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Microsoft Teams Governance and automated Lifecycle Management with novaWorxx

Provisioning, governance, and lifecycle management for Teams and SharePoint in a single solution. This ensures your M365 environment remains organized, even as your business grows.

Governance, Provisionierung and Lifecycle Management for Microsoft 365

Anyone can create Teams, but no one cleans up. SharePoint sites grow unchecked, files are stored in Teams, OneDrive, and SharePoint simultaneously, and guest accounts remain active long after a project is completed. What was intended to be flexible collaboration becomes a security risk and a burden on your IT department.

novaWorxx puts you back in control: With guided provisioning, flexible governance rules, and automated lifecycle management, you can ensure that Teams and SharePoint sites are created, used, and decommissioned according to your specifications. novaWorxx is fully integrated with Microsoft Teams, leverages Microsoft standards such as PnP and Graph, and adapts to your organizational structure. This allows your employees to work productively in a self-service environment while your IT department maintains control.

Get a novaWorxx Demo →

Why Microsoft 365 Becomes a Problem Without Governance

Microsoft Teams and SharePoint make collaboration easy. Too easy, in fact, if clear rules are lacking. Without governance, structures emerge that place a long-term burden on your IT department.

Proliferation of Teams:

Project groups, test environments, personal workspaces: Without proper management, hundreds of teams spring up, many of which are abandoned. Each new team automatically creates a SharePoint site, a mailbox, and additional storage usage. The result: confusing structures, rising costs, and a growing cleanup burden for IT.

Lack of access control:

External guests retain access even though the project has long since been completed. Permissions are rarely reviewed, access rights become outdated, and security risks go undetected. Compliance requirements are not intentionally violated, but they are not systematically adhered to either.

No structure, no discoverability:

Documents are stored in Teams, SharePoint, and OneDrive without metadata. There is no consistent navigation, no naming conventions, and no filing system. The result: Employees spend time searching instead of working, knowledge is lost, and work is duplicated.

Microsoft's built-in tools are not enough:

Microsoft 365 offers governance settings, but only at the global level for the entire tenant. Differentiated rules by area or project type require manual configuration across more than 40 admin roles and various admin centers. novaWorxx supplements this administrative level with business governance: differentiated rules, centrally managed, without PowerShell.

Governance, Provisioning, and Lifecycle Management for Microsoft Teams and SharePoint

What novaWorxx accomplishes for your M365 environment:

Managed Provisioning Instead of Uncontrolled Teams Growth

New Teams and SharePoint sites are created using a guided self-service wizard with a predefined template, naming convention, and approval workflow. Each site is standardized, authorized, and ready for use from the very start.

Governance Rules Tailored to the Use Case

Sales, Production, Human Resources, and Legal each require different rules. novaWorxx’s central rule engine assigns specific templates, classifications, guest access settings, and retention policies to each department. What requires global admin configuration in the Microsoft standard is managed by novaWorxx in a differentiated manner at the business level.

Lifecycle Management for Teams and SharePoint

novaWorxx manages the entire lifecycle of spaces: creation, use, deactivation, and archiving. Status, durations, and automated actions—such as the revocation of permissions—are fully configurable and can be extended using Power Platform.

Navigation and Struktur for Teams & SharePoint

A central dashboard in Microsoft Teams provides employees with the guidance that Teams and SharePoint do not offer natively: filtering, context-aware search, and configurable views—tailored to each business unit as needed.

Structured File Storage During Cloud Migration

Existing file-sharing structures can rarely be transferred to the cloud on a one-to-one basis. novaWorxx virtualizes folder hierarchies, enriches files with metadata, and creates defined storage areas—including permissions—during the migration.

Standardized Guest Management in M365

novaWorxx standardizes the entire guest access process: from invitations to time-limited permissions to automatic deactivation in Entra ID. Compliance requirements are met without any manual effort.

How to Work with novaWorxx

Dashboard in Microsoft Teams

A central hub for all rooms, with filtering, search, and favorites. Fully integrated with Teams and configurable by business unit.

Self-Service-Assistent

Guided process for requesting new spaces, including template selection, metadata entry, and optional approval. Employees work independently, while IT retains control.

Rule Engine and Business Policies

Customizable governance rules for each area, template, and room type. Classification, guest access, retention, and naming conventions can be configured centrally.

Configuration Center

Template management, lifecycle configuration, and rule set administration—all in one place. No programming knowledge required.

What novaWorxx Offers Beyond the Microsoft Standard

Microsoft 365 comes with basic governance features. This is sufficient for simple scenarios. However, as soon as different departments require different rules, the standard solution reaches its limits. That’s where novaWorxx comes in, expanding Microsoft’s administration capabilities to include a business governance layer.

	Microsoft Standard (as of 2026)	With novaWorxx
Team Creation	Can only be controlled through a global security group. No native approval workflow and no guided assistant process.	Guided provisioning process with templates, metadata capture, and optional approval workflow.
Naming Conventions	Limited to prefix/suffix rules using fixed strings or user attributes (e.g., department). No flexible formatting options.	Fully configurable, metadata-based, and adaptable to business units and project types.
Templates	Native templates are available in the Teams Admin Center but are limited: no private/shared channels, maximum of 15 channels per template, no synchronization with existing Teams, and up to 24 hours delay.	Comprehensive template management including private channels, folder structures, Planner content, and permissions. Changes take effect immediately and can also be applied to existing workspaces.
Guest Access	Managed through sensitivity labels or manual PowerShell configuration. No self-service workflow and no automatic time restrictions.	Defined during the request process, automatically time-limited, and transparently managed, including Entra ID integration.
Retention Policies	Tenant-wide policies or manual assignment via labels. No automatic assignment by department or workspace type.	Configurable per department, template, or workspace type and assigned automatically.
Lifecycle	Global expiration policy (one expiration period for all groups). Manual archiving/deletion. No status-based workflow.	Freely configurable statuses and durations, extensible through Power Platform workflows, with automatic actions for each status.
Policies	Applied globally across the entire tenant. Differentiation requires configuration through 40+ admin roles across various admin centers or PowerShell.	Differentiated by business unit, organizational entity, or project type through a centralized rule engine.

Does novaWorxx fit in your M365 environment?

In a personalized demo, we'll show you how novaWorxx implements governance and provisioning in your specific context.

Schedule novaWorxx demo →

Union Investment Relys on Structured Governance with novaWorxx

Union Investment faced the challenge of migrating its proven collaboration structures from an on-premises SharePoint 2013 environment to the Microsoft 365 cloud. The existing in-house solution was not designed for the cloud, and developing a new one would have been time-consuming and expensive.

With novaWorxx, Union Investment was able to rely on a ready-made solution: space allocation, lifecycle management, access rights management, and navigation are now handled through novaWorxx.

Read the full Case Study →

With novaCapta, we have gained an experienced partner that complements modern Microsoft solutions with intelligent tools. novaWorxx is easy to use and even grows with our requirements.

Christopher Till Projectlead / Inhouse Consultant Union Investment

Companies that rely on novaWorxx

With novaCapta, we managed to roll out Teams together with Teams Telephony in the company within a very short time. Despite the tight schedule, the project ran smoothly, so that today we can benefit from the comprehensive advantages of the new technology.

Matthias Kraft Manager Unified Communication & Collaboration Schwäbisch Hall

Flexible in operation, up and running quickly

novaWorxx can be run on your own Azure instance or as a cloud service. Installation and setup are largely automated.

Self-hosted on your Azure instance:

Your data remains in your tenant. Full control over operations and updates.

Software as a Service:

We'll handle your operations and monitoring in Azure. You can use novaWorxx without having to manage it yourself.

1-3

days for basic setup

including: governance rules and lifecycle configurations

2-5

days of template creation

Templates can be managed entirely through the Configuration Center.

0

Programming skills required

No programming knowledge is required to configure novaWorxx.

Based on Microsoft standards: PnP Provisioning, Azure Functions, Microsoft Graph, Power Platform.
Integration with IAM systems via API and REST services.

FAQs about novaWorxx

Do I need programming skills to configure novaWorxx?

No, you don't need programming skills to configure novaWorxx. Templates, governance rules, and lifecycle configurations can be managed entirely through the Configuration Center. For advanced workflows, the Power Platform is available as a no-code/low-code extension.

Does novaWorxx only work with Microsoft Teams?

novaWorxx provisions and manages Teams, SharePoint sites, Planner, and Microsoft 365 Groups. The dashboard is fully integrated into Microsoft Teams, but can also be accessed via SharePoint.

How does novaWorxx differ from the native governance features in Microsoft 365?

Microsoft 365 offers tenant-level governance settings. novaWorxx supplements these with a business governance layer: tailored rules for each business unit, department, or project type, managed through a central rule engine rather than through distributed admin centers.

Can novaWorxx be integrated with our existing IAM system?

Yes, novaWorxx can be integrated with your existing IAM system. novaWorxx offers flexible interfaces (API, REST services) for integration with identity and access management systems. Union Investment, one of our reference clients, uses this integration with its own access management system.

Is novaWorxx an alternative to Valo Teamwork?

Yes, novaWorxx is an alternative to Valo Teamwork. Support for Valo Teamwork was discontinued in July 2025. novaWorxx covers the core functions of Valo Teamwork (provisioning, governance, lifecycle management) and expands on them with sophisticated business policies and a central rule engine.

We'd be happy to give you a demonstration of novaWorxx

My team and I would be happy to show you in a personalized demo how novaWorxx implements governance and provisioning in your M365 environment.

Wolfgang Raestrup

Head of Modern Work

More Structure for Your Digital Workplace

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