Workspace Assistant 365

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Workspace Assistant 365

Automated creation of Teams and SharePoint sites with WSA365.

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Getting a grip on Teams and SharePoint

Microsoft Teams and SharePoint proliferate in many organizations. New sites, groups or teams are created ad hoc, often without clear structure, policies or lifecycle management. The result: a cluttered digital workplace, compliance risks and unnecessary pressure on IT.

With Workspace Assistant 365, you avoid this. You create and manage workspaces in a controlled, secure way. Entirely in your own Microsoft tenant.

Streamlined requests, approvals and automatic setup via established templates.

Retention, classification and guest access directly secured according to policy.

Dashboard to manage workspaces, keep them organized and findable.

Provisioning

What is Workspace Assistant 365?

Workspace Assistant 365 is a solution for Microsoft 365 that facilitates the application, creation, management and archiving of workspaces. Where organizations now often face fragmented processes and manual tasks, this solution provides a single streamlined process in which governance and compliance are immediately secured.

Everything runs entirely in your own tenant, without external databases or SaaS constructs. As a result, you keep control of your data and close Workspace Assistant 365 seamlessly with the policies and security agreements already in place within your organization. The result: workspaces that are always logically arranged, comply with internal agreements and remain easy to manage.

What does Workspace Assistant 365 get you?

With Workspace Assistant 365 you get (again) grip on your Microsoft 365 environment. IT no longer has to waste time on loose requests and managing sprawl, but can now control the process centrally and have it done automatically. Governance does not merely stuck in a policy document, but is applied directly in practice. For employees, this results in recognizable and user-friendly workspaces. For IT, it means less risk and significantly less management pressure.

New SharePoint sites are built automatically based on standard templates, with preconfigured libraries and metadata.
Retention and confidentiality labels are applied automatically (via Microsoft Purview).
Integrations with systems such as AFAS, Business Central and Salesforce ensure that customer and project information is readily available.

Frequently Asked Questions

About Workspace Assistant 365

Where does Workspace Assistant 365 run?

Workspace Assistant 365 runs entirely within dhe proprietary Microsoft and Azure tenant. This means that all data and processes remain completely under its own management remain. This allows you to benefit from Microsoft’s security standards, without depending on external parties.

How do archiving and retention policies work within WSA365?

Workspace Assistant 365 is fully integrated with Microsoft Purview and Microsoft 365 Archive. We base all the lifecycle– and retention management 100% on this Microsoft-services. Rfood labels and retention periods are automatically applied via Purview and inactive workspaces can be automatically archived according to policy with Microsoft 365 Archive. Because of this lifecycle management and compliance directly secured within your own environment.

What about security?

Security is ‘by ‘design’ included and follows principles as zero trust, least privilege and role based access control (RBAC). Authentication and authorization is through Entra ID and no sensitive credentials or API-keys stored. Data in Azure Storage is automatically encrypted and logging/monitoring run through Application Insights and Log Analytics, accessible only to authorized administrators.

What happens to customer data when the collaboration ends?

All data remains always owned by the customer. We do not store any data outside your own Microsoft 365 environment. Therefore, should the partnership end or the contract expire, the data remains available to your organization. The tooling can be removed without affecting existing workspaces or data.

Can we link with systems like AFAS or Salesforce?

Yes. Workspace Assistant 365 integrates with Salesforce, AFAS and Business Central, among others, automatically creating or updating workspaces when something changes in the source system. Metadata such as customer or project data is automatically included when the workspace is created. This prevents data from remaining scattered and disconnected, which often leads to errors or incomplete information. Other systems or applications can also be linked.

What about updates and maintenance?

I4-YOU provides support and maintenance as long as there is an active license contract. This means that we perform updates when Microsoft makes changes to the platform, and that we make improvements and new functionalities available. This is done in consultation, so that updates fit your environment. New features are added within the existing license, unless they are major enhancements or specific customization options.

What does it cost and how does the license work?

You pay a one-time fee to implement Workspace Assistant 365. After that, you pay monthly for the license and maintenance. This covers updates, support, and bug fixes. Additional requirements, such as integrations with external systems or creating additional templates, fall under additional work and are quoted separately. The licensing model is simple: an annual contract that renews automatically unless cancelled one month before expiration.

Is there a trial available?

No. Workspace Assistant 365 is not a SaaS app that you “just turn on”. It is a solution that runs entirely in your own environment and is tailored to your specific governance policy, workflows and integrations. Therefore, we always start with a implementationpath, in which we determine the setup together with you. This ensures that the solution immediately fits the organization.

As an organization itself, what do we need to get started?

In addition to a Microsoft 365 tenant and an Azure-subscription, it is important to have internal agreements on governance. Consider: who may request workspaces, who approves them, what standard templates should be there to come and what policies apply to retention and confidentiality. Our consultants guide this during the inventory and can also support in making choices for deploying Microsoft Purview and Microsoft 365 Archive.

What about audits and compliance?

Eéone of the biggest advantages of Workspace Assistant 365 is that compliance and security are ‘by design‘ are included. This means retention and classification policies are automatically applied and there is visibility into who created and manages which workspaces. Logging is maintained in Application Insightsallowing you to always have an audit trail have. This makes it much easier to demonstrate compliance with AVG, NIS2 or internal governance-requirements.

Workspace Assistant 365

Why I4-YOU is the right partner

As IT, you want to keep a grip: you wantt be sure a solution is secure, integrates well with Microsoft 365 and is scalable enough for the future. But you want t that the business can work independently, without you having to follow everything. That is exactly where we make the difference. We are Microsoft 365 experts with years of experience in setting up and managing complex environments. We speak the language of IT and understand the technical challenges you face on a daily basis. , such as proliferation, permissions, compliance and management pressures.

Our strength lies in the combination of technical depth and practical application. We know how to set up SharePoint and Teams smartly, how to governance and security by design and how to apply tooling deploy tools that make IT’s job easier makes. At the same time, we make sure that the business gets exactly what it needs: a solution that is easily is in use, without compromising making to security or manageability. With I4-YOU you get a partner who not only has the technology under control, but also understands how to translate it into daily practice. Solutions that are technically correct and supported by the organization.

Curious about additional features?

Workspace Assistant 365 is often the first step toward getting a grip on Microsoft 365. But more is needed to really secure governance and collaboration. You can think about: