Reviews

How it works

Reviews have three levels:

Level	What it is	Who manages it
Review schedule	What gets reviewed, how often and by whom	An admin, in Rencore Governance
Cycle	One run of a schedule, covering every matching workspace	Created by Rencore Governance from the schedule
Object review	The review of one workspace in a cycle	The reviewer, in the Rencore Teams App

A review runs like this:

1. An admin creates a review schedule. It sets the trigger (manual or recurring), the reviewed object (Teams, sites, groups and other workspace types), the review steps and the automations to run.
2. A cycle starts, either right away (manual) or on the next scheduled date. Rencore Governance finds every matching workspace and creates an object review for each.
3. Reviewers are notified. By default, the owners of each workspace are its reviewers. You can name specific users instead, for example a central governance team.
4. In the Rencore Teams App, reviewers walk through the steps you chose, such as owners, members, site access and file access, make changes and submit.
5. The admin follows progress on the review dashboard and acts on expired or rejected reviews.

A review has a status (Pending, In Progress, Completed, Expired or Canceled) and, separately, a decision on the workspace (Unreviewed, Reviewed, Archived, Deleted, Rejected or a custom action). A review that nobody completed before the due date ends as Expired with the decision Unreviewed.

Reviews are part of the Premium and Enterprise Plans. Your role needs the Review permissions to create, change or start them.

Example

Every quarter, you want the owners of each Team to confirm who still needs access. You create a recurring review schedule for Teams with the steps owners and members, reviewed by the owners. You also offer reviewers the automation “Archive Microsoft Team” as a custom action. When a cycle starts, each owner gets a notification, checks the owners and members in the Rencore Teams App, removes people who no longer need access, and either completes the review or picks the archive action for a Team nobody uses.

A reviewer who is not the right person for a Team can reject the review, if you allow it. Rejecting is a valid answer, not a failure. If all reviewers reject it, the automation you chose for that case runs.

Reviews and access

Access reviews are the older feature that Reviews replace. Access produced access reports that content owners reviewed. Access is deprecated and will be shut down on 31 December 2026. Until then the two features run side by side, but they are separate: reviews, data and settings are not shared between them. Move your access review processes to Reviews before the shutdown. The Access guides stay available until then.

How it relates to other concepts

• Reviews work on Microsoft 365 workspaces from the inventory: Teams, SharePoint sites and other services you choose in the schedule.
• Reviews run automations with the trigger On review, for example when all reviewers reject a review, when a review expires, or when a reviewer picks a custom action.
• Policies find problems on a schedule you do not control. A Review asks a person who knows the workspace to decide.
• The Rencore Teams App is where reviewers work. It also holds provisioning requests and approvals, see Provisioning.