#Configure Guest User Renewal Profiles

A guest user renewal profile enables a renewal process for users to review periodically or only once, and change guest contacts, guest users’ access to workspaces, and metadata applied to guest users.

To access Renewal profiles, click the Renewal profiles card on the Profiles & templates page.

To define guest user renewal profiles, click Create > Guest user renewal profile on the ribbon to open the Create guest user renewal profile panel and configure the following settings:

#Basic info

Configure the following basic settings:

1. Profile name – Enter a name for the guest user renewal profile.

2. Description – Enter an optional description for the guest user renewal profile.

3. Message to renewal task assignee – To customize the message that is shown to the renewal task assignees when they start the renewal process, complete the following steps:

4. Click the edit button of your desired languages.

5. In the Edit message panel, enter your desired message in the text box.

6. Click Save when you finish the configuration. The message will be shown to guest user renewal task assignees before they start to renew a guest user.

7. Default language – Select a default language for the message shown to the renewal task assignee. Note that only the languages that are enabled as available languages can be selected as the default language.

8. Conditions to initiate renewal process – Turn on the toggle of one or both of the following options to define when and how to trigger a renewal process, and then define the corresponding settings:

• Generate renewal task on schedule – Choose one of the following methods to configure the renewal schedule:

  • Configure a periodic renewal schedule – If you choose this method, configure the following settings:

    • Specify the start time of the renewal recurrence – Choose one of the following options to specify the renewal recurrence start time:

      • Guest user invited time – The time when a guest user is invited to your organization.

      • Specific time – Click the calendar button and select a specific date and time.

    • How often do you want the renewal process to initiate? – Click one of the options and configure the corresponding settings to define the recurrence of the renewal process as daily, weekly, or monthly.

    As to the periodical generation of renewal tasks for a guest user renewal process, let’s take some examples for you to have a better understanding:

    • You choose the Guest user invited time as the recurrence start time and configure the renewal recurrence as Every 7 Days. A guest user is invited to your organization’s directory via a Cloud Governance request or imported to Cloud Governance on June 1st.

      Then, the first renewal task will be generated on June 8th.

      NOTE

      • If the renewal task assignee doesn't complete the renewal task within the specified period of time, the first renewal task will be overdue and canceled. And the next renewal task will be generated according to the schedule you set here. In this example, the renewal task generation time is June 15th (7 days after the first renewal task generation time).

      • If the renewal task assignee completes the first renewal task on June 9th, the first renewal task is completed. The next renewal task will be generated on June 16th (7 days after the completion time of the first renewal task).

    • You choose the Specific time as the recurrence start time and set the start time to be January 19th, 2022 - 20:25 p.m. The renewal profile is applied to a guest user at 15:33 p.m. on March 15th, 2022.

      Then, the first renewal task will be generated at 20:25 p.m. on March 15th, 2022.

  • Manually specify each renewal task generation time – If you choose this method, to manually specify the time to generate each renewal task, click Add renewal time, select a renewal task generation time in the Add renewal time panel, and then click Save.

    NOTE

    • You can add up to 12 unique renewal task generation times.
    • A guest user can only have one renewal process on the same day.
    • The first renewal task will be generated on the time in the list that is closest to the current renewal profile applied time.
    • If all the renewal time that you added to the list is earlier than the renewal profile applied time, all renewal tasks will be generated on the same date and time in the next year.

    Below is an example of periodical generation of renewal tasks for a guest user renewal process with a specific start time:

    • You set the generation time for the first renewal task as Monday June 1st, 2020 – 12:00 and define the renewal recurrence as Daily – Every 10 Days.

      Then, the first renewal task will be generated at 12:00 a.m. on June 1st, 2020.

      NOTE

      • If the renewal task assignee doesn't complete the renewal task within the specified period of time, the first renewal task will be overdue, and a new renewal task will be generated.

      • If the renewal task assignee completes the first renewal task on June 3rd, the first renewal task is completed. The next renewal task will be generated on June 13th (10 days after the completion time of the first renewal task).

    NOTE

    If a guest user is invited to your organization's directory via a Cloud Governance request or imported to Cloud Governance later than the start time you set here, the invited time or imported time will be used to calculate the first renewal task generation time.

  • Generate the next renewal task based on the last renewal completion date – If you choose this method, configure the following settings:

    • Specify the start time of the renewal recurrence – Choose one of the following options to specify the renewal recurrence start time:

      • Guest user invited time – The time when a guest user is invited to your organization.

      • Specific time – Click the calendar button and select a specific date and time.

    • How often do you want the renewal process to initiate? – Enter a number in the text box and select Days, Weeks, Months, or Years from the drop-down list to define the renewal recurrence. When the guest user renewal task is completed, after your specified renewal recurrence interval, the next renewal task will be generated.

    With the Guest user invited time being set as the renewal recurrence start time:

    • The invited time will be used to calculate the first renewal task generation time. Start from the guest invited time, after your specified recurrence interval, the first renewal task will be generated.

      For example, the guest user is invited on April 10th, 2022, and you configure the renewal recurrence as Every 5 Days. Then, the first renewal task will be generated on April 15th, 2022.

    • If the renewal profile is applied to a guest user in the Guest user report, and the renewal profile applied time is later than the guest invited time, starting from the guest invited time, after your specified renewal recurrence interval or times of your specified renewal recurrence interval, the first renewal task will be generated.

      For example, the guest user is invited on April 10th, 2022, you configure the renewal recurrence as Every 5 Days, and the renewal profile is applied to the guest on April 28th, 2022. The first renewal task will be generated on April 30th, 2022.

    With a Specific date set as the renewal recurrence start time:

    • If the time that the renewal profile applied to a guest user is earlier than your specified start time, the first renewal task will be generated at your specified start time.

    • If the time that the renewal profile applied to a guest user is later than your specified start time, start from the renewal profile applied time, after your specified recurrence interval, the first renewal task will be generated.

    • When a renewal task is completed, the next renewal task will be generated after your specified renewal recurrence interval. The next renewal task will not be generated if the last renewal task is not completed even with the renewal recurrence configured.

• Generate a one-time renewal process – This method requires requesters to select when to start the one-time renewal process for the guest users they want to invite to your organization. You need to set a limit for business users’ configuration for the one-time renewal task generation time. The renewal process must start no later than the specific amount of time after guest users are invited to your organization. Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time.

  NOTE

  The one-time renewal process takes effect only when a guest is invited via an Invite guest user service request with the renewal profile applied, and it will not take effect when the renewal profile is applied to a guest user in the Guest user report.

Note the following:

• A guest user’s renewal process involves both the scheduled renewal and the one-time renewal configured as below:

  • Generate the next renewal task based on the last renewal completion date – Guest user invited time is specified as the renewal recurrence start time.

  • Generate a one-time renewal process – Requesters select when to start the one-time renewal process for the guest users they want to invite to your organization.

  When the scheduled renewal task is generated earlier than the one-time renewal task and is pending to be completed, in the Guest user report, the Next renewal date column of the guest user will be shown as the one-time renewal time.

• A guest user’s renewal process involves both the scheduled renewal and the one-time renewal configured as below:

  • Generate the next renewal task based on the last renewal completion date – Guest user invited time is specified as the renewal recurrence start time.

  • Generate a one-time renewal process – Requesters select when to start the one-time renewal process for the guest users they want to invite to your organization.

  When the one-time renewal task is generated earlier than the scheduled renewal task, after the one-time renewal task is completed, the one-time renewal task completion time will be the start time of the scheduled renewal process.

• A guest user’s renewal process involves both the scheduled renewal and the one-time renewal configured as below:

  • Generate the next renewal task based on the last renewal completion date – You configure a specific time as the renewal recurrence start time.

  • Generate a one-time renewal process – Requesters select when to start the one-time renewal process for the guest users they want to invite to your organization.

  When the one-time renewal task is generated earlier than the scheduled renewal task, after the one-time renewal task is completed, the one-time renewal task completion time will be the start time of the scheduled renewal process.

• A guest user’s renewal process involves both the scheduled renewal and the one-time renewal configured as below:

  • Configure a periodical renewal schedule/Manually specify each renewal task generation time

  • Generate a one-time renewal process – Requesters select when to start the one-time renewal process for the guest users they want to invite to your organization.

  The scheduled renewal process and one-time renewal process do not influence each other, and the newly generated renewal task will cancel the existing renewal task.

When you complete the configurations, click Next and go to configure settings on the next page.

#Renewal details

Configure the following guest user renewal details:

1. Renewal options – Choose what information will be displayed to the renewal task assignee for review and update, and then configure the corresponding settings:

For the information renewal, you can choose whether to Show guidance to renewal task assignee when renewal task assignees process the renewal. If you want to show guidance, select a guidance profile from the drop-down list. You can click View profile details to view the details of the selected guidance profile. You can also click the create button to create a new profile. For more information about how to create a guidance profile, refer to Configure Guidance Profiles. To retrieve the latest guidance profiles that are available, you can click the refresh button.

• Contact renewal – Allows renewal task assignees to review and modify primary and secondary guest user contacts.

  • People picker filter profile for primary contact – Select a people picker filter profile from the drop-down list, which will be applied to the primary guest user contact people picker fields in renewal tasks. The profile will determine what users are available in the people picker fields when adding guest user contacts, including search results.

    You can click View profile details to view the details of the selected people picker filter profile. You can also click the create button to create a new profile. For more information about how to create a people picker filter profile, refer to Configure People Picker Filter Profiles.

  • People picker filter profile for secondary contact – Select a people picker filter profile from the drop-down list, which will be applied to the secondary guest user contact people picker fields in the renewal task. The profile will determine what users are available in the people picker fields, including search results, for example, who can be specified as the secondary contact.

    You can click View profile details to view the details of the selected people picker filter profile. You can also click the create button to create a new profile. For more information about how to create a people picker filter profile, refer to Configure People Picker Filter Profiles..

    To retrieve the latest people picker filter profiles that are available, you can click the refresh button.

  • Choose whether to Require the task assignee to assign a secondary contact. If you enable the setting, a secondary contact is required in the contact renewal.

  • Choose whether to Notify the newly assigned contacts when renewal task assignees specify the new contacts. If you enable the notification, select an email template for the notification email sent to the new primary or secondary contact.

• Access renewal – Allows renewal task assignees to review and modify guest user access. You can define whether to allow renewal task assignees to review guest user access to Microsoft Team, Microsoft 365 Group, and Site collection.

  NOTE

  Once you select the Site collection option, ensure that your tenant has subscribed to Insights.

• Metadata renewal – Allows renewal task assignees to review and modify the values of guest user metadata. With this option enabled, choose the renewal type and complete the corresponding configurations:

  • Manual – In this renewal type, you can define a list of metadata for renewal task assignees to review and update. Click Add, select metadata that will be available to renewal task assignees in the Add metadata panel, and then click Add to list. You can also click the edit button in the Action column to modify the value of the added metadata.

  • Dynamic – In this renewal type, select a dynamic metadata profile from the drop-down list and the metadata will be loaded based on the conditions or branches defined in the profile.

2. Lifecycle management actions – Choose whether to Allow the renewal task assignee to delete a guest user during the renewal process. Once you set an approval process in the renewal profile, the deletion task will go through the approval process. The guest user will not be deleted until the task is approved. If you want to set a different approval process for the deletion action, you can select the Go through a specific approval process checkbox and select an approval process. The guest user deletion will go through this approval process.

When you complete the configurations, click Next and go to configure settings on the next page.

#Advanced settings

Configure the following advanced settings for team renewal:

• Assignment and duration – Select a stage profile from the drop-down list to define the assignment and duration of different stages that will be applied in the guest user renewal task.

  You can click View profile details to view the details of the selected stage profile. You can also click the create button to create a new profile. For more information about how to create a stage profile for guest users, refer to Configure Stage Profiles.

• Escalation – Choose whether to Enable an escalation for an overdue renewal task. With the option enabled, select a guest user automated escalation profile from the drop-down list.

• Approval process – Choose whether to Require approval before submitted renewal task changes take effect. With the option enabled, select an approval process from the drop-down list. The approver will need to approve the submitted guest user renewal task, and they can export the renewal audit report to view the detailed renewal changes before they approve or reject the task.

• Renewal process administration – Configure the renewal process administrator contact and relevant email notification:

  • Administrator contact – Add a user or group (Microsoft 365 Group, security group, distribution group, or mail-enabled security group) to be the administrator contact. This should be an administrator who is responsible for the successful completion of the renewal process.

  • Notification email template for the assigned renewal task – Select an email template for the notification email to notify the task assignees when the renewal task is assigned to them.

  • Notification email template for renewal exception – Select a renewal exception notification email template from the drop-down list. If the renewal process encounters an exception, the administrator contact will receive a notification email.

Click Save to save all your configurations.