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The Manage stale SharePoint sites workflow finds SharePoint sites that have gone dormant, routes each one to its site owner for a decision, and acts on that decision automatically - so stale sites get reviewed instead of accumulating unmanaged access risk.

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How this workflow is built

1

Trigger

Set a schedule for the workflow to run - for example, every day at 9:00 AM UTC.
2

Find sites

Define the filters that qualify a site as dormant, such as:
  • Dormant days - the number of inactive days before a site qualifies, for example 90 or more.
  • Data Classification - limit the workflow to sites with a given classification, for example Confidential.
In the build view, this step displays under the name you give it - for example, “Identify Dormant Sites.”
3

Approvals

Set an Approver to get approval to manage each dormant site - for example, Site owners - with an Alternate approver to fall back to.Choose what Manage site access does once approved:
  • Notify only - the approver just receives an email.
  • Remove all access - the workflow removes access to the site.
Choose what happens for Actions on incomplete approval requests:
  • Do not take action - leave the site as is if the approval request goes unanswered.
  • Automatically take specified action - apply the configured action anyway.

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Build details

Select View all approval requests from the build details panel to see every approval this workflow has generated.

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Reviewing runs

Select the Runs tab to see the workflow’s execution history - when it ran, which sites it found, and what action it took.

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Contact us

For questions, contact us at support@oleria.com.