MyHub FAQs

A: This service is currently deployed in the Microsoft environment for all users. You can access MyHub via the MS Teams app or the web app. For more, see Getting Started: Creating a Workspace with MyHub.

A: MyHub has been configured with a series of questions to help users navigate to the Team type that best suits their needs. To learn more about the different types of Teams, see MyHub Team Types. In most Team types, the requester will be prompted to select a secondary owner/contact. This will help avoid issues if one owner or contact leaves the university, but work in the Team needs to continue. Both Contacts will be prompted when managing MyHub Renewals.

A: A workspace is a term used within MyHub that describes one or more components of the Office 365 system that are used for communication and collaboration. Workspace options include an MS Teams team, a Microsoft group, or a SharePoint Document Library. MyHub will assist people with determining the proper workspace for their needs based on their responses to the questionnaire.

A: The “Create or Join a Team” button in MS Teams no longer works for creating Teams. You will need to use the MyHub application. For more details on how to make Teams, see Getting Started: Creating a Workspace with MyHub. Upon creation of workspaces in MyHub, the owners and contacts are made (or suggested) to be the same people.

A: An Owner is a membership role built into Microsoft products that allows the individuals privileges to manage workspace settings natively. MS Teams, Groups, and SharePoint Document Libraries may have up to 100 owners per workspace. Multiple owners increase continuity and help ensure workspaces are not abandoned.

Owners can:

• Add and remove members and owners
• Change permissions inside the MS Teams app
• Owners and members typically have direct access to the data within the Microsoft workspace.

A: A Contact is a role built into MyHub. Typically, all workspaces require two MyHub contacts. Contacts are limited to two per workspace. If the MyHub contacts are not members or owners, they should be trusted individuals of the course/office/department/etc.

Contacts are responsible for the renewal of the workspace, including:

• Verifying the accuracy of the listed MyHub contacts
• Managing current membership and owners
• Filing permissions as described in Managing MyHub Renewals

Over time, the membership (and owners) of the Microsoft workspace may change, but the contact listed in MyHub is not automatically updated and needs to be manually changed. If there are no active Contacts for a workspace and it is archived, all Owners and members will lose access.

Contacts are not required to be members or owners. If a contact is neither an owner nor a member, they have no immediate/direct access to the data. Contacts manage the renewals of the workspace in MyHub, while the owners and members manage the workspace natively in the workspace. During renewals, contacts can add themselves to a Team for which they were previously not a member and thus gain direct access to the data.

A: MyHub should display all workspaces for which you are a Contact or Owner. If you do not see a workspace, it may be because you are a member and not a Contact or Owner.

A: In some cases, Chats may provide an alternative to creating Teams. Chats share many of the same collaboration features found within Teams:

• Audio/video calls
• Meetings
  • Scheduling & invitations
  • Recording of calls with 3+ people
  • Screen sharing
• File sharing
  • Files shared within Chats (vs. Teams) are stored in the OneDrive space of the person who shared the file unless those files originated from elsewhere in OneDrive.
  • Files are shared with direct access and edit rights to those in the group chat at the time.
• Any member of the group chat may leave or add/remove others from the group chat.
• Ability to name a group chat so you can link it to a specific topic or purpose for easy access; you can even have multiple group chats with the same people.

A: A Microsoft Group is intended for work that requires file storage and access to MS applications, but does not need persistent chat and collaboration tools that a Team space provides. Groups are best suited for individual users who need a workspace for themselves or multiple users who need to collaborate on documents but do not need persistent chat.

A: SharePoint Document Libraries are a feature of Microsoft SharePoint that allows users to securely store, organize, and share files with others, and makes them accessible from any device at any time. Members of the workspace can work synchronously on files.

Creating a SharePoint Document Library assigns specific features, controls, and settings to the workspace. A SharePoint Document Library is intended for work that requires file storage and collaboration, but does not need persistent chat that a Team space provides.

A: If your workspace will be used to work with or store sensitive or restricted data, submit a request to the IT Security Office before creating your workspace.

A: Responsibilities include:

• Owner is a membership role built into Microsoft products that allows them (with greater privileges than a “member”) to manage settings natively. Owners are responsible for managing the day-to-day activities in the workspaces. For example, owners can add and remove members and owners and change permissions within the workspace. ITS suggests a minimum of two owners per workspace because multiple owners increase continuity and help ensure owners are replaced if, for whatever reason, they no longer manage a particular workspace. MS Teams and Groups are limited to 100 owners per workspace.
• Contact is a role built into MyHub. Contacts are responsible for the renewal of the workspace, including a) verifying the accuracy of the listed MyHub contacts, b) managing current membership and owners, and c) file permissions as described in Managing MyHub Renewals. Typically, all workspaces require two MyHub contacts. Over time, the membership (and owners) of the Microsoft workspace may change, but the contact listed in MyHub is not automatically updated. Contacts are limited to two per workspace. If the MyHub contacts are not members or owners, they should be a trusted individual of the course/office/department/etc.

A: If you encounter options that are grayed out, you are not able to alter the selection in that field, and it is listed as read-only for informational purposes. If there is a read-only setting you would like to change, please contact ITS Support.

A: Every workspace has specific settings that are predetermined based on the template selected through the MyHub creation process. Once the space is created, you will adjust the settings in the appropriate tool.

• Owners can manage team settings and permissions in MS Teams.
• For more information on how to configure and adjust settings for a SharePoint Document Library and its contents, see the resources on Getting Started with SharePoint Document Libraries.

A: In MS Teams:

• Private means only the members added will be able to join the Teams.
• Public means that anyone in the organization can join via a link, code, or by searching in Teams, without needing approval.

In a SharePoint Document Library or Group:

• Private means only the members who have been added can view the content.
• Public means that anyone in the organization with access to the group, file, or folder link can view the content.

A: Workspaces in MyHub are created as Private. This helps ensure workspaces are created with adequate security measures.

For information on adjusting security and permissions, see MyHub Workspace Types.

A: If necessary, MyHub will request some affiliation information specific to the workspace. In most cases, this includes the College/School/Administrative Department and Local Department. For course-related workspaces, the course name, section, and year will be required.

A: MS Teams and SharePoint Workspaces are provisioned with 100GB of storage space.

A: When 75% of the storage space has been used, a Workspace Owner or Contact can submit a self-service request for a storage increase. Additional space is granted in increments of 100GB up to 500GB. Requests for Storage space between 500GB and 1 TB are reviewed by your TPOC and require departmental approval.

A: For data storage requests exceeding 1 TB in MS Teams or SharePoint workspaces, you can request a data storage consultation. It is important to provide as much detail about your storage needs as possible so that the consultation team can review the request thoroughly prior to your meeting. Disclaimer: Requesting a consultation will not ensure that your storage will be increased.

A: See Managing Microsoft Storage Use for more information on storage quotas, checking storage space used, and how to reclaim space.

A: Every workspace will be prompted for renewal according to the MyHub Renewal Policies applied. The renewal policy helps manage and remove spaces that are no longer needed. The period for renewal is dependent on the type of space that was created. Workspace contacts (typically 1 or 2 owners) will receive a renewal notice stating that they have a certain number of days to renew the space. If the owner accepts the renewal, then the renewal period will start over. If the renewal is rejected or no action is taken, the space will be archived and eventually deleted.

A: The MyHub Governance tool requires that all workspaces have a minimum of two contacts (typically chosen from the primary and secondary owners during creation). Individual User Groups and workspaces provisioned specifically for coursework, where a second owner is not suitable, MyHub Governance is listed as a Secondary MyHub Contact. The contact “MyHub Governance” does not have access to your data. MyHub Governance is an unmonitored service account. You may contact ITS to replace this service account with an active individual from the university, or you may accomplish this during workspace renewal.

Additionally, during the archival or decommissioning process of Teams, Groups, and SharePoint Document Libraries, owners are demoted to members, and MyHub Governance is added as an owner. If you are restoring a workspace, you should replace MyHub Governance with another person from the university, as described in Restoring MyHub Workspaces. For Microsoft Groups provisioned for individual users, you may choose to replace the secondary contact (MyHub Governance) with a second active individual from the university.

A: Please see the article Archiving MyHub Workspaces or Restoring MyHub Workspaces as appropriate.

A: Please see the section “What happens to archived workspaces?” at Archiving MyHub Workspaces.

A: Please contact ITS Support.