#Configure Shared Drive Renewal Profiles

A Shared Drive Renewal profile enables users to periodically review and update shared drive contacts, permissions, sharing links, and metadata during the renewal process.

To create a Shared Drive Renewal profile, complete the following steps:

1. Navigate to Governance > Profiles.

2. Click Create profile in the upper-right corner of the page.

3. In Step 1 Basic information, complete the following settings:

   • Name – Enter a name for the Shared Drive Renewal Profile.

   • Description – Provide a brief description.

   • Assign contacts – Specify the Primary contact and Secondary contact and they will be assigned renewal tasks. You can either select a user or let the system randomly select one of the shared drive managers, content managers, or contributors as the contact. You can click Learn more about contacts for more information.

   • Then select an email template for assigned renewal task notification from the dropdown list.

   • Renewal contact – Specify a user or group to be responsible for the successful completion of the renewal process.

   • Then select email templates for renewal error and exception notifications from the dropdown list. If the renewal process encounters an error or exception, the renewal contact will receive a notification email.

4. Click Next to go to the Renewal details step.

5. In Step 2 Renewal details, complete the following settings:

   • Renewal options – Select what information will be displayed to the renewal task assignee for review and update, and configure the corresponding settings:

     • Contact renewal – Allow renewal task assignees to review and modify primary and secondary contacts for the shared drive.

     • Then select whether to notify the newly assigned contacts when renewal task assignees specify the new contacts. If you enable the notification, select an email template for the notification email sent to the new primary or secondary contact.

     • Permission renewal – Allow renewal task assignees to review and modify user and group permissions to the corresponding shared drive.

     • Sharing link renewal – Allow renewal task assignees to review and manage the links that have been shared with users or groups.

     • Metadata renewal – Allow renewal task assignees to review and modify values of shared drive metadata.

     • In the Metadata panel, click Add to select metadata that will be available to renewal task assignees. You can click the Edit icon to edit the corresponding metadata. To remove metadata, click the corresponding Remove icon, or select it and click Remove.

   • Generate renewal tasks on schedule – Select whether to disable the schedule or to generate renewal tasks automatically based on the created time of the shared drive.

   • If you enable the renewal schedule, configure How often do you want the renewal process to run. Enter a value and select the desired time unit (days, weeks, months, or years) from the dropdown list. Renewal tasks will be generated at the specified interval after the shared drive created time.

   • Generate a renewal task when the drive is inactive – Select whether to generate renewal task when the shared drive is inactive.

   • *Note: The last activity time for a shared drive is retained for 180 days, so any shared drive without a last activity time will be considered inactive for at least 180 days.

   • If you enable the settings, enter a value and select the desired time unit (days, weeks, months, or years) from the dropdown list. A renewal task will be generated when a group has no activity for your specified time.

6. Click Next to go to the Overdue, escalation, and reminder step.

7. In Step 3 Overdue, escalation, and reminder, select whether to enable Overdue options. If you enable the setting, enter a value and select the desired time unit from the dropdown list. Task will be overdue if the assignee does not complete it within the specified time.

8. You can also choose to send a reminder email to the task assignees before each renewal process is overdue, and select an email template from the dropdown list. Then select from One-time reminder and Recurring reminder to set the reminder frequency.

   • One-time reminder – Specify a number and select the corresponding time unit to determine when the email will be sent in advance.

   • Recurring reminder – Specify a number and select the corresponding time unit to determine when the email will be sent in advance. Then set up a schedule for the email to be resent at regular intervals.

9. Click Saveto create the Shared Drive Renewal profile.