#Cloud Governance Integrated Management

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

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 guest users in EnPower. To add, remove, or edit the values of metadata of a guest user, complete the following steps:

1. Select a guest user and click Edit metadata on the ribbon.

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

   • Click Add metadata to apply new metadata to the guest user. 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 guest user.

   • Edit the metadata values.

3. Click Save.

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

1. Select multiple guest users and click Edit metadata on the ribbon.

   NOTE

   You can only bulk edit metadata for guest users in the same tenant.

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

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

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

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

3. Click Save.

#Specify Contacts

You can specify the primary and secondary contacts of your guest users in EnPower to allow specific users to manage them. To assign contacts for specific guest users, complete the following steps:

1. Select the guest users 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 guest user 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 guest user 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 guest users to the contacts.

#Apply a Contact Election Profile

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

1. Select one or more guest users 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 Configure Guest User Contact Election Profiles.

   • How do you want to handle guest users that have ongoing contact election tasks – When you are applying profile to guest users 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 guest users

     • 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 Guest Users

Guest user renewal allows you to periodically review and update the guest user 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 guest users, restart the renewal process, and assign renewal tasks. Refer to the following sections for more details.

#Apply a Renewal Profile

To apply a renewal profile to guest users, complete the following steps:

1. Select the guest users to apply the renewal profile to. For details on creating renewal profiles in Cloud Governance, refer to Configure Guest User Renewal Profiles.

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 guest users that have ongoing renewal tasks from one of the following actions:

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

   • Cancel 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 guest users, complete the following steps:

1. Select the guest users 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 guest users.

#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 guest users 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 a Renewal

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

1. Select one or more guest users.

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 guest users 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 Users from Cloud Governance

Both Cloud Governance registered users and guest users can be removed via EnPower.

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

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

2. Click More actions button 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 user will be removed from AvePoint Cloud Governance. Then, click Remove. The process will start to remove the selected users from Cloud Governance.