Tricent for Microsoft 365 - Settings area

This section contains the settings related to the involvement of your organization's users in the cleanup process. As you may know, users will receive email notifications when files or teams are about to be unshared.

To save the changes you make, click SAVE SETTINGS in the section footer.

Global user-driven cleanup settings

The green or red dot in this line indicates whether or not all settings in this section (Global user-driven cleanup settings) are active. Toggling the entire section on and off happens in the footer at the bottom of the section.

Setting the section to INACTIVE means that no email notifications will go out to users and that none of the settings in this section takes effect.

When set to ACTIVE, emails go out 24 hours later at the earliest.

Cleanup these (Azure AD) users only

Clicking MANAGE here will allow you to include or leave out the users in specific user groups in the user-driven cleanup. The items listed in the sidebar list are the Microsoft 365 groups in your Azure Active Directory.

You may want to create new groups in your Azure Active Directory to help a more organized and controlled cleanup process in the Tricent tool.

Cleanup items on these apps/services

This setting allows you to limit the cleanup to certain apps/services in your Microsoft environment.

This can be useful if your organization, for instance, has the approach that the users' OneDrive is for personal or private documents. If that's the case, simply exclude OneDrive from the user-driven cleanup.

Include teams in cleanup

Toggling this feature allows you to leverage the knowledge of team owners in the cleanup process. When you toggle the switch on, an extra setting will open called Suggest teams to cleanup for these users only.

Suggest teams to cleanup for these users only

Cleaning up teams is done by team owners by default if Include teams in cleanup is toggled. However, using this setting, you can choose to limit the cleanup to only teams with owners in one or more Azure Active Directory groups.

Clicking MANAGE will open a side panel where you can select the groups you want to include.

If you tick Allow selected users portal access, the selected users will be granted access to the Tricent tool. Once you hit Okay, these users will have access to Insights.

Run the cleanup every

This indicates how often you want the user-driven cleanup process to run. Check out how the email notifications work right here.

In cleanup emails, ask the user to consider no more than

When the cleanup process runs, users will receive notification emails when they have shared items that are about to be unshared. In the email, the Tricent tool lists several items. Using this setting, you can define the number of items on that list.

The list will contain the most pressing items with the shortest time to expire at the top.

Exclude files/teams for cleanup that are younger than

With this setting, you can ensure a grace period for files, folders, and teams that have been created recently. These items will not be included in the user-driven cleanup. An admin can, however, ask a file/folder owner to keep sharing or not by using the actions in the Insights area during the set grace period.

Files can be shared externally for a maximum of

This sets the amount of days files/folders are allowed to be shared externally. Using a timeframe that is easily communicable to your organization - such as 365 days - can be a good idea.

Teams can be shared externally for a maximum of

This sets the number of days teams are allowed to be shared externally. Using a timeframe that is easily communicable to your organization - such as 365 days - can be a good idea.

Calculate cleanup date from

Using the dropdown here allows you to pick whether the cleanup date on the shared file, folder, or team is calculated from...

• Last modified - changes to the properties of the item, for instance, alterations in permissions and renaming of the file or simply saved activity on the item itself.
• Created - the time when the item was created.

Allow user-driven cleanup on weekends

The user-driven cleanup will also happen on weekends (Saturdays and Sundays) when toggled on. This means that users will also receive notification emails and cleanup will be carried out during those days.

Automated cleanup

The settings in this section form the basis of your automated cleanup process. This is the cleanup that runs automatically in the background to ensure compliance.

To save changes to the settings, click SAVE SETTINGS in the section footer.

Automated cleanup

The green or red dot in this line indicates whether or not all the settings in this section (Automated cleanup) are active. Toggling the entire section on and off happens in the footer at the bottom of the section. 

Cleanup these (Azure AD) users only

Clicking MANAGE here will allow you to include or leave out the users contained in specific user groups in the automated cleanup. The items listed in the sidebar list are the Microsoft 365 groups in your Azure Active Directory.

Cleanup items on these apps/services

This setting allows you to limit the cleanup to certain apps/services in your Microsoft environment. 

This can be useful if your organization, for instance, has the approach that the users' OneDrive is for personal or private documents. If that's the case, simply exclude OneDrive from the user-driven cleanup.

Automatically stop sharing inactive files/folders/teams externally after

This sets the number of days inactive files, folders, and teams are allowed to be shared externally.

As this setting and the one below are quite blunt instruments that can have far-reaching consequences, we have included a little "are you sure?" dialogue when toggling.

Using a timeframe that is easy to communicate to your organization - such as 100 days - can be a good idea if you choose to use this setting.

Automatically stop sharing files/folders/teams externally that are older than

This sets the maximum age allowed for files and teams shared externally. Using a timeframe that is easy to communicate to your organization - such as 365 days - can be a good idea, if you choose to use this setting.

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