Guide

Create a Review

The review schedule builder guides you through three steps to set up a review: configuring the trigger, defining review settings, and adding details.

To create a Review:

Click “Review”.
Click “Add Review”.

Step 1: Trigger

Define when and what gets reviewed.

Trigger type

Choose how the review is started:

Manual - You trigger each cycle explicitly from the dashboard. Best for one-time or ad-hoc reviews.
Schedule - Cycles start automatically on a recurring schedule. Best for ongoing governance.

Schedule Configuration

When you select Schedule, additional fields appear:

Field	Description
Frequency	How often: Every 1-99 Days, 1-4 weeks, 1-12 months, or 1-10 years
Day selection	Choose one: a specific day of the month (1-28), or a positional day (e.g., "First Monday", "Third Friday")
Start date	When the schedule begins (defaults to today)

A summary line updates as you configure (e.g., “Trigger the Review every 1 month(s) on day 1 starting from 01/05/2026”)

Note: Day selection for the month is capped at 28 to avoid issues with shorter months (e.g., February). Weekly schedules allow only a single weekday selection.
• For example, weekly could be every Monday, whereas monthly could be on the Positional day of that month (i.e., 3rd Tuesday).

Service type

Select which Microsoft 365 service to review:

Teams

Object filters

Optionally narrow the scope by adding filters to target specific workspaces. Click ”+ Add Filter” to define filter criteria. Without filters, all workspaces of the selected service type are included.

Click “Next” once you have configured the Logic Text

Step 2: Review settings

Step 2 has four tabs: Review Settings, Communication, Guidelines, and Automations.

Review Settings

Reviewer assignment

Choose who reviews the workspaces:

Option	Description
Owners (default)	Workspace owners are automatically assigned as reviewers
Specified users	You select individual users via search. Only internal users can be assigned.

Require a comment on completion

When enabled, reviewers must enter a comment when completing their review in the Rencore Teams App.

Review duration

Set how many days reviewers have to complete their reviews (1-30 days, default: 30).

Note: For scheduled reviews, the maximum duration is limited by the trigger frequency to prevent overlapping cycles. For example, a weekly schedule allows a maximum of 6 days. The builder shows a warning if your duration exceeds the allowed maximum.

Review scope

Toggle which review steps are shown to reviewers. Enable at least one:

Scope	What reviewers see
Owners	List of workspace owners - reviewers can add, remove, or change roles
Members	List of workspace members - reviewers can add, remove, or promote to owner
Visitors	Visitors with site access (SharePoint only) - reviewers can remove
Site Access	Groups and users with site permissions (SharePoint only) - organized by type
File Access	File and folder sharing links and direct access permissions

When Site Access or Files Access is enabled, additional sub-toggles let you control the scope:

Site Access Scope
- External.
- Internal.
- Organization-wide.
File Access Review Scope
- Anonymous Links.
- External Links.
- Organization-wide Links.
- Internal Links.

Communication

Configure the notification email sent to reviewers when a cycle starts.

Field	Description
Email template	Select a predefined email template from the dropdown
Subject	The email subject line (required)
Details	The email body content (required). Supports dynamic placeholders like {{reviewers.names}} for personalization.

Guidelines

Provide instructions that reviewers see in the Rencore Teams App before starting their review. Use this to communicate your organization’s governance policies, compliance requirements, or review best practices.

The guidelines field supports rich text formatting: bold, italic, underline, alignment, block type (Headings, Paragraph, Quote, and Code), lists, and links.

Note: This field is optional. If left empty, the guidelines section is not shown to reviewers.

Automations

Configure what happens automatically during and after reviews. See the Automations section for the full walkthrough.

Click “Next” once the configuration for Review is complete.

Step 3: Details

Provide identifying information for the review schedule.

Field	Required	Description
Title	Yes	A descriptive name for the review schedule (max 50 characters)
Description	No	Additional context about the review's purpose (max 250 characters)
Category	Yes	Organizational category for grouping reviews

Click “Save”. A dialog asks how you want to proceed:

Option	What happens
Save as draft	The schedule is saved in a disabled state. No cycle is triggered, and no notifications are sent. You can enable it later from the dashboard.
Save and enable	The schedule is saved and enabled. For scheduled reviews, the first cycle starts on the next scheduled date. For manual reviews, a cycle starts immediately.

Note: Enabling a review may trigger notifications and emails to reviewers depending on your communication configuration. Make sure your settings are correct before enabling.

Last updated: 5/5/2026