#Cloud Governance Integrated Management

EnPower integrates with Cloud Governance to provide the lifecycle management of your cloud shared/resource mailboxes and hybrid shared mailboxes. With Cloud Governance subscription, you can edit the Cloud Governance metadata applied, manage contacts, perform renewal, and configure the Cloud Governance registration.

*Note: A subscription to the Cloud Governance for Microsoft 365 is required for lifecycle management. If you would like to subscribe to Cloud Governance, contact your AvePoint account manager. For more information on Cloud Governance, refer to the .

For detailed instructions, refer to the following sections.

#Edit Cloud Governance Metadata

If you have a Cloud Governance for Microsoft 365 subscription, you can manage the Cloud Governance metadata applied to the cloud shared/resource mailboxes or hybrid shared mailboxes in EnPower. To add, remove, or edit the values of metadata of a mailbox, complete the following steps:

1. Select a mailbox and click Edit metadata on the ribbon.

2. In the Edit metadata panel, all existing Cloud Governance metadata applied to the mailbox are listed. You can:

   • Click Add metadata to apply new metadata to the mailbox. In the Add metadata panel, select the metadata to add and click Add in the lower-right corner.

   • Click Remove to remove certain metadata from the mailbox.

   • Edit the metadata values.

3. Click Save.

To edit metadata of multiple mailboxes at a time, complete the following steps:

1. Select multiple mailboxes and click Edit metadata on the ribbon.

   *Note: You can only bulk edit metadata for mailboxes in the same tenant.

2. In the Edit metadata panel, select the bulk operation:

   • Add metadata – Select to apply new metadata to the mailboxes. Then, select the metadata to add and enter their values.

   • Remove metadata – Select to remove certain metadata from the mailboxes. Then, select the metadata to remove.

   • Remove metadata and add new ones – Select to remove all existing metadata from the mailboxes and add new ones. Then, select the metadata to add and enter their values.

   • Update metadata with new values – Select to update values of certain metadata applied to the mailboxes. Then, select the metadata and enter their new values. If the specified metadata to update are not applied to the mailboxes, the action will be skipped. Only mailboxes with specified metadata can be updated.

3. Click Save.

#Manage Shared or Resource Mailboxes’ Contacts

In EnPower, you can specify primary and secondary contacts for the shared mailboxes’ lifecycle management in both Cloud Governance and EnPower. You can also apply contact election profiles here to enable an automated contact nomination process when the original primary and secondary contacts are deactivated.

*Note: Contact election profile can now only be applied to cloud shared/resource mailboxes.

#Specify Contacts

To specify primary and secondary contacts of shared mailboxes or resource mailboxes, complete the following steps:

1. In the Mailboxes or Resources tab, select one or more shared mailboxes and click Specify contacts on the ribbon.

2. In the Specify contacts panel, search and select users for Primary contact and Secondary contact. You can also select Notify the contact when the mailbox is assigned checkbox to send notifications to the specified contacts.

3. Click Save. A process will start the contact assignment.

#Apply Contact Election Profile

To apply a contact election profile to shared mailboxes, complete the following steps:

1. Select one or more shared mailboxes and click Apply contact election profile on the ribbon.

2. In the Apply contact election profile panel, complete the following configurations:

   • Contact election profile – Select a contact election profile to apply. For details on creating contact election profiles in Cloud Governance, refer to, refer to .

   • How do you want to handle mailboxes that have ongoing contact election tasks – When you are applying profile to mailboxes in the Preparing renewal report, Renewal completed with exception, Renewal in progress, Renewal overdue, or Renewal pending phase, select one of the following options:

     • Do not apply the new profile to these mailboxes

     • Cancel all ongoing contact election tasks, escalation tasks, and apply the new profile

3. Click Save. The process will start to apply the contact election profile.

#Export Contact Details

To export detailed information of resource mailboxes’ contacts into an Excel file, complete the following steps:

1. In the Resources tab, click Export and select Export mailbox details in the action list.

2. In the Export mailbox details panel, select the details to export. Both Primary contact details and Secondary contact details can be exported. The report will include the resource mailboxes’ address and user principal names of the contacts.

   To include Job title, Department, and Company name of the contacts in the report, select the corresponding checkbox in Other user details.

3. Click Export. The process will start to generate the file. The generated file can be downloaded to your local device in Process Center.

#Renew Shared Mailboxes

Cloud/Hybrid shared mailbox renewal allows users to periodically review and update the shared mailbox contacts, permissions, and metadata all in one task. In EnPower, you can apply the renewal profiles you have created in AvePoint Cloud Governance to your shared mailboxes, restart the renewal process, and assign renewal tasks. Refer to the following sections for more details.

#Apply Renewal Profile

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

1. Select the shared mailboxes to apply the renewal profile to.

2. Click Apply renewal profile on the ribbon.

3. In the Apply renewal profile panel, select the renewal profile to apply. For details on creating renewal profiles in Cloud Governance, refer to .

4. Select how you want to handle shared mailboxes that have ongoing renewal tasks from one of the following actions:

   • Do not apply the new profile to these mailboxes – Select this option to skip all shared mailboxes that have ongoing tasks.

   • Cancel all ongoing renewal tasks, escalation tasks, and apply the new profile – Select this option to cancel all the ongoing tasks before the new profile is applied. If selected, you can also select a checkbox to Send a cancellation email to the task assignees and select the email template to use.

5. Click Save to update the changes.

#Restart Renewal

To restart the renewal process of shared mailboxes, complete the following steps:

1. Select the shared mailboxes to restart the renewal process.

2. Click Restart renewal on the ribbon.

3. In the confirmation window, select whether to Send a cancellation email to the task assignees. To send, select the email template to use.

4. Click Apply. The process will start to restart the renewal process for the selected shared mailboxes.

#Assign Renewal Tasks

Apart from the existing renewal task assignees, you can also specify a user to assign the renewal task to and let the newly assigned user become the task assignee. To assign renewal tasks, complete the following steps:

1. Select the shared mailboxes whose renewal tasks are to be assigned.

2. Click Assign renewal tasks on the ribbon.

3. In the Assign renewal tasks panel, specify the user to add as the assignee.

4. Click Save. The process will start to assign the task.

#Auto-Complete a Renewal

To complete the renewal process using auto-complete, follow the steps below:

1. Select one or more shared mailboxes.

2. Click Auto-complete renewal on the ribbon.

3. The Auto-complete renewal window appears, providing two-phase statuses. When the renewal process is completed, the phase will be changed upon your selection. You can select:

   • In compliance

   • Renewal canceled

   If one or more selected shared mailboxes have renewal tasks, you can choose to send a cancellation email to the task assignees and select the email template to use.

4. Click Save.

#Remove Mailboxes from Cloud Governance

To remove registered mailboxes from AvePoint Cloud Governance, complete the following steps:

1. On the Exchange > Mailboxes page, select one or more mailboxes to remove. The selected mailboxes must have been registered in Cloud Governance. You can find them with the Registered filter under Governance details category.

2. Click on the ribbon to expand the action list and click Remove from Cloud Governance.

3. In the confirmation window, select I agree that everything related to the selected mailboxes will be removed from AvePoint Cloud Governance. Then, click Remove. The process will start to remove the selected mailboxes from Cloud Governance.