Owners are in the best position to define how a team or group is used and how sensitive the content is. ShareGate can help you collaborate with owners so you can better understand the business purpose and data sensitivity of teams and groups in your Microsoft environment, and apply governance policies accordingly.
First, create purpose tags and sensitivity tags that represent your organization's needs. Then, use the ShareGate Teams chatbot to send owners notifications that ask them to apply a purpose tag and sensitivity tag to their teams or groups.
Tip: To see what notifications look like to owners, check out Take action on purpose and sensitivity. Share the article with team and group owners so they know what to expect.
- Types of notifications
- Do not disturb list
- What if the owner does not take action?
- Relationship to policies
Types of notifications
You can send team and group owners 2 types of tag notifications:
- Automated notifications - These notifications are automatically sent by ShareGate when an owner creates a new team or group.
- Manual notifications - You can manually send a notification to any owner(s) at any time using the Ask owner(s) feature.
By default, automated notifications are set to off. For ShareGate to send notifications, you must activate them from the Settings.
To send notifications, go to Settings > Policies. Expand either the Purpose tags or Sensitivity tags section, then toggle on Automatically ask owners.
Note: Automating the ShareGate Teams chatbot for purpose tags will also automate our chatbot for sensitivity tags, and vice versa.
Ask owner(s) notifications
There are no prerequisites to send an Ask owner(s) request.
When an owner creates a new team or group, the ShareGate Teams chatbot will automatically send them a notification. Notifications are sent within 1-3 hours of team or group creation.
There is no limit to the number of tag notifications an owner can receive in a day. If an owner creates 10 new teams, they receive 10 notifications.
Ask owner(s) notifications
Ask owner(s) notifications are sent to team and group owners within 1-3 hours of your action.
There is no limit to the number of tag notifications an owner can receive in a day.
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, notifications expire after 30 days.
If an owner does not answer, the team or group will remain without a tag until you set the purpose and sensitivity or send another Ask owner(s) notifications.
Relationship to policies
You can set a custom external sharing review cycle for your sensitivity tags. Owners receive an email or Teams chatbot notification when it's time to review external sharing links and guest access in their teams and groups.