Guest User Report
Guest user report lists all guest users managed by AvePoint Cloud Governance and their corresponding information. To access the guest user report, click Guest user report on the left navigation panel under Directory.
You can perform various actions to view and manage guest users in the Guest user report.
Choose Columns
You can select the columns that you want to see in the Guest user report. Click the choose columns (
) button on the ribbon and select the names of the columns in the Choose columns panel. Then, click Save to save your choices.
View Guest User Information
To view the detailed information of a guest user, click the name of a guest user. In the view details panel, you can view the detailed guest information, such as personal information and the user who invited the guest user.
Manage Guest Users
You can perform the following actions on guest users in the Guest user report:
Guest User Renewal
You can perform the following renewal actions on selected guest users:
- **Apply** **renewal profile** – To apply a renewal profile to guest users, complete the following steps:
1. Select one or more guest users.
2. Click **Renewal** on the ribbon, and then click **Apply renewal profile.**
3. In the **Apply renewal profile** panel, select a guest user renewal profile from the drop-down list. After selecting a renewal profile, you can click **View profile details** to see the profile details. You can configure a guest user renewal profile in **Management** > **Profiles & templates** > **Guest renewal profile**. For more instructions, refer to [Configure Guest User Renewal Profiles](../manage-profiles-for-guest-users/configure-guest-user-renewal-profiles.md).
If one or more of the selected guest users have ongoing renewal processes, you can choose how to handle these guests by choosing from one of the following options:
- **Do not apply the new renewal profile to these guest users** – Select this option to skip all the guest users that have ongoing renewal processes.
- **Cancel all ongoing renewal tasks** – Select this option to cancel all the ongoing renewal tasks before the new guest renewal profile is applied to the selected guest users.
You can choose to **Send a cancellation email to the renewal task assignees** and select an email for the cancellation email. You can also view the selected email template details by clicking **View details**.
4. Click **Submit** when you finish the configuration.
Note the following:
- The existing one-time guest renewal process of the guest user will not be influenced by the newly applied renewal profile.
- If you select **None**, the currently applied renewal profile will be removed from the guest user after you save the configuration.
- **Restart renewal** – To restart the renewal process of guest users, complete the following steps:
1. Select one or more guest users.
2. Click **Renewal** on the ribbon, and then choose **Restart renewal**.
3. The **Restart renewal** window appears, asking for your confirmation.
If one or more selected workspaces have ongoing renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also see the selected email template details by clicking **View details**.
> ***Note**: Restarting renewal will cancel all ongoing renewal tasks and automated escalation tasks.
4. Click **Restart** to confirm.
- **Configure one-time renewal schedule** – To configure a one-time renewal schedule for guest users, complete the following steps:
1. Select one or more guest users.
2. Click **Renewal** on the ribbon, and then choose **Configure one-time renewal schedule**.
3. In the **Configure one-time renewal schedule** panel, define when you would like to renew the guest users by choosing and configuring one of the following options:
- **After a specific period from the guest invitation date** – Enter a number in the text box and select **Days**, **Weeks**, **Months**, or **Years** from the drop-down list. After your specified time period from the guest invitation date, a renewal task will be generated and assigned to the renewal task assignee specified in the applied guest renewal profile.
- **On a specific date** – Click the calendar () button and select a date. The renewal task will be generated on your selected date and assigned to the renewal task assignee specified in the applied guest renewal profile.
Note the following:
- If no renewal profile is applied to your selected guest users, the guest renewal task will not be generated as you configured.
- The one-time renewal schedule will not impact the periodical renewal schedule of a guest user.
4. Click **Save** when you finish your configuration.
Export Report
To export the report, including information of all guest users, complete the following steps:
-
Click Export report on the ribbon.
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In the Export report window, choose to Export to a local path or Export to a storage location. If you choose to export to a storage location, select a location from the drop-down list.
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Select a file type for the report from the drop-down list: CSV or XSLX.
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Click Export.
Remove from Cloud Governance
To remove specific guest users from AvePoint Cloud Governance as well as all related information shown in reports, complete the following steps:
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Select one or more guest users, and then click Remove from Cloud Governance on the ribbon.
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The Remove from Cloud Governance window appears, showing all your selected guest users, and the reports contain the guest user information. Select I agree that everything related to the selected guest users will be removed from AvePoint Cloud Governance.
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Click OK to remove specific guest users from Cloud Governance.
Note that it will take a while to remove guest users from Cloud Governance. You can go to Job monitor to view the job status and result.
Guest User Contact
You can perform the following actions to manage guest user contacts:
- **Apply contact election profile** – With an election profile applied to the guest user, when the primary or secondary guest user contact is deactivated, an automated nomination contact election process will start to determine the new primary guest user contact. To apply a contact election profile to guest users, complete the following steps:
1. Select one or more guest users.
2. Click **Contacts** on the ribbon, and then click **Apply contact election profile**.
3. In the **Apply contact election profile** panel, select a contact election profile from the drop-down list. After selecting a renewal profile, you can click **View profile details** to see the profile details. You can configure a guest user contact election profile in **Management** > **Profiles & templates** > **Guest** **user** **contact** **election** **profile**. For more instructions, refer to [Configure Guest User Contact Election Profiles](../manage-profiles-for-guest-users/configure-guest-user-contact-election-profiles.md).
> ***Note**: If you select **None**, the currently applied contact election profile will be removed from the guest user after you save the configuration.
- **Specify contacts** – To assign contacts for specific guest users, complete the following steps:
1. Select one or more guest users.
2. Click **Specify contacts** on the ribbon to open the **Specify contacts** panel.
3. In the **Specify contacts** panel, configure the following settings:
- **Primary contact** – Enter the name of a user to be the primary contact.
Choose whether to **Notify the primary contact when the** **guest user** **is assigned**. If you enable the notification, select an email template for the notification email from the drop-down list.
- **Secondary contact** – Enter the name of a user to be the secondary contact.
Choose whether to **Notify the** **secondary** **contact when theguest user** **is assigned**. If you select this checkbox, then you can select an email template for the notification email from the drop-down list.
4. Click **Save** to save all your configurations.
Refresh Report
You can click Refresh to refresh the guest user report.
