#Workspace Lifecycle Management Notification Emails

AvePoint Cloud Governance will send notification emails to end users when a task is assigned. When configuring either the import template file or the automatic import profile, you may specify a policy for the imported or automatically imported workspaces, or enable the renewal process for the imported or automatically imported guests. With lifecycle management enabled in the policy, template profile, or automatic import profile—such as inactivity threshold management, lease period management, or renewal/recertification process—Cloud Governance will send notification emails to users who are responsible for the lifecycle management.

Below are a few scenarios that demonstrate when Cloud Governance notification emails may be sent. The scenarios use lifecycle management of imported or automatically imported groups/teams as examples:

• A group/team reaches the inactivity threshold.

  For imported or automatically imported groups/teams, Cloud Governance uses the group team site’s last modified time as the start time to calculate the amount of time that the group team site has no activities.

  For example, the last modified time of a group team site is March 10, 2021, and the inactivity threshold set in the policy is 1 month. If the team is imported to Cloud Governance on May 1, 2021, and Cloud Governance finds the team has reached the inactivity threshold, an inactivity threshold task will be generated, and a notification email will be sent to the user who is responsible for the team lifecycle management.

• The lease of a group/team expires.

  For imported groups/teams, Cloud Governance uses the group/team created time as the lease start time.

  For automatically imported groups/teams, the lease start time is specified in the automatic import profile (for example, using the Object created date).

  If a team was created on March 10, 2020, and the lease period configured in the policy is 365 days, and the team is imported to Cloud Governance on May 1, 2021, and Cloud Governance finds the team lease has already expired, a lease expiration task will be generated, and a notification email will be sent to the user who is responsible for the team lifecycle management.

• A group/team renewal task is generated.

  For imported or automatically imported groups/teams, the renewal recurrence start time is selected in the renewal profile.

  For example, the renewal recurrence is set as every 90 days, and the renewal recurrence start time is set as January 10, 2021. If the team is imported to Cloud Governance on May 1, 2021, a renewal task will be generated, and a notification email will be sent to the user who is responsible for the team renewal process.

If Cloud Governance has not been officially launched to end users in your organization, before workspaces or guest users are successfully imported or automatically imported to Cloud Governance, we recommend you do not enable lifecycle management in the policy, template profile, or guest automatic import profile.

After the workspaces have been imported or automatically imported, you can edit the policy to enable the lifecycle management and then apply the updated policy to workspaces for your edits to take effect. You can apply the updated workspace policy in the Site Collection Report or Team, Group, and Community Report in the classic Cloud Governance admin center or the Workspace report in the modern Cloud Governance admin center. Once the lifecycle management is enabled, end users should be notified in advance to prepare for any potential notification emails sent from Cloud Governance.

Note that if the guest renewal process is not enabled when you configure the template file or guest automatic import file after the guest users are successfully imported or automatically imported, you can enable the renewal process for guest users by applying the renewal profile to guest users in the Guest user report in the modern Cloud Governance admin center.