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Take action on external sharing and guest access

Updated

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

If you've received a ShareGate notification, you are a team or group owner, and your organization's IT admin has determined that it's time to review your external sharing links and guest accesses.

For more information, see What are external sharing and guest access reviews?

Note: *The default email sender is noreply@sharegate.com, but your admin can customize the email address.

Index

How to take action

The review dashboard shows:

  • The number of external sharing links and guests to review.
  • The review timeline.
  • A list of the teams or groups to review.
  • If the teams or groups have a sensitivity tag.

To review your team or group:

  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 done, 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, while your review dashboard, on the other hand, 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, guests, or both.
  • Removing a sharing link doesn't remove the content from your team/group.

 

How long do I have to do the review?

You have 14 days from the day the first notification is sent to perform the external sharing review. The initial notification is followed by a reminder email 7 days later if the review hasn't been done.

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 done.

If you or another owner made a mistake, contact your IT team so they can fix it.

I'm not an owner, so why am I getting this notification?

You could have been assigned a team or group owner for several reasons. If you have any questions about why or when this change happened, contact your IT admin. 

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