#Guest User Report

Guest user report lists all guest users managed by AvePoint Cloud Governance and their corresponding information. To access the guest user report, select Guest user report on the left navigation panel under Directory.

You can perform various actions to view and manage guest users in the Guest user report.

#Choose Columns

You can select the columns that you want to see in the Guest user report. Select the choose columns button on the ribbon and select the names of the columns in the Choose columns panel. Then, Save to save your choices.

#View Guest User Information

To view the detailed information of a guest user, select the name of a guest user. In the view details panel, you can view the detailed guest information, such as personal information and the user who invited the guest user.

#Manage Guest Users

You can perform the following actions on guest users in the Guest user report:

#Guest User Renewal

You can perform the following renewal actions on selected guest users:

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

  1. Select one or more guest users.

  2. Renewal on the ribbon, and then select Apply renewal profile.

  3. In the Apply renewal profile panel, select a guest user renewal profile from the drop-down list. After selecting a renewal profile, you can select View profile details to see the profile details. You can configure a guest user renewal profile in Management > Profiles & templates > Guest renewal profile. For more instructions, refer to Configure Guest User Renewal Profiles.

     If one or more of the selected guest users have ongoing renewal processes, you can choose how to handle these guests by choosing from one of the following options:

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

     • Cancel all ongoing renewal tasks – Select this option to cancel all the ongoing renewal tasks before the new guest renewal profile is applied to the selected guest users.

       You can choose to Send a cancellation email to the renewal task assignees and select an email for the cancellation email. You can also view the selected email template details by selecting View details.

  4. Submit when you finish the configuration.

  NOTE

  • The existing one-time guest renewal process of the guest user will not be influenced by the newly applied renewal profile.

  • If you select None, the currently applied renewal profile will be removed from the guest user after you save the configuration.

• Restart renewal – To restart the renewal process of guest users, complete the following steps:

  1. Select one or more guest users.

  2. Renewal on the ribbon, and then choose Restart renewal.

  3. The Restart renewal window appears, asking for your confirmation.

     If one or more selected workspaces have ongoing renewal tasks, you can choose to send a cancellation email to the task assignees and select an email template for the cancellation email. You can also see the selected email template details by selecting View details.

     NOTE

     Restarting renewal will cancel all ongoing renewal tasks and automated escalation tasks.

  4. Restart to confirm.

• Configure one-time renewal schedule – To configure a one-time renewal schedule for guest users, complete the following steps:

  1. Select one or more guest users.

  2. Renewal on the ribbon, and then choose Configure one-time renewal schedule.

  3. In the Configure one-time renewal schedule panel, define when you would like to renew the guest users by choosing and configuring one of the following options:

     • After a specific period from the guest invitation date – Enter a number in the text box and select Days, Weeks, Months, or Years from the drop-down list. After your specified time period from the guest invitation date, a renewal task will be generated and assigned to the renewal task assignee specified in the applied guest renewal profile.

     • On a specific date – Select the calendar button and select a date. The renewal task will be generated on your selected date and assigned to the renewal task assignee specified in the applied guest renewal profile.

     NOTE

     • If no renewal profile is applied to your selected guest users, the guest renewal task will not be generated as you configured.

     • The one-time renewal schedule will not impact the periodical renewal schedule of a guest user.

  4. Save when you finish your configuration.

#Export Report

To export the report, including information of all guest users, complete the following steps:

1. Export report on the ribbon.

2. In the Export report window, choose to Export to a local path or Export to a storage location. If you choose to export to a storage location, select a location from the drop-down list.

3. Select a file type for the report from the drop-down list: CSV or XSLX.

4. Export.

#Remove from Cloud Governance

To remove specific guest users from AvePoint Cloud Governance as well as all related information shown in reports, complete the following steps:

1. Select one or more guest users, and then select Remove from Cloud Governance on the ribbon.

2. The Remove from Cloud Governance window appears, showing all your selected guest users, and the reports contain the guest user information. Select I agree that everything related to the selected guest users will be removed from AvePoint Cloud Governance.

3. OK to remove specific guest users from Cloud Governance.

Note that it will take a while to remove guest users from Cloud Governance. You can go to Job monitor to view the job status and result.

#Guest User Contact

You can perform the following actions to manage guest user contacts:

• Apply contact election profile – With an election profile applied to the guest user, when the primary or secondary guest user contact is deactivated, an automated nomination contact election process will start to determine the new primary guest user contact. To apply a contact election profile to guest users, complete the following steps:

  1. Select one or more guest users.

  2. Contacts on the ribbon, and then select Apply contact election profile.

  3. In the Apply contact election profile panel, select a contact election profile from the drop-down list. After selecting a renewal profile, you can select View profile details to see the profile details. You can configure a guest user contact election profile in Management > Profiles & templates > Guest user contact election profile. For more instructions, refer to Configure Guest User Contact Election Profiles.

  NOTE

  If you select None, the currently applied contact election profile will be removed from the guest user after you save the configuration.

• Specify contacts – To assign contacts for specific guest users, complete the following steps:

  1. Select one or more guest users.

  2. Select Specify contacts on the ribbon to open the Specify contacts panel.

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

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

       Choose whether to Notify the primary contact when the guest user is assigned. If you enable the notification, select an email template for the notification email from the drop-down list.

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

       Choose whether to Notify the secondary contact when theguest user is assigned. If you select this checkbox, then you can select an email template for the notification email from the drop-down list.

  4. Save to save all your configurations.

#Refresh Report

You can select Refresh to refresh the guest user report.