#Configure Team Renewal Profiles

A team renewal profile enables a renewal process for users to periodically review and change team governance details when a team goes through the renewal process.

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

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

#Basic info

Configure the following basic settings:

1. Profile name – Enter a name for the team’s renewal profile.

2. Description – Enter an optional description for the team’s renewal profile.

3. Message to renewal task assignee – To customize the message that is shown to the renewal task assignee 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 team renewal task assignees before they start to renew a team.

7. Default language – Select a default language for the message shown to the renewal task assignee. If a user’s Cloud Governance display language is not one of the enabled options, the message will be shown in the default language. 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 a renewal task when the team inactivity threshold reaches – Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. When a team has no activities for your specified time, a team renewal task will be generated.

     You can choose whether to Send a reminder email to the renewal task assignee before the inactivity threshold reaches. With the option enabled, select a reminder profile from the drop-down list.

   • Generate renewal tasks 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:

       • Team created time – The time when a team is created in Microsoft 365.

       • 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.

   • 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 team can only have one renewal process on the same day.

   • 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:

       • Team created time – The time when a team is created in Microsoft 365.

       • 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 team renewal task is completed, after your specified renewal recurrence interval, the next renewal task will be generated.

       For example, if you configure the recurrence as Every 10 Day(s) after the last renewal completion date, and the last renewal completion time is 2022-09-15, then the next renewal date will be 2022-09-25.

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

#Renewal details

Configure the following team 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 team 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 team contact people picker fields in renewal tasks. The profile will determine what users are available in the people picker fields when adding team 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.

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

     • 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 team 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.

   • Sensitivity label renewal – Allows renewal task assignees to review and modify the team sensitivity label. With this option enabled, select the sensitivity labels that the task assignees can choose to change to during the renewal process.

     NOTE

     To renew the sensitivity label, make sure you have completed the following configurations. Otherwise, the sensitivity labels cannot be loaded, or errors may occur in the renewal process.

     • Enable sensitivity label for specified tenants in System settings > Sensitivity labels.

     • Configure the Cloud Governance for Exchange app and assign it the compliance admin role to allow Cloud Governance to retrieve external user access and external sharing settings of sensitivity labels.

   • Membership renewal – Allows renewal task assignees to review and modify team membership. You can choose to allow task assignees to Only renew external users, or you can choose from the following membership types that the renewal task assignee can review:

     • Team owners – Allows renewal task assignees to review and modify team owners. You can choose whether to Allow the renewal task assignee to add owners. If you enable this option, the renewal task assignee can add owners to the team during the renewal process.

       Then, select a people picker filter profile from the drop-down list, which will be applied to the team owner people picker fields in renewal tasks. The profile will determine what users are available in the people picker fields when adding team owners, 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.

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

     • Team members – Allows renewal task assignees to review and modify team members. You can choose whether to Allow the renewal task assignee to add members. If you enable this option, the renewal task assignee can add members to the team during the renewal process.

       Then, select a people picker filter profile from the drop-down list, which will be applied to the team member people picker fields in renewal tasks. The profile will determine what users are available in the people picker fields when adding team members, 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.

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

   • Permission renewal – Allows renewal task assignees to review and modify SharePoint group permissions to the corresponding Microsoft 365 Group team site. To enable the permission renewal, make sure the renewal permission index has been enabled for your tenant in Settings > System settings > Renewal permission index in the Cloud Governance admin center.

     • You can choose to allow the renewal task assignee to Only renew external users, Renew site permissions and unique permissions, or Renew objects matching specific risk information.

       If you allow the renewal task assignee to Renew site permissions and unique permissions, you can choose to use Object based view or User based view for permission renewal.

       If you allow the renewal task assignee to Renew objects matching specific risk information, you need to choose the options below to define which objects get their permissions renewed:

       NOTE

       A subscription to Insights is required to utilize this option effectively.

       • Sensitivity level – Select the sensitivity of the object.

       • Exposure level – Choose how widely the object is shared.

       When the Object based view or Renew objects matching specific risk information option is selected, the following options are available:

       • Allow the renewal task assignee to grant users SharePoint permissions – With the option enabled, select a people picker filter profile from the drop-down list to limit the people picker fields in the renewal task in the Cloud Governance Portal. The profile will determine what users are available in the people picker fields when granting user permissions.

         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.

       • Allow the renewal task assignee to delete unique permissions – Choose whether to allow the renewal task assignee to delete unique permissions of objects in the site and inherit permissions from parents. Once unique permissions are removed, any sharing links of objects will be deleted.

     • Choose whether to Exclude specified permission levels from the renewal process. With the option enabled, select your desired permission levels, and your selected permission levels will not be available during the renewal process. You can also choose whether to hide the objects with the excluded permissions by choosing Yes or No.

     • Choose whether to Exclude site admins from the permission renewal process. With the option enabled, site admins will be excluded from the renewal process to prevent modification by the task assignees.

   • Site admin renewal – Allows renewal task assignees to review and modify site admins of group team sites.

     • Primary site admin – Allow renewal task assignees to review the primary site admin. You can choose whether to Allow the renewal task assignee to change primary site admin. Then, select a people picker filter profile from the drop-down list, which will be applied to the primary site admin people picker fields in renewal tasks. The profile will determine what users are available in the people picker fields to be assigned as the primary site admin, 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.

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

     • Additional site admins – Allow renewal task assignees to review and group additional site admins. You can choose whether to Allow the renewal task assignee to add additional site admins. Then, select a people picker filter profile from the drop-down list, which will be applied to the additional site admin people picker fields in renewal tasks. The profile will determine what users and groups are available in the people picker fields to be added as additional site admins, including search results.

       NOTE

       Guest users cannot be added as additional site admins by default unless the guest filter is enabled in the people picker profile. Once enabled, available guest users can be added as additional site admins.

       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 Exclude the following users or groups from the site admin renewal process. With the option enabled, specify users or groups to exclude from the site admin renewal process. These users or groups will be excluded from the renewal process and cannot be added as site admins.

   • Sharing link renewal – Allows renewal task assignees to review and manage the links that have been shared with users or groups.

     NOTE

     Make sure the renewal permission index has been enabled for your tenant in Settings > System settings > Renewal permission index in the Cloud Governance admin center.

   • Metadata renewal – Allows renewal task assignees to review and modify values of team 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.

   • Private channel renewal – Choose whether to enable private channel renewal for the team’s private channel. With the checkbox selected, you need to configure the Channel settings on the next page.

   • Shared channel renewal – Choose whether to enable shared channel renewal for the team’s shared channel. With the checkbox selected, you need to configure the Channel settings on the next page.

2. Recommended renewal actions – Configure the additional renewal actions that you recommend the renewal task assignees to perform when they complete the team renewal tasks**.**

   • Minimum amount of owners required – Specify the minimum amount of owners required in the team. The renewal task assignees may need to add owners during the team renewal process based on your specified amount.

   • Remove users who have been blocked from signing in Microsoft Entra

   • Remove all direct guest user access to high risk content

     AvePoint Cloud Governance integrates with AvePoint Insights to retrieve data and information for the renewal process. The risk level is defined by Insights, and the table below illustrates the risk level calculation based on the sensitivity level and exposure level:

     Sensitivity Level/Exposure Level	High	Medium	Low
     High	High Risk	High Risk	Medium Risk
     Medium	High Risk	Medium Risk	Low Risk
     Low	Medium Risk	Low Risk	Low Risk
     N/A	N/A	N/A	N/A

     • With a subscription to Insights, you can customize the sensitivity and exposure definitions. For more instructions, you can refer to Risk Definition Administration.

     • Without the subscription to Insights, default settings of sensitivity and exposure definitions provided by Insights will be used and cannot be customized. For more information, you can refer to Default Settings of Sensitivity and Exposure Definitions provided by Insights.

   • Remove all user permissions except default permissions granted to owners and members

   • Remove sharing links with external user access

3. Lifecycle management actions – Choose whether to allow the renewal task assignee to delete or archive the team during the renewal process.

   • Allow the renewal task assignee to delete a team

   • Allow the renewal task assignee to Microsoft 365 Archive a team

     • Choose whether to Enable team membership and team site permission changes before team Microsoft 365 Archiving. With the checkbox selected, select the team archiving profiles that are selectable when the renewal task assignee decides to Microsoft 365 Archive a team. If you allow the renewal task assignee to not select any team archiving profile, include None in your selections. To create a team archiving profile, click Create. For more information about how to create a team archiving profile, refer to Configure Team Archiving Profiles.

       In the Team archiving profile field, select a default team archiving profile from the drop-down list. Then, choose one of the following options to determine how to set the team archiving profile:

       • Require business users to configure this field – A team archiving profile is required to be selected in the renewal task. You can select a team archiving profile and business users can change the archiving profile in the renewal task.

       • Show this field as read-only to business users – You select a team archiving profile and business users cannot change the archiving profile in the renewal task.

       • Hide this field from business users – You select a team archiving profile, and it will not be shown in the renewal task.

     • Choose whether to Microsoft 365 Archive the group team site when the renewal task assignee archives a team.

       NOTE

       This option is only available when the Microsoft 365 Archive services is enabled in your Microsoft 365 admin center and you are using the commercial environment.

   • Allow the renewal task assignee to restore a team

   • Allow the renewal task assignee to Opus Archive a team

     • Choose whether to Enable team membership and team site permission changes before team Opus Archiving. With the checkbox selected, select the team archiving profiles that are selectable when the renewal task assignee decides to Microsoft 365 Archive a team. If you allow the renewal task assignee to not select any team archiving profile, include None in your selections. To create a team archiving profile, click Create. For more information about how to create a team archiving profile, refer to Configure Team Archiving Profiles.

       In the Team archiving profile field, select a default team archiving profile from the drop-down list. Then, choose one of the following options to determine how to set the team archiving profile:

       • Require business users to configure this field – A team archiving profile is required to be selected in the renewal task. You can select a team archiving profile and business users can change the archiving profile in the renewal task.

       • Show this field as read-only to business users – You select a team archiving profile and business users cannot change the archiving profile in the renewal task.

       • Hide this field from business users – You select a team archiving profile, and it will not be shown in the renewal task.

Once you set an approval process in the advanced settings renewal profile, the deletion or archiving task will go through the approval process. The team will not be deleted or archived until the task is approved. If you want to set a different approval process for the deletion or archiving action, you can select the Go through a specific approval process checkbox and select an approval process. The team deletion or archiving will go through this approval process.

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

#Channel Settings

This page only appears if you have selected to enable the private channel or shared channel renewal. Configure the following channel renewal settings:

• Private channel renewal settings

  • What user will be responsible for the private channel renewal? – Select a user role from the drop-down list, and users who take the corresponding roles will be the private channel renewal task assignee:

    • $Private channel owner

    • $Team owner

    • $Team contact

    NOTE

    If you select $Private channel owner as private channel renewal tasks assignees and there are no channel owners when generating the renewal tasks, the renewal tasks will be assigned to the channel members. When there are no channel owners or members, the renewal tasks will be assigned to team contacts or team owners who are responsible for the team renewal tasks.

  • Choose whether to Notify the assignees when the private channel renewal task is assigned. With this option selected, selected an email template from the drop-down list.

  • Choose whether to Notify the assignees when the task is submitted by another assignee. With this option selected, select an email template from the drop-down list.

  • Message to private channel renewal task assignees – To customize the message shown to renewal task assignees for your desired languages, click the edit button of your desired language, enter your desired message in the text box in the Edit message panel, click Save when you finish the configuration. The message will be shown to channel renewal task assignees before they start to renew a channel.

  • 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.

  • Choose whether to Allow private channel renewal task assignees to delete the private channel. With the checkbox selected, the private channel renewal task assignees can delete the private channel during the renewal process.

  • Choose whether to Allow private channel renewal task assignees to reassign the task to others. With the checkbox selected, the private channel renewal task assignees can reassign the task during the renewal process.

  • Choose whether to Allow team renewal task assignees to delete the private channel. With the option selected, the team renewal task assignees can delete the private channel before starting the team renewal.

  • Choose whether to Allow team renewal task assignees to assign the task to channel members. With the option selected, the team renewal task assignees can assign the task to channel members during the renewal process.

  • Choose whether to Allow team renewal task assignees to skip the private channel renewal task. With the option selected, the team renewal task assignees can skip the private channel renewal task before starting the team renewal.

  • Choose whether to enable the Private channel ownership renewal. With the option selected, the private channel renewal task assignee will be able to modify the channel ownership during the renewal process.

  • Choose whether to enable the Private channel membership renewal. With the option selected, the private channel renewal task assignee will be able to modify the channel membership during the renewal process.

  • Choose whether to enable the Private channel sharing link renewal. With the option selected, the private channel renewal task assignee will be able to modify the channel sharing link during the renewal process.

  • Choose whether to Send a reminder email to the renewal task assignee before the renewal task is overdue. With the reminder enabled, select a reminder profile from the drop-down list.

• Shared channel renewal settings

  • What user will be responsible for the shared channel renewal? – Select a user role from the drop-down list, and users who take the corresponding roles will be the shared channel renewal task assignee:

    • $Shared channel owner

    • $Team owner

    • $Team contact

    NOTE

    If you select $Shared channel owner as shared channel renewal task assignees and there are no channel owners when generating the renewal tasks, the renewal tasks will be assigned to the channel members. When there are no channel owners or members, the renewal tasks will be assigned to team contacts or team owners who are responsible for the team renewal tasks.

  • Choose whether to Notify the assignees when the shared channel renewal task is assigned. With this option selected, select an email template from the drop-down list.

  • Choose whether to Notify the assignees when the task is submitted by another assignee. With this option selected, select an email template from the drop-down list.

  • Message to shared channel renewal task assignees – To customize the message shown to renewal task assignees for your desired languages, click the edit button of your desired language, enter your desired message in the text box in the Edit message panel, click Save when you finish the configuration. The message will be shown to channel renewal task assignees before they start to renew a channel.

  • 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.

  • Choose whether to Allow shared channel renewal task assignees to delete theshared channel. With the option selected, the team renewal task assignees can delete the shared channel before starting the team renewal.

  • Choose whether to Allow shared channel renewal task assignees to reassign the task to others. With the checkbox selected, the shared channel renewal task assignees can reassign the task during the renewal process.

  • Choose whether to Allow team renewal task assignees to delete the shared channel. With the checkbox selected, the team renewal task assignees can delete the shared channel during the renewal process.

  • Choose whether to Allow team renewal task assignees to assign the task to channel members. With the option selected, the team renewal task assignees can assign the task to channel members during the renewal process.

  • Choose whether to Allow team renewal task assignees to skip the shared channel renewal task. With the option selected, the team renewal task assignees can skip the shared channel renewal task before starting the team renewal.

  • Choose whether to enable the Shared channel ownership renewal. With the option selected, the shared channel renewal task assignee will be able to modify the channel ownership during the renewal process.

  • Choose whether to enable the Shared channel membership renewal. With the option selected, the shared channel renewal task assignee will be able to modify the channel membership during the renewal process.

  • Choose whether to enable the Shared channel sharing link renewal. With the option selected, the shared channel renewal task assignee will be able to modify the channel sharing link during the renewal process.

  • Choose whether to enable the Shared channel shared with teams renewal. With the option selected, the shared channel renewal task assignee will be able to modify the shared with teams settings during the renewal process.

  • Choose whether to Send a reminder email to the renewal task assignee before the renewal task is overdue. With the reminder enabled, select a reminder profile from the drop-down list.

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 team renewal task.

  NOTE

  If the team renewal tasks are assigned to the $Object admin role, the task will be automatically reassigned to the new team owner once the team owner is changed.

  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 teams, refer to Configure Stage Profiles.

  Choose whether to Notify the assignees when the task is submitted by another assignee. With this option selected, select an email template from the drop-down list.

• Escalation – Choose whether to Enable an escalation for an overdue renewal task. With the option enabled, select a team 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 team renewal task, and they can export the renewal audit report to view the detailed renewal changes before they approve or reject the task.

• Administrator contact – 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 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.