve jb in Jb Mnitr, then click Delete n the ribbn and select Delete Cntent frm the drp-dwn list), r select Autmatically t have DcAve delete the surce cntent nce the mve jb is cmplete. Chse t assign the methd t this service and site cllectins created by this service r allw the business user t chse the methd when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the methd when submitting a service request fr this service. Assign by IT Admin The selected methd will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default methd in the service request r Hide frm Business User t nt display the methd assciated with this service t the business users requesting this service.

137 Delete Checked Out Dcuments Frm Surce By default, N is selected. Select Yes if yu want t have the checked ut dcuments n the surce nde deleted when the surce cntent is deleted. Chse t assign this ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 11. Actin Select Attach t transfer the surce nde as a child nde underneath the destinatin nde, r select Merge t add the cntent, securities, and cnfiguratins f the surce nde t the destinatin nde. Chse t assign the actin t this service and site cllectins created by this service r allw the business user t chse the actin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the actin when submitting a service request fr this service. Assign by IT Admin The selected actin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default actin in the service request r Hide frm Business User t nt display the actin assciated with this service t the business users requesting this service. 12. Click the arrw n the right-hand side t prceed t the next step. 13. Filter Plicy Select a filter plicy yu previusly created in DcAve frm the drp-dwn menu. Filter plicies allw yu t select specific bjects r data within each SharePint level frm the Web applicatin dwn t the item level. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 14. Cnfiguratin Chse whether t migrate cnfiguratin t the destinatin. Select Cpy cnfiguratin t cpy the prperties, descriptins, titles, settings, and features frm the surce nde t the destinatin nde. 137

138 If yu want t keep the lk and feel f the surce site, including the quick launch, tp link bar, tree view, site themes, and master page, select the Keep lk and feel checkbx. *Nte: This functin will nly take effect if the surce nde is a site, the destinatin nde is a tp-level site r a site cllectin, and if yu chse Merge as the actin. Leave Cpy cnfiguratin deselected if yu dn t want t migrate cnfiguratin t the destinatin. Then, chse frm the fllwing ptins: Select Cpy the item-dependent clumns and cntent types t maintain item integrity. Then, select a cnflict reslutin methd fr these items clumns and cntent types frm the drp-dwn menu: D nt cpy/mve the clumns and cntent types, r the crrespnding items Ignre the cnflicting clumns, cntent types, and the crrespnding items, and d nthing n the surce and destinatin nde. Overwrite the clumns and cntent types Overwrite the destinatin clumns and cntent types with the surce nde. Append the clumns and cntent types t destinatin Keep the destinatin clumns and cntent types when there is a cnflict. In additin, cpy the surce clumns and cntent types t the destinatin nde with a numerical suffix added (fr example, ClumnName_1, ClumnName_2, etc.). Select D nt cpy the item-dependent clumns r cntent types. Reprt the items if the crrespnding clumn r cntent type is nt fund in destinatin. The crrespnding items are nt cpied t the destinatin. The jb reprt will shw items if the crrespnding clumn r cntent type is nt fund in the destinatin nde. *Nte: If a surce nde is assciated with a Managed Metadata clumn and there is n Managed Metadata clumn in the destinatin nde, Gvernance Autmatin d nt cpy r mve the surce Managed Metadata clumn t the destinatin. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 15. Security Select the Cpy security checkbx t cpy the user and/r grup permissins frm the surce nde t the destinatin nde, including SharePint permissin level and permissin 138

139 inheritance f SharePint bjects. Select the Exclude user/grup withut permissin checkbx t nt cpy users and/r grups that have n permissins t the destinatin. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 16. Cntent Select the Cpy cntent checkbx t cpy cntent frm the surce nde t the destinatin nde, including files and items. Select the Include list attachment checkbx t als cpy attached cntent in lists frm the surce nde t the destinatin nde. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 17. Wrkflw Select the Include wrkflw definitin checkbx t cpy the definitin f existing wrkflws fr the selected cntent frm the surce nde t the destinatin nde, and/r select the Include wrkflw instance t cpy the state, histry and tasks f existing wrkflws fr the selected cntent frm the surce nde t the destinatin nde. If yu select Include wrkflw instance, Include cmpleted instances is mandatry and the surce cmpleted instances will be cpied t the destinatin. Yu can als select the Include running instances checkbx t cpy the surce running instances t the destinatin. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 139

140 Managed Metadata Service Setting Select the Cpy Managed Metadata Service checkbx t cpy the related Managed Metadata Services frm the surce nde t the destinatin nde, and then select ne f the fllwing ptins: Term Cpy terms that are used in the surce, their parent terms, the term sets where the used terms reside, and the names f the grups where the used terms reside t the destinatin. Term set Cpy the whle term sets where the used terms reside in the surce (regardless f whether r nt the terms in the term sets are used by the surce nde r nt) t the destinatin. Managed Metadata Service Cpy the whle Managed Metadata Services that are related t the surce nde t the destinatin. *Nte: Cpying the Managed Metadata Service will autmatically activate the service in the destinatin, if the service in the destinatin is nt already activated. Chse t apply the ptin t this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 19. Click the arrw n the right-hand side t prceed t the next step. 20. Preserve the Null Clumn Values Select Yes t preserve the null values f item clumns even if the clumns n the destinatin have default values cnfigured, r select N t replace null values with default values in the destinatin nde. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 21. Data Cmpressin Select the Cmpressin checkbx if yu want t cmpress the data when it is cpied. If yu chse t cmpress the data, use the slider t select the cmpressin rate. Fastest cmpressin rate results in a larger data set. Best cmpressin rate results in a smaller, better quality data set, but the cmpressin takes mre time t perfrm. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing:

141 Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 22. Data Encryptin Select the Encryptin checkbx if yu want t encrypt the data. Then select the default security prfile r a security prfile which is previusly cnfigured in DcAve frm the drp-dwn menu t prtect yur backup data using the security keys generated by the specified encryptin methd. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 23. Mappings Select previusly cnfigured prfiles fr clumn mapping, cntent type mapping, user mapping, dmain mapping, and language mapping. Mapping prfiles are created in DcAve and are ptinal. Clumn mapping Allws yu t map surce clumns t destinatin clumns. The destinatin clumn name will be replaced by the cnfigured surce clumn name, and yu can add value mapping. Accrding t clumn type, the surce clumn and the destinatin clumn can be the same r different. Cntent type mapping Allws yu t map surce cntent types t the specified cntent types in destinatin, r change the cntent type name t anther ne, accrding t the cnditin that yu set up. User mapping Allws yu t replace an existing surce nde username with an existing destinatin nde username r a default username in the destinatin, r add a place hlder accunt t keep user metadata even if the user n lnger exists. Dmain mapping Allws yu t map a surce dmain t a destinatin dmain. The destinatin dmain name will be replaced by the cnfigured surce dmain name, and the user in the surce dmain will be mapped t the destinatin user which has the same lgin name. Language mapping Allws yu t chse if yu want t display destinatin nde in a different language than surce nde after the plan has been executed. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: 141

142 Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 24. Back Up Envirnment Befre Running Plan Allws yu t keep a cpy f the surce r destinatin nde befre cpying/mving cntent. Back up the surce envirnment (fr Mve nly) Create a cpy f the surce nde prir t perfrming the mve. Back up the destinatin envirnment Create a cpy f the destinatin nde prir t perfrming the cpy (allws yu t und the cpy). *Nte: If yu chse Back up the surce envirnment and/r Back up the destinatin envirnment, yu must select a strage plicy frm the drp-dwn menu. Chse t back up the surce/destinatin envirnment t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 25. Cnflict Reslutin If the item name in the surce nde is the same as that f an existing item in the destinatin nde, a cnflict ccurs. This setting allws yu t handle cnflicts at bth the cntainer and cntent level. Cntainer level cnflict reslutin cntains Skip, Merge, and Replace. Skip will keep the destinatin cntainer as is and yu can chse t set cntent level cnflict reslutin by clicking the checkbx next t Check lwer bjects. Merge will add the surce cntainer t the destinatin, but yu must set cntent level cnflict reslutin. Replace will substitute the cntainer in the destinatin with the ne in surce and yu cannt set cntent level cnflict reslutin. Cntent level cnflict reslutin includes Skip, Overwrite, Overwrite by Last Mdified Time, and Append. Chse t apply the ptin t this service and site cllectins created by this service r allw the business user t chse the ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the ptin when submitting a service request fr this service. Assign by IT Admin The selected ptin will be applied fr this service. Select Shw as Read-Only t Business User t allw the business users t see the default ptin in the service request r Hide frm Business User t nt display the ptin assciated with this service t the business users requesting this service. 142

143 26. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 27. Click the arrw n the right-hand side t prceed t the next step. 28. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any changes n the current page. This apprval prcess will be triggered when a service request fr cntent mve is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 29. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance 143

144 Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 30. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 31. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 32. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Change Site Cllectin Settings Service Cnfigure Change Site Cllectin Settings services t define the Change Site Cllectin Settings service request template fr business users. Yu can change the title, descriptin, and metadata f site cllectins. In the Change Site Cllectin Settings interface r Edit Change Site Cllectin Settings interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 144

145 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. Select Only allw site cllectin cntacts r site cllectin administratrs t submit requests fr this service t nly allw the site cllectin cntacts r site cllectin administratrs t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 145

146 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the Web applicatins where yu wish t change the Site Cllectin Settings Fr SharePint n-premises, click a farm t expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Changed Site Cllectin Settings Chse t allw business users t change the title, descriptin, and metadata f site cllectins by selecting the crrespnding checkbxes. If yu select the Metadata checkbx, click Add Metadata t add metadata t the site cllectin that can be edited by business users in the pp-up windw. Select the Enable adding r deleting metadata checkbx t allw business users t add r delete metadata when submitting request fr this service. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. When business users submit a service request t change site cllectin settings, this apprval prcess is triggered when a service request t change site cllectin settings is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu 146

147 can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 147

148 Change Site Metadata Service Cnfigure Change Site Metadata services t define the Change Site Metadata service request template fr business users. Yu can change the site metadata when yu want t update the site infrmatin. In the Change Site Metadata interface r Edit Change Site Metadata interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by Business User Allws business user t chse the department when submitting a service request fr this service. Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Separate multiple users with semiclns. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 148

149 Select Only allw site cllectin cntact/administratr r site cntact t submit requests fr this service t nly allw the site cllectin cntact r site cntact t submit requests fr this service. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select scpe frm tree Select a farm r My Registered Sites frm the drp-dwn menu and expand the tree t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Click the arrw n the right-hand side t prceed t the next step. 11. Change Metadata Click Add Metadata t add metadata t the site that can be edited by business users in the pp-up windw. Select the Enable adding r deleting metadata checkbx t allw business users t add r delete metadata when submitting request fr this service. 12. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 149

150 13. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t change site metadata is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 14. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 15. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 16. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, 150

151 enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 17. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Change Library/List Settings Service Cnfigure Change Library/List Settings services t define the Change Library/List Settings service request templates fr business users. Yu can chse the library/list settings that are available fr business users t chse frm when requesting this service. Library/list settings include name, descriptin, navigatin, and versining settings. In the Change Library/List Settings Service interface r Edit Change Library/List Settings Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Department selected in the preceding drp-dwn menu will be assciated with this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 151

152 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups that have permissins t access this service by chsing Select users/grups t use this service and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Separate multiple users with semiclns. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Specify the scpe by manually inputting URLs r selecting frm the tree. Manually input URL Click Add Yur Own URL and then input the URL in the text bx. Repeat t add mre URLs. Select scpe frm tree Select a farm r My Registered Sites frm the drp-dwn menu and then expand the tree t select the desired ndes by selecting the crrespnding checkbxes. Optinally, select Enable security trimming in the tree f the request fr this service t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. 10. Change Library/List Settings Select the library/list settings that yu allw business users t change by selecting the crrespnding checkbxes, including Name, Descriptin, Navigatin, and Versining settings. 11. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: 152

153 Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 12. Apprval Prcess Select an apprval prcess frm the drp-dwn menu r click Create New t create a new apprval prcess. This will bring yu t the Apprval Prcess Settings interface withut saving any f the cnfiguratins yu have made fr this service. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 13. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 14. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 15. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. 153

154 Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 16. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service which allws users t submit requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Grant Permissins Service Cnfigure Grant Permissins services t define the Grant Permissins service request template fr the business users. Yu can specify users in a specific site r a library wh yu wish t grant permissins t. In the Grant Permissins Service interface r Edit Grant Permissins Service interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring a new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t 154

155 Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t use this service t allw this service be requested by any user, r specify the users r grups t have permissin t submit requests fr this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the Web applicatins yu wish t enable. Fr SharePint n-premises Web applicatins, select a farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, select the Use SharePint cntext t autmatically ppulate the service request scpe checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: 155

156 https://servername:prt/grpermrequest/new?serviceid={serviceid}&parent={parentsiteurl }. 10. Select Users Select the users t which yu want t grant permissins. Chse frm the fllwing: Allw dmain grup permissins assignment nly Check this ptin t nly allw the business user t select the dmain grup as the surce. Allw permissins assignment t user/grup Check this ptin t allw the business user t select the users r grups as the surce. Allw any user/grup Select this ptin t allw the business user t select any user f the selected scpe as the surce user. Allw peers and direct r indirect reprts Select this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Select this ptin t allw the business user t select the users managed by the requester t be the surce user. Set requester as the default user Select this t add the requester as the default user when starting a Grant Permissins request. 11. Permissin Duratin Chse the permissin duratin fr the selected users/grups. Permanent permissins The permissins will be granted t the selected users/grups permanently. Temprary permissins The permissins will be granted t the selected users/grups temprarily. Chse t assign the Permissin Duratin ptin t this service r allw the business user t chse the Permissin Duratin ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Permissin Duratin ptin cnfigured here will be applied n the Grant Permissin service request. Assign by Business User Allws the business user t cnfigure the Permissin Duratin ptin. If Temprary permissins is selected, yu can further cnfigure the Temprary permissins settings: Specify the default duratin Enter a psitive integer in the text bx and select Day(s), Mnth(s), r Year(s) frm the drp-dwn list. If Temprary permissins is assigned by IT Admin, yu can chse ne f the fllwing ptins: Allw business users t specify the duratin When submitting the Grant Permissins service request, business users can enter desired permissin duratin, regardless f the default duratin. 156

157 Business users can nly request with default duratin When submitting the Grant Permissins service request, the default duratin is mandatry and business users cannt change the permissin duratin. If Temprary permissins is assigned by business user, yu can set the maximum permissin duratin. Select The permissin cannt be granted lnger than, then enter a psitive integer in the text bx and select Day(s), Mnth(s), r Year(s) frm the drp-dwn list. Ntify the persn wh was granted the permissins abut permissin expiratin Select this checkbx and define the specified time that the persn will be ntified in advance. Enter a psitive integer and select Day(s) r Mnth(s) frm the drp-dwn list. Then, select an Template fr the ntificatin t be sent. 12. Grant Permissins Specify the permissins t the selected users/grups. Add users t a SharePint grup (This ptin is nly available when yu select Permanent permissins in Permissin Duratin) Specify the grup permissin t a user by adding the user int this grup. Grant users permissin directly Assign the explicit permissin t a user. Chse t assign the Grant Permissins ptin by this service r allw the business user t chse the Grant Permissins ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Grant Permissins ptin cnfigured here will be applied n the Grant Permissin service request. Assign by Business User Allws the business user t cnfigure the Grant Permissins ptin. Optinally, cnfigure the fllwing: Permissins abve the requester's wn permissins cannt be granted t thers Select this checkbx t nt allw the requester t grant t thers permissins that are higher than the requester s wn permissins. *Nte: If the requester grants permissins t himself, the permissins higher than the requester s wn permissins can be granted. Exclude SharePint grups with specified permissin levels frm the request page Select this checkbx and select yur desired permissin levels by selecting the crrespnding checkbxes. The SharePint grups with the selected permissin levels will be excluded frm the business user s request page. *Nte: The displayed permissin levels are retrieved frm Gvernance Autmatin Database. T select yur desired permissin levels, add the permissin levels in Settings > SharePint Permissin Level Management first. 13. Send Chse t send an t the new users fr ntifying his new permissin. Select the Send welcme t the new users checkbx, enter the subject and the bdy f the e- mail t be a template. 157

158 Chse t assign the Send ptin by this service r allw the business user t chse the Send ptin when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The Send ptin cnfigured here will be applied n the Grant Permissin service request. Select Shw as Read-Only t Business User t allw the business users t see the Send ptin in the service request r Hide frm Business User t nt display the Send ptin assciated with this service t the business users requesting this service. Assign by Business User Allws the business user t cnfigure the Send ptin. 14. Click the arrw n the right-hand side t prceed t the next step. 15. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by selecting the crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 16. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t grant permissins fr a specific user is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 17. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell 158

159 script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 18. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 19. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 20. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 159

160 Remve Permissins Service Cnfigure Remve Permissins services t define the Remve Permissins service request template fr the business users. Yu can specify the users in a certain site cllectin whse permissin yu wish t remve. In the Remve Permissins Services interface r Edit Remve Permissins Services interface, cnfigure the fllwing settings: 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t user this service t allw this service be requested by any user, r specify the users r grups t have permissin t submit requests fr this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Separate multiple users with semiclns. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 160

161 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Scpe Select the scpe yu wish t enable: Fr SharePint n-premises, select a laded farm and expand the farm tree. Then, select the desired Web applicatins by selecting the crrespnding checkbxes. Fr SharePint Online, click My Registered Sites t expand it and select yur desired SharePint Sites grups by selecting the crrespnding checkbxes. Optinally, cnfigure the fllwing ptins: Enable security trimming in the tree f the request fr this service Select this checkbx t nly allw requesters t view the nde that they have permissins t access in the scpe tree. *Nte: Selecting this ptin may increase the time it takes t lad the tree in the request. Use SharePint cntext t autmatically ppulate the service request scpe Select this checkbx t retrieve and use SharePint cntext in service request scpe. In Gvernance Autmatin Web Part interface, the service request URL will be set t the Web part URL, which will be used as the request scpe. The same applies t the Gvernance Autmatin App Part interface s that the Site Infrmatin Card URL will be used as the request scpe. Alternatively, a link can be created within SharePint t this service request page and the request scpe will be set t the parent URL parameter. Make sure that the request URL is in the fllwing frmat: https://servername:prt/grpermrequest/new?serviceid={serviceid}&parent={paren tsiteurl}. 10. Click the arrw n the right-hand side t prceed t the next step. 11. Select Users Specify the users frm which yu want t delete the permissins. Chse frm the fllwing: Allw any user/grup Check this ptin t allw the business user t select any user f the selected scpe as the surce user. 161

162 Allw peers and direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester and the users f the same title as the requester t be the surce user. Allw direct r indirect reprts Check this ptin t allw the business user t select the users managed by the requester t be the surce user. *Nte: A User Prfile Service must be cnfigured in Gvernance Autmatin, r an External Rle Surce Service must be cnfigured by users 12. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by the selecting crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 13. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t remve the permissin f a specific user is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. If the selected apprval prcess integrates with an external wrkflw, yu can als chse t Synchrnize service request infrmatin frm SharePint list item after the apprval. With this checkbx selected, the service request infrmatin that is updated in SharePint list item will be synchrnized t Gvernance Autmatin after the apprval is cmpleted. 14. Custm Actin Allws yu t mdify the apprval prcess. Chse the desired custm actin Befre apprval, After apprval, and After executin by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. 162

163 PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. *Nte: If the selected scpe is in a SharePint n-premises farm, make sure that the executable file and PwerShell script file exist in the DcAve Agent Directry \Agent\bin\GvernanceAutmatin and the assembly file exists in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. If the selected scpe is in SharePint Online standard instance r SharePint Online dedicated instance, make sure that the executable file, the PwerShell script file, and the assembly file exist in the Gvernance Autmatin Directry \AvePint\GvernanceAutmatin\bin. 15. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 16. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 17. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Custm Service Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. Use the Custm Service t capture required service infrmatin as metadata and t execute the desired actins thrugh an executable file, PwerShell script file, r assembly file. In the Create Custm Service interface r the Edit Custm Service interface, cnfigure the fllwing settings: 163

164 1. Service Name and Descriptin Enter a Name fr the service and an ptinal Descriptin fr future reference. 2. Language Chse the language fr this service. When starting a request, yu can filter the services accrding t their languages. 3. Service Categry Categries are used t rganize yur Gvernance Autmatin services. Select an existing categry frm the drp-dwn menu r create a new categry fr this service by clicking Create New then cnfiguring the new categry in the Create Categry interface. 4. Department Departments help rganize services as well as prvide essential Gvernance Autmatin reprting infrmatin fr srting and understanding yur rganizatin s SharePint usage. Select a Department yu wish this service t belng t frm the drp-dwn menu r click Create New t create a new ne. Chse t assign a department t this service r allw the business user t chse the Department when submitting a service request fr this service. Chse frm the fllwing: Assign by IT Admin The users in the Department selected in the preceding drp-dwn menu will be the intended requesters f this service. Select Shw as Read-Only t Business User t allw the business users t see the default department in the service request r Hide frm Business User t nt display the department assciated with this service t the business users requesting this service. Assign by Business User Allws business user t chse the department when submitting a service request fr this service. 5. Service Permissins Chse Allw all users t user this service t allw this service be requested by any user, r specify the users r grups t have permissin t submit requests fr this service by chsing Select users/grups t use this service. Then enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. Separate multiple users with semiclns. Select Hide this service frm the catalg fr authrized users but make available via a questinnaire t hide this service frm the service catalg even if the users are listed in the permissin abve, but t make it available via a questinnaire. The users that have permissin t access the questinnaire and that are listed in the permissin abve can view the service after they finish answering the questinnaire. Select Allw all users t access this service thrugh a questinnaire even if the users are nt listed abve t allw users with the permissin t the questinnaire t access this service via a questinnaire even if the users are nt listed in the permissin abve. 6. Service Cntact Specify a user t be the Service Cntact. This shuld be a business user wh is the wner f the business prcess fr this service. Enter the username in the Service Cntact text bx. Press Enter t check that the name is valid. 7. Administratr Cntact Specify a user t be the Administratr Cntact. This user shuld be an administratr f Gvernance Autmatin and is respnsible fr service management. Gvernance Autmatin will assign a task t the Administratr Cntact when an errr ccurs after the apprval prcess starts. Enter a username in the Administratr Cntact text bx. Press Enter t check that the name is valid. T als have an ntificatin be sent t the Administratr Cntact when this service encunters an errr, cnfigure the Administratr 164

165 Ntificatin sectin f Settings. Fr mre infrmatin n hw t cnfigure the Administratr Ntificatin, see Cnfiguring Administratr Ntificatins. 8. Click the arrw n the right-hand side t prceed t the next step. 9. Metadata Select the metadata t be made available t users when submitting a request fr this service. Click the Add Metadata hyperlink t display the Add Metadata windw. In the Add Metadata windw: Select the desired metadata by the selecting crrespnding checkbxes. The metadata displayed here is cnfigured in the Metadata interface. Yu can als click Create n the ribbn t g t the Create Metadata interface. Fr infrmatin n cnfiguring Metadata, see Creating r Editing Metadata. Click View Details n the ribbn t see the detailed infrmatin f the selected metadata. Click OK t save all f the cnfiguratins and return t the service creatin page. Click Cancel t return t the service creatin page withut saving any changes. 10. Apprval Prcess Select an apprval prcess frm the drp-dwn menu, r create a new ne by clicking the Create New link t redirect t the Apprval Prcess Settings interface withut saving any cnfiguratins n the current page. This apprval prcess will be triggered when a service request t remve the permissin f a specific user is submitted. After selecting the apprval prcess, the apprval stage, apprver, and apprval rder are displayed. If the cnfiguratins f the selected apprval prcess d nt meet yur requirement, yu can create a new apprval prcess n the basis f the selected apprval prcess. Click Create frm This Existing Apprval Prcess and the Apprval Prcess Settings windw appears. Cnfigure the settings, and then save and activate the apprval prcess. Fr mre infrmatin n cnfiguring the apprval prcess, refer t Creating r Editing Apprval Prcesses. Optinally, select the Allw all apprvers t edit this service request checkbx t allw all f the apprvers t edit the service request fr this service when viewing the service request. Yu can Ntify the requester when the service request is edited by selecting the checkbx and then selecting an template. 11. Custm Actin Chse the desired custm actin Befre apprval and/r After apprval by using an executable file, PwerShell script file, r assembly. Select the crrespnding checkbxes and enter the required infrmatin. Executable file (.exe) Enter the executable file name in the text bx. PwerShell script file (.ps1) Enter the PwerShell script file name in the text bx. Assembly (.dll) Enter Assembly name, Namespace.class, and Methd in the crrespnding text bxes. 12. Executin Schedule Select Enable service request executin schedule t define when Gvernance Autmatin executes the service request. Then, chse a previusly cnfigured executin schedule frm the drp-dwn menu r click Create New t create a new ne. 13. Schedule Date Select Enable requesters t schedule the request executin date t allw business users t cnfigure a schedule date t execute the service request fr this service. 165

166 Allw business users t verride IT Admin s executin schedule (This sectin nly appears when Enable service request executin schedule is selected) If Enable service request executin schedule is selected in the Executin Schedule sectin, yu can chse t allw business users t verride the executin schedule selected by IT Admin and define their wn scheduled request executin time. Ntify the apprvers abut upcming scheduled request in advance by Chse t send an t ntify the apprvers in advance when it reaches a specified time. If Ntify the apprvers abut upcming scheduled request in advance by is selected, enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drpdwn list. Then, select an Template fr the ntificatin sent t the apprvers. 14. When yu have finished cnfiguring settings fr this service, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t the previus steps t review and mdify yur cnfiguratins. Click Save t save all f the cnfiguratins and return t the Create Service interface. Click Save and Activate t save all f the cnfiguratins and activate this service allwing users t submit service requests fr this service. Click Cancel t return t the Create Service interface withut saving any cnfiguratins. 166

167 Additinal Gvernance Autmatin Cnfiguratins The fllwing sectins detail additinal cnfiguratins yu can make t Gvernance Autmatin. Imprting Existing Site Cllectins and Sites This feature allws yu t use Gvernance Autmatin t manage existing SharePint site cllectins and sites that were nt created by Gvernance Autmatin. First, yu will cnfigure an exprt plan t scan fr site cllectins r sites that were nt created thrugh Gvernance Autmatin. A scan result file that cntains the list f site cllectins and sites is sent t the selected exprt lcatin. Next, yu will g t the exprt lcatin t mdify the scan result file and then imprt the mdified scan result file int Gvernance Autmatin. Click Imprt Existing Site Cllectins and Sites in the Settings page t access Imprt Existing Site Cllectins and Sites. Creating an Exprt Plan T create a new exprt plan, click Create n the ribbn in the Exprt Mde tab. In the Create Exprt Plan interface, cnfigure the fllwing settings: 1. Plan Name and Descriptin Enter the name f the plan that yu are abut t create. Enter an ptinal descriptin fr future reference. 2. Farm Name Select the farm r My Registered Sites cntaining the site cllectins r sites yu want t manage. The farms displayed here are based n the lgged in user s permissin set in the Accunt Manager f Gvernance Autmatin. 3. Level Select the Site Cllectin radi buttn t generate a cnfiguratin template t imprt site cllectins t be managed by Gvernance Autmatin, r select the Site radi buttn t generate a cnfiguratin template t imprt sites. 4. Scpe Expand the farm tree r My Registered Sites t select the nde that yu wish t manage by Gvernance Autmatin. If Site Cllectin is selected in the Level sectin, nly the Web applicatin level can be selected frm the farm tree. If Site is selected in the Level sectin, the site cllectin level and the site level can be selected frm the farm tree, the Site Cllectin will nt be included in the template file while the Site will be included in the template file. 5. Ntificatin Chse the recipient wh will receive the ntificatin when there is new scan result. Enter the username in the recipient text bx and press Enter t check that the name is valid. Then, select an template. By default, the Built-in Scan Existing Site Cllectins r Sites Template is selected. 167

168 6. Schedule Chse whether t execute the exprt plan n a schedule. N schedule The exprt plan will be executed when yu click Save and Exprt. Cnfigure the schedule Cnfigure the schedule t execute the exprt plan. Start time Select the time t start executing the schedule. Interval Define the interval t execute the schedule by entering the value f the interval in the text bx then selecting Hur(s), Day(s), Week(s), r Mnth(s). 7. Exprt Lcatin Select a previusly cnfigured exprt lcatin frm the drp-dwn list t stre the scan result, r click Add New Lcatin t create a new exprt lcatin in the New Reprt Exprt Lcatin interface. If N schedule is selected in the Schedule sectin, yu can als chse Exprt the scan result t a lcal path. 8. When yu have finished cnfiguring settings fr this exprt plan, chse ne f the fllwing ptins: Click Save t save all f the cnfiguratins and return t the Exprt Mde interface. Click Save and Exprt t save all f the cnfiguratins and exprt the scan result. Click Cancel t return t the Exprt Mde interface withut saving any cnfiguratins. Mdifying the Scan Result File There are tw types f scan result files: the scan site cllectin result file and the scan site result file. *Nte: Result files are case-sensitive. Mdifying the Scan Site Cllectin Result File T mdify a scan site cllectin result file, fllw the instructins belw: 1. Navigate t the lcatin n yur lcal drive where the exprted scan result file is saved r the exprt lcatin where the scan result file is exprted. 2. Open the scan result file t view and cnfigure the fllwing field settings: *Nte: All infrmatin must be entered exactly, including spaces and capitalizatin. URL Displays the full URL f the scanned site cllectin. Yu can als manually enter the full URLs f ther existing site cllectins. Department Enter the department the site cllectin belngs t. The department entered here must already be cnfigured in the Gvernance Autmatin Settings > Department. Fr mre infrmatin abut hw t cnfigure a department, refer t Manually Adding New Departments. Plicy Name Enter the Plicy Name f the site cllectin plicy t use t prvisin the site cllectin. Primary Site Cllectin Cntact Enter a username t assign a user t be the primary site cllectin cntact. 168

169 Secndary Site Cllectin Cntact Enter a username t assign a user t be the secndary site cllectin cntact. Custm Metadata Enter the value fr the custm metadata. Any site cllectin metadata created in Gvernance Autmatin Settings > Metadata can be entered here. Fr mre infrmatin abut hw t cnfigure metadata, refer t Creating r Editing Metadata. 3. Save the file when finished. Then, prceed t Imprting the Cnfigured Scan Result File t imprt the imprt the scan site cllectin result file int Gvernance Autmatin. Mdifying the Scan Site Result File T mdify a scan site result file, fllw the instructins belw: 1. Navigate t the lcatin n yur lcal drive where the exprted scan result file is saved r the exprt lcatin where the scan result file is exprted. 2. Open the scan result file t view and cnfigure the fllwing field settings : *Nte: All infrmatin must be entered precisely, including spaces and capitalizatin. URL Displays the full URL f the scanned site. Yu can als manually enter the full URLs f ther existing sites. Site Cllectin ID Displays the ID f the site cllectin that the site belngs t. If yu manually enter URLs in the URL clumn, yu must enter the IDs f the site cllectins where the sites reside. Site ID Displays the ID f the site. If yu manually enter URLs in the URL clumn, yu must enter the IDs f the sites. Department Enter the department the site belngs t. The department entered here must already be cnfigured in the Gvernance Autmatin Settings > Department. Fr mre infrmatin abut hw t cnfigure a department, refer t Manually Adding New Departments. 3. Save the file when finished. Then, prceed t Imprting the Cnfigured Scan Result File t imprt the imprt the scan site result file int Gvernance Autmatin. Imprting the Cnfigured Scan Result File Next, yu will imprt the cnfigured scan result file and apply it t Gvernance Autmatin. In the Update Existing Site Cllectin and Site page, fllw the instructins belw t imprt a cnfigured scan result file: 1. Click Imprt Mde n the ribbn t access the imprt mde. 2. Farm Name Select the farm where the site cllectins r sites yu want t manage exist frm the Farm Name drp-dwn list. 3. Level Select the Site Cllectin radi buttn t imprt a cnfigured scan site cllectin result file, r select the Site radi buttn t imprt a cnfigured scan site result file. 169

170 4. Site Cllectin Administratr (This sectin nly appears when yu select My Registered Sites in Farm Name and select Site Cllectin in Level) Specify the site cllectin administratr wh is the administratr fr all f the site cllectins that yu wish t imprt. Enter the Username and Passwrd in the crrespnding text bxes. *Nte: The entered username must be the lgin name. 5. Imprt Lcatin Click Brwse t lcate the cnfigured scan result file. 6. Click Apply n the ribbn. Validating Data after Imprting a Scan File When a cnfigured scan result file is imprted int Gvernance Autmatin, the infrmatin is validated in the backend by using the fllwing rules: URL (Required) If the frmat f URL is valid If this site cllectin r site exists in SharePint If the site cllectin r site was created by Gvernance Autmatin Yes Skip this site cllectin r site and utput the reasn in the Cmment clumn. N Update the prperties and metadata fr this site cllectin r site. If the clumn is blank Yes Skip and reprt errr N Next prcess Department (Required) Check the department settings ptin: System Department Settings: if department name is defined already Use Prperty in User Prfile Service: if the department name is defined in UPS If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Plicy Name (Required) If it is defined in Plicy Management fr create site cllectin If the clumn is blank 170

171 Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Primary Site Cllectin Cntact Check if it is a valid user Shuld be a single user If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Secndary Site Cllectin Cntact Check if it is a valid user Shuld be a single user If the clumn is blank Yes Skip and reprt errr N Next prcess If the prperty exists already Yes Skip and reprt errr N Next prcess Metadata If it is a valid header Valid frmat is Custm metadata([type]:=[metadata name]) If the type is valid If metadata name exists in the metadata definitins If type and metadata name matches If the input is required. Check the glbal metadata definitin and see if the metadata shuld be required 171

172 If it is required, but blank Yes Skip and reprt errr N Next prcess If it is nt required and blank Yes D nt add this metadata n this site cllectin N Next prcess If the input value is valid Single line f text/multiple lines f text: N/A Yes/N: Check whether it is yes/n (case insensitive) If s Skip and reprt errr If nt Next prcess Chice (menu t chse frm): Check whether the input matches the value list in the metadata definitin (case sensitive) Persn r Grup: Check whether the inputted user/grup is valid (case insensitive) Yes Next prcess Cnfiguring Metadata N Skip and reprt the errr field In Gvernance Autmatin, yu can create metadata that will be available in services fr users t select when submitting a request t create a new site cllectin r site. The metadata created by Gvernance Autmatin is stred in the prperty bag f the site cllectin/site and can be used t maintain infrmatin such as purpse f creatin, gegraphy, fr cmpliance and recrds standards purpses, etc. *Nte: Publish t Directry is a pre-defined metadata which will be autmatically added int the Create Site Cllectin service. Yu can chse whether r nt t add this metadata t the site cllectin created by Gvernance Autmatin when submitting a service request. All f the site cllectins with Publish t Directry metadata can be displayed in the Public Site Cllectin Directry. Fr infrmatin n Public Site Cllectin Directry, see Public Site Cllectin Directry. T manage metadata created by Gvernance Autmatin, in the Settings page, click Metadata. Searching and Filtering Metadata T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T srt the metadata, click the srt ( ) buttn in a clumn heading such as Metadata Name, 172

173 Default Value, Index Metadata, Last Mdified Time, and Created By then select Ascending r Descending. Yu can custmize hw the metadata are displayed in a number f different ways: Search Allws yu t filter metadata displayed by the keywrd yu designate. The Metadata Name clumn and the Created By clumn supprt t search fr the desired metadata, and nly the cntent in the clumn displayed in the current view can be searched. Manage clumns ( ) Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click the manage clumns ( ) buttn, and then select the checkbx next t the clumn name t have that clumn shwn in the list. Filter items ( ) This allws yu t filter which item in the list is displayed. Click the filter items ( ) buttn f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. T view details f a metadata, click the metadata name. Creating r Editing Metadata T create a new metadata, click Create n the ribbn. Yu can chse t create metadata fr Create Site Cllectin service requests r Create Site service requests by clicking crrespnding hyperlinks under the Metadata Type heading. T mdify previusly cnfigured metadata, select the metadata, and click Edit n the ribbn. Cnfigure the fllwing settings when creating r editing metadata: 1. Name and Type Enter a name fr the new metadata int the Metadata Name text bx. All metadata created by Gvernance Autmatin will have the prefix GA_. Then select the type f infrmatin yu wish t stre in this metadata by clicking the crrespnding radi buttn. Chse frm Single line f text, Multiple lines f text, Yes/N (check bx), Chice (menu t chse frm), Persn r Grup r Managed Metadata. 2. Additinal Clumn Settings Cnfigure additinal settings fr the new metadata. Enter an ptinal descriptin int the Descriptin text bx. Then cnfigure the fllwing settings depending n yur selectin in The type f infrmatin in this metadata is field. Single line f text Enter the desired text int the Default Value text bx. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. Multiple lines f text Enter the desired text int the Default Value. Yu may enter multiple lines f text by hitting the Enter key n yur keybard. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. 173

174 Yes/N (checkbx) Chse t Enable Terms and Cnditins Agreement by selecting the checkbx. If the ptin is enabled, enter the desired terms and cnditins in the text bx. Select Yes r N as the Default Value frm the drp-dwn menu. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. Chice (a selectin t chse frm) Enter the chices yu wish t prvide in the Type each chice n a separate line text bx. Chse the type f selectins t prvide frm the fllwing: Drp-dwn Menu, Radi Buttns r Checkbxes (allw multiple selectins). Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. Persn r Grup Enter the usernames r grup names in the Default Value field. Fr multiple entries, separate each entry with a semicln. Select wh assigns this metadata frm the drp-dwn menu. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. Managed Metadata Cnfigure the fllwing settings fr Managed Metadata. Multiple Value Field Select the Allw multiple values checkbx if yu wish t create multiple terms fr the site cllectin created by Gvernance Autmatin. Term Set Settings Select a farm frm the Select farm and term set drp-dwn menu t lad the term sets where yu can retrieve the terms. Expand the Managed Metadata Service tree t select the term set where t chse the term by clicking the term set name. The selected term set is highlighted in range. Default Value Enter yur desired terms as the default values in the text bx r select a default value by selecting the select ( ) buttn t access the Select Default interface. Expand the term set tree t select the desired term and click the Add buttn in the lwer left-crner f the Select Default interface. Chse between Assign by Business User and Assign by IT Admin. If Assign by Business User is selected, chse t require input frm the business user by selecting the Require Business User Input checkbx. 3. Display Metadata n Reprts Chse whether r nt t display this metadata n the Site Cllectin Reprt/Site Reprt f Gvernance Autmatin. Yes The metadata will be displayed n Site Cllectin Reprt/Site Reprt, allwing fr faster filtering, searching and srting. N The metadata will nt be displayed n Site Cllectin Reprt/Site Reprt, and cannt be filtered, searched, r srted. 4. Click Save t save the cnfiguratins and return t the Create Metadata interface, and click Cancel t return t the Create Metadata interface withut saving any cnfiguratins. 174

175 *Nte: When yu finish editing the metadata that is applied t existing services, click Save and Update t All Applied Services t save and update this metadata fr the crrespnding services. Deleting Metadata T delete a metadata, select a previusly cnfigured metadata, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected metadata, r click Cancel t return t the Metadata Management interface withut deleting the selected prperty. Cnfiguring Questinnaires Use Questinnaire Management t cnfigure questinnaires, which guide requesters t apprpriate services. In a questinnaire, yu can add yur desired questins, define the rder that the questins appear, custmize the lgical relatinship fr the questins, add the answer criterin, and select the services that will be visible t the requesters. *Nte: The Questinnaire Management feature is nt fully supprted n Internet Explrer 8. T use this feature, AvePint recmmends that yu use Ggle Chrme r Internet Explrer 9 r abve t manage questinnaires. T access Questinnaire Management settings, in the Settings page, click Questinnaire Management. Displaying and Searching Questinnaires T change the number f questinnaires displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed questinnaire, enter the keywrd in the Search text bx and click the search ( ) buttn. Creating r Editing Questinnaires T create a new questinnaire, click Create n the ribbn. T mdify a previusly cnfigured questinnaire, select the desired questinnaire, and click Edit n the ribbn. In the Create Questinnaire interface r Edit Questinnaire interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter the name fr the questinnaire that yu are abut t create. Enter an ptinal descriptin fr future reference. 2. Language Chse the language fr this questinnaire. When starting a request, the questinnaires can be filtered accrding t their languages. 3. Questinnaire Categry Categries are used t rganize yur questinnaires. Select an existing categry frm the drp-dwn menu r create a new categry fr this questinnaire by clicking Create New then cnfiguring the new categry in the Create Categry interface. 175

176 4. Questinnaire Permissins Chse Allw all users t use this questinnaire t allw this questinnaire be viewed by any user, r select the users r grups that have permissins t access this questinnaire by chsing Select users/grups t use this questinnaire and enter the names f the users/grups in the text bx. Press Enter t check that the names are valid. 5. Click the arrw n the right-hand side t prceed t the next step. 6. Questins Define the questins fr this questinnaire. T create a new questin, click Add Questin and then cnfigure the fllwing settings in the Add Questin interface. a. Questin Enter yur desired questin and select the answer type, Drp-dwn Menu, Radi Buttns, r Managed metadata. b. Answer Settings Enter the answers fr the questin. Enter each answer n a separate line. Yu can als define a default answer fr the questin. c. Click Save t save this questin. T edit a previusly created questin, click the edit ( ) buttn after the questin name and then mdify the settings in the Edit Questin interface. T delete a previusly created questin, click the delete ( ) buttn after the questin name. 7. Click the arrw n the right-hand side t prceed t the next step. 8. Fllw the steps belw t cnfigure the lgic diagram. a. Drag yur desired questin frm the left pane t the Start pint f the right pane. b. Drag anther questin under the arrw f ne answer fr the questin abve t determine the lgical relatinship. c. Repeat the step abve t add multiple questins. *Nte: Yu can add the same questin t multiple lgical flws n the right pane, but a questin can nly be added int a lgical flw nce. d. Drag yur desired service t the end pint f each lgical flw e. If there are n services that fit the lgical flw, click Add End Pints Autmatically t end all pints with N Service. The previusly created questins and the services in the left pane are supprted t search. Enter the keywrd f the questin name r service name in the text bx under Questins r Services and click the search ( ) buttn t search it. Click the remve ( ) buttn t remve a questin frm the lgic diagram. 9. When yu have finished cnfiguring settings fr this questinnaire, chse ne f the fllwing ptins: Click the arrw n the left-hand side t g t previus steps t review and mdify yur cnfiguratins. 176

177 Click Save t save the questinnaire as a draft and return t the Questinnaire Management interface. Click Save and Activate t save all f the cnfiguratins and activate this questinnaire. Click Cancel t return t the Questinnaire Management interface withut saving any cnfiguratins. Activating, Deactivating, and Deleting Questinnaires T activate an inactive questinnaire, select the questinnaire, and then click Activate n the ribbn. T deactivate an active questinnaire, select the questinnaire, and then click Deactivate n the ribbn. T delete a questinnaire, select a previusly cnfigured questinnaire, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected questinnaire, r click Cancel t return t the Questinnaire Management interface withut deleting the selected questinnaire. Cnfiguring Templates *Nte: Fr Gvernance Autmatin t send ntificatin s, utbund SMTP must be cnfigured in Send Settings in DcAve. Fr infrmatin n cnfiguring the Send Settings in DcAve, see the User Ntificatin Settings sectin f the DcAve Cntrl Panel Reference Guide. Gvernance Autmatin cmes with built-in templates. If desired, yu can custmize ntificatin s sent by Gvernance Autmatin, such as when a request is apprved r when a task is assigned. Different templates are used fr different ntificatins. T access Templates settings, in the Settings page, click Templates. Searching and Filtering Templates T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T srt the Templates, click the srt ( ) buttn in a clumn heading such as Template, Template Type, and Descriptin. Yu can als filter the Template Type by clicking the filter ( ) buttn in the clumn heading. T search displayed template, enter the keywrd in the Search text bx and then click the search ( ) buttn. Creating r Editing Templates T create a new template, click Create n the ribbn. T mdify a previusly cnfigured template, select the template, and click Edit n the ribbn. 177

178 In the Create Template r Edit Template interface, cnfigure the fllwing settings: 1. Enter a desired Template Name fr template. Then enter an ptinal Descriptin fr the template fr future reference. 2. Select an Template Type frm the drp-dwn menu t designate when the template can be used in Gvernance Autmatin. 3. Subject Enter a subject name f the ntificatin fr the template. Yu can insert reference in the Subject by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. 4. Message Bdy Custmize the message bdy f the ntificatin fr the template. Yu can insert reference in the Message Bdy by clicking the Insert Reference hyperlink. A Reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. 5. Click Save t save the cnfiguratins and return t the Templates interface, r click Cancel t return t the Templates interface withut saving any cnfiguratins. Deleting Templates T delete an template frm Gvernance Autmatin, select an template frm the template list, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected template, r click Cancel t return t the Template interface withut deleting the selected template. Cnfiguring the Executin Schedule Use the Executin schedule feature t define when Gvernance Autmatin executes service requests. T access Executin Schedule settings, in the Settings page, click Executin Schedule. Displaying and Searching Executin Schedules T change the number f executin schedules displayed, use the Shw rws drp-dwn menu in the upper right-hand crner. T search the displayed executin schedules, enter the keywrd in the Search text bx and click the search ( ) buttn. Creating r Editing Executin Schedules T create a new executin schedule, click Create n the ribbn. T mdify a previusly cnfigured executin schedule, select the desired executin schedule, and click Edit n the ribbn. 178

179 In the Create Executin Schedule interface r Edit Executin Schedule interface, cnfigure the fllwing settings: 1. Executin Schedule Name and Descriptin Enter a desired Name fr the executin schedule. Then enter an ptinal Descriptin fr the executin schedule fr future reference. 2. Define Executin Schedule Define an executin schedule fr a Service by selecting yur desired days and hurs. Then, click Add t List t add it t the executin schedule list belw, r click Clear Settings t reset yur executin schedule. 3. Time Zne Select yur time zne fr the executin schedule. 4. Click Save t save the cnfiguratins and return t the Executin Schedule interface, r click Cancel t return t the Executin Schedule interface withut saving any cnfiguratins. Deleting Executin Schedules T delete an executin schedule, select a previusly cnfigured executin schedule, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected executin schedule, r click Cancel t return t the Executin Schedule interface withut deleting the selected executin schedule. Cnfiguring Request Access Settings When business users attempt t access SharePint 2010/SharePint 2013 site cllectins r sites that they d nt have permissin t access, they are brught t the SharePint Access Denied page. With the Request Access slutin deplyed and the Request Access Settings cnfigured, SharePint users are redirected frm the SharePint Access Denied page t the Gvernance Autmatin Grant Permissins request interface, where they can then request access t the site cllectin r site. This enables business users t submit Grant Permissins service requests withut having t leave their SharePint envirnment. Preparing SharePint Befre cnfiguring Request Access Settings, yu must cmplete the fllwing preparatins in SharePint: 1. Cnfiguring Outging Settings 2. Cnfiguring Access Request Settings 3. Deplying the Gvernance Autmatin Request Access Slutin Cnfiguring Outging Settings Yu can skip this sectin if yu have cmpleted these steps previusly. T cnfigure utging settings, cmplete the fllwing steps: 179

180 1. In SharePint Central Administratin, navigate t Applicatin Management > Manage web applicatins. 2. Select the Web applicatin that yu will apply the request access feature t and click General Settings > Outging In the Web Applicatin Outging Settings interface, enter the Outbund SMTP server, Frm address, Reply-t address, and select the Character set. 4. Click OK t save yur cnfiguratins. Cnfiguring Access Request Settings After cnfiguring the utging settings, fllw the instructins belw t cnfigure the access request settings: 1. In the site that yu will apply the request access t, click Site Actins n the ribbn and click Site Permissins. 2. Click Manage Access Requests n the ribbn. 3. In the Manage Access Requests interface, cnfigure the fllwing settings: a. Select the Allw requests fr access checkbx. b. Enter the address that will receive the requests fr access. c. Click OK t save yur cnfiguratins. Deplying the Gvernance Autmatin Request Access Slutin The slutin GARequestAccess.wsp (fr SharePint 2010) and GARequestAccessSP2013.wsp (fr SharePint 2013) reside in the directry \AvePint\GvernanceAutmatin\SharePint Slutins n Gvernance Autmatin server. Cmplete the fllwing steps t deply this slutin: 1. T deply the slutin n a SharePint Web-frnt end server, cpy the slutin file t the SharePint Web-frnt end server first. 2. On the SharePint server, navigate t SharePint 2010 Management Shell r SharePint 2013 Management Shell. Right-click it and select Run as administratr. 3. Enter the fllwing cmmand: stsadm addslutin filename C:\Prgram Files\AvePint\GvernanceAutmatin\SharePint Slutins\GARequestAccess.wsp Figure 18: Deplying the Gvernance Autmatin Request Access Slutin. 180

181 *Nte: Replace C:\Prgram Files\AvePint\GvernanceAutmatin\SharePint Slutins\GARequestAccess.wsp with the path where the slutin is stred. *Nte: Fr SharePint 2013 envirnment, the slutin file is GARequestAccessSP2013.wsp. 5. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 6. Navigate t SharePint Central Administratin > System Settings > Farm Management, and then click Manage farm slutins. 7. Click garequestaccess.wsp r garequestaccesssp2013.wsp, and then click Deply Slutin t deply it. 8. If yu are using SharePint 2013, cmplete the fllwing steps after the slutin deplyment is finished. a. Navigate t C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\15\TEMPLATE\LAYOUTS\GA. b. Right-click the AccessDenied.aspx file and select Cpy. c. Navigate t C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\15\TEMPLATE\LAYOUTS and paste the cpied.aspx file int this directry. Cnfiguring Request Access Settings T access Request Access Settings, in the Settings page, click Request Access Settings. Then, cmplete the fllwing steps: 1. Select a farm frm the drp-dwn list n the left pane. 2. Expand the farm tree t select yur desired Web applicatin r site cllectin by selecting the crrespnding radi buttn. The title and URL f the selected Web applicatin r site cllectin are displayed n the right pane. 3. Select a previusly cnfigured Grant Permissins service frm the drp-dwn list n the right pane. Fr infrmatin abut hw t cnfigure a Grant Permissins service, refer t Grant Permissins Service. *Nte: If yu select a site cllectin beneath a Web applicatin that already had a Grant Permissins service applied t it, the name f the Grant Permissins service is displayed. Yu can als apply a unique Grant Permissins service t the selected site cllectin by selecting Apply a unique Grant Permissins service t this nde checkbx and selecting a previusly cnfigured service frm the drp-dwn list. 4. Click Apply n the bttm t apply the settings. 5. If yu are cnfiguring the Request Access Settings fr a SharePint 2010 Web applicatin fr the first time, prceed t Restarting IIS (fr SharePint 2010 Only). 181

182 Restarting IIS (fr SharePint 2010 Only) If cnfiguring Request Access Settings fr a SharePint 2010 Web applicatin fr the first time, yu must manually restart the IIS t apply yur cnfiguratins n all f yur SharePint servers. 1. Navigate t Start > All Prgrams > Administrative Tls > Internet Infrmatin Services (IIS) Manager. 2. Right-click the Web applicatin in Sites. 3. Click Manage Web Site, and then click Restart. Exprting and Imprting Cnfiguratin Data Use Exprt and Imprt Cnfiguratin Data t manage Gvernance Autmatin cnfiguratin data between different envirnments. The cnfiguratin data includes glbal settings, apprval prcess, plicies, and services. *Nte: The surce envirnment and the destinatin envirnment must be running identical versins f Gvernance Autmatin. Click Exprt and Imprt Cnfiguratin Data in the Settings page t access Exprt and Imprt Cnfiguratin Data. Exprting Cnfiguratin Data In the Exprt and Imprt Cnfiguratin Data page, fllw the instructins belw t exprt yur desired cnfiguratin data: 1. Click Exprt Mde n the ribbn. 2. Exprt Lcatin Chse the path t stre the exprted file that cntains the exprted data. Select Exprt t a lcal path t stre the exprted file in a lcal path. Select Exprt t an exprt lcatin t stre the exprted data in an exprt lcatin. Select a previusly cnfigured exprt lcatin frm the drp-dwn menu r click Add New Lcatin t create a new ne. This will bring yu t the New Reprt Exprt Lcatin interface withut saving any f the cnfiguratins yu have made fr this service. 3. Scpe Expand Glbal settings, Apprval prcesses, Plicies, and Services t select yur desired cnfiguratin data by selecting the crrespnding checkbxes. Glbal settings cntain User Prfile Service settings, Security settings, Departments, Metadata, templates, and Executin schedules. Apprval prcesses, Plicies, and Services cntains all f the previusly cnfigured apprval prcesses, plicies, Create Site Cllectin services, and Create Site services. 4. Click Exprt n the ribbn t exprt the selected cnfiguratin data. 182

183 Imprting Cnfiguratin Data In the Exprt and Imprt Cnfiguratin Data page, fllw the instructins belw t imprt yur desired cnfiguratin data: 1. Click Imprt Mde n the ribbn. 2. Imprt Lcatin Click Brwse t lcate the cnfiguratin file that yu wish t imprt. 3. Click Retrieve Data t retrieve the data in the imprted cnfiguratin file. 4. Mappings Cnfigure mappings fr the envirnment where the data is exprted and the envirnment where the data will be imprted. Dmain mapping Enter the dmain name f the envirnment where the data will be imprted. Farm mapping Select the farm f the envirnment where the data will be imprted. User Prfile Service Applicatin mapping Expand the farm t view the User Prfile Service Applicatin f the envirnment where the data is exprted. Then, select the User Prfile Service Applicatin f the envirnment where the data will be imprted. Web applicatin mapping Select the Web applicatin in which the data will be imprted. Cntent database mapping Expand the Web applicatin t view the cntent database f the Web applicatin frm which the data is exprted. Then, select the cntent database f the Web applicatin in which the data will be imprted. 5. Imprt Scpe Select the data that yu wish t imprt by selecting the crrespnding checkbxes. 6. Click Apply n the ribbn t start imprting the data t the selected envirnment. Cnfiguring External Wrkflw Integratin Settings Cnfigure External Wrkflw Integratin Management t integrate SharePint n-premises 2010/2013 Designer Wrkflw r Nintex Wrkflw with Gvernance Autmatin apprval prcess. Currently, nly the fllwing services supprt integratin with SharePint Designer Wrkflw r Nintex Wrkflw: Create Site Cllectin Create Site Create My Site Grant Permissins Remve Permissins Cntent Mve 183

184 Starting Micrsft SharePint Fundatin Sandbxed Cde Service Befre cnfiguring the External Wrkflw Integratin Management settings, yu must start Micrsft SharePint Fundatin Sandbxed Cde Service. 1. Navigate t SharePint Central Administratin > System Settings > Manage services n server. 2. In the Actin clumn f Micrsft SharePint Fundatin Sandbxed Cde Service, click Start. T access External Wrkflw Integratin Management settings, in the Settings page, click External Wrkflw Integratin Management. In External Wrkflw Integratin Management, yu can create a new external wrkflw integratin prfile, edit a previusly cnfigured prfile, r delete a previusly cnfigured prfile. Fr details n creating r editing a prfile, refer t Creating r Editing External Wrkflw Integratin Prfiles. Displaying and Searching External Wrkflw Integratin Prfiles T change the number f prfiles displayed, use the Shw rws drp-dwn menu in the upper-right crner. T search the displayed prfiles, enter the keywrd in the Search text bx and click the search ( ) buttn. Creating r Editing External Wrkflw Integratin Prfiles T create a new prfile, click Create n the ribbn. T mdify a previusly cnfigured prfile, select the desired prfile, and click Edit n the ribbn. In the Create External Wrkflw Integratin Prfile interface r Edit External Wrkflw Integratin Prfile interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter the name and descriptin fr the external wrkflw integratin prfile. 2. Farm Select a farm t define the scpe f the site cllectin whse wrkflw will be integrated with Gvernance Autmatin apprval prcess. 3. Site URL Enter a site URL in the text bx. The slutin GASPWrkflwIntegratin.wsp will be autmatically deplyed t the site cllectin f this site. The wrkflw related lists will be created in this site. 4. Chse ne f the ptins n the ribbn: Save Click Save t save the cnfiguratins and deply the slutin later. Save and Deply Slutin Click Save and Deply Slutin t save the cnfiguratins and have Gvernance Autmatin deply the slutin immediately. 184

185 Cancel Click Cancel t g back t the External Wrkflw Integratin Management interface withut saving any cnfiguratins. Deleting External Wrkflw Integratin Prfiles T delete a prfile, select a previusly cnfigured prfile, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected prfile, r click Cancel t return t the External Wrkflw Integratin Management interface withut deleting the selected prfile. Creating External Wrkflws in SharePint After cnfiguring the external wrkflw integratin prfile, cmplete the fllwing steps t create the external wrkflw in SharePint: Creating a SharePint 2013 Designer Wrkflw T create a SharePint 2013 Designer Wrkflw that will be integrated with Gvernance Autmatin apprval prcess, cmplete the fllwing steps: 1. Exprt Gvernance Autmatin IIS certificate. Fr mre infrmatin abut hw t exprt the certificate, refer t Exprt Gvernance Autmatin IIS certificate. 2. Install Gvernance Autmatin IIS certificate n SharePint Server. a. Navigate t the SharePint server. Cpy the exprted certificate file t this server. b. Duble-click the certificate file and click Install Certificate in the General tab. c. In the Welcme t the Certificate Imprt Wizard interface, click Next. d. In the Certificate Stre windw, chse Place all certificates in the fllwing stre. e. Click Brwse and select Trusted Rt Certificatin Authrities in the new windw. Then, click OK t g back t the Certificate Stre windw. f. Click Next t g t the Cmpleting the Certificate Imprt Wizard windw. Click Finish t finish the certificate installatin. g. A windw appears t remind that the imprt is successful. 3. Navigate t Micrsft SharePint Designer and pen the site whse URL is entered in the cnfigured external wrkflw integratin prfile. 4. Click Wrkflws n the left pane. 5. Click List Wrkflw n the ribbn and select the Service Requests list. 6. In the Create List Wrkflw Service Requests windw, enter the name and descriptin fr the wrkflw that yu are abut t create. Select SharePint 2013 Wrkflw as the platfrm type. Then, Click OK. 7. Click Actin n the ribbn and select Call HTTP Web Service frm Cre Actins. 185

186 8. Click the this link and the Call HTTP Web Service windw appears. 9. Click the ellipsis ( ) buttn t g t the String Builder windw. 10. In the Name field, enter the URL in ne f the fllwing frmats fr apprving r rejecting the request: Apprve https://gahst:prt /api/apprvegarequest?wrkflwinstanceid= Reject https://gahst:prt /api/rejectgarequest?wrkflwinstanceid= GAhst Be replaced with the hstname f the machine where Gvernance Autmatin is installed. prt Be replaced with the prt used t access Gvernance Autmatin Web site. 11. Click Add r Change Lkup t g t the Lkup fr String windw. a. In the Data surce field, select Wrkflw Cntext frm the drp-dwn list. b. In the Field frm surce field, select Instance ID frm the drp-dwn list. c. Click OK t g back t the Lkup fr String windw. 12. Click OK t save cnfiguratins and g back t the Call HTTP Web Service windw. 13. Select HTTP GET as the HTTP methd, then Click OK t save the actin. 14. Cnfigure ther wrkflw settings if desired, then click Save n the ribbn t save the wrkflw. 15. Click Publish n the ribbn t publish the wrkflw. The published wrkflw will be available t select in an apprval prcess. Creating a SharePint 2010 Designer Wrkflw T create a SharePint 2010 Designer Wrkflw that will be integrated with Gvernance Autmatin apprval prcess, cmplete the fllwing steps: 1. On the Gvernance Autmatin server, navigate t \AvePint\GvernanceAutmatin\SharePintSlutins\SharePint Wrkflw Integratin. 2. Find the GASharePintWrkflwActivity.wsp file, right-click the file, and select Cpy. 3. Navigate t the server where SharePint is installed and paste the cpied.wsp file int yur desired directry. 4. Navigate t Start > Run > enter cmd in the Open text bx and click OK. 5. Enter the fllwing cmmand: cd C:\Prgram Files\Cmmn Files\Micrsft Shared\Web Server Extensins\14\BIN 186

187 Figure 19: Deplying the slutin (1). 6. Press Enter and cntinue the cmmand in the fllwing frmat: stsadm.exe - addslutin -filename C:\ GASharePintWrkflwActivity.wsp Figure 20: Deplying the slutin (2). *Nte: C:\GASharePintWrkflwActivity.wsp shuld be replaced with the path where the slutin is stred. 11. Press Enter. Yu will see the message Operatin cmpleted successfully when the slutin has been added t the slutin stre. 12. On the Gvernance Autmatin server, navigate t \AvePint\GvernanceAutmatin\SharePintSlutins\SharePint Wrkflw Integratin. 13. Find the CallGAWebService.Actins file, right-click the file, and select Cpy. 14. G t the server where SharePint is installed, navigate t \Micrsft Shared\Web Server Extensins\14\TEMPLATE\1033\Wrkflw and paste the cpied file int this directry. 15. Navigate t SharePint Central Administratin > System Settings > Manage farm slutins. 16. Click SharePintWrkflwActivity.wsp and click Deply Slutin. 17. In the Deply Slutin interface, chse t deply the slutin t all cntent Web applicatins r select a Web applicatin t deply the slutin. If the slutin is deplyed t a specific Web applicatin, cmplete the fllwing steps: a. Navigate t Administrative Tls > Internet Infrmatin Services (IIS) Manager. b. Expand the tree and find the Web applicatin under the Sites nde. c. Right-click the Web applicatin and select Explre. d. In the pp-up windw, find the web.cnfig file and pen it with Ntepad. 187

188 e. Navigate t the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\SharePintSlutins\SharePint Wrkflw Integratin. f. Find the Cnfig.xml file, pen it with Ntepad, and cpy the cntent f the file. g. G back t the web.cnfig file, find the attribute </authrizedtypes> and paste the cpied cntent t the attribute. Figure 21: Mdifying the web.cnfig file. h. Save and clse the web.cnfig file. If the slutin is deplyed t multiple Web applicatins, repeat the steps abve t cnfigure the web.cnfig file fr each Web applicatin. 18. Navigate t Start > Cmmand Prmpt, right-click Cmmand Prmpt and click Run as administratr. 19. In the Cmmand Prmpt windw, enter iisreset and press Enter. 20. Navigate t Micrsft SharePint Designer and pen the site whse URL is entered in the cnfigured external wrkflw integratin prfile. 21. Click Wrkflws n the left pane. 22. Click List Wrkflw n the ribbn and select the Service Requests list. 23. In the Create List Wrkflw Service Requests windw, enter the name and descriptin fr the wrkflw that yu are abut t create. Then, Click OK. 24. Click Actin n the ribbn and select Call Gvernance Autmatin Web Service. The actin cntains tw parameters: Gvernance Autmatin Web Service URL Click Gvernance Autmatin Web Service URL t enter the URL in the frmat f https://gahst:prt/gawebservice.asmx. GAhst Be replaced with the hstname f the machine where Gvernance Autmatin is installed. prt Be replaced with the prt used t access Gvernance Autmatin Web site. Apprval Result Click Apprval Result t select Apprved r Rejected frm the drpdwn list. 25. Click Save n the ribbn t save the wrkflw. 26. Click Publish n the ribbn t publish the wrkflw. The published wrkflw will be available t select in an apprval prcess. 188

189 Creating a Nintex Wrkflw T create a Nintex Wrkflw that will be integrated with Gvernance Autmatin apprval prcess, cmplete the fllwing steps: 1. Exprt Gvernance Autmatin IIS certificate. a. On the Gvernance Autmatin service, navigate t Start > Internet Infrmatin Services (IIS) Manager. b. On the left pane, click the lcal hst. c. Duble-click Server Certificates in the middle. d. Find the IIS certificate f yur Gvernance Autmatin and duble-click it. The Certificate windw appears. e. In the Details tab, click Cpy t File. The Certificate Exprt Wizard windw appears. f. In the Welcme t the Certificate Exprt Wizard interface, click Next. g. In the Exprt Private Key interface, select N, d nt exprt the private key. Click Next. h. In the Exprt File Frmat interface, select DER encded binary X.509 (.CER). Click Next. i. In the File t Exprt interface, click Brwse t select the lcatin where the certificate file will be exprted. Click Next. j. In the Cmpleting the Certificate Exprt Wizard interface, click Finish. k. A windw appears t remind that the exprt is successful. 2. Imprt Gvernance Autmatin IIS certificate t SharePint Server. a. Navigate t the SharePint server. Cpy the exprted certificate file t this server. b. Navigate t SharePint Central Administratin > Security > General Security > Manage trust. Yu are brught t the Trust Relatinships tab. c. Click New n the ribbn. d. In the Establish Trust Relatinship windw, cnfigure the fllwing settings: Name Enter the name fr this trust relatinship. Rt Authrity Certificate Click Brwse and select the Gvernance Autmatin IIS certificate that has been cpied t this server. e. Click OK t finish the certificate imprt. 3. Activate Nintex Wrkflw. a. Navigate t SharePint Central Administratin > Nintex Wrkflw Management > Web Applicatin activatin. b. Select the Web applicatin n which yu wish t activate Nintex Wrkflw. Click Activate. c. G t the site whse URL has been entered in the external wrkflw integratin prfile. 189

190 d. Navigate t Site Settings > Site Cllectin Administratin > Site cllectin features. e. Find Nintex Wrkflw 2013 r Nintex Wrkflw 2010 and click Activate. f. Navigate t Site Settings > Site Actins > Manage site features. g. Find Nintex Wrkflw 2013 r Nintex Wrkflw 2010 and click Activate. 4. Create a Nintex Wrkflw in the list Service Requests. a. G t the site whse URL has been entered in the external wrkflw integratin prfile. b. Navigate t the list Service Requests. c. Click the List tab n the ribbn. d. Click Wrkflw Settings and select Create a Wrkflw in Nintex Wrkflw. e. Create a custm wrkflw that is assciated with the actin Call web service. Cnfigure the actin settings: i. URL Enter the URL in the frmat f https://gahst:gaprt/gawebservice.asmx. ii. GAHst The hstname f the Gvernance Autmatin server. GAPrt The prt number f Gvernance Autmatin Web site. Web methd Click Refresh and select FinishTask frm the drp-dwn list. iii. WrkflwInstanceID (guid) Click the insert reference ( ) buttn. The Insert Reference windw appears. In the Cmmn tab, select Wrkflw Instance ID. Click OK t insert the selected reference and clse the Insert Reference windw. iv. IsApprved (blean) Enter True r False. True means that the request will be apprved. False means that the request will be rejected. v. Click Save n the ribbn t save yur cnfiguratins. f. Cnfigure ther desired actins and click Publish n the ribbn t publish the wrkflw. The published wrkflw will be available t select in an apprval prcess. Hiding r Revealing Sectins t Business Users This feature helps yu define which sectins are visible t business users in the landing page. Click Business User Features Activatin r Deactivatin in the Settings page t access Business User Features Activatin r Deactivatin. In the Business User Features Activatin r Deactivatin interface, select the sectins that yu wish the business users t view by selecting the crrespnding checkbxes. Click Save n the ribbn t save yur cnfiguratins. 190

191 Cnfiguring the Reprt Exprt Lcatin The Reprt Exprt Lcatin allws yu t select a strage lcatin t exprt Gvernance Autmatin reprts. Fr infrmatin n the Gvernance Autmatin reprts, see Audit Reprts. T access Reprt Exprt Lcatin settings fr Gvernance Autmatin, in the Settings page, click Reprt Exprt Lcatin. Searching Reprt Exprt Lcatins In this interface, yu can search yur desired Reprt Exprt Lcatins by designated keywrds. Enter the keywrd in the Search text bx and then click the search ( ) buttn. The Lcatin Name and Descriptin clumn supprt t search fr exprt lcatins, and nly the cntent in the clumn displayed in the current view can be searched. Creating r Editing Reprt Exprt Lcatins T create a new reprt exprt lcatin, click Create n the ribbn. T mdify a previusly cnfigured exprt lcatin, select the exprt lcatin, and click Edit n the ribbn. In the New Reprt Exprt Lcatin r Edit Reprt Exprt Lcatin interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter a Name fr the reprt exprt lcatin. Then enter an ptinal Descriptin fr the exprt lcatin fr future reference. 2. Path The exprt lcatin can be a file share, Strage Area Netwrk (SAN), r Netwrk- Attached Strage (NAS). Enter the UNC Path in the fllwing frmat: \\admin-pc\c$\data r \\admin-pc\shared flder *Nte: The path yu entered must be an existing ne. 3. Enter the Username and Passwrd in the crrespnding text bxes. Then click Validatin Test. DcAve will test the path and user infrmatin t make sure they are valid. 4. Click Save t save the cnfiguratins and return t the Reprt Exprt Lcatin interface, r click Cancel t return back t Reprt Exprt Lcatin interface withut saving any changes. Deleting Reprt Exprt Lcatins T delete a reprt exprt lcatin frm Gvernance Autmatin, select an exprt lcatin frm the list f previusly cnfigured exprt lcatins, and then click Delete n the ribbn. A cnfirmatin windw will pp up t ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected exprt lcatin, r click Cancel t return t the Exprt Lcatin interface withut deleting the selected exprt lcatin. 191

192 Cnfiguring SharePint Permissin Levels Permissin levels allw yu t assign a particular set f permissins t users and SharePint grups s that they can perfrm specific actins n yur site. T access SharePint Permissin Level Management fr Gvernance Autmatin, in the Settings page, click SharePint Permissin Level Management. Displaying and Searching Permissin Levels T change the number f rws displayed, use the Shw rws drp-dwn menu in the upper-right crner. T search the displayed SharePint Permissin Level, enter the keywrd in the Search text bx and click the search ( ) buttn. Creating r Editing Permissin Levels T create a new permissin level, click Create n the ribbn. T mdify a previusly cnfigured permissin level, select the desired permissin level, and click Edit n the ribbn. In the Create SharePint Permissin Level interface r Edit SharePint Permissin Level interface, cnfigure the fllwing settings: 1. Name and Descriptin Enter a desired Name fr the permissin level. Then enter an ptinal Descriptin fr the permissin level fr future reference. 2. Permissins Add permissin t the permissin level by selecting crrespnding checkbxes. 3. Click Save t save the cnfiguratins and return t the SharePint Permissin Level Management interface, r click Cancel t return t the SharePint Permissin Level Management interface withut saving any cnfiguratins. Deleting Permissin Levels T delete a permissin level frm Gvernance Autmatin, select a previusly cnfigured permissin level, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK t delete the selected permissin level, r click Cancel t return t the SharePint Permissin Level Management interface withut deleting the selected permissin level. Cnfiguring Administratr Ntificatins Administratr Ntificatins infrm the Administratr Cntact shuld any service request encunter an errr. 192

193 T access Administratr Ntificatin settings, in the Settings page, click Administratr Ntificatin. Click Cancel n the ribbn t clse the Administratr Ntificatin interface. Fllw the instructins belw t cnfigure the Administratr Ntificatin settings: 1. Alternate Administratr Cntact Select a user t be an alternate Administratr Cntact in case that the Administratr Cntact is unavailable. Enter the username in the text bx. Press Enter t check that the username is valid. 2. Settings Allws yu t send an t the Administratr Cntact nce a task has been assigned t that Administratr Cntact when an errr ccurs. Select the Ntify the service request Administratr Cntact when the errr task is assigned checkbx, and select an template frm the drp-dwn menu fr this ntificatin. 3. Duratin and Escalatin Select the Enable Duratin and Escalatin checkbx t ntify anther administratr cntact if a task has nt been handled within the specified amunt f time. Make sure that the user receiving the escalated tasks has enugh permissin t handle all tasks. b. Enter a psitive integer int the Duratin text bx fr the deadline, and select either Day(s) r Week(s) as the time unit fr the duratin. c. Escalatin Select the actin that the escalatin will trigger frm the drp-dwn menu. Ntify The specified user will be ntified when the task is escalated. Enter the username in the text bx. Press Enter t check that the username is valid. Yu can als enter $ in the text bx t chse Manager f Apprver. The manager f the apprver f the task will be ntified when the task is escalated. Re-assign t The task will be re-assigned t the specified users when the task is escalated. Enter the username in the text bx. Press Enter t check that the username is valid. Yu can als enter $ in the text bx and chse Manager f Apprver. The task will be re-assigned t the manager f the apprver. d. Template Select an template frm the drp-dwn menu. 4. Click Save t save the cnfiguratins and return t the Settings interface, r click Cancel t return t the System Settings interface withut saving any changes. Cnfiguring the Timer Service The Gvernance Autmatin Timer Service runs synchrnizatin and scans n a default schedule. If yu are abut t set custm schedules t synchrnize r scan, use Timer Service Cnfiguratin Management t manually cnfigure the Gvernance Autmatin Timer Service schedules. After saving the cnfiguratins fr the Timer Service settings, they take effect immediately, withut the need t restart the Gvernance Autmatin Timer Service. T access Timer Service Cnfiguratin Management settings, in the Settings page, click Timer Service Cnfiguratin Management. In the Timer Service Cnfiguratin Management interface, cnfigure the fllwing settings: 193

194 1. Site Cllectin Status Scan Jb Select Enable site cllectin status scan jb t enable this jb. The site cllectin status scan jb mnitrs the status f site cllectins, including inactivity, lease expiratin, lcking, and deletin. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 2. Tree Cache Synchrnizatin Jb Select Enable tree cache synchrnizatin jb t enable this jb. The tree cache synchrnizatin jb synchrnizes the tree cache infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 3. Archive Site Cllectin Cntent Scan Jb Select Enable archive site cllectin cntent scan jb t enable this jb. The archive site cllectin cntent scan jb checks if there are cntents in the site cllectins need t be archived. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 4. Site Infrmatin Synchrnizatin Jb Select Enable site infrmatin synchrnizatin jb t enable this jb. The site infrmatin synchrnizatin jb synchrnizes the related site infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 5. Site Cllectin Infrmatin Synchrnizatin Jb Select Enable site cllectin infrmatin synchrnizatin jb t enable this jb. The site cllectin infrmatin synchrnizatin jb synchrnizes the related site cllectin infrmatin in Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 6. User Prfile Service Synchrnizatin Jb Select Enable User Prfile Service synchrnizatin jb t enable this jb. The User Prfile Service synchrnizatin jb synchrnizes the User Prfile Service infrmatin in the Gvernance Autmatin database. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 7. Temprary Permissin Scan Jb Select Enable temprary permissin scan jb t enable this jb. The temprary permissin scan jb checks the perid that the permissins have been granted. Cnfigure the interval t perfrm the jb by entering yur desired value and selecting Minute(s), Hur(s), Day(s), Week(s), Mnth(s), r Year(s). 8. Cntent Database Infrmatin Synchrnizatin Jb Select Enable cntent database infrmatin synchrnizatin jb t enable this jb. The cntent database infrmatin synchrnizatin jb synchrnizes the infrmatin f cntent databases created by Gvernance Autmatin int Cntent Database Reprt. 9. External Wrkflw Integratin Scan Jb Select Enable external wrkflw integratin scan jb t enable this jb. The external wrkflw integratin scan jb checks the status f external wrkflw and synchrnizes custm metadata. 10. Click Save t save the cnfiguratins and return t the Settings page, r click Cancel t return t the Settings page withut saving any cnfiguratins. 194

195 Cnfiguring Sessin Timeut Settings Use System Security Settings t cnfigure the sessin timeut Settings. Click System Security Settings in the Settings page t access System Security Settings. In the Sessin Timeut sectin f the System Security Settings interface, enter a psitive integer in the text bx and select a unit frm the drp-dwn list, Minutes r Hurs. Cnfiguring Categry Management Use Categry Management t rganize services, apprval prcesses, plicies, and questinnaires. T access Categry Management settings, in the Settings page, click Categry Management. Displaying and Searching Categries T change the number f categries displayed, use the Shw rws drp-dwn menu in the upper righthand crner. T search the displayed categries, enter the keywrd in the Search text bx and click the search ( ) buttn. Creating r Editing Categries T create a new categry, click Create n the ribbn. T mdify a previusly cnfigured categry, select the desired categry, and click Edit n the ribbn. In the Create Categry interface r Edit Categry interface, cnfigure the fllwing settings: 1. Categry Name Enter the name f the categry that yu are abut t create. 2. Categry Name Mapping This allws the categry t be displayed as different names in Gvernance Autmatin with different display languages. Enter the categry names fr different languages in the crrespnding text bxes. If yu d nt wish t cnfigure the categry name mapping manually, Gvernance Autmatin autmatically uses the categry name entered in step 1 fr the categry names f all languages. The text bxes will be filled in with the name entered in Categry Name when the cursr is mved away frm the categry name. 3. Click Save t save the cnfiguratins and return t the Categry Management interface, r click Cancel t return t the Categry Management interface withut saving any cnfiguratins. Deleting Categries T delete a categry, select a previusly cnfigured categry, and then click Delete n the ribbn. A cnfirmatin windw will pp up and ask if yu are sure yu want t prceed with the deletin. Click OK 195

196 t delete the selected categry, r click Cancel t return t the Categry Management interface withut deleting the selected categry. Synchrnizing Authenticatin Cnfiguratin Changes t Gvernance Autmatin If yu make authenticatin changes in DcAve and yu wish t apply these authenticatin cnfiguratins t Gvernance Autmatin, yu must manually synchrnize the changed cnfiguratins t Gvernance Autmatin. T perfrm the synchrnizatin, click yur accunt name in the tp-right crner f the Gvernance Autmatin interface and then click Synchrnize Authenticatin Methd frm DcAve. A new tab appears with the Success message. The changed authenticatin cnfiguratins are synchrnized t Gvernance Autmatin successfully. 196

197 Mdifying Gvernance Autmatin Cnfiguratin Settings after Installatin T view r edit the installatin settings after a successful Gvernance Autmatin installatin, navigate t Start > Gvernance Autmatin and click Gvernance Autmatin Cnfiguratin Tl n a server where Gvernance Autmatin is installed. In Gvernance Autmatin Cnfiguratin Tl, the Cnfiguratin Database Settings, Audit Database Settings, Service Cnfiguratin, Authenticatin Cnfiguratin, and Advanced Cnfiguratin can be mdified. *Nte: If yu are changing the certificate in Advanced Cnfiguratin, yu must manually cpy tw cnfiguratin files t Gvernance Autmatin directries after saving changes in the Gvernance Autmatin Cnfiguratin Tl. Fr mre infrmatin, refer t Applying User-Defined Certificates. Re-registering Gvernance Autmatin after Uninstalling DcAve If yu uninstall DcAve and then reinstall DcAve after a Gvernance Autmatin installatin, yu must re-register Gvernance Autmatin t DcAve using the Gvernance Autmatin Cnfiguratin Tl. T re-register Gvernance Autmatin t DcAve, yu must cnfigure the fllwing settings in the Gvernance Autmatin Tl: DcAve Cntrl Service Address DcAve Manager Passphrase DcAve Administratin Accunt Settings Refer t Installing Gvernance Autmatin fr detailed infrmatin n these settings. After reregistering Gvernance Autmatin t DcAve, an update must be manually installed in DcAve t use Gvernance Autmatin prperly. This update (DcAve_Update_fr_Gvernance_Autmatin_1.5.zip) resides in the Gvernance Autmatin installatin package. 197

198 Mnitring and Reprting Mnitring and Reprting allws administratrs t manage all requests and tasks created by and assigned t any user, review Gvernance Autmatin prcesses, and gauge the current state f sites and site cllectins created by Gvernance Autmatin. T access Mnitring and Reprting, click Mnitring and Reprting in the Administratr landing page. Mnitring All Requests All Requests centralize all f the submitted service requests created by any users, prviding yu with ne interface t prcess all f the requests. T access All Requests, in the Mnitring and Reprting page, click All Requests. Click Back t clse the All Requests interface. Yu may change the number f requests displayed per page, as well the rder they are displayed in. T change the number f requests displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the requests, click in a clumn heading such as Service Request, Requester, Categry, Service Type, Service, Last Mdified Time, and Assign T then select Ascending r Descending. Yu can custmize hw the requests are displayed in a number f different ways: Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, the Service clumn and the Assign T clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in All Requests: View Details Click a request name t see its cnfiguratin. Cancel Request Select a request which yu wish t cancel and click Cancel Request n the ribbn. Delete Select a request which yu wish t delete and click Delete n the ribbn. 198

199 Mnitring All Tasks All Tasks centralize all f the tasks assigned t any users, prviding yu with ne interface t prcess all current tasks r review previus tasks. T access All Tasks, click All Tasks in the Mnitring and Reprting page. T exit ut f All Tasks, click Back. Yu can change the number f tasks displayed per page, as well the rder they are displayed in. T change the number f tasks displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the tasks, click in a clumn heading such as Title, Categry, Service, Requester, Assigned t, and Last Mdified Time then select Ascending r Descending then select Ascending r Descending. Yu can custmize hw the tasks are displayed in a number f different ways: Search Allws yu t filter tasks displayed by the keywrd yu designate. The Requester clumn and the Assign T clumn supprt t search fr the desired tasks, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Yu can perfrm the fllwing actins n tasks frm Create Site Cllectin, Create Site, Archive Entire Site Cllectin, Delete Entire Site Cllectin, and Extend Site Cllectin services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. 199

200 Apprve Select a desired task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface withut executing the task. Reject Select a desired task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface withut executing the task. Site Cllectin Lifecycle Management Tasks Yu can perfrm the fllwing actins n tasks frm Site Cllectin Lifecycle Management services: View Task Click a task title t see detailed infrmatin in the View Details page. Cntinue Access Select a task, and click Cntinue Access n the ribbn t execute the Extend Site Cllectin task. In the pp-up windw, click OK t execute the task r Cancel t return t the All Tasks interface. Extend Select a task and click Extend n the ribbn t extend the lease fr the site cllectin in this task. In the pp-up windw, cnfigure the fllwing ptins: Terms Agreement Chse whether t agree t the terms and cnditins by selecting the Yes r N radi buttn. If yu chse N, a message will pp up t remind that yu must agree t the terms and cnditins t submit this request. Extend Site Cllectin Lease Perid Specify the amunt f time t extend beynd the site cllectin lease perid by entering a psitive integer in the text bx and selecting Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu. Then click OK t cnfirm the actin r Cancel t return t the All Tasks interface. Archive Select a task, and click Archive n the ribbn t execute the Archive Entire Site Cllectin task. In the pp-up windw, click OK t execute the task, r click Cancel t return t the All Tasks interface. Delete Select a task, and click Delete n the ribbn t execute the Delete Entire Site Cllectin task. In the pp-up windw, click OK t execute the task, r click Cancel t return t the All Tasks interface. Change Plicy Select a task and click Change Plicy n the ribbn t change the plicy fr the site cllectin in this task. In the pp-up windw, click OK t cnfirm the actin r Cancel t return t the All Tasks interface. Change Quta Select a task, and click Change Quta n the ribbn t change the site cllectin s quta template r quta size. In the pp-up windw, select a new quta template r enter yur desired quta size. Click OK t save yur cnfiguratin, r click Cancel t return t the All Tasks interface withut executing the task. Site Lifecycle Management Tasks Yu can perfrm the fllwing actins n the tasks frm Site Lifecycle Management services: 200

201 View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. User Permissin and Manual Archive Tasks Yu can perfrm the fllwing actins n the tasks frm Clne r Transfer User Permissins, Grant Permissins, Remve Permissins, and Manual Archive services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Click Review the Reprt n the ribbn t review detailed reprt f this task, then select View n screen r Dwnlad reprt. View n screen Open the reprt directly t view details n screen. Dwnlad reprt Dwnlad the reprt and then mdify the data that yu wish t change. In the pp-up windw, click Brwse t select the mdified file t uplad. 201

202 Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Change Actins, Cntent Mve, and Create Tasks Yu can perfrm the fllwing actins n the tasks frm Change Site Cllectin Cntact r Administratr, Change Site Cllectin Settings, Change Site Cntact, Change Site Metadata, Cntent Mve, Create My Site, Create Library/List, Change Library/List Settings services. View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the All Tasks interface. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Permissin Recertificatin Tasks When permissin recertificatin is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, a permissin recertificatin task will be generated. This task cntains the searched permissins f users and grups fr this site cllectin. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Yu can perfrm the fllwing actins n the permissin recertificatin task: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: 202

203 Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Items is selected. Submit Click Submit n the ribbn t submit the task and apply all f yur cnfiguratins t SharePint. Reset Click Reset n the ribbn t select Reset My Changes r Reset All Changes. Reset My Changes Yur changes n the task will be cleared. Reset All Changes All users changes n the task will be cleared. Exprt Reprt Click Exprt Reprt n the ribbn t exprt the permissin recertificatin reprt. In the Exprt Reprt windw, chse t exprt the reprt t lcal machine r exprt the reprt t an exprt lcatin. If yu chse Exprt t an exprt lcatin, select a previusly cnfigured exprt lcatin frm the drp-dwn list, select a reprt frmat (CSV r XLS), and then click Exprt t Datasheet t exprt the reprt. Delete User Select a user and click the ellipsis ( ) buttn t select Delete User. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected user. Edit User Permissins Select a user and click the ellipsis ( ) buttn t select Edit User Permissins. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save n the ribbn t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve User Permissins Select a user and click the ellipsis ( ) buttn t select Remve User Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the user s permissins. Edit Grup Permissins Select a grup and click the ellipsis ( ) buttn t select Edit Grup Permissins. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve Grup Permissins Select a grup and click the ellipsis ( ) buttn t select Remve Grup Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the grup s permissins and g back t the View Details page. The edited recrd is highlighted. Delete User Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected users. Remve User Frm Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Remve User Frm Grup n the ribbn. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. Change Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Change Grup n the ribbn. 203

204 In the Change Grup interface, select the grup that yu wish t change t and select the methd fr changing grup, Cpy r Mve. Cpy will cpy the users t the new grup. Mve will remve the users frm the previus grup and then add the users t the new grup. Click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Submit Select a task and click Submit n the ribbn t apprve the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Quta Threshld Tasks When site cllectin quta threshld is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin. If the site cllectin s strage reaches the percentage f the cnfigured quta, a task will be assigned t the apprver defined in the apprval prcess. The apprver can chse t change the site cllectin quta r ignre the quta threshld. Yu can perfrm the fllwing actins n the quta threshld tasks: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Change Quta Click Change Quta n the ribbn and a pp-up windw appears. Select a new quta template frm the drp-dwn list and click OK t save the changes. Ignre Click Ignre n the ribbn t ignre the site cllectin quta threshld. In the pp-up windw, set the time internal t remind the threshld if the size f the site cllectin still exceeds the quta threshld after the time interval. Enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, click OK t save yur cnfiguratins. Change Quta Select a task and click Change Quta n the ribbn and a pp-up windw appears. Select a new quta template frm the drp-dwn list and click OK t save the changes. Ignre Select a task and click Ignre n the ribbn t ignre the site cllectin quta threshld. In the pp-up windw, set the time internal t remind the threshld if the size f the site cllectin still exceeds the quta threshld after the time interval. Enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, click OK t save yur cnfiguratins. Cntent Database Plicy Threshld Warning Task If a site cllectin quta change request is apprved by the apprver and the changed quta make the crrespnding cntent database exceed the database size threshld that is cnfigured in a cntent database plicy, a warning task will be assigned t the database cntact t remind this and prvide recmmended slutins. The task title is named in the frmat f Cntent database [cntent database name] is ging t exceed its plicy threshld f [maximum database size] GB. Yu can perfrm the fllwing actins n the cntent database plicy threshld warning task: 204

205 View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: View recmmended slutins The recmmended slutins are prvided in Summary. OK Click OK t finally apprve the site cllectin quta change request. Reject Click Reject t reject the site cllectin quta change request. OK Select a task and click OK n the ribbn t finally apprve the site cllectin quta change request. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Reject Select a task and click Reject n the ribbn t reject the site cllectin quta change request. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the All Tasks interface. Errr Tasks Yu can perfrm the fllwing actins n the errr tasks assigned t administratrs: View Task Click a task title t see detailed infrmatin. In the View Details page, click Retry n the ribbn t re-run the failed sectin r click Skip t cntinue the wrkflw past the failed sectin. Retry Fr a task which cntains failed sectin, click befre a task title t select it, and then click Retry n the ribbn t re-run the failed sectin. Skip Fr a task which cntains failed sectin, click befre a task title t select it, and then click Skip n the ribbn t cntinue the wrkflw past the failed sectin. Audit Reprts Audit Reprts prvide detailed infrmatin n all Administratr, service request and apprval prcess activities: User Activity Reprt Prvides detailed infrmatin n all actins perfrmed by Gvernance Autmatin users, including administratrs and business users. User Activity Reprt allws yu t inspect the behavirs dne by users when errrs ccur fr furnishing useful infrmatin, r check the legality f user behavirs. Service Request Reprt Prvides detailed infrmatin fr all f the submitted service requests. Service Request Reprt gives yu verall usage infrmatin f service requests, which yu can gather fr IT chargeback and budgeting. Apprval Prcess Reprt Prvides all f the prcessing tracks f the apprval prcesses fr the service request nce they are apprved. Apprval Prcess Reprt allws yu t view the detailed infrmatin f service requests fr reviewing the perfrmances, which can help yu ptimize yur service request flw and make the prcesses mre efficient. 205

206 User Activity Reprt T access User Activity Reprt, in the Mnitring and Reprting page, click User Activity Reprt. Click Back t clse the User Activity Reprt interface. Managing User Activity Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Object, Object Type, and Actin then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The User and Object Instance Name clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering User Activity Reprts T filter User Activity Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Object, Type, Actin, Time Range and User. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. 206

207 Exprting User Activity Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Service Request Reprt T access Service Request Reprt, in the Mnitring and Reprting page, click Service Request Reprt. Click Back t clse the Service Request Reprt interface. Managing Service Request Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Service Type, Categry, Department, Status, and Assign T then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The Service Name, Service Request Name, Requester, and Assign T clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Service Request Reprts T filter Service Request Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Service Type, Service Name, Requester, Assign T, Time Range and Department. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. 207

208 d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Service Request Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Apprval Prcess Reprt T access Apprval Prcess Reprt, in the Mnitring and Reprting page, click Apprval Prcess Reprt. Click Back t clse the Apprval Prcess Reprt interface. Managing Apprval Prcess Reprts Yu can change the number f reprts displayed per page, as well the rder they are displayed in. T change the number f reprts displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Service Type, Status, and Department then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The Service Request Name and User clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Apprval Prcess Reprts T filter Apprval Prcess Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Service Type, Service Request Name, Status, Time Range, Department, and User. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. 208

209 c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Apprval Prcess Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select a Reprt Exprt Lcatin and Reprt Frmat. Administratin Reprts Administratin Reprts prvide basic infrmatin n all Site Cllectins and Sites created by Gvernance Autmatin: Site Cllectin Reprt Prvides a list f site cllectins created by Gvernance Autmatin and the crrespnding infrmatin, including site cllectin URL, department, title, plicy, site cllectin template, primary site cllectin administratr, secndary site cllectin administratr, primary site cllectin cntact, secndary site cllectin cntact, and s n. Yu can custmize hw the reprt displays the data by cnsiderable criteria. Site Reprt Prvides a list f sites created by Gvernance Autmatin and the crrespnding infrmatin, including site URL, department, title, site template, primary site cntact, and secndary site cntact. Yu can custmize hw the reprt displays the data by cnsiderable criteria. Cntent Database Reprt Prvides a list f cntent databases created by Gvernance Autmatin and the crrespnding infrmatin, including cntent database plicy name, database cntact, current quta f a database, current size f a database, maximum size f a database, current number f site cllectins, and maximum number f site cllectins. Yu can custmize hw the reprt displays the data by cnsiderable criteria. Site Cllectin Reprt T access Site Cllectin Reprt, in the Mnitring and Reprting page, click Site Cllectin Reprt. Click Back t clse the Site Cllectin Reprt interface. Managing Site Cllectin Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Department, Plicy, Site Cllectin Template, Publish t Directry, Quta Size (GB), Site Cllectin Size (GB), Tiered Strage Used fr Strage Manager (GB), Status, and Site Maximum Depth then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: 209

210 Search Allws yu t filter reprts displayed by the keywrd yu designate. The URL, Title, Descriptin, Primary Site Cllectin Administratr, Secndary Site Cllectin Administratr, Primary Site Cntact, Secndary Site Cllectin Cntact, and metadata clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Department, Title, Plicy, Site Cllectin Template, Primary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, Publish t Directry, Cntent Database Name, Quta Template, Quta Size (GB), Site Cllectin Size (GB), Tiered Strage Used fr Strage Manager (GB), Inactivity Threshld Date, Lease Perid Expiratin Date, Status, Site Maximum Depth, and Deplyment Manager Plan are displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Site Cllectin Reprts T filter Site Cllectin Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Site Template, Site Cllectin Size, Status, Department, Plicy, and Primary Site Cllectin Cntact. Filter by Expiratin Date is als supprted. Set Inactivity Threshld Date and Lease Perid Expiratin Date t add mre filter rules. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Site Cllectin Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn and then select yur desired Reprt Exprt Lcatin and Reprt Frmat. 210

211 Site Reprt T access Site Reprt, in the Mnitring and Reprting page, click Site Reprt. Click Back t clse the Site Reprt interface. Managing Site Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Department, Site Template, Primary Site Cntact, and Secndary Site Cntact, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The URL and Title clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Site Reprts T filter Site Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Site Template, Department, and Primary Site Cntact. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. 211

212 Exprting Site Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn. Cntent Database Reprt T access Cntent Database Reprt, in the Mnitring and Reprting page, click Cntent Database Reprt. Click Back t clse the Cntent Database Reprt interface. Managing Cntent Database Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper-right crner. T srt the reprts, click the srt ( ) buttn in a clumn heading such as Name, Current Quta (GB), Current Size (GB), Maximum Size (GB), Current Number f Site Cllectins, and Maximum Number f Site Cllectins, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allws yu t filter reprts displayed by the keywrd yu designate. The Name and Plicy Name clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Manage clumns ( ) Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click the manage clumns ( ) buttn, then select the checkbx next t the clumn name t have that clumn shwn in the list. Filter items ( ) This allws yu t filter which item in the list is displayed. Click the filter items ( ) buttn in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Cntent Database Reprts T filter Cntent Database Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr Name, Plicy Name, and Database Cntact. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. 212

213 d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Cntent Database Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn. Public Site Cllectin Directry The Public Site Cllectin Directry allws administratrs and business users t mnitr business wnership and usage. Nte that site cllectins with the Publish t Directry metadata are cnsidered as published site cllectins. Fr mre infrmatin abut the Publish t Directry metadata, see Cnfiguring Metadata. T access the Public Site Cllectin Directry, click Public Site Cllectin Directry in the Administratr landing page. Managing Public Site Cllectin Directry Reprts T change the number f the directry reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the directry reprts, click in a clumn heading such as Department, Plicy, Site Cllectin Template, Site Cllectin Size (GB), Status, and Site Maximum Depth, then select Ascending r Descending. Yu can custmize hw the directry reprts are displayed in a number f different ways: Search Allws yu t filter the directry reprts displayed by the keywrd yu designate. The URL, Title, Descriptin, Primary Site Cllectin Administratr, Secndary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, and metadata clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Department, Title, Plicy, Site Cllectin Template, Primary Site Cllectin Administratr, Primary Site Cllectin Cntact, Secndary Site Cllectin Cntact, Publish t Directry, Cntent Database Name, Quta Template, Quta Size (GB), Site Cllectin Size (GB), Inactivity Threshld Date, Lease Perid Expiratin Date, Status, Site Maximum Depth, and Deplyment Manager Plan are displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the in the clumn heading yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. Filtering Public Site Cllectin Directry Reprts T filter Public Site Cllectin Directry Reprts, cmplete the fllwing steps: 213

214 1. Click Set Filter n the ribbn t custmize the directry reprt. Yu can set filters fr URL, Site Template, Site Cllectin Size, Status, Department, Plicy, and Primary Site Cllectin Cntact. Filter by Expiratin Date is als supprted. Set Inactivity Threshld Date and Lease Perid Expiratin Date t add mre filter rules. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t strage. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select an exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting Public Site Cllectin Directry Reprts T exprt the currently displayed directry reprts, click Exprt Reprt n the ribbn and then select yur desired Reprt Exprt Lcatin and Reprt Frmat. My Sites My Sites displays a list f site cllectins and sites in which the lgin user is the primary cntact r secndary cntact. T access My Sites, click My Sites in the Administratr landing page. Managing My Sites Reprts T change the number f reprts displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the reprts, click in a clumn heading such as Title, Department, Type, and Plicy, then select Ascending r Descending. Yu can custmize hw the reprts are displayed in a number f different ways: Search Allw yu t filter reprts displayed by the keywrd yu designate. The Title and URL clumn supprt t search fr the desired reprts, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. By default, URL, Type, Department, Title, Plicy, Primary Cntact, Secndary Cntact, Primary Site Cllectin Administratr, and Secndary Site Cllectin 214

215 Administratr are displayed. Click that clumn shwn in the list., then select the checkbx next t the clumn name t have Filtering My Sites Reprts T filter My Sites Reprts, cmplete the fllwing steps: 1. Click Set Filter n the ribbn t custmize the reprt. Yu can set filters fr URL, Department, Plicy, and Primary Cntact. 2. T set new filter rules, click Reset and the previus filter rules are cleared t the default nes. 3. Click Generate Reprt t retrieve data fr yur reprt, r click Exprt t Datasheet t exprt the reprt t stre the reprt. a. In the pp-up windw, chse t exprt the reprt t a lcal path r an exprt lcatin t stre the reprt. b. If yu chse Exprt t an exprt lcatin, select and exprt lcatin frm the drpdwn menu, r click Add New Lcatin t redirect t the Reprt Exprt Lcatin interface t create a new ne. c. Select either CSV r XLS as the reprt frmat frm the drp-dwn menu in the Reprt Frmat sectin. d. Click Exprt t Datasheet t generate the reprt, r clse the pp-up windw t return t the previus interface. Exprting My Sites Reprts T exprt the currently displayed reprts, click Exprt Reprt n the ribbn, then select yur desired Reprt Exprt Lcatin and Reprt Frmat. 215

216 Wrking with Requests and Tasks Gvernance Autmatin administratrs can create services which cntain a set f cnfigured settings fr SharePint peratins that cmply with yur rganizatin s rules and standards. These services are tailred t the needs f different departments and purpses within yur rganizatin. Yu (IT Admins) will be able t submit requests fr these services accrding t yur SharePint needs. Once yu submit a service request, the apprval prcess assciated with each crrespnding service will autmatically ntify the designated persns in yur rganizatin f yur request. After all apprvers f a service have apprved the request, Gvernance Autmatin will perfrm the necessary peratins t cmplete the service yu have requested. If yu are a designated apprver fr any service, a task will appear in yur My Tasks list whenever a request fr the service is submitted and any/all previus apprvers have apprved the request. Starting a Request A request is a frm fr a management peratin in SharePint and requires apprval depending n the service that is requested. T start a request fr a service, click Start a Request n the landing page f the Gvernance Autmatin interface. Yu will be brught t the Start a Request interface, where all f the available services and questinnaires (if cnfigured and activated) are displayed in yur catalg. In the Start a Request interface: 1. Select a service by clicking the service name. If yu select a questinnaire, answer the questins and click Submit t submit yur questinnaire. The available services will display accrding t yur answers. 2. Enter the necessary infrmatin in the cnfiguring service request interface. 3. Chse ne f the fllwing ptins: Click Save As Draft t save the request as a draft and leave the cnfigured settings fr later use. Click Save and Submit t submit this request t the apprvers. Click Cancel t return t the Start a Request interface withut saving any cnfiguratins. T search service requests r questinnaires, enter the service name keywrd r questinnaire name keywrd in the prvided text bx in the upper-right crner. Yu can als filter service requests r questinnaires accrding t the language by clicking the language filter icn n the ribbn. Then, select the checkbxes next t the language names t have the services r questinnaires f these languages shwn. 216

217 Viewing My Requests In My Requests, all f the Gvernance Autmatin requests created by yu previusly are displayed. They include Submitted Requests, and Saved Requests. T manage the requests, click View My Requests in the Administratr landing page. When accessing My Requests frm the landing page and it is nt in yur current view, click the ARROW icn t switch the view t find yur target. Select the Submitted Requests r Saved Requests tab in the My Requests page t access the crrespnding request type. Submitted Requests In Submitted Requests, all f the requests submitted by yu are displayed here. Yu may change the number f submitted requests displayed per page, as well the rder they are displayed in. T change the number f submitted requests displayed per page, select the desired number frm the Shw rws drpdwn menu in the upper right-hand crner. T srt the submitted requests, click in a clumn heading such as Service Request, Categry, Service, Last Mdified Time, and Assign t then select Ascending r Descending. Yu can custmize hw the submitted requests are displayed in a number f different ways: Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, the Service clumn and the Assign T clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in Submitted Requests: View Details Click a request title t see detailed infrmatin. Clse the interface t return t the All Request interface. Cpy Duplicate the existing service request t make minr changes in rder t submit as a new service request. Select a submitted request by checking in frnt f the service request name. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, chse ne f the fllwing ptins: Click Save t save as a new service request. Click Save and Submit t submit this request t the apprvers. 217

218 Click Cancel t return t the Start a Request interface withut saving any cnfiguratins. Cancel Request Select a submitted request which yu wish t cancel and click Cancel Request n the ribbn. Saved Requests In Saved Requests, all f the requests saved by yu withut submitting are displayed here. Yu may change the number f saved requests displayed per page, as well the rder they are displayed in. T change the number f saved requests displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the saved requests, click in a clumn heading such as Service Request, Categry, Service, and Last Mdified Time then select Ascending r Descending. Yu can custmize hw the saved requests are displayed in a number f different ways: Search Allws yu t filter service requests displayed by the keywrd yu designate. The Service Request clumn, and the Service clumn supprt t search fr the desired service requests, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Yu can perfrm the fllwing actins in saved requests: View Details Click a request title t see detailed infrmatin. Edit Select a saved request by clicking befre a service request name, and click Edit n the ribbn t edit the settings f this request. When cmpleting the cnfiguratins, click Save t save all f the settings, r click Save and Submit t submit this request t the apprvers, r click Cancel t return t the Start a Request interface withut saving any cnfiguratins. Delete Select a saved request by clicking befre a service request name, and click Delete n the ribbn. A cnfirmatin windw will pp up fr this deletin. Click OK t delete the selected request, r click Cancel t return t the My Request interface withut deleting the selected request. Cpy Duplicate the existing service request t make minr changes in rder t save as a new service request. Select a submitted request by clicking befre a service request name. Click Cpy n the ribbn, and make the desired mdificatins. When yu have finished making changes, Click Save t save all f the settings. Click Save and Submit t submit this request t the apprvers. 218

219 Click Cancel t return t the Start a Request interface withut saving any cnfiguratins. Viewing My Tasks When a service request is submitted and yu are ne f the apprvers f this request, a task will be assigned t yu. T view and manage yur tasks, click View My Tasks in the Administratr landing page. In My Tasks, all f the tasks assigned t yu are displayed here. Yu may change the number f tasks displayed per page, as well the rder they are displayed in. T change the number f tasks displayed per page, select the desired number frm the Shw rws drp-dwn menu in the upper right-hand crner. T srt the tasks, click in a clumn heading such as Title, Requester, Service, Categry, Service Type, and Last Mdified Time then select Ascending r Descending. Yu can custmize hw the tasks are displayed in a number f different ways: Search Allws yu t filter tasks displayed by the keywrd yu designate. The Title clumn and Requester clumn supprt t search fr the desired tasks, and nly the cntent in the clumn displayed in the current view can be searched. Yu can manage which clumns are displayed in the list s that nly infrmatin yu want t see is displayed. Click, then select the checkbx next t the clumn name t have that clumn shwn in the list. This allws yu t filter which item in the list is displayed. Click the f the clumn yu want t filter, and then select the checkbx next t the item name t have that item shwn in the list. Create, Archive, Delete, Extend Site Cllectin, and Create Site Tasks Yu can perfrm the fllwing actins n tasks frm Create Site Cllectin, Create Site, Archive Entire Site Cllectin, Delete Entire Site Cllectin, and Extend Site Cllectin services: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. 219

220 Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Site Cllectin Lifecycle Management Tasks Yu can perfrm the fllwing actins n tasks frm Site Cllectin Lifecycle Management services: View Task Click a task title t see detailed infrmatin in the View Details page. Cntinue Access Select a task, and click Cntinue Access n the ribbn if the crrespnding site cllectin is still in use and yu wuld like t cntinue allwing users access t that site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Extend Select a task, and click Extend n the ribbn t extend the lease fr the site cllectin in this task. In the pp-up windw, cnfigure the fllwing ptins: Terms Agreement Chse whether t agree t the terms and cnditins by selecting the Yes r N radi buttn. If yu chse N, a message will pp up t remind that yu must agree t the terms and cnditins t submit this request. Extend Site Cllectin Lease Perid Specify the amunt f time t extend beynd the site cllectin lease perid by entering a psitive integer in the text bx and selecting Day(s), Week(s), Mnth(s), r Year(s) frm the drp-dwn menu. Then click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Archive Select a task, and click Archive n the ribbn t archive the site cllectin. In the ppup windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Delete Select a task, and click Delete n the ribbn t delete the site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Change Plicy Select a task, and click Change Plicy n the ribbn t change the plicy assciated with the site cllectin. In the pp-up windw, click OK t cnfirm this actin, r click Cancel t return t the My Tasks interface withut executing the task. Change Quta Select a task, and click Change Quta n the ribbn t change the site cllectin s quta template r quta size. In the pp-up windw, select a new quta template r enter yur desired quta size. Click OK t save yur cnfiguratin, r click Cancel t return t the My Tasks interface withut executing the task. Site Lifecycle Management Tasks Yu can perfrm the fllwing actins n the tasks frm Site Lifecycle Management services: 220

221 View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. User Permissin and Manual Archive Tasks Yu can perfrm the fllwing actins n the tasks frm Clne r Transfer User Permissins, Grant Permissins, Remve Permissins, and Manual Archive services: View Task Click a task name t see the detailed infrmatin f this task. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Click Review the Reprt n the ribbn t review detailed reprt f this task, then select View n screen r Dwnlad reprt. View n screen Open the reprt directly t view details n screen. Dwnlad reprt Dwnlad the reprt and then mdify the data that yu wish t change. In the pp-up windw, click Brwse t select the mdified file t uplad. 221

222 Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter any cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter cmments yu may have in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Change Actins, Cntent Mve, and Create Tasks Yu can perfrm the fllwing actins n the tasks frm Change Site Cllectin Cntact r Administratr, Change Site Cllectin Settings, Change Site Cntact, Change Site Metadata, Cntent Mve, Create My Site, Create Library/List, Change Library/List Settings services. View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Apprve Click Apprve n the ribbn t finish this task. Reject Click Reject n the ribbn t reject this task. Edit Request (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click Edit Request n the ribbn t edit all f the settings f this request in the Edit Request interface. View Request Histry (This buttn is nly visible t the apprvers when Allw all apprvers t edit this service request is selected in the crrespnding service) Click View Request Histry t view the versins f this request in the View Request Histry interface. Apprve Select a task, and click Apprve n the ribbn t apprve the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r Cancel t return t the My Tasks interface withut executing the task. Reject Select a task, and click Reject n the ribbn t reject the task. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface withut executing the task. Permissin Recertificatin Tasks When permissin recertificatin is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin, a permissin recertificatin task will be generated. This task cntains the searched permissins f users and grups fr this site cllectin. Apprvers can then mdify the permissins in Gvernance Autmatin and the permissin changes will be updated t SharePint. Yu can perfrm the fllwing actins n the permissin recertificatin task: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: 222

223 Filter Recrds Select User Based r Object Based frm the drp-dwn list in the tp left-hand crner. By default, All Items is selected. Submit Click Submit n the ribbn t submit the changes and apply all f yur cnfiguratins t SharePint. Reset Click Reset n the ribbn t select Reset My Changes r Reset All Changes. Reset My Changes Yur changes n the task will be cleared. Reset All Changes All users changes n the task will be cleared. Exprt Reprt Click Exprt Reprt n the ribbn t exprt the permissin recertificatin reprt. In the Exprt Reprt windw, chse t exprt the reprt t lcal machine r exprt the reprt t an exprt lcatin. If yu chse Exprt t an exprt lcatin, select a previusly cnfigured exprt lcatin frm the drp-dwn list, select a reprt frmat (CSV r XLS), and then click Exprt t Datasheet t exprt the reprt. Delete User Select a user and click the ellipsis ( ) buttn t select Delete User. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected user. Edit User Permissins Select a user and click the ellipsis ( ) buttn t select Edit User Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save n the ribbn t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve User Permissins Select a user and click the ellipsis ( ) buttn t select Remve User Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the user s permissins. Edit Grup Permissins Select a grup and click the ellipsis ( ) buttn t select Edit Grup Permissins n the ribbn. In the Edit Permissins interface, mdify the permissin levels in the Permissins sectin. Then, click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Remve Grup Permissins Select a grup and click the ellipsis ( ) buttn t select Remve Grup Permissins. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the grup s permissins and g back t the View Details page. The edited recrd is highlighted. Delete User Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Delete User n the ribbn. A pp-up windw appears which asks yu t cnfirm yur deletin. Click OK t delete the selected users. Remve User Frm Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Remve User Frm Grup n the ribbn. A pp-up windw appears which asks yu t cnfirm yur peratin. Click OK t remve the selected users frm the grup. Change Grup Click the display name f a grup and yu are brught t a new windw. Select ne r mre grup users and click Change Grup n the ribbn. 223

224 In the Change Grup interface, select the grup that yu wish t change t and select the methd fr changing grup, Cpy r Mve. Cpy will cpy the users t the new grup. Mve will remve the users frm the previus grup and then add the users t the new grup. Click Save t save yur changes and g back t the View Details page. The edited recrd is highlighted. Submit Select a task and click Submit n the ribbn t submit changes f the task. Enter cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Quta Threshld Tasks When site cllectin quta threshld is enabled in a site cllectin plicy and the site cllectin plicy is applied t a Gvernance Autmatin managed site cllectin. If the site cllectin s strage reaches the percentage f the cnfigured quta, a task will be assigned t the apprver defined in the apprval prcess. The apprver can chse t change the site cllectin quta r ignre the quta threshld. Yu can perfrm the fllwing actins n the quta threshld tasks: View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: Change Quta Click Change Quta n the ribbn and a pp-up windw appears. Select a new quta template frm the drp-dwn list and click OK t save the changes. Ignre Click Ignre n the ribbn t ignre the site cllectin quta threshld. In the pp-up windw, set the time internal t remind the threshld if the size f the site cllectin still exceeds the quta threshld after the time interval. Enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, click OK t save yur cnfiguratins. Change Quta Select a task and click Change Quta n the ribbn and a pp-up windw appears. Select a new quta template frm the drp-dwn list and click OK t save the changes. Ignre Select a task and click Ignre n the ribbn t ignre the site cllectin quta threshld. In the pp-up windw, set the time internal t remind the threshld if the size f the site cllectin still exceeds the quta threshld after the time interval. Enter a psitive integer in the text bx and select Day(s) r Week(s) frm the drp-dwn list. Then, click OK t save yur cnfiguratins. Cntent Database Plicy Threshld Warning Task If a site cllectin quta change request is apprved and the new quta exceeds the database size threshld that is cnfigured in a cntent database plicy, a warning task with recmmendatins will be assigned t the database cntact. The task title is named in the fllwing frmat: Cntent database [cntent database name] is ging t exceed its plicy threshld f [maximum database size] GB. Yu can perfrm the fllwing actins n the cntent database plicy threshld warning task: 224

225 View Task Click a task title t see detailed infrmatin. In the View Details page, yu have the fllwing ptins: View recmmended slutins The recmmended slutins are prvided in Summary. OK Click OK t finally apprve the site cllectin quta change request. Reject Click Reject t reject the site cllectin quta change request. OK Select a task and click OK n the ribbn t finally apprve the site cllectin quta change request. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task r click Cancel t return t the All Tasks interface. Reject Select a task and click Reject n the ribbn t reject the site cllectin quta change request. Enter sme cmments fr this task fr further reference in the pp-up windw. Click OK t finish this task, r click Cancel t return t the My Tasks interface. Errr Tasks Yu can perfrm the fllwing actins n the errr tasks assigned t yu: View Task Click a task title t see detailed infrmatin. In the View Details page, click Cmplete n the ribbn t finish this task, r click Clse n the ribbn t exit this page. Retry Fr a task which cntains failed sectin, click befre a task title t select it, and then click Retry n the ribbn t re-run the failed sectin. Skip Fr a task which cntains failed sectin, click befre a task title t select it, and then click Skip n the ribbn t cntinue the wrkflw past the failed step. 225

226 Changing Branding Elements in Gvernance Autmatin Gvernance Autmatin prvides a flexible and simple way fr yu t mdify user interface elements s that yu can align its lk and feel with yur crprate branding. Nte that t change clrs, yu will mdify CSS clr cdes in CSS files. Figure 22 shws the default user interface f the hmepage in Gvernance Autmatin with the muse hvering ver the Apprval Prcess tile. Figure 22: The default user interface f the Hme page in Gvernance Autmatin. 226

227 Figure 23 shws the re-branded Gvernance Autmatin user interface fr the fictinal custmer Cnts. Figure 23: Re-branded Gvernance Autmatin user interface fr Cnts. The branding elements can be changed thrugh mdifying CSS files and cnfiguratin files. Changing the Title Style Changing the Lg and Lg URL Changing the Theme Clr Changing the Navigatin Bar Clr Changing the Table Style Changing the System Name Image n Lgin Page Changing the System Lg Image n Lgin Page Changing the Abut Backgrund Image Changing the Gvernance Autmatin App Lg Changing the Site Infrmatin Card Lg Supprting Custm CSS Files 227

228 Changing the Title Style The default title: Figure 24: The default title f Gvernance Autmatin. The changed title: Figure 25: The changed title f Gvernance Autmatin. Refer t the instructins belw t change the title f yur Gvernance Autmatin. 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Resurces. 2. Find the cre.en-us.resx file and pen it with Ntepad. Figure 26: The cre.en-us.resx file. 228

229 3. Find the attribute data name="landing_prductname" and mdify the value DcAve Gvernance Autmatin t yur desired prduct name. In the example belw, we used Cnts SharePint Prtal. Figure 27: Mdifying the title. 4. Save and clse the cre.en-us.resx file. 5. Yu can als change the fnt f the title. T mdify the title fnt, fllw the steps belw. a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style. b. Find the GALayutStyle.css file and pen it with Ntepad. Figure 28: The GALayutStyle.css file. 229

230 c. Find the attribute ga-title and mdify the values f fnt-size and clr t yur desired nes. The value f fnt-size determines the fnt size f the title. The value f clr determines the fnt clr f the title Figure 29: Mdifying the title fnt. d. Save and clse the GALayutStyle.css file. *Nte: If the title des nt change after saving the files and refreshing the brwser page, g t the Internet Infrmatin Services (IIS) Manager. Navigate t Applicatin Pls, select Gvernance Autmatin and right-click t select Recycle. The Gvernance Autmatin applicatin pl restarts. Then, refresh the brwser page t view the changed title. Changing the Lg and Lg URL The default lg: Figure 30: The default lg f AvePint. The changed lg: Figure 31: The changed lg f Cnts. 230

231 Refer t the fllwing instructins t change the lg f yur Gvernance Autmatin. 1. Create yur wn lg image. Make sure the height f yur image is 20 pixels and the width f yur lg is 20 pixels, and the file name f the image is exactly Organizatin_Lg_Image_20x Cpy the image t the server where Gvernance Autmatin is installed. 3. Navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Custm\Images and place the cpied image t the Images flder. 4. T change the lg URL, cmplete the steps belw: a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Views\Shared. b. Find the GALayutPageTitle.cshtml file and pen it with Ntepad. Figure 32: The GALayutPageTitle.cshtml file. c. Find the fllwing nde and mdify t yur desired URL. titlebar.avepint.click(functin () { windw.pen('http://www.avepint.cm'); }).keydwn(functin () { e = arguments[0]; if (e.keycde == 13) { windw.pen('http://www.avepint.cm'); 231

232 Figure 33: Mdifying the URL. d. Save and clse the GALayutPageTitle.cshtml file. Changing the Theme Clr The default title bar and the cmpnent tiles: Figure 34: The default title bar and the cmpnent tiles. 232

233 The changed title bar and the cmpnent tiles: Figure 35: The changed title bar and the cmpnent tiles. Refer t the fllwing instructins t change the theme clr f yur Gvernance Autmatin: 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style. 2. Find the GALayutStyle.css file and pen it with Ntepad. Figure 36: The GALayutStyle.css file. 233

234 3. Find the attribute title-bar and mdify the value f backgrund-clr t yur desired ne. Figure 37: Mdifying the GALayutStyle.css file. 4. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style\GAUI. 5. Find the GATitleView.css file and pen it with Ntepad. Figure 38: The GATitleView.css file. 234

235 6. Find the attribute gatitleview-bxcaptinbig and mdify the values f backgrund and clr t yur desired nes. a. The value f backgrund determines the clr that is displayed when the muse hvers ver a big tile (fr example, the Apprval Prcess tile in the Hme Page). b. The value f clr determines the clr f the characters displayed n the tile descriptin. Figure 39: Mdifying the attribute gatitleview-bxcaptinbig. 7. Find the attribute gatitleview-bxcaptinsmall-backgrund and mdify the value f backgrund t yur desired ne, which determines the clr that is displayed when the muse hvers ver a small tile (fr example, the Create Site Cllectin tile in Service Management > Create New). Figure 40: The attribute gatitleview-bxcaptinsmall-backgrund. 235

236 27. Find the attribute gatitleview-bxcaptinsmall and mdify the value f clr t yur desired ne, which determines the clr f the characters displayed n the small tile descriptin. Figure 41: Mdifying the attribute gatitleview-bxcaptinsmall. 8. Save and clse the GATitleView.css file. Changing the Navigatin Bar Clr The default navigatin bar: Figure 42: The default navigatin bar. The changed navigatin bar: 236

237 Figure 43: The changed navigatin bar. Refer t the fllwing instructins t change the navigatin bar clr f yur Gvernance Autmatin. 1. T mdify the backgrund clr f a selected tile n the navigatin bar, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style\GAUI n the server where Gvernance Autmatin is installed, 2. Find the GAUICmmn.css file and pen it with Ntepad. Figure 44: The GAUICmmn.css file. 3. Find the attribute gabtn-uterdivselmenu. If yu use Internet Explrer 9, Ggle Chrme, r Firefx t access Gvernance Autmatin, mdify the value f backgrund-clr: rgba(128, 8, 8, 0.70) t yur desired ne. 237

238 Figure 45: Mdifying the GAUICmmn.css file. If yu use Internet Explrer 8 r Internet Explrer 10 t access Gvernance Autmatin, mdify =# and # within -ms-filter: 'prgid:dximagetransfrm.micrsft.gradient(enabled=true, startclrstr=#680707, endclrstr=# ) t yur desired nes. If the values f the start clr and the end clr are different, the clr is displayed as gradient. Figure 46: Mdifying the GAUICmmn.css file. 4. Save and clse the GAUICmmn.css file. 5. T mdify the backgrund clr f the navigatin bar, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style. 6. Find the GALayutStyle.css file and pen it with Ntepad. 7. Find the menu-bar attribute and mdify the value f backgrund-clr t yur desired ne. Figure 47: Mdifying the GALayutStyle.css file. 8. Save and clse the GALayutStyle.css file. 238

239 Changing the Table Style The default table: Figure 48: The default table. The changed table: Figure 49: The changed table. Refer t the fllwing instructins t change the table style f yur Gvernance Autmatin. 1. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style\GAUI. 2. Find the GAUICmmn.css file and pen it with Ntepad. 239

240 Figure 50: The GAUICmmn.css file. 3. Find the attribute gagrid-data-head-backgrund and mdify the value f backgrund-clr t yur desired ne. Figure 51: Mdifying the GAUICmmn.css file. 4. Save and clse the GAUICmmn.css file. 5. T change the backgrund clr f the manage clumns ( ) buttn, cmplete the fllwing steps: a. On the server where Gvernance Autmatin is installed, navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style\GAUI. b. Find the GAUICmmn.css file and pen it with Ntepad. 240

241 Figure 52: The GAUICmmn.css file. c. Find the attribute gagrid-clmgr-cntainer-backgrund and mdify the value f backgrund-clr t yur desired ne. Figure 53: Mdifying the GAUICmmn.css file. d. Save and clse the GAUICmmn.css file. *Nte: T change the table style f an individual page, g t \AvePint\GvernanceAutmatin\Cntent\Themes\Base\Style\[Flder name with Page categry]. In the CSS files within [Flder name with Page categry], mdify the value f backgrund-clr t yur desired ne. Changing the System Name Image n Lgin Page The default system name image n the lgin page f Gvernance Autmatin: 241

242 Figure 54: The default system name image. The changed system name image n the lgin page f Gvernance Autmatin: Figure 55: The changed system name image. Refer t the fllwing instructins t change the system name image n the lgin page f Gvernance Autmatin: 1. Create yur wn system name image. Make sure the height f yur image is 490 pixels and the width f yur image is 65 pixels, and the file name f the image is exactly System_Name_Image_490x Cpy the image t the server where Gvernance Autmatin is installed. 242

243 3. Navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Custm\Images and place the cpied image t the Images flder. Figure 56: Placing the cpied image t the Images flder. 4. Refresh the lgin page and the changed system name image will be displayed. Changing the System Lg Image n Lgin Page The default system lg image n the lgin page f Gvernance Autmatin: Figure 57: The default system lg image. The changed system lg image n the lgin page f Gvernance Autmatin: 243

244 Figure 58: The changed system lg image. Refer t the fllwing instructins t change the system lg image n the lgin page f Gvernance Autmatin: 1. Create yur wn system lg image. Make sure the height f yur image is 280 pixels and the width f yur image is 250 pixels, and the file name f the image is exactly System_Lg_Image_280x Cpy the image t the server where Gvernance Autmatin is installed. 3. Navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Custm\Images and place the cpied image t the Images flder. 244

245 Figure 59: Placing the cpied image t the Images flder. 4. Refresh the lgin page and the changed system lg image will be displayed. Changing the Abut Backgrund Image The default backgrund image that appears after clicking Abut: Figure 60: The default Abut backgrund image. The change backgrund image that appears after clicking Abut: 245

246 Figure 61: The changed Abut backgrund image. Refer t the fllwing instructins t change the backgrund image f Abut: 1. Create yur wn Abut backgrund image. Make sure the height f yur image is 450 pixels and the width f yur image is 294 pixels, and the file name f the image is exactly Abut_Backgrund_Image_450x Cpy the image t the server where Gvernance Autmatin is installed. 3. Navigate t \AvePint\GvernanceAutmatin\Cntent\Themes\Custm\Images and place the cpied image t the Images flder. Figure 62: Placing the cpied image t the Images flder. 4. Click Abut again and the changed backgrund image will be displayed. 246

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