#Configure Automated Escalation Profiles for Viva Engage Communities

Automated escalation profiles for Viva Engage communities can enable an automated escalation process when the community confirm governance details 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 Viva Engage communities, click Create > Automated escalation profile for Viva Engage community on the ribbon to open the Create escalation profile for Viva Engage community panel and configure the following settings:

1. Profile name – Enter a name for the automated escalation profile for Viva Engage communities.

2. Description – Enter a description for the automated escalation profile for Viva Engage communities.

3. Stage one – Configure how to manage a Viva Engage community when the community confirm governance details task is not completed within the specified time. Choose one of the following two escalation actions from the drop-down list as the first stage escalation:

   • Restrict access to the Viva Engage community – With the option selected, enter a number in the text box and select Days, Weeks, Months, Years as the unit of time. If a confirm governance details task has not been completed and has been overdue for your specified time, access to the community will be restricted.

     To manage the community membership and community site permissions when the community access is restricted, configure the following settings:

     • Microsoft 365 Archive the community site – Select this option to Microsoft 365 Archive the community site when access to a community is restricted.

       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.

     • Remove all Viva Engage community members – Select this option to remove all community members when access to a community is restricted.

     • Restrict posting permissions – Select this option to restrict posting permissions of a community when access to the community is restricted.

     • Change Viva Engage community admins – Choose to Remove all community admins or Demote all community admins to community members when access to a community is restricted.

       If you choose to change community admins, you must enter at least one username in the text box to specify users to take over the community admin role. If none of the specified users can be found in the Microsoft 365 tenant, the account that is used to create the Viva Engage app profile, the account in the service account pool, or the service account will become the community admin.

     • Change Viva Engage community site permissions – If you choose to change community site permissions, select one of the following results when access to a community is restricted. A restricted access community can be activated in the Cloud Governance admin center. If you choose to change the community site permissions, note the corresponding restore results for the community site:

       • Make the site read-only for community members

       • Make the site read-only for all users except the community admins

       • Remove all site permissions from users except the community admins

       • Lock the Viva Engage community site – Choose to lock the community site in no-access status or read-only status.

     • 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 specify 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 email 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.

   • Delete the Viva Engage community– With this option selected, enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The Viva Engage community will be deleted if the community confirm governance details 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.

       NOTE

       For a Viva Engage community automatic import process with this escalation profile configured, if no approval is enabled for the automated deletion, Viva Engage communities will be deleted directly by the escalation.

       If a user role is specified as the approver in the selected approval process, only the $Group/Team/Power App/Power Automate flow owner or community admin or $Object admin 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 specify 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 email 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 Restrict access to the Viva Engage community as the first stage escalation action, you can configure the second stage escalation.

4. Stage two – When you choose Restrict access to the Viva Engage community as the first stage escalation, you can choose to Delete the Viva Engage community, Microsoft 365 Archive the community site as the second stage escalation, or not take any further action after the first stage configuration. If you choose to delete the Viva Engage community or Microsoft 365 Archive the community site, configure the following settings:

   • Enter a number in the text box and select Days, Weeks, Months, or Years as the unit of time. The Viva Engage community will be deleted if the 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.

       NOTE

       For a Viva Engage community automatic import process with this escalation profile configured, if no approval is enabled for the automated deletion, Viva Engage communities will be deleted directly by the escalation.

     If a user role is specified as the approver in the selected approval process, only the $Group/Team/Power App/Power Automate flow owner or community admin or $Object admin 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 specify 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 email 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.