#Renew Viva Engage Communities

When your administrator enables the renewal process for Viva Engage communities and selects you as the renewal task assignee, you are responsible for reviewing and updating community contacts, sensitivity label, membership, site permissions, site admins, site sharing links, and community metadata.

1. You can view the community renewal task in the following areas:

   • In the new MyHub experience > Tasks and to-dos, click Start task to access the task landing page.

   • In the legacy MyHub experience, you can find the task using one of the following methods, and click Renew to start the renewal task:

     • Click Workspaces in the left pane. On the Workspaces page, locate a community with the Action pending column value of Renew workspace. Click the community name to view details in a panel.

     • Click To-do list in the left pane. On the To-do list page, navigate to the Confirmations section. The communities that need your renewal are displayed. You can filter the tasks by Due date or Created date. Locate a community and click the view button to view details in a panel.

     • Click My tasks in the left pane. In the My tasks report, you can filter the tasks by Status, Task type, Due date, etc. Then, locate a task that needs your renewal and click the summary to view the task details in a panel.

2. Your renewal experience may vary depending on your IT administrator’s configurations:

   • If you are taken to one of the following pages, refer to Renewal Overview and Start Renewal sections to complete the renewal process.

     • New landing page – If you see intake questions at the bottom of the page, you are on the new landing page.

       NOTE

       When there are no available intake questions, the Start renewal button is displayed in the lower-right corner of the page.

     • Classic landing page – If you see the Renew Overview page with the Start renewal button displayed in the upper-right corner, you are on the classic landing page.

   • If a message appears asking if you are the correct person to renew the community, continue the following steps to complete the renewal process.

3. Click Yes to perform renewal or click No to reject renewal. If your IT administrator allows you to reassign the renewal task to another user or skip the renewal task, you can choose from the following options:

   • Yes, and I will complete the renewal process

     Click Confirm and proceed to step 4.

   • No, but I know who is responsible for the renewal process

     Enter the name of the user who is the correct person to renew the community, and then click Confirm. The renewal task will be reassigned to the user you select and you’ll no longer see the renewal task.

   • No, and I don’t know who is responsible for the renewal process

     Click Confirm. The renewal task will be assigned to the next assignee set by your IT administrator.

   If you confirm to renew the community and your IT administrator allows you to manage the community lifecycle via this task, you will be asked to confirm whether the community is still required. Choose from the following options:

   • Yes, I want to keep it

   • No, I want to delete it

     The Viva Engage community will be deleted after you click Confirm, and the renewal process is not required.

   NOTE

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

4. Contact renewal – Review the current primary and secondary community contacts to check if they are still correct. If necessary, you can assign the contact roles to other users. When you finish, click Next.

5. Permission renewal – Review user permissions and SharePoint group permissions to the Viva Engage community site to check if they are still correct. Select a user or SharePoint group to view the permission details.

   For a SharePoint group, you can perform the following actions:

   • View group members – Click View group members, and a panel will appear. You can perform the following actions on a selected group member:

     • Change group – If you choose the Change the group that the user belongs to action, select a target group from the drop-down list. If you choose the Remove the user action, choose one of the following options: Remove from the current group or Remove from the site collection. When you finish, click Save.

     • Remove user from group – Removes the selected user from the current group. Click Remove in the pop-up window to confirm.

     • Remove user fromsite collection – The user will no longer have any access to the Viva Engage community site. Click Remove in the pop-up window to confirm.

   • Edit group permission – Locate an object in the list and select a permission level from the drop-down list.

   • Remove group permission – Locate an object in the list and click the remove button. A pop-up window appears asking for your confirmation. Click Remove to confirm.

   For a user, you can perform the following actions:

   • Edit user permission – Locate an object in the list and select a permission level from the drop-down list.

   • Remove user permission – Locate an object in the list and click the remove button. A pop-up window appears asking for your confirmation. Click Remove to confirm.

   • Remove user from site collection – The user will no longer have any access to the Viva Engage community site. Click Remove user from site collection above the table. A pop-up window appears asking for your confirmation. Click Remove to confirm.

   If you want to reset your changes, click Reset.

   When you finish, click Next.

6. Membership renewal – Review the admins and/or members of the community. If necessary, you can perform the following actions:

   • Add admin – Click Add admin. In the panel, add one or more users and click Add.

   • Add member – Click Add member. In the panel, add one or more users and click Add.

   • Remove – Removes an admin or member from the community. Select a user and click Remove on the ribbon.

   • Demote to member – Demotes an admin to a member. Select an admin and click Demote to member on the ribbon.

   • Promote to admin – Promotes a member to an admin. Select a member and click Promote toadmin on the ribbon.

   If you want to reset your changes, click Reset.

   When you finish, click Next.

7. Click Submit to submit your changes.