#Cloud Governance Integrated Management

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

Note the following:

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 sites in EnPower. To add, remove, or edit the values of metadata of a site, complete the following steps:

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

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

   • Click Add metadata to apply new metadata to the site. 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 site.

   • Edit the metadata values.

3. Click Save.

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

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

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

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

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

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

   • Remove metadata and add new ones – Select to remove all existing metadata from the sites 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 sites. Then, select the metadata and enter their new values. If the specified metadata to update are not applied to the sites, the action will be skipped. Only sites with specified metadata can be updated.

3. Click Save.

#Specify Contacts

If you have a subscription to Cloud Governance for Microsoft 365, you can specify the primary and secondary contacts of your SharePoint sites in EnPower to allow specific users to manage the site. To assign contacts for specific sites, complete the following steps:

1. In the SharePoint sites tab, select the sites to specify contacts for.

2. Click Specify contacts on the ribbon.

3. In the Specify contacts panel, configure the following settings:

   • Primary contact – Enter the name of a user to be the primary contact.

     Select whether to Notify the contact when the SharePoint site is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

   • Secondary contact – Enter the name of a user to be the secondary contact.

     Select whether to Notify the contact when the SharePoint site is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

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

#Apply a Contact Election Profile

To apply a contact election profile created in Cloud Governance to SharePoint sites, complete the following steps:

1. In the SharePoint sites tab, select one or more sites 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 SharePoint sites that have ongoing contact election tasks – When you are applying profile to workspaces 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 SharePoint sites

     • 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.

#Renew SharePoint Sites

SharePoint site renewal allows users to periodically review and update the site 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 workspaces, restart the renewal process, and reassign renewal tasks. Refer to the following sections for more details.

#Apply Renewal Profile

To apply renewal profile to SharePoint sites, complete the following steps:

1. In the SharePoint sites tab, select the sites to apply the renewal profile to. For details on creating renewal profiles in Cloud Governance, refer to .

2. Click Apply renewal profile on the ribbon.

3. In the Apply renewal profile panel, select the renewal profile to apply.

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

   • Do not apply the new profile to these SharePoint sites– Select this option to skip all sites 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 SharePoint sites, complete the following steps:

1. Select the sites to restart the renewal process.

2. Click Restart renewal on the ribbon.

3. In the confirmation window, select how do you want to handle sites that have ongoing renewal tasks. You can either skip the newly triggered task or cancel the ongoing tasks. If Cancel the ongoing task is selected, 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 sites.

#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 SharePoint sites 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 reassign the task.

#Auto-Complete Renewal

To manually complete the renewal process of a SharePoint site by auto-complete, follow the steps below:

1. Select one or more SharePoint sites.

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 SharePoint sites 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 SharePoint Sites from Cloud Governance

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

1. In the SharePoint sites tab, select one or more sites to remove. The selected workspaces 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 SharePoint sites will be removed from AvePoint Cloud Governance. Then, click Remove. The process will start to remove the selected workspaces from Cloud Governance.

#Check and Export Timeline

To view all renewal audits, profile changing history, and metadata edits, click the name of a SharePoint site to go to the Site details page. In the Governance details tab, all changing history and predicted changes are listed in the Timeline section.

You can filter certain action logs by using the Action type and Date range filters above the table.

To export the timeline of sites, complete the following steps:

1. In SharePoint > SharePoint sites, select the sites whose timeline you want to export.

2. Click Export selected objects and then click Export timeline.

3. On the Export renewal timeline panel, select the content to export:

   • Details to export – Select the timeline components. You can select from Renewal audits and Metadata log.

   • Time range – Select the time range within which the records will be exported.

4. Click Export. A process will start to export the report. You can then download the report in Process center.