#Configure Automated Escalation Profiles for Site Collections

Automated escalation profiles for site collections can enable an automated escalation process when the site collection management task, such as the contact election task or renewal task, is not completed within the specified time.

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

To define automated escalation profiles for site collections, click Create > Automated escalation profile for site collection on the ribbon to open the Create escalation profile for site collection panel and configure the following settings:

1. Profile name – Enter a name for the automated escalation profile for site collections.

2. Description – Enter a description for the automated escalation profile for site collections.

3. Stage one – Configure how to manage a site collection when the site collection management task is not completed within the specified time. Choose one of the following escalation actions from the drop-down list as the first stage escalation:

   • Lock the site collection – With the option selected, configure the following settings:

     • Choose to Lock the site in “no access” status or Lock the site in “read-only” status as the site collection locking type.

     • Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be locked if the site collection management task has not been completed and has been overdue for your specified time.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

   • Delete the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be deleted if the site collection management task has not been completed and has been overdue for your specified time.

     • You can choose to Use an approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

   • Archive the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be archived if the site collection management task has not been completed and has been overdue for your specified time.

     NOTE

     This escalation action is only selectable if you have an available subscription for AvePoint Opus or AvePoint Cloud Archiving.

     • If you have an available subscription for AvePoint Cloud Archiving only, select an AvePoint Cloud Archiving profile from the drop-down list which is created in AvePoint Cloud Archiving. For more information about how to configure an Archiver profile, refer to Configure an AvePoint Cloud Archiving Profile.

       If you have an available subscription for AvePoint Opus, this field is unnecessary for you and will be hidden.

       NOTE

       For existing automated escalation profiles for site collections, after migrating AvePoint Cloud Archiving to AvePoint Opus, the profile settings will be updated automatically when editing profiles, but the original profile settings will be retained if there are backend archive jobs or when viewing profiles before the update.

     • You can choose to Use an approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

   • Microsoft 365 Archive the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be Microsoft 365 Archived if the site collection management task has not been completed and has been overdue for your specified time.

     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. Before a hub site is Microsoft 365 Archived due to escalation, it will be unregistered as a hub site first.

     • You can choose to Use an approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

   NOTE

   If you choose Lock the site collection as the first stage escalation action, you can configure the second stage escalation.

4. Stage two – When you choose Lock the site collection as the first stage escalation, you can choose to Delete the site collection, Archive the site collection, or Microsoft 365 Archive the site collection as the second stage escalation, or not take any further action after the first stage configuration.

   • Delete the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be deleted if the site collection management task has not been completed and has been overdue for your specified time.

     • You can choose to Use a unique approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

   • Archive the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be archived if the site collection management task has not been completed and has been overdue for your specified time.

     • If you have an available subscription for AvePoint Cloud Archiving only, select an AvePoint Cloud Archiving profile from the drop-down list which is created in AvePoint Cloud Archiving. For more information about how to configure an Archiver profile, refer to Configure an AvePoint Cloud Archiving Profile.

       If you have an available subscription for AvePoint Opus, this field is unnecessary for you and will be hidden.

       NOTE

       For existing automated escalation profiles for site collections, after migrating AvePoint Cloud Archiving to AvePoint Opus, the profile settings will be updated automatically when editing profiles, but the original profile settings will retain if there are backend archive jobs or when viewing profiles before the update.

     • You can choose to Use a unique approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

   • Microsoft 365 Archive the site collection – With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The site collection will be Microsoft 365 Archived if the site collection management task has not been completed and has been overdue for your specified time.

     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. Before a hub site is Microsoft 365 Archived due to escalation, it will be unregistered as a hub site first.

     • You can choose to Use an approval process for this automated action, and then select an approval process from the drop-down list.

       If a user role is specified as the approver in the selected approval process, only the $Site collection administrators or $Object admins role is available for the automatic import process.

     • You can choose to Send a reminder email to the task assignees before the escalation, and then select a reminder profile from the drop-down list.

     • You can choose to notify specific people when the escalation action is executed, and then add users or groups (Microsoft 365 Groups, distribution groups, or mail-enabled security groups) as the email notification recipients. You can also enter $ to select from available user roles. Then, select an email template from the drop-down list, and the escalation notification will be sent in your selected email template.

       NOTE

       The "$Current task assignee" role refers to the assignees of the current confirm governance details, renewal, or contact election tasks.

5. Click Save to save all your configurations.