Use templates and clear governance rules to define how SharePoint sites and teams are created, shared and managed.
SProbot makes template management easy by enabling you to point directly to a source SharePoint site which is snapshotted and reproduced identically each time a new workspaces is requested.
Templates are high fidelity and include:
Lists, libraries and folders
Columns and views
Navigation
Pages with layouts and contents
Permissions
Disable out of the box Teams and SharePoint creation in favour of clearly defined pipeline provisioning with governance and approval rules, to ensure that created workspaces are:
Necessary and not duplicated
Associated to the correct hub
Have the appropriate security and sharing settings applied
Categorised to make discovery easier
By controlling default structure and settings applied to Teams and SharePoint sites created with templates, ensure that workspaces which are created serve the organization as they should.
You can automatically enforce:
Naming convention
Number of owners
Hub site to associate with
Whether members can share content
Limited external user access
Who can request a workspace
Because Microsoft 365 makes it so easy to create a SharePoint site or a team, people tend to create new workspaces without considering whether a suitable container already exists, what template to use if not, or what the appropriate security settings should be.
This results in uncontrolled content sprawl and a compromised security posture.
You can gain control of your tenant by using SProbot's AI-powered governance and cleanup tools to stop sprawl, reduce storage costs, and increase the security of your data.
Audit your existing tenant content with a set of cleanup tools which target the most common unwanted, obsolete and unmanaged workspace types.
Prevent duplicate and other unnecessary workspaces from being created with clearly defined governance policies and automated provisioning.
Use bulk admin actions to assign ownership, apply labels and templates, and perform other common administrative tasks.
Reduce your consumption of expensive SharePoint storage by automating the archiving of inactive sites and teams, and cleaning up unneeded versions of large files.
Protect sensitive content by automating the detection of user activities which can result in the unwanted exposure of confidential files to those who should not have access.
Apply restrictive measures to sites which have been flagged by AI content assessment as containing data requiring access review.
