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Using a Guest Review Policy

In this article, learn how guest review policies work when applied for end users

Once you've configured your Guest Review Policies, and now attached them to Workspace Templates or manually via Workspace Insights, you may want to see what the user experience looks like.

Take a look at the video below which shows the experience for (optionally) forcing Guest Reviews and what the reviewer will see as a result.


 

Assigning Guest Review Policies to Workspaces

There are multiple ways to assign a policy to your workspaces:

  • Assign policies to workspace template, ensuring they're applied to all provisioned workspaces
  • Assign policies to existing workspace (one at a time, or in bulk)

Assigning Guest Review Policies to Workspace Templates

You can proactively assign guest review policies to workspaces by making it a part of your workspace template.  All workspaces provisioned from a template will include the polices you've assigned.

  1. Go to the Templates Page (Workspaces > Templates)
  2. Go to the POLICIES tab in the workspace you want to update
  3. Assign your REVIEW policy 
  4. SAVE your changes

Assigning Guest Review Processes to Existing Workspaces

You can assign policies to any of your existing workspaces (excluding classic/groupless workspaces), even if they were created before you installed Orchestry.


How to Assign Policies from the Workspace Details Page:

  1. Go to the Lifecycle Reports page (Lifecycle Management > Reports)
  2. Locate and open the workspace you want to update
  3. Click the EDIT button for the Guest Review Policy
  4. Assign the policy.  You changes are automatically saved
  5. Return to the Reports/Insights page

How to Assign Policies to Existing Workspaces (one or multiple):

  1. Go to the Lifecycle Reports page (Lifecycle Management > Reports)
  2. Locate and select all of the workspaces you want to update
  3. Click the ASSIGN POLICY button in the 'Guest Actions' toolbar
  4. In the 'Assign Policies' window, select the appropriate policy for each of the workspaces you have listed
  5. Click 'ASSIGN POLICIES TO [X] WORKSPACES' button assign the policies you've selected
  6. Close the window

 

Triggering Guest Review Policies

Reviews can be triggered in one of two ways:

  1. The Scheduled Cadence: The policy is automatically triggered by Orchestry following an overnight scan (ETL).   Policy is triggered X days since being assign to a workspace
  2. Forcing Policies:  Manually trigger a policy to trigger on a workspace anytime

How to Force Trigger a Guest Review Policy Manually

There are two ways you can FORCE a policy to trigger: 

  1. From the Workspace Details page
  2. From the Workspace Reports (Insights) page

To Force a Policy from the Workspace Details Page:

  1. Click the EDIT button for the Guest Review Policy
  2. Select a Guest Review policy
  3. Click the FORCE GUEST REVIEW button to trigger the policy

To Force a Policy from the Workspace Reports Page:

  1. Select one or multiple workspaces that you wish to update
  2. Click the FORCE POLICY button in the 'Guest Actions' toolbar
  3. Click the 'EXECUTE POLICY ON THESE [X] WORKSPACES' button to trigger the policies instantly

GIF showing how to force apply guest review policies in Orchestry

The End User Experience for Guest Reviews

You can assign anyone in your tenant with an M365 license as a Guest Reviewer, the most common choice being the workspace owner.

When a Guest Review policy is triggered, the approver will be notified via email and/or Teams.  If they open the review from email, Orchestry will open the review in their web browser.  If they get the notification in Teams, they can complete the review from Activity page.

 

screenshot of a Guest Review being completed from Microsoft Teams

 

Guest Review Policies vs Workspace Review Policies

In Orchestry, you can leverage Guest Review policies and/or Workspace Review policies to review guest access in your workspaces.   

These functions can overlap when applied to the same workspace.  For example, applying both a Guest Review policy and a Workspace Review policy with a 30-day schedule will assign a task to your workspace owner on the same day. 

As a best practice, we recommend only using one or the other.  Avoid assigning a Guest Review policy to workspaces that have it enabled in the Workspace Review policy

    Advantages of Using a Dedicated Guest Review Policy

    • Can be independently scheduled from other policies
    • Can be independently triggered/forced at any time
    • Can set default action if task is unactioned
    • Can be extended via webhook and API
    • Can be filtered for under 'My Tasks'

    Want to learn how to setup a Workspace Review policy?
    Check out the article: How to Create a Workspace Review Policy