Posted in Governance, Information Management, Microsoft Teams, Products and applications, Records management, SharePoint Online

Why end-users cannot create a Team in MS Teams – a common question

In the last few months, as more and more organisations implement Office 365, I have been asked one of two questions relating to teams:

  • From IT – How do we stop end users creating a new Team in MS Teams
  • From end users – Why can’t I create a new Team?

This post is for end-users, to help understand why the ability to create a new Team in MS Teams has been disabled.

A Team is (much) more than it appears

The simple reason is because of the flow-on effect (see below) and the need for IT to maintain control over the environment, especially the creation of SharePoint sites.

The diagram below, an extract of a larger diagram created by Matt Wade (credit below image), visually shows what happens when a new Team is created (and, for that matter, various other elements).

O365GroupsTeamsetc
Source: @thatmattwade / https://www.jumpto365.com/infographics/everyday-guide-to-office-365-groups

A new Team creates a range of other things (described below) including a SharePoint site. The SharePoint site that is created is visible as the ‘Files’ tab in the Team channel, as you can see below:
image.png

A Team is directly linked with an Office 365 Group

The thing that links all these things together is what are called ‘Office 365 Groups’ (O365 Groups).

O365 Groups only exist in Office 365 and are like a cross between: (a) an Active Directory (AD) Security Group (that controls/grants access to IT resources and systems) and (b) usually small Distribution Lists (a list of people you can email) – but with a lot more functionality.

What do you get with every Office 365 Group?

As can be seen in the diagram above, every O365 Group creates a number of other Office 365 elements. Each Group:

  • Has at least one owner. This is the person who creates the Group, and becomes the linked SharePoint site owner and the owner of the Team. If there is only one owner, then the owner leaves, there is no-one to manage the group, SharePoint site and Team members. This is one good reason why this should be centralised in IT (who usually create all other AD group types).
  • Has members. Members usually belong to a logical and generally smaller (<30 people) business unit or work team, similar to membership of an AD Security Group. Membership of the Group (and Team and SharePoint site) is managed by the Owner.
  • Has a dedicated SharePoint site. The URL of the site is the same as the Group. The members of the Group have default add/edit rights to the SharePoint site. Others, and AD Security Groups, can also be added to the SharePoint site directly (for example, as visitors) but that only gives them access to the site, NOT the Team or the mailbox.
  • Has an email address/mailbox. The mailbox for the Group appears in the Outlook of every member of the group. You can send and receive mails to/from that Group (similar to a Distribution List).
  • Has a Planner and a OneNote notebook.
  • Can be linked to a Team in MS Teams when the Group is created.

What happens if you allow end-users to create Teams?

Conversely, if you create a Team in MS Teams, it creates everything in the previous dot points but with no controls for:

  • Office 365 Group/Team naming. End-users can create a Team with whatever name they want, which then assigns the same name to the Office 365 Group and SharePoint site.
  • Group membership. The person who creates the Team becomes the Owner of the O365 Group and is responsible for managing the Group/Team membership.
  • SharePoint site structure including document library/ies and folders. If the Team uses only the default ‘Documents’ library, it is very likely to create multiple folders, including via File Explorer. The likely outcome is the mess that is often found on network file shares.
  • Everything else that comes with every Team, including Planner and OneNote.

Some organisations have allowed their employee to create new Teams in MS Teams and then had to retrospectively clean up the mess created by random SharePoint sites, poor Team names, confusion between O365 Group members and AD Security Group membership and quite a bit more.

Should we even use Teams?

Yes. Read this post from CMSWire titled ‘The State of Play with MS Teams‘ to see why it is a very useful application to implement. Three points from that article:

  • Chat is the most used function in Teams, making up 70% to 95% of all messages. Chat has 13 times the number of messages than Teams channels. Chat is being used to keep local teams connected in real time.
  • Staff, on average, are members of three teams but are mostly active in one. While most employees have a “favored” team, Teams operating as forums or communities were identified to help employees engage beyond their local team.
  • The most active team has 25 members, all active and connected to each other, interacting at the rate of 365 channel interactions/per day or 14 interactions/per member/per day. This does not include chat.

Note that the most active team has 25 members. This underlines the point made earlier that Office 365 Groups work best when there are fewer than 30 members.

Where is the data stored?

Finally, where is the data stored?

  • One-to-one chats:
    • Chats are stored in a hidden folder in the participant’s email mailboxes.
    • Documents are stored in the OneDrive of participants.
  • Chats in the Team channels
    • Chats are stored in a hidden folder in the Office 365 Group’s mailbox.
    • Documents stored in these channels are stored in the O365 Group’s linked SharePoint site.

Should we use Teams?

Yes, definitely, but understand what is happening ‘under the hood’ if you allow end-users to create new Teams.

Organisations that are new to Office 365 should consider disabling the ability for end-users to create Teams by disabling the ability for end-users to create Office 365 Groups.

Smaller organisations can leave the option available but ensure that there is a guide for the creation of new Teams, including naming conventions and Group/Team membership management.

It will generally be better to centralise the creation of MS Teams in IT as they will normally be responsible for the creation of Active Directory Security Groups and should therefore be responsible for the creation of the more powerful Office 365 Groups.

Posted in Electronic records, Exchange Online, Governance, Information Management, Microsoft Teams, Office 365, Office 365 Groups, Products and applications, Records management, Retention and disposal, SharePoint Online

Setting up SharePoint Online to manage records (as part of Office 365) – Part 1/3

This is the first of three posts that describe the main elements involved in setting up SharePoint Online to manage records.

This post focuses on the recordkeeping related elements in the Office 365 and Compliance admin portals:

  • Office 365 Admin – Licences, Roles and AD Groups (including Office 365 Groups)
  • Compliance Admin – Retention labels and policies (and some more options)

The second post focuses on SharePoint Online Admin centre configuration.

The third and last post focuses on SharePoint site collection provisioning and configuration to manage records

Office 365 admin center

O365AdminPortalUsersRolesGroups

The main elements that impact on the management of records in Office 365 are Users (for licences), Roles and Groups, as can be seen in the screenshot.

Users – licencing and applications

Organisations that acquire Office 365 will generally have the relevant licences required (a) to set up and administer SharePoint Online, and (b) for users to use it (and OneDrive for Business).

This post assumes that organisations will have at least an E3 licence which includes SharePoint for end users, visible as an app when they log on to https://office.com, along with all other applications included in the licence, for example Exchange/Outlook, OneDrive for Business, MS Teams and so on. End users with access to these items will also be able to download and use the equivalent mobile device apps.

Roles

The three key roles that impact on the management of records in SharePoint are as follows:

Global Admin (GA)

Global Admins:

  • Are responsible for managing the entire Office 365 environment. This includes creating new Groups (Security Groups, Distribution Lists and Office 365 Groups).
  • Are responsible for assigning key roles, including the SharePoint Administrator and Compliance Administrator (and other roles).
  • May have responsibility for, and/or the skills and knowledge required to set up and administer SharePoint Online and create new sites for the organisation.
  • May also be able to create and publish retention policies in the Compliance admin portal.

Note – Organisations that outsource the administration of Office 365 should always have at least one GA account to access the tenant if ever required. If they don’t have a log on, they should have or acquire a very good understanding of the access and privileges afforded to the outsourced company. 

SharePoint Administrator (SP Admin)

The SP Admin role will usually be a ‘system’ role that is responsible for managing the SharePoint environment, including OneDrive for Business. As noted above, a GA with the right skills can also manage the SharePoint environment. 

Generally speaking, SharePoint Administrators will focus on the technical and configuration aspects of SharePoint. They are not usually responsible for confirugint SharePoint to manage records, managing records, or creating and publishing retention policies. This role usually falls to either the GA or Compliance Administrator.

Compliance Administrator

The Compliance Admin role is responsible, among other things, for the creation and publishing of retention labels and policies in the Compliance Admin portal. A GA can perform this role (along with all other roles) if required.

Compliance Admins will usually be responsible for disposition reviews linked with retention labels, and be involved in eDiscovery cases.

The Compliance Admin can search and view the audit logs for all activity across Office 365 and can carry out broad content searches with the ability to export the content of those searches. As this role is relatively powerful, it should be limited to key senior individuals in the organisation.

Office 365 and Security Groups

Office 365 Groups are Azure/Exchange objects just like Security Groups and Distribution Lists. Accordingly, there should be controls around their creation, including naming conventions.

As every Office 365 Group has an associated SharePoint site, organisations should consider restricting the ability for end users to create Office 365 Groups, and only allowing Global Admins and members of a Security Group to do this. Neither SharePoint Admins or Compliance Admins would normally create AD Groups.

If the ability to create Office 365 Groups is not restricted, an Office 365 Group will be created with an associated SharePoint site whenever:

  • A new Team is created in MS Teams.
  • A new Group is created from Outlook.
  • A new Yammer Group/Community is created.

External sharing

The ability to share content externally from SharePoint and OneDrive for Business is controlled from the Office 365 Admin portal. This is a global setting that can be disabled by the Global Admins if required.

It is assumed, for the purpose of this post, that that setting is enabled to allow external sharing.

Note that enabling external sharing at the global level does not enable it globally for all SharePoint sites; sites must be individually modified to allow it.

Compliance Admin

The Compliance admin portal can be accessed by the GAs and also the Compliance Admins (and some other roles). It is where retention labels and policies are created (in line with the corporate file plan/BCS) and published, and disposition reviews are undertaken, so records managers need access.

Other options in this section that relate to the management of records include the audit logs, content search and eDiscovery.

Retention policies

Retention policies may be applied to all the key workloads in Office 365 where records are stored:

  • Exchange Online
  • SharePoint Online
  • OneDrive for Business
  • MS Teams
  • Office 365 Groups

Retention labels published as retention policies are visible to and can be applied by end-users. Generally these are more likely to be applied at the document library level rather than to individual records, or in mailboxes or OneDrive for Business.

Retention policies that are not based on labels may be applied to all, or parts of, the four workloads listed above. For example, they may be applied to all, or a sub-set of Exchange mailboxes or OneDrive for Business accounts, or SharePoint sites. Retention policies may also be applied to individual or team chats in MS Teams.

Organisations seeking to use retention policies in Office 365 should understand how these work, have a plan for their implementation, and keep track of what has been applied where.

  • Retention policies for all mailboxes or all ODfB accounts may replace previous on-premise backup options for those workloads. It is unlikely that end-users will (or will want to) apply retention labels published as policies to individual emails or folders in mailboxes or OneDrive.
  • SharePoint sites are likely to have either or a combination of explicit and implicit/invisible retention policies. Implicit, single period retention policies may be more suitable for entire smaller, short-lived SharePoint sites. Explicit retention policies may be more suitable for the diverse range of content on more complex and long-lasting sites. Some sites may be created and populated around the need to keep a particular type of record for a long period of time – for example, employee records.

Audit logs

The Office 365 audit logs are found in the Compliance admin portal. For an E3 licence, the content in the logs is stored for 90 days.

As audit logs are an important element in keeping records, organisations may need to consider ways to retain this content for a longer period.

Note – SharePoint document libraries record the name of anyone who edited a document (and also previous versions), but they don’t record the name of anyone who simply viewed it. SharePoint lists also include audit trails, making it possible to track changes in individual rows of a list.

Content searches and eDiscovery

The Compliance admin portal provides two similar options to search for content across Office 365. Both the Content Search and eDiscovery options provide the ability to establish a ‘case’ that can be run more than once.

The eDiscovery option provides the added ability to put content on Legal Hold. Advanced eDiscovery is available with a higher licence.

Next

Click on the links below to read the next two posts:

  • SharePoint Online Admin centre configuration.
  • SharePoint site collection provisioning and configuration to manage records.
Posted in Compliance, Electronic records, Exchange Online, Information Management, Microsoft Teams, Office 365 Groups, Products and applications, Records management, Retention and disposal, SharePoint Online

Understanding and applying retention policies to content in MS Teams

This post highlights the need to understand how retention works in MS Teams, why it may be related to how long you keep emails (including for backup purposes), and why you need to consider all the elements that make up an Office 365 Group when considering how – and how long – to retain content in MS Teams.

Overview of retention in MS Teams

If you are unfamiliar with how retention works with MS Teams, these two related sites provide very useful detail.

overview_of_security_and_compliance_in_microsoft_teams_image1
Image from the first link above – Security Compliance Overview

The quote below from the second link is relevant to this post:

‘Teams chats are stored in a hidden SubstrateHolds folder in the mailbox of each user in the chat, and Teams channel messages are stored in a hidden SubstratesHolds folder in the group mailbox for a team. Teams uses an Azure-powered chat service that also stores this data, and by default this service stores the data forever. With a Teams retention policy, when you delete data, the data is permanently deleted from both the Exchange mailboxes and the underlying chat service.’

and

‘Teams chats and channel messages aren’t affected by retention policies applied to user or group mailboxes in the Exchange email or Office 365 groups locations. Even though Teams chats and channel messages are stored in Exchange, they’re only affected by retention policies applied to the Teams locations.’

In summary:

  • One-to-one chat in MS Teams is stored in a hidden folder of the mailbox of each user in the chat. Documents shared in those chats are stored in the OneDrive for Business of the person who shared it.
  • Group chat in Team channels is stored in a hidden folder of the mailbox of the associated Office 365 Group – and also in an Azure chat service. Documents are stored in the Office 365 Group’s SharePoint site (other SharePoint site libraries may also be linked in a channel).

Another quote from the same post:

‘In many cases, organizations consider private chat data as more of a liability than channel messages, which are typically more project-related conversations.’

Teams content is kept in mailboxes, retention may be similar

Typically, in the on-premise past, organisations will have backed up their Exchange mailboxes (and possibly also enabled journaling, to capture emails), for disaster recovery, ‘archiving’ and investigations. Unless a decision is made to invest in cloud back-ups, Office 365 retention policies may also be applied to Exchange mailboxes, effectively replacing the need to back them up. Retention policies applied to Exchange mailboxes don’t affect the teams chat folder.

Organisations should probably apply the same retention period to both emails and Teams chats as they do to email mailbox backups now. That is, if mailboxes are typically kept for 7 – 10 years after the person leaves the organisation, then keep the Teams chats for the same period.

Note that, even if a poster deletes an item (if that option is enabled), it will still be retained if there is a retention policy.

Suggestions for retention in MS Teams

As there can be different retention requirements, depending on the subject matter, here are some suggestions for retention:

  • One-to-one chat is like email, you will never know everything that is being said or sent. So a single retention policy that mirrors email would be appropriate.
  • Teams chat is more likely to be about the subject of the Team, which is based on an Office 365 Group, its own mailbox, and has a SharePoint site. In this case, you could consider a retention policy applied to all Office 365 Groups or specific Groups – for example ‘Project Groups’, then ensure that the retention policy or policies cover all aspects of the Office 365 Group (mailbox, team chat, SharePoint).
  • If all the records relating to a particular subject matter (including email, chat and documents) must be retained for 25 years, then you need to understand all the options.

It underscores the need to plan carefully for retention management for all the key workloads in Office 365.