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use ShareGate's inactivity management features, owners can choose to keep, delete, or archive teams and groups that are no longer active through your choice of email or the ShareGate Teams chatbot.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.
Index
- Types of notifications
- Prerequisites
- Frequency
- 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) anytime using the Ask owner(s) feature.
Prerequisites
Automated notifications
By default, policies and their automated notifications are disabled.
To send notifications, go to Policies and set up an Inactivity detection policy and/or purpose tags.
Ask owner(s) notifications
There are no prerequisites to send an Ask owner(s) notification.
Frequency
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 threshold set by your policy or a purpose tag.
When you choose to Ask owner(s), a notification is sent immediately.
Communication method
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 anytime.
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.
Email sender
By default, the email sender address is noreply@sharegate.com. You can change the email sender address in Settings. The email sender's account name will appear in the email notification's body.
Customize the 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
You can add specific users to a Do not disturb list to prevent them from receiving notifications.
What if the owner does not take action?
Owners have 14 days total to respond to inactivity notifications. If an owner doesn't respond to the first notification, a second is sent 7 days later. For security reasons, owners cannot respond to inactivity notifications after 7 days.
If an owner doesn't 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 aren't archived or deleted unless the owner or admin specifically selects that action.
Tip: Monitor inactivity from the Manage page or dashboard. Use the collaboration status to keep track of your Ask owner(s) notifications.
Training video: For more info, watch End-Users Communication Settings.