30+ questions you should ask your customer about Teams provisioning

Do you want all the teams in the tenant to be named based on some unified naming conventions? E.g., add a prefix or a suffix to the team name based on what the team is used for or by whom (unit, country, etc.) *

Yes
No
I don't know yet

If you selected 'Yes' in the previous question, please tell us what kind of prefixes and suffixes you'd like to use in the team names? Just the basic idea: are they going to be country codes, unit abbreviations or the like. Any information is helpful. You can also leave the field blank for now.

Can the team names contain characters that are not in the English alphabet, such as accented characters (á, é, ö, etc.)? *

Yes
No
I don't know yet

If you selected 'Yes' in the previous question, please tell what all the different languages that can be used in team names are.

Should the order form be localized to multiple languages? *

Yes
No
I don't know

If you selected 'Yes' in the previous question, which languages should be included in the localization?

Do the form texts need to be editable by content editors or is it sufficient if only a developer can change the texts? *

Content editor needs to be able to edit
Developer can edit
I don't know

Should there be info texts related to each form field that'd instruct the user in filling the form? *

Yes
No
I don't know

Do you want to allow users to order both Private and Public teams with the form, or only Private or Public? *

Both Private and Public
Only Private
Only Public
I don't know yet

If the user is creating a Private team, do you want to offer them an option to make the team visible in search results and team suggestions to other users? When a private team is made visible in these places, users can request access to the teams on demand. By default, all Private teams are hidden from search results and suggestions. Public teams are always visible in both. *

Yes
No
I don't know yet

We can ask the user to specify if the team going to be for internal use only or if there is going to be external collaboration. If the user selects "internal only", we can disable external sharing for that team so that no external users can be invited to the team nor any team documents can be shared to people outside of the organization. Does this sound like a useful feature for you? *

Yes
No
I don't know yet

How do you want to specify the team owners? You can select multiple options. *

There is an Owners field for specifying one or more owners
The user who is filling the form is automatically added to the Owners field
The user who fills the form automatically always becomes the team owner. Note that this setting can be problematic if people ever need to order teams for others.

Should the initial team members be specified already on the team order form, or will the owners add the members to the team after the team has been created? *

Add a field on the form where the user can specify the initial team members
The owners will add the team members after the team has been created
I don't know yet

By default, all users who get added to teams receive a welcome message to their email inbox. Some customers consider these messages to be annoying spam. Would you like us to disable these emails for all the teams that get provisioned? Users still get notifications on Teams whenever they are added as members. *

Yes
No
I don't know yet

Do you want there to be an approval step where a certain group of admins review and either approve or reject the team order? The team only gets provisioned if the order gets approved. *

Yes
No
I don't know yet

If you selected 'Yes' in the previous question, do you want the approval requests to get sent as an email or as a message in Teams?

Email
Teams channel message
Teams private message
I don't know yet

If you selected 'Teams channel message' in the previous question, what is the name of the team where you want the approval requests to get sent to? If you selected Email, what are the email addresses? If you don't know yet, leave the field empty.

Do you want to use one or more team templates to automatically provision certain channels and tabs to all the teams that get created with the templates? *

Yes, one template for creating all teams
Yes, multiple different kinds of templates for creating different types of teams
No
I don't know yet

If you selected 'Yes' in the previous question, tell us a little bit about what kind of templates you have in mind?

If you selected 'Yes' in the previous question, can the templates be JSON files that specify the team structure and settings or do they need to be actual teams that can be edited by content editors? Provisioning is easier to implement using JSON templates but any changes to the templates need to be done by a software developer. If changes need to be done frequently, using actual teams as templates may be the better option, but if changes happen rarely, using JSON templates saves time and effort.

Use JSON templates
Use actual teams as templates
I don't know yet

Do you want the Files tab on each channel to automatically have a certain subfolder structure? *

Yes
No
I don't know yet

If you selected 'Yes' to the previous question, please tell more about the subfolder structure? Is it already defined somewhere?

Do you have a template Planner plan that you'd like to get automatically copied to new teams? *

Yes
No
I don't know yet

Which Planner plan should be use as the template?

Do you want to add metadata to the team which is only accessible programmatically (via Microsoft Graph schema extensions)? This can be a useful thing to do if you want to build views that list teams based on a certain criterion (the metadata value), or if you want to utilize the information in reporting. *

Yes
No
I don't know yet

If you selected 'Yes' in the previous question, tell us a little bit more about what kind of metadata you'd like to get added to the teams?

If you are already using group sensitivity labels in your tenant (or would like to start using them), do you want to offer the user a chance to select a sensitivity label for the team on the order form? The label would then get automatically added for the team. The sensitivity labels indicate the level of sensitivity of the content processed within the team (e.g., Internal, External, Confidential, Secret, Unofficial — whatever you want to call them). *

Yes, and we are already using sensitivity labels
Yes, but we need to create the sensitivity labels first
No
I don't know yet

If you are using Data Loss Prevention (DLP) policies in your tenant (or would like to start using them), do you want to include or exclude all or some of the provisioned teams from their scope?

Yes, and we already have DLP policies in place
Yes, but we need to create the DLP policies first
No
I don't know yet

If you selected 'Yes' in the previous question, should all teams be included or excluded or only some and in that case which ones?

Are you using, or would you like to start using an Entra ID group expiration policy that notifies the owners of inactive teams and then deletes those teams if they are not renewed by the owner? *

Yes, and we are already using a group expiration policy
Yes, but we need to set up the group expiration policy first
No
I don't know yet

If deleting inactive teams seems like a too radical move, would you like a custom lifecycle management solution that'll archive inactive teams based on a customizable criteria?

Yes
No
I don't know

We can ask the user to consent to have read certain "team owner's responsibilities/guidelines" before they are able to submit the team order. Does this sound like a useful feature for you? *

Yes
No
I don't know yet

Where should the team order form be located? I.e. what is the place where the users would access the form? You can select multiple options. *

The Teams left-hand navigation
A page on SharePoint
Somewhere else

If you selected 'Somewhere else' in the previous question, please specify.

How important is it that the form conforms to company branding? *

The form must follow the company brand guidelines when it comes to colors and fonts
It is enough if the form matches the Microsoft 365 look-and-feel
I don't know yet

Anything else you are hoping for from a Teams provisioning solution?

There's always a chance that an error occurs during the provisioning process. Where would you like the error messages to get sent to? *

The same team or email addresses where the approval requests get sent (if approval is used)
Somewhere else
I don't know yet

If you selected 'Somewhere else' in the previous question, please specify.

Your Office 365 tenant type *

Do you already have an existing Azure subscription in case we need to set up some resources to be run in Azure? *

Yes
No, but we can create one
We aren't allowed to use Azure
I don't know yet

Is it possible to temporarily give the developer the required administrator rights for deploying and configuring the solution, or should an organization administrator do the configurations based on provided instructions? *

The developer can have the required admin rights for deployment
The developer can have the required admin rights for deployment except for global admin
An organization administrator will do all of the configurations based on instructions
Something else
I don't know yet

If you selected "Something else" in the previous question, please specify.

30+ questions you should ask your customer about Teams provisioning

What are you looking for from a Teams provisioning solution?

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