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FOR END-USERS

 1. ShareGate
 2. Management
 3. ShareGate Teams chatbot
 4. For end-users




ARTICLES IN THIS SECTION

 * Take action on external sharing and guest access
 * Take action on inactivity
 * Take action on purpose and sensitivity


TAKE ACTION ON EXTERNAL SHARING AND GUEST ACCESS

Updated 2 months ago
Follow

As a team or group owner, you might receive an email* or ShareGate Teams chatbot
notification that asks you to review guests and sharing links.

This notification is sent because your IT admin uses ShareGate to make sure that
external sharing links and guest access are reviewed---and removed if no longer
needed.

For more info, check out the FAQ Why am I receiving a notification to review
guests and sharing links?

Note: *The default email sender is noreply@sharegate.com, but your admin has the
option to set a custom email address.


INDEX

 * How-to take action
   * Examples
 * How long does the review last?
 * What happens if there is more than 1 owner?


HOW-TO TAKE ACTION

With ShareGate, your IT admin can send a review notification using the External
sharing review policy, by setting custom reviews for sensitivity tags, or by
sending a direct notification. Your review process is the same in all three
situations.

When you receive the notification, it will include:

 * The number of external sharing links and/or guests to review.
 * The review timeline.
 * A list of the teams and/or groups in the review.
 * If a sensitivity tag applies to the teams and/or groups.

To get started:

 1. Click Start review (in the email) or Start external sharing review (in the
    chat) to open your personalized external sharing review dashboard.
    
    Tip: If your teams/groups have a sensitivity tag that needs review, the
    dashboard prompts you to do so. For example, "It's time to review guests and
    external sharing links for the Confidential sensitivity tag!"
 2. Click Start Review.
 3. If there are guests to review - Review the guests listed. Click Remove to
    remove a guest. Click Undo if you change your mind.
    * When finished reviewing guests, click Review external sharing links at the
      bottom of the page or proceed to step (5).
 4. If there are external sharing links to review - Review the external sharing
    links listed. Click Delete to remove sharing links. Click Restore if you
    change your mind.
 5. When you're finished, click Complete review at the bottom of the page.

The confirmation page shows you when to expect the next review.

Your IT admin will receive notice that you have completed the review!

Notes:

 * You might notice a discrepancy between the notification and the review
   dashboard. The notification represents a snapshot of items at the time the
   review starts. Your review dashboard however reflects the current status of
   your teams and groups.
 * Depending on your IT admin's Microsoft setup, you may be asked to review
   external sharing links or guests---or both!
 * Removing a sharing link does not remove the content from your team/group.


EXAMPLES

Examples of the notifications you could receive from our chatbot or in your
inbox:




HOW LONG DOES THE REVIEW LAST?

You have 14 days from the day the first notification is sent to perform an
external sharing review. The first notification is sent at the start of the
review, followed by a reminder email 7 days later if the review is not complete.

For security purposes, the links in the notifications expire after 7 days.


WHAT HAPPENS IF THERE IS MORE THAN 1 OWNER?

The review exists on a first-come, first-served basis. If an owner reviews a
team or group, the other owners will see that the review has been completed.

If you think you or another owner made a mistake, contact your IT team so they
can make the right changes.

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RELATED ARTICLES

 * Take action on inactivity
 * Ask owners about external sharing links and guest access
 * Set up and automate the External sharing review policy
 * External sharing management features overview
 * ShareGate Teams chatbot overview

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