Microsoft Teams – Governance – Part 2- naming policy – Why naming policies are one of the important decision point in Teams Governance? / Limitations / Best practices

Microsoft Teams - setting naming policy
Microsoft Teams - setting naming policy

Hi All,

Greetings for the day 🙂 LIFE IS BEAUTIFUL 🙂

We are discussing Microsoft Teams governance. In last article we discussed Microsoft Teams – Governance – Part 1 – Preparation / Plan we discussed

  • What is governance
  • What is Teams governance
  • Planning for Teams governance
  • How to plan Teams governance and which decisions need to be taken

If you still did not got a chance to read above article, please have a look once. The given article is prerequisite 🙂

We also started discussing setting naming policies for Teams (Microsoft 365 Groups) by OOB approach (through Azure Active Directory admin center) – https://knowledge-junction.com/2021/09/17/microsoft-365-groups-teams-governance-enforcing-naming-policies-from-azure-active-directory-admin-center/

In this article we will discuss about more details about setting naming policies / conventions / limitations / best practices

Take away from this article :

  • What is mean by naming policies for Teams / Groups
  • Why it is necessary to set the naming policies
  • What are OOB option available for setting up naming policy / convention for Microsoft Teams / M365 groups
  • Custom solution available for setting up naming policies / conventions
  • Best practices while applying naming conventions
  • Limitations / Restriction while setting blocked words
  • Administrators who are exempted from the Team / Group naming policies

Why it is necessary to set the naming policies :

  • To have consistent naming for Teams (Microsoft 365 Groups) across our organization / company
  • A naming policy helps to easily identify Teams and their respective function / reason for the Team (Microsoft 365 Groups) / members of the Team (Microsoft 365 Groups) / Who created the Team (Microsoft 365 Groups) / For what purpose Team (Microsoft 365 Groups) is created and so on
  • Naming policies helps to categorize Groups in address book

Naming policy for Teams :

  • As discussed in our last Teams governance article, while planning to Teams governance one of the decision point is having naming conventions for my Teams (Microsoft 365 groups)
  • Decisions to be taken for naming conventions are
    • Are there any need to set naming conventions are set for Teams (Microsoft 365 Groups) in my organization / company
    • Is there any Teams naming policy is in place in my organization
  • How to set naming conventions for Teams OOB way :
fig : Microsoft Teams - setting naming policy based on user attributes - but limited options - only OOB user properties are there
fig : Microsoft Teams – setting naming policy based on user attributes – but limited options – only OOB user properties are there
  • Custom Implementation approach :
    • Limitations with OOB approach :
      • Like Suffix / Prefix need to be specify hardcoded or limited options available for dynamic naming convention as shown in above fig
      • But what if we want naming conventions based on more properties or with our custom user defined properties like based on Business unit / Technology / Postal Code and so on
      • Also prefixes and suffixes length is restricted to 53 characters
    • To have dynamic naming convention we need to have custom implementation
    • For custom implementation we could have multiple approaches :
      • Custom form to create Teams like as follows few examples
      • We could have Power App forms / SPFX component / Microsoft Form
      • On form submission we could have logic to apply our custom naming logic / convention
      • We could have approval process in place
      • We could put request in list where approval flow can be applied or our custom job (Azure web job) to apply logic
Custom teams creation form
fig : Custom teams creation form to apply custom naming conventions / policies – PowerApp form
Custom teams creation form
fig : Custom teams creation form to apply custom naming conventions / policies – PowerApp form

Best practices for applying naming conventions :

  • Use short strings as suffix
  • Use attributes with values
  • Total name length has a maximum of 264 characters
  • Upload your organization specific blocked words

Limitations / Restriction while setting blocked words :

  • The blocked words are not case-insensitive
  • When a user enters a blocked word, the Team / Group client will show an error message with the blocked word as we seen in previous article
  • There are no character restrictions in the blocked words used
  • There is a limit of 5000 words that can be set as blocked words

Administrators who are exempted from the Team / Group naming policies :

  • Global admin
  • Partner Tier 1 Support
  • Partner Tier 2 Support
  • User account admin

Thanks for reading this article 🙂 STAY SAFE 🙂 STAY HEALTHY 🙂

Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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