When you use ShareGate's inactivity management features, owners can choose to keep, delete, or archive teams and groups that are no longer active, through your choice of email or the ShareGate Teams chatbot.
Tip: To see what notifications look like to owners, check out Take action on inactivity. Share the article with team and group owners so they know what to expect.
- Types of notifications
- Communication method
- What if the owner does not take action?
Types of notifications
You can send team and group owners 2 types of inactivity notifications:
- Automated notifications - These notifications are automatically sent by ShareGate when a team or group has been inactive for longer than the timeline set for the Inactivity detection policy or purpose tags.
- Manual notifications - You can manually send a notification to any owner(s) at any time using the Ask owner(s) feature.
By default, policies and their automated notifications are set to off.
To send notifications, go to Policies and set up the Inactivity detection policy and/or purpose tags.
Ask owner(s) notifications
There are no prerequisites to send an Ask owner(s) notification.
ShareGate notifies all owners of a team or group; however, an owner will only receive 1 inactivity notification per day even if they are the owner of several inactive teams or groups.
Notifications are sent as soon as necessary. ShareGate automatically sends a notification when a team or group has been inactive for longer than the time set in your policy or by a purpose tag.
A notification is sent manually as soon as you use the Ask owner(s) feature.
The communication method you select will be used for every inactivity detection feature (i.e., Ask owner(s), the Inactivity detection policy, and inactivity detection notifications for purpose tags).
Choose your communication preference when you automate the Inactivity detection policy. Once you have set up your policy, you can update your communication method at any time.
If you have not yet activated the Inactivity detection policy, ShareGate will prompt you to select a communication method the first time you use the Ask owner(s) feature.
The default email sender is firstname.lastname@example.org. Change the email sender in the Settings so owners will know where the email is coming from and that it is not spam. The email sender account name will appear in the email body of the notification.
Customize email sent to owners
When you choose Email, the option Customize email sent to owners appears. In the template, select Click here to add a personalized message to add a custom note.
For an example of the email and chatbot notifications sent to owners, check out the article Take action on inactivity - Examples. Share the article with owners so they know what to expect.
Do not disturb list
It's possible to add specific users to a Do not disturb list to prevent them from being sent notifications.
What if the owner does not take action?
An owner has 14 days total to respond to the notification. If an owner does not respond to the first notification, a reminder is sent after 7 days. For security, there is an expiration of 7 days for inactivity notifications.
If an owner does not answer, the team or group remains inactive until you manually take action, until the next inactivity detection cycle, or until you send an Ask owner(s) notification.
Teams and groups will not be archived or deleted unless that action is explicitly taken.
Tip: Monitor inactivity from the Manage page and from the Inactivity dashboard. Use the collaboration status to keep track of your Ask owner(s) notifications.