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Workspace & Repository Provisioning

IMPACT 365 provisions workspaces (SharePoint sites, optionally with Microsoft Teams) and repositories (lists or libraries on existing workspaces) from approved requests using standardized templates.

Workspace provisioning

What it does

  • Request — A user (or process) submits a workspace request with details such as name, template, owners, and optional hub/language.
  • Approval — Requests can go through an approval step; only approved requests are provisioned (configurable per tenant).
  • Provisioning — The system creates a new SharePoint site from the chosen workspace template, applies settings (e.g. sensitivity, property bags), assigns owners, and optionally creates a linked Microsoft Team.
  • Tracking — The new site is recorded in a provisioned-workspaces list so it can be used for compliance, audit, and usage reporting.
  • Notifications — Optional notifications can be sent when a request is submitted and when provisioning completes.

Flow (high-level)

  1. Request is created (e.g. from Power App or portal).
  2. Request appears in the workflow queue with Resource/Operation for provisioning (or for notifications).
  3. Automation runs and either provisions the site or sends the notification.
  4. Status is updated; requester and owners can be notified.

Bulk provisioning is also supported: a single workflow job can be used to process all approved pending requests in one run (e.g. overnight batch).

Repository provisioning

What it does

  • Request — A user requests a new list or library on an existing workspace, choosing a repository template and target site.
  • Provisioning — The system creates the list or library on the target site from the template (columns, content types, views) and marks it as IMPACT-managed for compliance and audit.
  • Tracking — The new repository is recorded in a provisioned-repositories list with status; compliance runs can then ensure labels and business authority defaults are applied.

Repositories are created on sites that already exist; they do not create new sites.

Templates in provisioning

  • Workspace request — Must reference a workspace template that exists in the Blueprint. That template defines the site structure and default settings.
  • Repository request — Must reference a repository (list) template that exists in the Blueprint. That template defines the list/library structure.

Both types of templates are managed in the Blueprint (see Blueprint).

What you can trigger via the workflow

From your own flows or apps you can:

  • Provision a single workspace — Add a workflow item with the workspace request Resource/Operation and the request ID (TargetId) and required payload (template, owners, name, etc.).
  • Send notifications — Trigger “new request” or “completed request” notifications by adding the corresponding Resource/Operation and TargetId.
  • Run bulk workspace provisioning — Add a workflow item for “queue all” to process all approved pending workspace requests.
  • Provision a single repository — Add a workflow item with the repository request Resource/Operation and the request ID (TargetId).

Exact Resource and Operation values are in the Adapter Registry. Payloads and TargetId are described there at a level that allows you to add the right queue entries without exposing internal configuration.

Next: Insights — KPIs, Teams activity, and planned archiving/disposal.