Go to the Settings to set up and automate policies, select your storage for archiving, and customize notifications.
Index
Policies
Select Policies to set up and automate your governance policies.
Inactivity detection
Set the inactivity time period that suits your organization and toggle on Ask owners automatically for the inactive policy to begin.
Choose our chatbot or email as your preferred communication method. Now, if a team or group has no activity (for longer than the time period you set with the policy), the owners will be automatically asked to take action.
For more details about the Inactivity detection policy, check out Inactivity management features overview.
Note: This policy applies to teams and groups that become inactive in the future, and does not apply to teams and groups that are currently inactive. You can ask owners to take action on existing teams and groups as a bulk action from the Manage page.
Purpose tags
Use purpose tags to identify team and group business purpose at-a-glance. Set a custom inactivity threshold for each purpose tag so the amount of time teams and groups can be inactive is based on their business purpose.
Toggle on Automatically ask owners to activate the ShareGate Teams chatbot. Our chatbot will automatically ask owners to apply a purpose tag when they create a new team or group.
For more information, see Purpose tags overview.
Note: This automation applies to newly created teams and groups and does not apply to existing teams or groups. You can ask owners to apply a purpose tag to existing teams and groups from the Manage page.
External sharing review
Toggle on Automate adding teams to review to activate your default External sharing review policy. Now, if a team or group has external sharing links or guests, owners will automatically receive a notification to take action based on the review frequency you set.
Set the review start date, the amount of time to pass between each review, and your preferred communication method.
For more information on the External sharing review policy, see External sharing management features overview.
Tip: All teams and groups in your Microsoft environment are automatically included in your default external sharing review cycle. To create custom reviews based on data sensitivity, see Sensitivity tags overview - Relationship to external sharing reviews.
Sensitivity tags
Use sensitivity tags to organize teams and groups by data sensitivity level and apply security settings accordingly. Set a custom external sharing review cycle for each sensitivity tag so external sharing links and guests are reviewed and removed based on the data sensitivity of the teams and groups.
Toggle on Automatically ask owners to activate the ShareGate Teams chatbot. Our chatbot will automatically ask owners to apply a sensitivity tag when they create a new team or group.
For more information, see Sensitivity tags overview.
Note: This automation applies to newly created teams and groups and does not apply to existing teams or groups. You can ask owners to apply a sensitivity tag to existing teams and groups from the Manage page.
Notifications
Select Notifications to configure your admin alerts (i.e. the monthly digest, the governance alerts, and the external sharing review status emails).
Recipient account
This account receives all admin notifications. The default recipient is the account used when consenting ShareGate during first sign-up.
To set a specific recipient, start typing a name or email address in the Email or contact name field. ShareGate will display a list of options. Once found, select the account.
The account that currently receives the admin notifications is shown under Current account.
For more information on the account requirements, see Email sender and Recipient account requirements.
Monthly digest
The monthly governance digest gives you a visual summary of what's going on with teams in your environment, including reports on developing problems and actions you can take.
Use the radio buttons to receive your monthly digest by Microsoft Teams chatbot or email.
To change the account that receives the digest, see Recipient account above.
For complete details, see Monthly governance digest.
Governance alerts
Keep up-to-date with what's happening to teams in your tenant through ShareGate Teams chatbot governance alerts.
Use the toggles to choose which alerts you want to receive, then customize their frequency.
To change the account that receives the digest, see Recipient account above.
For complete details, see Governance alerts.
Communications
Select Communications to update team and group owner preferences, such as adding users to the Do not disturb list.
Email sender
The default email address used to send notifications to team and group owners is: noreply@sharegate.com.
To replace the default email address with something more recognizable, start typing a name or email address in the Email or contact name field. ShareGate will display a list of options. Once found, select the account.
The account currently used to communicate with owners is shown under Current sender.
For more information on the account requirements, see Email sender and Recipient account requirements.
Do not disturb list
You can add specific users to the Do not disturb list to prevent them from receiving any notifications (i.e. email or our chatbot).
Start to type the name of a valid email address or contact name in the search field and results will appear. Once found, select the desired user and they will be added to the list.
Storage
ShareGate provides a complimentary Azure storage account for all your archiving needs. This storage account is located in Microsoft Azure's East US 2 region, is secure at all times (at rest and in transit), and stored with 3 layers of encryption.
For more information about data security with ShareGate storage, see Is my data secure?
If you prefer to use your own Azure storage solution, select Setup your own Azure storage. For more information, see Set up your own Azure storage account.