Automated policies let you set up recurring governance actions in ShareGate Protect, keeping your tenant clean without ongoing manual intervention.
The first action supported is sharing link deletion, with more actions planned for future releases.
Note: Automated policies are currently only available through sharing link-related Insights.
How policies work
When a policy is active, ShareGate Protect automatically checks your tenant approximately every 24 hours.
Any sharing links that meet all the policy's conditions at the time it runs are automatically deleted.
There is currently no option to configure a custom schedule. All actions performed by a policy are recorded in the Activity Log.
Create a policy
Policies are created directly from sharing link-related Insights, either on the Overview or Insights page.
Navigate to a sharing link-related Insight.
From the Insight summary view, click Create policy, or open the Policies tab.
On the policy creation page, click the pencil icon next to the default title to give your policy a new name.
Define your conditions to target the sharing links you want to remove. Select Add rule to add a filter to your Conditions. You'll have access to the same filters you use to create sharing link reports.
As you add conditions, ShareGate Protect displays how many existing links currently match your rules. Select that number to open a preview report in a new tab, where you can review the full list before activating the policy.
When you're satisfied with your conditions, either save the policy as inactive (draft) or launch it immediately.
Note: When you create a policy from an Insight, that Insight's default rule is included automatically and cannot be removed.
Activate a policy
When launching a policy, you'll be shown how many links currently match your conditions and what action will be automatically performed. You must select I understand the risk to confirm and launch the policy.
You can also activate or pause a policy at any time from the Policies tab by toggling the switch on the policy card.
Manage your policies
Policies are displayed as cards in the Policies tab of the Insight from which they were created.
Each card shows the policy's trigger, conditions, action, and current active status.
From the three-dots menu on a policy card, you can:
Edit the policy's name and conditions.
View activity (Opens the Activity Log filtered to all actions performed by that policy).
Delete the policy.
Track policy activity
All actions performed by policies are recorded in the Activity Log alongside any manual actions. Each entry shows the date, action performed, objects involved, and the policy name.
You can use the Source filter in the Activity Log to display actions performed by policies separately from manual actions.
Current limitations
Conditions are additive: links must match all configured rules through an "And" condition.
Actions performed by a policy cannot be undone.
Policies cannot dispatch notifications to end-users.