How to Configure OneDrive Review Policies

Admins can configure Orchestry's OneDrive Review policies to automate regular reviews of sharing links, clean-up version history and hide files from search and Copilot.

How to Configure a OneDrive Review Policy

OneDrive Review policies can be configured with a mix of different steps, allowing admins to curate different policies for different users and scenarios.

The general steps to create a OneDrive Review policy are as follows:

1. From the 'Automations' page (OneDrive > Automations), click NEW
2. From 'Name tab, apply a NAME and DESCRIPTION for the new policy
3. From the 'Configuration' tab
   1. Select ACTIONS from the 'Actions' tab
   2. Configure each ACTION on their respective page
4. From the 'Execution' tab:
   1. Configure the trigger type: REGULAR RECURRANCE or EVENT-BASED
   2. Configure the NOTIFICATION CADENCE for the tasks assigned from this policy
   3. Add a CANCELLATION step (optional)
5. From the 'Confirm' tab, click SAVE to publish the new policy

The WELCOME Page | Orchestry Review Policy Actions

When users open a OneDrive Review task, the first page shown is the 'Welcome' page.   This page can help set the tone and expectations of this task for your end users.

To configure the 'Welcome Page' page, admins should:

1. Add customized HELPER TEXT
2. Modify the POSITION of the text (optional)

The SEARCH AND VISIBILITY Page | Orchestry Review Policy Actions

Admins can let end users show or hide their OneDrive content from M365 search and Copilot.  

To configure the 'Search & Copilot Visibility' page, admins should:

1. Add customized HELPER TEXT

There are no additional customizations required for this page.

The VERSION CLEANUP Page | Orchestry Review Policy Actions

Admins can recover M365 tenant storage by (1) enforcing a one-time clean-up of version history on OneDrive accounts, and (2) setting limits on version history moving forward.

To configure the 'Version Cleanup' page, admins should:

1. Add customized HELPER TEXT
2. Enable the ONE-TIME CLEAN-UP of version history
   1. choose how MUCH version history is cleaned up
3. Enable a MAXIMUM LIMIT on version history
   1. choose how Orchestry deletes old version history (by age and/or number of versions)
4. Enable or disable 'skippable libraries'.  Useful if user has more than one library in the parent site.
5. Enable or disable 'skippable step'.  Useful when user may not want to delete ANY version history

The SHARING LINKS Page | Orchestry Review Policy Actions

Admins can enable users to quickly clean-up sharing links in bulk via the same 'Smart Actions' option found in the 'Sharing Links' tab in OneDrive Account Details.

To configure the 'Sharing Links' page, admins should:

1. Add customized HELPER TEXT
2. Enable/disable SMART ACTIONS options available to end users

Regular Recurrence vs Event-Based Triggers | Orchestry Review Policy Execution

Orchestry policies have two options for triggers:

Regular Recurrence: policy is fired on a fixed schedule based on (A) the date of the policy was first assigned, or (B) when the policy was last completed.  Admins can customize the value between 30 and 1200 days.

Event-Based: policy is fired when the OneDrive account storage reached a the configured percent of its storage quota.  Admins can configure value between 1% to 100% of quota.

Event-based policies triggers have an additional control to prevent the policy from triggering too frequently.  Admins can configure the policy to only fire once every 30, 90, or 180 days.

How to Assign and Manually Trigger OneDrive Review Policies

Admins can assign and trigger policies from the OneDrive 'Reports' page.