This sequence of posts is about my first impressions of the SharePoint Advanced Management add-on features for M365/SharePoint Online.
There are four posts in total:
- Introduction of SharePoint Advancement Management - page 1 of 4
- Features against oversharing - page 2 of 4
- Site lifecycle features - page 3 of 4
- Minor SAM features - page 4 of 4
Site lifecycle features
This feature can find sites based on certain conditions and automatically apply a policy on them, and address site owners and have them remediate the problem.
Currently there are two types of policies.
- Inactive sites policy, and
- site ownership policy (in preview)
Policies can be simulated first, and only after checking the results activated.
Inactive sites policy
- Identify inactive sites based on visits, edits, file actions and even Teams or Viva engage activity.
- Send notifications to site owners or admins.
- Possible actions: None, Set to readonly, Archive site.
Inactive sites policy page 1
Inactive sites policy page 2
Inactive sites policy page 3
Microsoft Archive
So, you can automatically trigger a site to be archived in M365 Archive after a period of inactivity.
However, M365 Archive currently has the following downsides:
- You can only archive a complete site collection. This means that only sites that are completely, 100% inactive can be archived. If one file is being worked on, you cant easily archive it. NB: File level archiving is scheduled for the second half of 2025.
- Reactivation of archived sites when a one or more files are needed again is pretty expensive
- Archived sites cannot be searched through to see if it does or does not contain a file an end-user might need back. A end-user search feature is also in development for release in 2025.
- Due to the combination of these three points, you run a high risk of running into high cost because you need to reactivate a large site in order to get back a certain file. This is the exact opposite of why you want archiving, which is to reduce cost for storage.
- There is PowerShell support for archiving a site. This can be used to setup your own archiving process using M365 Archive.
Site ownership policy
- Identify sites that don't meet organization's ownership criteria (minimum 1 or minimum 2 owners are the only options).
- Send notifications to find new site owners or admins.
- Possible actions: None, Set to readonly.
Site ownership policy page 1
Site ownership policy page 2
Site ownership policy page 3
My review comments for both site lifecycle policies
- Filtering options are very limited!! We can only exclude max 100 sites. No filtering based on site property bag if you use that
- Opportunity: Handle all classic sites, or all teams connected sites.
- Risk: special purpose sites are hard to filter out due to limitation of 100 exceptions. Wild card URLs are not supported in the exception list.
- Mails are sent from generic SharePoint address -> many people may not reply or take action.
- Easy to configure and useful to improve governance.
- Impact of the policy can be determined by running a simulation and investigating the results.
- Microsoft Learn page - Site lifecycle management
Continue to Minor SAM features - page 4 of 4