#Renew Shared Drives

Renewal management enables administrators to oversee the governance lifecycle of shared drives through structured workflows. Administrators can apply renewal profiles to define review processes, restart ongoing renewals when needed, and auto-complete renewal phases to maintain compliance. The system supports assigning renewal tasks to specific users and designating primary and secondary contacts for streamlined oversight. These features ensure shared drives remain actively managed and aligned with organizational policies throughout their lifecycle.

To leverage renewal management related functionalities in Administration, a subscription to the Governance module is required. For more details, refer to Governance.

#Apply Renewal Profile

To apply a renewal profile to shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or the action list icon to the right of the table row to expand it and select Apply renewal profile.

   Or click the drive’s name to go to the shared drive details page and click Apply renewal profile on the left pane.

2. In the Apply renewal profile window, select a renewal profile. You can click View profile details to check the details of the profile to apply.

3. Click Apply and the renewal process will start based on the profile configurations. Or click Apply and start renewal process to apply the profile and trigger the renewal right away.

#Start Renewal

To manually start the renewal process of shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or the action list icon to the right of the table row to expand it and select Start renewal.

   Or click the drive’s name to go to the shared drive details page and click Start renewal on the left pane.

2. In the Start renewal window, select whether to send a cancellation email to the task assignees and select an email template for the cancellation email.

   NOTE

   Restarting renewal will cancel all ongoing renewal tasks。

3. Click Start renewal.

#Specify Contacts

Contacts are individuals designated as the primary or secondary managers responsible for overseeing a shared drive’s governance, including handling renewals and policy compliance. Specifying these contacts ensures that renewal tasks are assigned to those familiar with the shared drive, rather than relying solely on administrators.

To specify contacts for shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or the action list icon to the right of the table row to expand it and select Specify contacts.

   Or click the drive’s name to go to the shared drive details page and click Specify contacts on the left pane.

2. In the Specify contacts window, complete the following configurations:

   • Primary contact – Search for and select the primary contact.

   • Secondary contact – Search for and select the secondary contact. Secondary contact cannot be the same as primary contact.

   • Notify contacts when the user is assigned – Select whether to send the assignment notifications to the contacts. If notification is enabled, select a notification template. For more details on email templates in the system, refer to Configure Email Templates.

3. Click Assign.