#Renew Guest Users in Bulk

When your administrator enables bulk renewal for guest users and assigns you as the renewal task assignee, you will be responsible for reviewing and updating guest user contacts, access permissions, and metadata.

To access bulk renewal tasks for guest users, go to Tasks and to-dos in the new MyHub experience.

Bulk renewal tasks are named Renew guest users followed by the number of guest users included in this task. To start a bulk renewal task, click the task name or click Start task.

#Overview

On the Renew guest users page, all guest users included in this bulk renewal are listed. You can review the guest user list and confirm whether you are responsible for this renewal task in the Confirm responsibility section at the bottom of the page:

• Yes, I'll review them - You can proceed to renew the guest users.

• No, assign someone else - Select this option if you are not responsible for this task. You may see one of the following options based on your IT administrator's configurations:

  • If your organization allows you to reassign or skip the task, the Reassign task window appears, you can:

    • Reassign the task by choosing I know who is responsible for this renewal and specifying the new assignee.

    • Skip the task by choosing I don't know who is responsible for this renewal. An administrator will be notified to assign the responsible contact.

    Click Confirm to proceed.

  • If your IT administrator only allows you to skip the task, click OK in the confirmation window to skip the task.

  • If your IT administrator only allows you to reassign the task, specify the new assignee and click OK.

If you are responsible for this renewal, you can decide how to handle each guest user:

• Renew individually - Click Renew individually to exclude the guest user from this bulk renewal and process them through an individual renewal task.

• Remove from organization - Click Remove from organization to remove the guest user from your organization's directory.

Guest users who are not selected for individual renewal or removal from the organization will be renewed in bulk within the current task.

When you finish, click Start renewal to begin the renewal process.

#Start Renewal

Follow the steps below to complete the renewal process. Note that the steps below list all renewal options provided by AvePoint Cloud Governance. The information available to you for review and update is defined by your IT administrator.

1. Contact - Review the current primary and/or secondary guest user contacts to verify they are still correct. You can perform the following actions on guest user contacts if necessary. Note that the primary contact and secondary contact cannot be the same person.

   • Update primary contact - To update the primary contact, complete the following steps:

     1. Click Change contact.

     2. In the Update primary contact window, enter the name or email address of a user to be the primary contact, and then click Save to save your configurations.

   • Update secondary contact - To update the secondary contact, complete the following steps:

     1. Click Change contact.

     2. In the Update secondary contact window, enter the name or email address of a user to be the secondary contact, and then click Save to save your configurations.

   • Add secondary contact - To add a new secondary contact, complete the following steps:

     1. Click Add secondary contact.

     2. In the Add secondary contact window, enter the name or email address of a user to be the secondary contact, and then click Save to save your configurations.

   • Remove secondary contact - To remove the secondary contact, click Remove contact in the upper-right corner.

   When you finish, click Continue to proceed.

2. Access - Review the spaces that the guest users were invited to. On this page, guest user access is categorized by space. You can view a space by clicking View group/team/site collection.

   To remove a guest user's access from a specific group or team, click the remove button to the right of the user.

   To remove all guest user access to a space, click Remove all guest user access to this space at the bottom of a space. Once removed, all listed guest users will no longer have access to any resources in that space.

   When you finish, click Continue to proceed.

3. Metadata - Review the current metadata values to verify they are still correct. On this page, users with matching metadata values are grouped together. Any change you make to a metadata value will apply to all listed guest users.

   If you want to change the metadata value for an individual user, click Change next to the user. In the Edit guest user details window, specify the new metadata values and click Save.

   When you finish, click Continue to proceed.

4. Review and submit - You can review all changes made in each step on this page. If no further edits are required, click Submit to submit this renewal task.

   To make any changes before submission, you can:

   • To undo a specific change, click the Undo button next to it.

   • To undo all changes made in the contact, access, or metadata renewal, click Undo all in the upper-right corner of the corresponding section.

   • To make other changes, click Back to return to the related page and make updates.