#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.

#Before You Start

Note the following before you start the renewal:

• The renewal steps below list all renewal options provided by AvePoint Cloud Governance. The information available to you for review and update is defined by your administrator.

• If your team has private channels or shared channels and there are pending channel renewal tasks that are assigned to you and have not been completed yet, when you click Start renewal, the Channel renewal task window appears and displays all channel renewal tasks. In the window, you can perform the following actions:

  • Skip channel renewal – You can select the renewal tasks and click Skip on the ribbon or click More actions > Skip to skip these renewal tasks.

  • Delete channel – If the channels are no longer required, you can select channels and click Delete channel on the ribbon or click More actions > Delete channel. Note that you can only delete channels only if your administrator allows you to delete them.

  • Assign task assignee – You can select a renewal task and click Assign users to specify channel members as additional channel task assignees.

  • Renew channel – If you want to process the incomplete channel renewal tasks, click Go to task in the Task status column and you will be redirected to the landing page of the channel renewal task in a new tab to complete the renewal.

  • Chat with renewal assignee – If you want to chat with the channel renewal task assignee before you perform any actions on the channel, you can click the task assignee user name in the Task assignee column. In the Task assignee window, hover your mouse over an assignee, and then click Start a Teams chat in the user’s profile and go to chat with the user in Microsoft Teams.

  • Renew channel – As a team contact or team owner, if you have been specified as a private channel or shared channel renewal task assignee for the meantime by your administrator, a renewal task will be generated and assigned to you. For instructions on how to renew a channel, refer to Renew Private Channel.

After you skip all channel renewal tasks, delete all channels, or finish all incomplete channel renewal tasks, you can click Continue to proceed with the team renewal.

1. Contact – Review the current primary and secondary group/team contact to check whether they are still correct. If necessary, you can assign the contact roles to other users by clicking Change contact.

   Then, in the Update primary contact/Update secondary contact panel, enter the name of a user to be the primary/secondary group/team contact. Or you can choose a contact from existing owners by clicking the add button, and the administrator you select will be the new primary/secondary contact. Then, click Save to save your configurations.

   If you want to clear all the contact changes that you made, click Reset all.

   When you finish, click Continue to proceed.

2. Sensitivity label – Review the sensitivity label applied to the group team site.

   If necessary, you can change the sensitivity label by selecting the I want to change sensitivity label to checkbox and selecting a sensitivity label from the drop-down list.

   Settings of the new sensitivity label will determine what external sharing and privacy settings will be applied to the group team site. If external user access is no longer allowed based on the new label setting, a message, “The new sensitivity label you applied does not allow users outside your organization to access this workspace anymore.”, is displayed on the Membership and SharePoint permissions renewal pages.

   If there are existing guest users in the group team site, an additional message is displayed following the above message. You can click remove all in the additional message to remove all existing guest users from this group team site.

3. Membership – Review the owners and/or members of the group/team. If necessary, you can perform the following actions:

   NOTE

   The membership of Loop workspaces created from this team’s channel is dynamically synchronized with the team’s membership. Adding or removing team members will automatically grant or revoke their access to these workspaces.

• Add owners or members – To add users as group/team owners or members, complete the following steps:

  1. Click Add on the ribbon to open the Add user panel.

  2. Choose from Owner or Member to decide whether you want to add users as group/team owners or members.

  3. Enter one or more usernames in the text box.

  4. Click Save to save your configurations.

• Remove – Remove an owner or member from the group/team. Select a user and click Remove on the ribbon or click More actions > Remove.

• Demote to member – Demotes an owner to a member. Select an owner and click Demote to member on the ribbon or click More actions > Demote to member. Note that whether you can see this button depends on your administrator’s configuration.

• Promote to owner – Promotes a member to an owner. Select a member and click Promote to owner on the ribbon or click More actions > Promote to owner. Note that whether you can see this button depends on your administrator’s configuration.

If you want to clear your membership changes, click Reset all on the ribbon.

When you finish, click Continue.

4. SharePoint permissions – Review the SharePoint top-level site permissions and unique permissions on objects, or the unique SharePoint permissions for users and groups, to check if the permissions are still correct. To perform the permission renewal, follow the instructions in the SharePoint Permission Renewal section.

   When you finish, click Continue.

5. Site admin – Review the primary and additional site admins to check whether they are still correct. If necessary, you can update the site admins. The following actions are available in the site admin renewal:

• Change primary site admin – To change the primary site admin, complete the following steps:

  >[!NOTE] > Once the primary site admin is changed, the original primary site admin will be removed from site admins.

  1. Select the primary site admin and click Change primary site admin on the ribbon.

  2. In the Change primary site admin panel, enter the name of a user to be the primary site admin.

     You can also choose the primary site admin from additional site admins by clicking the add button, and the additional site admin you select will be the primary site admin.

  3. Click Save to save your edits.

• Add additional site admin – To add additional site admins, complete the following steps:

  1. Click Add on the ribbon.

  2. In the Add site admin panel, enter the name of users or groups to be additional site admins.

  3. Click Save to save your edits.

• Remove additional site admin – Select one or more additional site admins and click Remove on the ribbon to remove the additional site admins.

If you want to clear all the site admin changes that you made, click Reset all.

When you finish, click Continue to proceed.

6. Sharing link – Review the objects that have been shared with users or groups. You can perform the following actions to a selected link in the list:

• Remove the link – To remove a link that you don’t want to share anymore, click Remove the link on the ribbon, or click More actions > Remove the link.

• Copy the link – To copy the link of an object, click More actions > Copy the link.

• For links that have been shared with specific people, you can remove the user’s access by completing the following steps:

  1. Navigate to an object, and click Specific people in the Link access column.

  2. In the permission details panel, select one or more users whom you want to remove their access to the link, and then click Revoke access on the ribbon.

  If you want to clear the removal changes that you made, click Reset all on the ribbon.

If you want to clear the sharing link changes that you made, click Reset all on the ribbon. Note that the recommended actions that have been executed cannot be reset.

Note that you may see the recommended renewal action in the Recommendation area during the sharing link renewal process, and the action is recommended to perform by your IT administrator. If you agree to execute the renewal action, click Do it for me. AvePoint Cloud Governance will execute the corresponding action after you submit the renewal task.

When you finish, click Continue.

7. Metadata – Review the current metadata values to check if they are still correct. If necessary, you can update the metadata values.

8. When you finish, click Submit to submit your renewal changes.