#Viva Engage Community Renewal

Community renewal allows users to periodically review and update community contacts, admins, members, metadata, and Viva Engage community site permissions, all in one task. If you allow users to delete communities in the renewal process, they will be asked to confirm whether the communities are still required. A community renewal profile can be selected when you enable the renewal process in a community policy.

Complete the following steps to create a community 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 Viva Engage community.

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 for 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 Viva Engage community.

7. Workspace Lifecycle Management – Choose whether to Allow the renewal task assignee to delete the Viva Engage community.

   Note the following:

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

   • After the task assignee chooses to delete the community, AvePoint Cloud Governance will generate a community deletion task. The task will follow the approval process set in the community 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 community 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 community 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 Viva Engage community 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 community renewal task is completed, after your specified renewal recurrence interval, the 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 of 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 community contact

        • $Secondary community contact

        • $Community admins

        • $Manager of primary community contact

        • $Manager of secondary community contact

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

      • Click Add Group and enter the name of a Microsoft 365 Group, security group, distribution group, or mail-enabled security group. 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 the renewal task to other users. If you enable this option, the renewal task assignees will be able to reassign the renewal 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.

   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.

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

    • Contact renewal – Allows renewal task assignees to review and modify primary and secondary contacts of Viva Engage communities. Choose whether to Notify the newly assigned contacts when renewal task assignees specify the new contacts. If you enable the notification, select an email template for the notification email sent to the new primary or secondary contact.

    • Membership renewal – Allows renewal task assignees to review and modify community membership. You can choose to allow task assignees to Only renew external users, or you can configure the following membership renewal settings:

      • Membership type – Choose from the following membership types that the renewal task assignee can review:

        • Viva Engage community admins – Allows renewal task assignees to review community admins. You can choose whether to Allow the renewal task assignee to add admins. If you enable this option, the renewal task assignee can add admins to the community during the renewal process.

        • Viva Engage community members – Allows renewal task assignees to review community members. You can choose whether to Allow the renewal task assignee to add members. If you enable this option, the renewal task assignee can add members to the community during the renewal process.

    • Permission renewal – Allows renewal task assignees to review and modify SharePoint group permissions to the corresponding Viva Engage community site. You can choose to allow the renewal task assignee to Only renew external users or Allow the renewal task assignee to add users to SharePoint groups.

    • 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 Viva Engage community metadata. With this option enabled, click Add Metadata, and the Add Metadata window appears. Select metadata that will be available to renewal task assignees and click Add to List.

11. Recommended Renewal Actions – Choose the additional renewal actions you recommend the renewal task assignees to perform when they complete the community renewal tasks.

    • Minimum amount of admin required – Specify the minimum amount of admins required in the community. The renewal task assignees need to add or remove admins during the community renewal process based on your specified amount.

    • Remove users who have been blocked from signing in Microsoft Entra

    • 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 all user permissions except owners and members

    • Remove sharing links with external user access

12. 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 community 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 community in the Workspaces report in the AvePoint Cloud Governance Portal.

    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.

13. Click Save to save your renewal profile.

Note the following:

• When you edit an existing renewal profile, the changes will impact all communities 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 a policy to a community will no longer change the community renewal start time if you change some settings in the policy but do not change the renewal schedule.

• For a community that has a pending renewal task, any Change Community Settings service requests 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 Viva Engage community 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 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.