EP365 Governed Sites company sites and teams come into being under control, with approval and an overview
Company sites and teams come into being under control — a request, an approval and automatic creation — and you have them all in a clear catalogue with an owner, a classification and an expiry. You capture the sites you already have, too, and all of it inside the Microsoft 365 you already have and pay for.
An overview of requests and the site register, a request for a new site with a choice of type and an instant summary, and approval with one click after which the site creates itself. Click the demo to enlarge it.
Sound familiar?
This is what companies tell us before they roll out Governed Sites. Not because people are doing something wrong — but because anyone can create sites and teams, and without a process it turns into a jungle nobody can find their way around within a year.
“In a year we have hundreds of sites and nobody knows what half of them are for.”
Anyone can create a team or a site. A year later it's a jungle nobody can find their way around — and nobody knows who owns them or whether they're still in use.
“The project ended, the site stayed.”
The data sits there, access keeps piling up, costs grow. Nobody has time to clean up sites past their time — and in an audit you drown in dead sites.
“Why does this site even exist?”
There is no trace of who approved the site, what classification it has and when it expires. When someone asks, you have nothing to answer with.
What Governed Sites does about it
Five things that give you back an overview of your environment fastest. The complete feature list is further down in the details.
A new site only through a request and an approval
A colleague uses a wizard to pick the site type, fills in the name and purpose, chooses the owner and members by searching the directory and adds the classification. The approver reviews the request with one click and the site is created on its own — including the team in Teams.
A team created on the side that nobody claims a site with an owner and a purpose from the first minute
A catalogue of all sites in one place
A record of every governed site with its owner, department, purpose, classification, status and expiry. Filters, search, sorting and export — finally an overview of who owns what.
Scattered sites nobody has an overview of one catalogue where you can find every site
The app watches the lifecycle
Expiry, owner recertification and a reminder before it runs out. What reaches the end of its life gets locked or archived — sites past their time don't sit around forever.
You capture the sites you already have
A scan of your environment finds sites that were created earlier or outside the app, and you bring them into the register in bulk. You don't have to create more first just to get an overview.
Who, why and when — in black and white
A chronological record of all actions: request, approval, creation, lock, archival. For the first time, an audit gets a list of sites with owner and classification without manual digging.
The fastest route: 30 minutes on screen.
No company presentation. We share a screen and click through the app on the data of a sample environment — you will see exactly what your people would see.
„From ninety unclassified sites down to zero in a month. And a new site now comes into being only with an owner and a purpose — no more Teams created on the side that nobody claimed.“
A company with 320 employees · IT department · 180+ sites in the register
Deployed in four hours: adding it to a SharePoint page, approving the permissions and importing 180 existing sites into the register. Administrators took an hour to learn it, regular users nothing — the request explains itself.
For those who want to know more
Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.
A request through a wizard
The user picks the site type, fills in the name and purpose, chooses the owner and members by searching the directory and adds the classification. A live summary shows exactly what will be created.
Simple approval
The approver reviews the request and creates the site with one click, or returns it with a reason. The requester can withdraw a pending request, and a failed creation can be retried.
Automatic creation
Three site types: a team site connected to Teams, a communication site and a team site without a group. It creates itself — the group, the SharePoint site and the channel in Teams.
Site catalogue
A register of all governed sites with owner, department, purpose, classification, status and expiry. Filters, sorting, search and export to Excel.
Naming rules
A minimum address length, a mandatory prefix and reserved words. The uniqueness of the address is checked as the request is being typed — a duplicate site doesn't get through.
Lifecycle
Locking and archival, owner recertification, extending the expiry and an email reminder. Optionally also real archival of the site in Microsoft 365.
Import of sites you already have
A scan of your environment finds sites created earlier or outside the app, and you bring them into the register in bulk. They then fall under regular management like all the others.
Team members and editing
For team sites the app loads the owners and members. You edit a site's details — owner, purpose, classification, expiry, notes — right in the detail with the pencil.
Audit and notifications
A chronological record of all actions (request, approval, creation, lock, archival) with filters and export. Emails to the requester, the approver and the owner.
Site classification
Public, internal or confidential as a mandatory field on every site. A basis for governance and audit — you know at once how sensitive the content of a site is.
Roles and permissions
User, approver and administrator — everyone sees only what they need. The requester submits a request, the approver creates the site, the administrator has the catalogue and the settings.
Branding from the company intranet
Emails and look and feel follow the global EP365 configuration — the logo, company, accent colour and reply-to address stay consistent across apps.
Data stays with you
Requests, the site catalogue and the audit trail are stored solely in your Microsoft 365 environment. No third-party cloud, no transfer of data outside the company.
No new passwords
People sign in with their company Microsoft account. Creation and the register run under their own permissions — there is no separate application with its own access to your environment.
Everyone sees only their own
A user sees their own requests, an approver the pending requests, an administrator the catalogue. The scan of existing sites respects permissions — it shows only what the person has access to.
Classification on every site
Public, internal or confidential as a mandatory field. You know at once how sensitive the content of a site is — a basis for governance and audit.
A verifiable history
Who approved a site, when it was created, when it was locked or archived. A chronological record of all actions with export — without manual digging.
Clean-up without risk
The register and statuses don't touch production sites. Actually locking or archiving a site in your environment is triggered only by an administrator with the appropriate permission, not by the app itself.
Price by company size
The subscription follows the total number of internal users in your Microsoft 365. Within a given size, the number of governed sites and requests is unlimited.
Implementation at your company
Installation, a workshop for administrators, and setup of site types, roles, naming rules and the lifecycle policy to fit your organisation.
A bulk clean-up of a large existing environment, look-and-feel changes beyond the themes and connections to other systems. We will send a precise quote after a short call.
Support rate
Consulting, environment changes or user support beyond the regular rollout.
Support is billed per each started 15 minutes of work. We always tell you the expected scope in advance.
Does the app create sites itself, or only keep a register of them?
What about the sites we already have?
Can the app lock or archive a site?
Does it need any third-party cloud or another server?
What permissions does it need?
How long does the rollout take?
What do we need to have?
How do app updates work?
Often added alongside Governed Sites
Further reading on the blog
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