💡 Our Technical Review in summary
Summary
- Microsoft has announced the General Availability of email customization for Site Lifecycle Management (SLM) policies.
- SharePoint administrators can now tailor the notification emails sent to site owners during the execution of Inactive Sites, Site Ownership, and Site Attestation policies.
- The update is designed to help organizations align governance communications with internal branding and specific compliance requirements.
Impact
- Administrative Control: Admins gain the ability to modify the email subject line, message body, and the “Guidance URL” provided to site owners.
- User Experience: Site owners will receive clearer, context-specific instructions, which can reduce confusion and decrease internal support tickets related to site management.
- System Consistency: If no action is taken, the system will continue to use default Microsoft templates; existing policy behaviors and execution schedules remain unchanged.
- Scope: This update applies to all environments, including Worldwide, GCC, GCC High, and DoD.
Action Required
- Review Policies: Evaluate existing Site Lifecycle Management policies to determine if the default messaging meets organizational needs.
- Content Preparation: Identify and draft preferred language, ensuring the tone and instructions align with internal governance standards.
- Configuration: Navigate to the SLM policy configuration flow in the SharePoint Admin Center to input custom subject lines and body text.
- Update Guidance URLs: Ensure that any custom emails point to internal documentation or “How-to” pages by updating the Guidance URL field.
Microsoft Official Update
Service: N/A
Category: stayInformed
Severity: normal
Introduction
Email customization for Site Lifecycle Management (SLM) policies is now generally available. This update allows SharePoint admins to tailor notification emails sent to site owners during policy execution. Customizable emails help organizations provide clearer, contextual communication aligned with internal governance standards.
When this will happen:
General Availability (Worldwide, GCC, GCC High): This feature is now available for all SLM policies, including Inactive Sites Policy, Site Ownership Policy, and Site Attestation Policy.
How this affects your organization:
Who is affected:
SharePoint administrators managing SLM policies.
What will happen:
- Admins can customize subject line, message body, and guidance URL in SLM policy emails.
- Default system emails are used unless custom templates are configured.
- No changes are introduced to existing policy behavior.
What you can do to prepare:
No action is required if default templates meet your needs.
- Review internal messaging and governance guidelines.
- Identify preferred language for clearer site owner communication.
- Create or update custom email content in the policy configuration flow.
Learn more: Customize email notifications
Compliance considerations:
No compliance considerations identified, review as appropriate for your organization.
