Getting your organization's users ready

After dealing with the technical setup, we have some pointers on how to introduce our tool to the employees in your organization.

Change management is hard since users have to learn a new way of doing things, which can be scary. That's why we recommend that you spend some time getting users ready before we start sending emails and doing bulk cleanups.

Explain that there is a new service coming

As new tools come, Tricent is very unthreatening. Make sure the users know that we will not delete anything and that we are just here to make life easier and safer for them. An outline of the initial communication could look something like this:

Hi {user},

 

In about a week, on {date}, we will be introducing a new tool to help you clean up shared files. When it starts running, you will receive some emails detailing what externally shared files it is currently wanting to unshare, as well as when they will be unshared if you do nothing.

 

If you do not want the files to be unshared, you can follow the link in those emails and extend the sharing period very easily. So don't worry about losing anything.

 

You can see a short video about how Tricent works by clicking here.

 

When we get closer to the launch date, you will get a reminder about this, as well as details on a bulk cleanup, where we unshare all files that have been shared but not modified for more than a year.

 

For now, there is nothing more for you to do, but we wanted to let you know that something is coming. You can learn more about the process at support.tricent.com.

 

All the best,

Your friendly IT department

That, or something like it, should give a basic explanation of what is going on. It can be a good idea to have a statement about the dangers of sharing files externally for too long, coming from the top of the organization as well, to underline the importance.

Give a heads-up that users will start receiving notification emails soon 

A few days before launch, follow up with another email detailing the communications they will receive from us, as well as what happens. 

Hi again {user},

As we wrote about recently, we are now rolling out the service Tricent to the organization.

That means you will soon start receiving emails showing a list of files to clean up. You will receive this email seven, three, and one day before the automatic unshare.

If you don't want the files to be unshared, you can click on the link in the email and easily extend the sharing period.

You can see a short video about how Tricent works by clicking here and learn even more about the tool at support.tricent.com.

 

All the best,

Your friendly IT department

If you plan to do bulk clean-ups (and you should), let your users know ahead of time

It is almost always good to start with a bulk clean-up session where you unshare all files that have not been modified for 12-18 months to get rid of legacy sharings. But before doing so, we recommend that you inform your users of the what, when, and why of that cleanup.

We also recommend that you schedule such a clean-up once or twice every year to get to the bottom of your organization's older shared files.