Regular guest reviews in Microsoft Teams are essential for maintaining a secure and well-governed environment. By frequently validating external user access, you can ensure that only authorized guests have access to your teams, reducing security risks and enhancing overall governance. In most of the cases, your team owners are the ones who can perform these reviews.

Guest reviews are managed thanks to Powell Governance campaigns. Campaigns can trigger notification or automatic actions on workspaces present into reports. You can follow this step by step guide to build your own scenario.

Set up the list of teams to be reviewed

Powell Governance provide a prebuilt report made for guest reviews, the teams report named "teams with unreviewed guest members". This report is based on the teams that have not been reviewed for more than 180 days and that have at least one guest as member.

If you want to change this source, you can either create a new custom report from scratch or duplicate this prebuilt report to change the configuration according to your needs.

Note that the last review date is important if you want to have regular guest reviews.

Configure your campaign

You can either create a new campaign from scratch and then select the source report just created or create your campaign directly from this report.

We advise to build your campaigns in 3 steps to be as much effective as possible:

1. Ask owners: Set up a first notification with a possible audience. Select the channel(s) preferred and set up your message. Here is an exemple: 

• Title: "Please review the guest of your teams"
• Content: "Some of your teams contains guest users. Please remove them or confirm that they are still required in your teams."

2. Ask owners (reminder): Set up a reminder notification for the teams that have not been reviewed yet. Select the channel(s) preferred and set up your message. Here is an exemple: 

• Title: "Urgent: Team guest review"
• Content: "Please make a guest review to prevent auto guest removal from your teams".

3. Automatic action: If nothing has still not been done, then we recommend to automatically remove all the guests of the workspace.

What owners see?

As a workspace owners that is notified, I will be notified either directly in a Microsoft Teams message or in by email.

After clicking on the button, owners are redirected on a page dedicated to the campaign. They are able to see the list of workspaces concerned with explanation on the action requested to take. They can see the first message of the campaign displayed.

If any action has already been taken by the end user or another owner, the workspaces will be listed in the "Past Actions" table.

For guest review, owners have to review the list of guests, workspace by workspace. They can either chose to keep or remove each guests of the workspace. The workspace is considered as reviewed when a decision have been done for all the guests of the workspace.