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Licensing - Default Retention Label to a SPO Document Library

Anonymous
2023-10-19T16:05:19+00:00

Hi - I am looking for some clarification on licensing requirements related to retention as I find the article a bit confusing and the MS support I've received thus far hasn't quite clarified it for me.

This is the specific article I'm referencing https://learn.microsoft.com/en-us/office365/servicedescriptions/microsoft-365-service-descriptions/microsoft-365-tenantlevel-services-licensing-guidance/microsoft-365-security-compliance-licensing-guidance#licensing-for-retention-label-policies

It states that:

The following deployment methods for retention labels require specific licensing:

  • Auto-apply to content that contains sensitive information
  • Auto-apply to content that contains specific words, phrases, or properties
  • Apply a default retention label to a SharePoint document library, folder, or document set
  • Using an adaptive policy scope in the retention label policy

The following licenses provide user rights for those deployment methods:

  • Microsoft 365 E5/A5/G5
  • Microsoft 365 E5/A5/G5/F5 Compliance and F5 Security & Compliance
  • Microsoft 365 E5/A5/F5/G5 Information Protection and Governance
  • Office 365 E5/A5/G5

My specific question is, if we want to "Apply a default retention label to a SharePoint document library, folder, or document set" do ALL users who are going to be working within that document library require one of the above licenses OR is it only the person (administrator) who is creating and applying the retention label that requires one of the above licenses? (I believe it's the first, but would like confirmation)

If ALL users who are going to be working within that document library require one of the above licenses, what is their experience going to be if they have a lessor license? Will the label not automatically apply to their new document? Will they not be able to work within that document library?

Thank you!
Lisa

Microsoft 365 and Office | Subscription, account, billing | For business | Other

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Anonymous
2023-10-26T01:22:52+00:00

Dear Lisa,

Thanks for your updates.

To simply say, on the legal level, the end user with at least SharePoint Online Plan 1 and Plan 2 licenses can only manually apply the retention policy to the site library items or set the default retention label to the site library which is "Apply a default retention label to a SharePoint document library, folder, or document set". But the prerequisite is that the label isn't marked as a record. If the label is marked as a record. they can't re-apply the retention label manually or set the default retention label to the site library.

Other actions like the following is all performed by the administrator in Microsoft Purview and no need to let users involved. If you want the users to perform them, except giving them the corresponding licenses, the administrator also needs to grant the corresponding roles to them.

For the detailed information, please refer to Permissions in the Microsoft Purview compliance portal | Microsoft Learn.

So if you want users to perform the administrator actions in Microsoft Purview, the answer is Yes. They needs the following licenses.

The following deployment methods for retention labels require specific licensing:

  • Auto-apply to content that contains sensitive information
  • Auto-apply to content that contains specific words, phrases, or properties
  • Using an adaptive policy scope in the retention label policy

The following licenses provide user rights for those deployment methods:

  • Microsoft 365 E5/A5/G5
  • Microsoft 365 E5/A5/G5/F5 Compliance and F5 Security & Compliance
  • Microsoft 365 E5/A5/F5/G5 Information Protection and Governance
  • Office 365 E5/A5/G5

The following retention label creation settings:

  • Start the retention period based on an event type
  • Trigger a disposition review at the end of the retention period
  • During the retention period mark items as a record or a regulatory record
  • After the retention period, automatically change the retention label,

require these specific licenses to provide users rights:

  • Microsoft 365 E5/A5/G5
  • Microsoft 365 E5/A5/G5/F5 Compliance and F5 Security & Compliance
  • Office 365 E5/A5/G5
  • Microsoft 365 E5/A5/F5/G5 Information Protection and Governance

Declare records by using retention labels | Microsoft Learn

Customize what happens at the end of the retention period | Microsoft Learn

Configure Microsoft 365 retention settings to automatically retain or delete content | Microsoft Learn

Thanks for your effort and time.

Sincerely

Cliff | Microsoft Community Moderator

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  1. Anonymous
    2023-10-20T19:54:23+00:00

    Hi Cliff,

    thank you for your response. If I am understanding correctly, without proper licensing end users will still be able to interact with the labels published to sites they have access to, but they will be in conflict with the terms and services outlined by Microsoft if they do not have the correct licensing.

    Are you able to point me in the direction of documentation from Microsoft that outlines what may happen if an organization is benefiting from features without having the appropriate licensing in place? We would like to provide it as backup with our recommendation to ensure that proper licensing is purchased for the retention features we will be implementing.

    Thank you,

    Lisa

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  2. Anonymous
    2023-10-20T09:20:57+00:00

    Dear Lisa,

    Yes, on the legal level, each user needs to be assigned a SharePoint Online license to go to the site and site library to manually apply the default retention label to the site library.

    However, on the practice level, even though the user has no license, he can still manually apply the default retention label to the site library if the site owner grant him the Edit permission. But it is not legal.

    Can user without licenses access Sharepoint Online? - Microsoft Community Hub

    So for applying the default retention label to the site library, it is legal for a user with at least SharePoint Online Plan 1 and Plan 2 licenses to do that.

    For the following actions, the users need higher licenses like what is mentioned in Microsoft 365 guidance for security & compliance - Service Descriptions | Microsoft Learn.

    1. During the retention period mark items as a record or a regulatory record
    2. After the retention period, automatically change the retention label

    Microsoft 365 E5/A5/G5

    Microsoft 365 E5/A5/G5/F5 Compliance and F5 Security & Compliance

    Office 365 E5/A5/G5

    Microsoft 365 E5/A5/F5/G5 Information Protection and Governance

    Thanks for your effort and understanding.

    Sincerely

    Cliff | Microsoft Community Moderator

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  3. Anonymous
    2023-10-19T21:18:16+00:00

    Hi George,

    Thank you for your reply, I understand testing may take time. I am also interested in understanding the licensing requirements related to the following features as well both for the users who create the labels and the end users who are interacting with the labels and labelled documents:

    1. During the retention period mark items as a record or a regulatory record
    2. After the retention period, automatically change the retention label

    The documentation outlines the following licenses are required.

    • Microsoft 365 E5/A5/G5
    • Microsoft 365 E5/A5/G5/F5 Compliance and F5 Security & Compliance
    • Office 365 E5/A5/G5
    • Microsoft 365 E5/A5/F5/G5 Information Protection and Governance

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  4. Anonymous
    2023-10-19T20:46:16+00:00

    Hi Lisa,

    Thanks for posting in the community. We are happy to help you.

    From your situation, we need to do some tests first and research on our side, we'll appreciate it if you can understand that it will take some time to give you more effective suggestions according to the test results. We will update our reply as soon as possible.

    Thanks for your understanding and cooperation.

    Sincerely,

    George | Microsoft Community Moderator

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