Understanding Orchestry
What is Orchestry?
Orchestry is a platform that allows for more efficient management and streamlining of Teams groups, Sharepoint sites, and OneDrive sharing.
We are in the process of onboarding this service and you will notice some differences in how these services are utilized.
SharePoint sites, teams pages, and groups
Any resource that is created will go through an approval process and will have to be created with an available template. This ensures consistancy between sites, the correct template was used, and the correct resource was requested.
There are currently 2 types of templates for each type of resource. Internal and External.
Internal templates are only used for resources utilized by employees of NRCTC.
External templates are used for resources that are required by external users(users that are not directly employed by NRCTC) or a combination of internal(employees of NRCTC and external users.
Active Policies
Resources have a set of policies applied to them to ensure they are secure, managed and in use.
Archival policy
The archival policy will trigger automattically when there has be no activity on the resource for the last 90 days. The system will send you an email that will request that you either extend or authorize it to be archived. You will currently recieve 1 email notification for 3 days requesting your input. If you do not respond to the request after 3 days the request will be sent to someone in IT to decide whether or not to keep it active. This saves storage in our tenant, ensures that resources that are open are still in active use, and will assist with any AI implementation in the future to ensure that only current information can be found.
The email will look like the following picture:
The Renew button will renew the site for the number of days noted under the button and you will no longer be emailed about your site going stale untill the number of days noted passes. Then you will recieve the notification again. The archive button will remove the site and backup the site contents to a central archival site we created. The files can be retrieved by a member of the IT deparment by sending an email to the helpdesk (itsupport@newriver.edu).
Guest User Auditing
Another policy that has been applied deals with guest users(users that are not directly employed by NRCTC) that have access to a site, teams group / chat, or a OneDrive storage location. This request is to ensure that guest users that are listed as members still require access and if not they will be removed. This ensures that data contained on the resource is secure and no unauthorized person has access. This audit request is sent to owners every 3 months to ensure that only people that require the access have it.
Sharing Links
A policy been applied that audits share links in onedrive. This policy checks if there are links that are not considered secure currently in use and will advise you to update them.
What are the differences between the various resources that are available in our New River Tenant
OneDrive
OneDrive is better suited for backing up important files, ensuring you have access to files anywhere you login and for sharing files between people that don't need to be edited at the same time.
Sharepoint
Sharepoint is geared towards communication and collaborative editing of files. This resource is suited for editing documents at the same time, creating a repository of files that are frequently used by the team where you want to keep a single updated master file and creating a homepage for your team to share news or upcoming events.
Teams
Teams is geared toward more realtime communication and filesharing, keeping in realtime contact with your team members, and providing a more flexible approach to add and remove members. If you are wanting to keep a copy of files in a central location Sharepoint or utilizing a team site in tandem is the better option instead of creating a channel for files.
Team Site
A team site contains a teams group that is connected to a Sharepoint site to combine the best uses of both.
Future changes to creation of resources in the New River Tenant
At a future date all resources (Sharepoint, Teams, and Team Sites), will not longer be able to be created from anywhere other than the Orchestry platform. There will be an update to the current Teams app that will have the direct link to Orchestry or you can access Orchestry from this link : Orchestry HomePage. All requests will flow through the Orchestry app and will require the use of a predefined provided template. This change ensures that the proper type of resource is used and also will standardize external sharing permissions, naming convention, the proper use of resources, and simplify setting up these resources . The use of Sensitivity labels on these resources, documents, meetings, and emails will most likely be enforced at this time and will be added as the default option in the templates.
New Requirements once introduced:
Sensitivity Label
Proper Template use
**Currently, templates and sensitivity labels are available to use but are not enforced. It is encouraged to utilize them and become familar with the different types where they will be fully enforced and required throughout New River. Information on Sensitivity Labels can be found here: Understanding Sensitivity Labels
How do I..?
How to Request a Microsoft 365 Workspace with Orchestry
How to Navigate 'My OneDrive' from Microsoft Teams
How to Add the Workspace Information Panel to Team Channels
How to Add Guests to Your Workspace with Orchestry
How to Complete a Workspace Review Task