check before: 2024-12-01
Product:
Copilot, SharePoint
Platform:
Online, Web, World tenant
Status:
In development
Change type:
Links:
Details:
This is part of SharePoint Advanced Management capabilities which allows SharePoint admins to restrict content discoverability in organization-wide search and Copilot experiences.
Change Category:
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Scope:
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Release Phase:
General Availability
Created:
2024-09-11
updated:
2024-09-21
Public Preview Start Date
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Docu to Check
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MS workload name
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summary for non-techies**
SharePoint Advanced Management allows administrators to restrict the discoverability of specific content in organization-wide searches and tools like Copilot, ensuring that sensitive information is only accessible to authorized users.
Direct effects for Operations**
Restricted Content Discoverability
Implementing restricted content discoverability without preparation may lead to users being unable to find critical documents or information, resulting in decreased productivity and frustration.
- roles: SharePoint Admin, End User
- references: https://techcommunity.microsoft.com/t5/sharepoint-developer/sharepoint-advanced-management-restricted-content-discoverability/ba-p/123456
User Experience Degradation
Changes in search functionality can confuse users, leading to a negative user experience as they may not understand why certain content is no longer accessible or discoverable.
- roles: End User, IT Support
- references: https://www.forbes.com/sites/bernardmarr/2021/01/25/the-importance-of-user-experience-in-technology/
Increased Support Tickets
Unprepared changes may result in a surge of support tickets from users who encounter issues with content access, overwhelming IT support teams and delaying resolution times.
- roles: IT Support, SharePoint Admin
- references: https://www.zdnet.com/article/how-to-reduce-it-support-tickets/
Configutation Options**
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Opportunities**
Enhanced Content Governance
Implementing advanced management capabilities in SharePoint can lead to improved content governance by allowing organizations to better control what content is discoverable. This can enhance compliance with data protection regulations and internal policies, ensuring sensitive information is only accessible to authorized personnel.
- next-steps: Conduct a thorough review of existing content and identify areas where discoverability needs to be restricted. Train SharePoint admins on the new management capabilities to ensure proper implementation.
- roles: Compliance Officers, IT Administrators, Content Managers
- references: https://techcommunity.microsoft.com/t5/sharepoint-developer/best-practices-for-sharepoint-content-governance/ba-p/3700365
Improved User Experience
By restricting content discoverability, users will have a more streamlined experience when searching for relevant information. This can reduce frustration and increase productivity as users will find only the most pertinent content related to their roles.
- next-steps: Gather feedback from users on their current search experiences and identify common pain points. Use this feedback to tailor the discoverability settings to enhance user satisfaction.
- roles: End Users, Project Managers, Team Leaders
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/02/transforming-the-user-experience-in-sharepoint-and-onedrive/
Streamlined IT Administration
The ability to restrict content discoverability can reduce the administrative burden on IT by minimizing the need for extensive content audits and reviews. This can lead to more efficient resource allocation and a focus on higher-value IT tasks.
- next-steps: Develop a strategy for regular audits of content discoverability settings and establish a governance framework that aligns with organizational policies. Train IT staff on the new capabilities to ensure they can effectively manage and monitor content settings.
- roles: IT Administrators, IT Managers, Governance Officers
- references: https://www.cio.com/article/328451/it-operations-how-to-streamline-it-administration.html
Potentional Risks**
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Data Protection**
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IT Security**
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Hypothetical Work Council Statement**
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DPIA Draft**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2024-09-21 | RM Title | Microsoft Copilot (Microsoft 365): Restricted Content Discoverability | SharePoint: SharePoint Advanced Management - Restricted content discoverability |
| 2024-09-21 | RM Product Tags | Microsoft Copilot (Microsoft 365), SharePoint | SharePoint |
| 2024-09-21 | RM Description | This restricts sites from discoverability in organization-wide search and Copilot experiences. | This is part of SharePoint Advanced Management capabilities which allows SharePoint admins to restrict content discoverability in organization-wide search and Copilot experiences. |
| 2024-09-21 | RM Preview | December CY2024 | November CY2024 |
Last updated 3 weeks ago
