Use the SProbot Teams app to manage workspaces on your tenant

As soon as you've made the Workspaces app available in Teams, it can be used as the starting point to finding content across SharePoint and Teams, and to request new workspaces in a controlled way.

You'll find the Workspaces app in the apps panel.

If you don't see it, search for it under Apps.

‍

Workspace directory

The first tab is the directory and shows all SharePoint sites and Teams which have been selected to be discoverable. If you see a workspace listed, it doesn't necessarily mean you have the necessary permissions to access it, it just means the owner(s) has selected it to be visible.

Search

Simply enter what you're looking for. Results will be returned if the search term is contained in the title or description of the SharePoint site or team, or the AI description if tenant enrichment has been configured. Only the first 50 results are returned, if what you're looking for is not in this results set you need to expand your search term, or use sorting or filtering to narrow things down.

Sort

You can sort by any of the columns at any point in combination with your search term.

Filter

Filtering enables you to filter by workspace type, Tag(s), Owner, or Category. Start filtering by opening the filter panel.

Filter by type

You can select to see only Teams or SharePoint sites by toggling the type filter. This works in conjunction with your search term, so if you type "Finance" in the search box and get too many results, you can use the filter to see only Teams related to finance.

Filter by tag(s)

When you enrich your SharePoint and Teams information with AI, you get the ability to find workspaces by tags which are automatically generated to describe the type of content the site or team contains.

Say you are looking for compliance-related sites, but you might not be aware that there are also sites related to compliance monitoring specifically. Typing "compliance" into the tags searchbox will suggest both options to you, helping you discover content which may be useful to you.

Filter by owner

To find all Teams and SharePoint sites owned by a specific person, search for them in the Owner field. You can combine this with the search box to find specific sites owned by a person.

Filter by category

You can search for SharePoint sites and teams which have been categorised by selecting one or more categories. This is an OR filter, so if you select multiple categories, you will see results across them.

My items

The My items tab shows you:

• Site or team build requests you have submitted, together with their status.
• Cleanup items which have been assigned to you to action.

‍

Create a workspace

The Create a workspace tab displays all templates (pipelines) available to you, for each displaying its title, type (Team, Team site, Team site without group, or Communication site) and a short description of what it contains and how it's intended to be used.

If pipeline access has been limited (eg it may be configured that only Finance users can use Finance pipelines) you will only see pipelines to which you have access.

When you select a template, you see a summary of its pipeline configuration, showing:

• What type of workspace it is (Team site, Team site without group, Team, Communication site)
• The category it will be tagged with
• Whether it requires approval for creation
• Its external file sharing setting
• The access setting for the associated Microsoft 365 group (if it's a group-connected workspace)
• The hub site it will be associated to

You can then proceed to the request form to provide the details for in this case the site you'd like to be created.

Once the request has been submitted, it is placed in the queue and you'll receive a notification once it's built. If the pipeline requires approval, you'll see who needs to approve it first.

‍