#Start Renewal

Follow the steps below to complete the renewal progress. 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 community contact to check whether they are still correct. You can perform the following actions on the community contact 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 panel, enter the name of a user to be the primary contact, and then click Save to save your configurations.

   • Edit secondary contact – To edit the secondary contact, complete the following steps:

     1. Click Change contact.

     2. In the Update secondary contact panel, enter the name 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 panel, enter the name 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 the remove button.

   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 community.

   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 community. 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 community, 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 community.

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

   • Add admins or members – To add users as community admins or members, complete the following steps:

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

     2. Choose from Admin or Member to decide whether you want to add users as community admins or members.

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

     4. Click Save to save your configurations.

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

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

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

   When you finish, click Continue.

4. SharePoint permissions – Review the top-level community 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. 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.