#Site Collection Renewal

Site collection renewal allows users to periodically review and update site collection contacts, permissions, and metadata, all in one task. If you allow users to archive or delete site collections in the renewal process, they will be asked to confirm whether the site collections are still required. A site collection renewal profile can be selected when you enable the renewal process in a site collection policy.

Complete the following steps to create a site collection renewal profile:

1. In Settings, click Recertification or Renewal Management in the System group.

2. Click Create on the ribbon, select Renewal Profile, and then configure the following settings.

3. Renewal Scope – Choose Site collection.

4. Name and Description – Enter a name and an optional description in the text box for the renewal profile.

5. Category – Categories are used to organize renewal profiles. Select an existing category from the drop-down list or click Create New to create a new category.

6. Message to Renewal Process Assignee – To customize the message shown to renewal task assignees for your desired languages, complete the following steps:

   1. Click the edit button of your desired language.

   2. In the Edit panel, enter a custom message in the text box.

   3. Click Save when you finish the configuration. The custom message will be shown to renewal task assignees before they start to renew the site collection.

7. Workspace Lifecycle Management – Choose whether to Allow the renewal task assignee to delete the site collection and Allow the renewal task assignee toarchive the site collection.

   Note the following:

   • If you allow the task assignee to delete the site collection in the renewal task, you must enable site collection deletion in the site collection policy that this renewal profile will be applied to.

   • If you allow the task assignee to archive the site collection in the renewal task, you must enable site collection archiving in the site collection policy that this renewal profile will be applied to.

   • After the task assignee chooses to delete or archive the site collection, AvePoint Cloud Governance will generate a site collection deletion task or site collection archiving task. The task will follow the approval process set in the site collection policy.

8. Renewal Recurrence – Choose one of the following methods to configure the renewal schedule. For more details about the scheduled renewal process, refer to Scheduled Renewal Process Elaboration.

   • Configure a periodic renewal schedule – If you choose this method, configure the following settings:

     • Specify the start time of the renewal recurrence – Choose one of the following options to configure the renewal schedule:

       • Workspace created time – The time when a site collection is created in Microsoft 365.

       • Specific date – Click the calendar button and select a specific date and time.

     • Recurrence – Click one of the options and configure the corresponding settings to define the recurrence of the renewal process as daily, weekly, or monthly.

   • Manually specify each renewal task generation time – If you choose this method, complete the following steps to specify the time to generate each renewal task:

     1. Click Add Renewal Time.

     2. In the Add Renewal Time window, select a renewal task generation time.

     3. Click OK to add the selected renewal time to the table.

     Note the following:

     • You can add up to 12 unique renewal task generation times.

     • A site collection can only have one renewal process on the same day.

   • Generate the next renewal task based on the last renewal completion date – If you choose this method, configure the following settings:

     • Specify the start time of the renewal recurrence:

       • Workspace created time – The time when a site collection is created in Microsoft 365.

       • Specific date – Click the calendar button and select a specific date and time.

     • Recurrence – Enter a number in the text box and select Day(s), Week(s), or Month(s) from the drop-down list to define the renewal recurrence. When the site collection renewal task is completed, after your specified renewal recurrence, a next renewal task will be generated.

       For example, if you configure the recurrence as Every 10 Day(s) after the last renewal completion date, and the last renewal completion time is 2022-03-15, then the next renewal date will be 2022-03-25.

9. Duration and Escalation – Configure the duration and escalation by completing the following steps:

   1. Add assignees to the renewal task.

      • Click Add User Role and select one of the following roles from the drop-down list to have the user serving as the selected role process the renewal task.

        • $Primary site collection contact

        • $Secondary site collection contact

        • $Primary site collection administrator

        • $Additional site collection administrators

        • $Users with the Full Control permission.

        • $Manager of primary site collection contact

        • $Manager of secondary site collection contact

        For detailed descriptions of the roles, refer to Appendix F - Supported Variable Roles.

      • Click Add Microsoft 365 Group and enter a group name. The group members are responsible for the renewal task. This stage will complete once any single member of the group finishes the task.

      You can repeat this action to add multiple assignees to process the renewal task. When the renewal task assigned to the previous assignee is overdue, the task will be assigned to the next assignee successively.

   2. Order – Select a processing method for the task assignees to complete the renewal task:

      • One at a time (serial) – The renewal task assignees must complete the task one after another. If an assignee doesn’t complete the renewal task in the specified duration, the task will be assigned to the next assignee according to the specified order of assignees.

      • All at once (parallel) – The renewal task will be assigned to all task assignees at the same time. All renewal task assignees can complete the renewal task within the duration anytime. Once a task assignee completes the task, the current renewal process will be over.

   3. Set the duration for each renewal process. Enter a number in the text box and select Day(s) or Week(s) from the drop-down list as the unit.

   4. Choose whether to Allow renewal task assignees to reassign tasks to other users. If you enable this option, the renewal task assignees will be able to reassign the task to other users by choosing No, but I know who is responsible for the renewal process.

      NOTE

      A renewal task will be overdue when the task assignee of the last renewal stage doesn’t complete the task within the duration, and the task will be assigned to the administrator contact.

   5. Choose whether to Allow renewal task assignees to state they are not responsible and are unsure who is responsible to complete the renewal process. If you enable this option, the renewal task assignees will be able to choose No, and I don’t know who is responsible for the renewal process to skip the renewal task, and the task will be assigned to the administrator contact.

   6. Select a notification email template for the generation of the renewal task from the drop-down list.

   7. You can choose whether to Send a reminder email to the renewal task assignees before each renewal process is overdue. If you choose to send the reminder email, select a reminder profile from the drop-down list or click Create New to create a new profile. For details on how to configure a reminder profile, refer to Configure Reminder Profiles for Upcoming Expiration.

      NOTE

      If you choose One at a time (serial) as the renewal order, a reminder email will be sent to the task assignees of both the current and previous stages. If you choose All at once (parallel) as the renewal order, a reminder email will be sent to all specified renewal task assignees.

   8. You can Enable automated site collection locking. If the task assignee of the last renewal stage doesn’t complete the task after a designated amount of time, the renewal task will be overdue, and then the site collection will be locked after the task has been overdue for the specified amount of time.

      1. Choose the site collection locking type: Lock site collection in “no access” status or Lock the site collection in“read-only” status. Enter a number in the text box and select Day(s), Week(s), Month(s), or Year(s) as the unit of time.

      2. You can select the Send a reminder email to the lifecycle task assignees before the site collection is locked option. Before the site collection is locked, a notification email will be sent to all renewal task assignees and the administrator contact of the renewal process. With this option enabled, select a reminder profile from the drop-down list or click Create New to create a new one. For more information on configuring a reminder profile, refer to Configure Reminder Profiles for Upcoming Expiration.

      3. You can choose to Notify the following people when the site collection is locked. Select the checkbox and enter usernames in the text box. You can also enter $ to select from the following roles: $Primary site collection contact, $Secondary site collection contact, and $Primary site collection administrator. For detailed descriptions of the roles, refer to Appendix F - Supported Variable Roles.

         Select an email template from the drop-down list to notify the people specified above when the site collection is locked.

      Note the following:

      • When a site collection is automatically locked due to an overdue renewal task, the task assignee can still process the renewal task. When the task is completed, the locked site collection will be automatically unlocked.

      • With automated site collection locking enabled for the overdue renewal task, when the renewal task is overdue and a site collection is locked by escalation, no new renewal tasks will be generated anymore.

10. People Picker Filter Profile – Select a people picker filter profile if you want to limit the users or groups that will be specified in the following people picker fields in the renewal task:

    • Primary site collection contact

    • Secondary site collection contact

    You can create a people picker filter profile in the modern Cloud Governance admin center > Management > Profiles & templates. For details, refer to Configure People Picker Filter Profiles.

11. Renewal Option – The following renewal options are automatically selected:

    • Contact renewal – Allows renewal task assignees to review and modify primary site collection contact and secondary site collection contact. Choose whether to Notify the newly assigned contacts when task assignees specify 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 – Allows renewal task assignees to review and modify user and SharePoint group permissions to site collection content. You can choose to allow the renewal task assignee to:

      • Only renew external users

      • Allow the renewal task assignee toadd users to SharePoint groups

      • Exclude specified permission levels from the renewal task. – Select the checkbox and select your desired permission levels. The selected permission levels will not be available in the renewal task. You can also choose whether to Hide the objects with the excluded permissions. With this option enabled, the objects with the permission levels you select here will not be shown in the renewal task.

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

    • Metadata renewal – Allows renewal task assignees to review and modify values of site collection metadata. With this option enabled, click Add Metadata, the Add Metadata window appears. Select metadata that will be available to renewal task assignees and click Add to List.

12. Recommended Renewal Actions – Choose the additional renewal actions that you recommend the renewal task assignees to perform when they complete the site collection renewal tasks.

    • Remove all direct guest user access to high risk content

      AvePoint Cloud Governance integrates with AvePoint Insights to retrieve data and information for the renewal process. Insights defines the risk level for Microsoft 365, and the table below illustrates the risk level calculation based on the sensitivity level and exposure level:

      Exposure LevelSensitivity Level	High	Medium	Low
      High	High Risk	High Risk	Medium Risk
      Medium	High Risk	Medium Risk	Low Risk
      Low	Medium Risk	Low Risk	Low Risk
      N/A	N/A	N/A	N/A

      • With the subscription to Insights, you can customize the sensitivity and exposure definitions. For more instructions, you can refer to Risk Definition Administration.

      • Without the subscription to Insights, default settings of sensitivity and exposure definitions provided by Insights will be used and cannot be customized. For more information, you can refer to Default Settings of Sensitivity and Exposure Definitions provided by Insights.

    • Remove sharing links with external user access

13. Administrator Contact – The administrator contact should be an IT administrator who is responsible for the successful completion of the renewal process. Refer to the following instructions:

    1. A Microsoft 365 user, Microsoft 365 Group, or mail-enabled security group can be the administrator contact. Enter a username or group name in the text box.

    2. Error task notification email template – Select an error task email template from the drop-down list. If a renewal task encounters any errors, the site collection will be in the Renewal Completed with Exception status, and the administrator contact will receive a notification email. The current renewal task assignee will receive a copy of the error task notification email. Apart from the renewal task assignee, this administrator contact can also renew the site collection in the Workspaces (in the AvePoint Cloud Governance Portal) report.

    3. Renewal process overdue email template – Select a renewal process overdue email template from the drop-down list. If the renewal process is overdue, a notification email will be sent to this administrator contact.

14. Click Save to save your renewal profile.

Note the following:

• When you edit an existing renewal profile, the changes will impact all site collections that reference this renewal profile. Any changes on the renewal schedule, including renewal start time, renewal task assignee, and notification sent to contacts will take effect on future renewal tasks. Other changes will take effect on both current and future renewal tasks.

• Re-applying policy to a site collection will no longer change the site collection renewal start time if you change some settings in the policy but do not change the renewal schedule.

• For a site collection that has a pending renewal task, any Change Site Collection Settings or Change Site Collection Contact service request cannot be submitted.

#Scheduled Renewal Process Elaboration

There are three methods to configure the renewal schedule, for more information about each method, see the corresponding section below:

#Configure a periodical renewal schedule

You can refer to the following elaboration on the periodical renewal schedule:

With the Workspace created time set as the renewal recurrence start time:

• The workspace created time will be used to calculate the first renewal task generation time. Start from the workspace created time, after your specified renewal recurrence interval, the first renewal task will be generated.

  For example, a site collection is created at 14:21:57 p.m. on March 15th, 2022, and you configure the renewal recurrence as Every 1 day. Then, the first renewal task will be generated at 14:21:57 p.m. on March 16th, 2022.

• The next renewal task will be generated based on the last renewal task generation time. Starting from the last renewal task generation time, after your specified renewal recurrence interval, the next renewal task will be generated.

With a Specific date as the renewal recurrence start time:

• If the time that the renewal profile is applied to a workspace is earlier than your specified start time, the first renewal task will be generated at your specified start time.

  For example, you specified the renewal recurrence start time as 2022-03-22 14:19:30, and the renewal profile is applied to the workspace at 2022-03-15 15:33:57. Then, the first renewal task will be generated at 2022-03-22 14:29:30.

• If the time that the renewal profile applied to a workspace is later than your specified start time, start from your specified start time, after your specified renewal recurrence interval, or times of the recurrence interval, the first renewal task will be generated.

  For example, you specified the renewal recurrence start time as 2022-01-19 20:25:51, and the renewal profile is applied to the workspace at 2022-03-15 15:33:57. The first renewal task will be generated at 2022-03-15 20:25:51.

• The next renewal task will be generated based on the last renewal task generation time. Starting from the last renewal task generation time, after your specified renewal recurrence interval, the next renewal task will be generated.

#Manually specify each renewal task generation time

You can refer to the following elaboration on the manually specified renewal schedule:

• The first renewal task will be generated on the time in the list that is closest to the current renewal profile applied time.

• If all the renewal time that you added to the list is earlier than the current renewal profile applied time, all renewal tasks will be generated on the same date and time in the next year.

#Generate the next renewal task based on the last renewal completion date

You can refer to the following elaboration on the renewal task generated based on the last renewal completion date:

With the Workspace created time set as the renewal recurrence start time, the workspace created time will be used to calculate the first renewal task generation time. Start from the workspace created time, after your specified renewal recurrence interval, the first renewal task will be generated.

With the Specific date set as the renewal recurrence start time:

• If the time that the renewal profile applied to a workspace is earlier than your specified start time, the first renewal task will be generated at your specified start time.

• If the time that the renewal profile applied to a guest user is later than your specified start time, start from the renewal profile applied time, after your specified renewal recurrence interval or times of your specified renewal recurrence interval, the first renewal task will be generated.

• When a renewal task is completed, the next renewal task will be generated after your specified renewal recurrence interval. The next renewal task will not be generated if the last renewal task is not completed even with the renewal recurrence configured.