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External sharing review notifications
External sharing review notifications
Updated this week

When you use ShareGate's external sharing management features, owners can review and remove unnecessary guests and links to content that should no longer be shared externally through your choice of email or the ShareGate Teams chatbot.

Tip: To see what notifications look like to owners, check out Take action on external sharing and guest access. Share the article with team and group owners so they know what to expect.

Index

Types of notifications

You can send team and group owners 2 types of review notifications:

Prerequisites

Automated notifications

By default, policies and their automated notifications are set to off.

To send notifications, go to Policies and set up the External sharing review policy and/or sensitivity 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.

An owner can only receive 1 review notification per day per sensitivity tag.

Notifications are sent as soon as necessary. ShareGate automatically sends a notification based on the start date and review recurrence you have set for the External sharing review policy or for a sensitivity tag.

A notification is sent manually when you use the Ask owner(s) feature.

Note: An owner can receive a notification for a maximum of 4 teams or groups. If they have 5 or more, they can open the review to see all their teams and groups.

Communication method

The communication method you select will be used for every review feature (i.e., Ask owner(s), the External sharing review policy, and review notifications for sensitivity tags).

You can choose your communication preference when you automate the External sharing review policy. When you have set up your policy, you can update your communication method anytime.

If you have not activated the External sharing review policy, ShareGate will prompt you to select a communication method the first time you use the Ask owner(s) feature.

Email sender

The default email sender is [email protected]. Change the email sender in the Settings so owners will know who 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.

Note: Customized emails do not support formatted text or line breaks. For optimal readability, we recommend that emails be as brief as possible.

For more information about email and chatbot notifications sent to owners, see Take action on external sharing and guest access. 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 receiving notifications.

What if the owner does not take action?

An owner has 14 days to respond to the notification. If an owner does not respond to the first notification, a reminder is sent after 7 days. For security, review notifications expire after 7 days.

If an owner does not answer, the shared links and guests remain in your environment until you manually take action, until the next scheduled review, or until you send an Ask owner(s) notification.

External sharing links and guests will not be removed unless that action is explicitly taken.

Tip: Monitor external sharing from the Manage page, Dashboard, and status emails. Use the collaboration status to keep track of your Ask owner(s) notifications.

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