Create a review

Create a review schedule to have workspace owners, or users you pick, confirm who should keep access to their workspaces. The Review Builder takes you through three stages: the trigger, the review settings and the details.

Before you begin

• Your Rencore role includes the Create Review permission. Owner, Admin and Contributor have it. See Rencore roles.
• Reviews are part of the Premium and Enterprise Plans.
• Reviewers complete their reviews in the Rencore Teams App.

Steps

Open the review builder

1. Click Review in the navigation.
2. Click Add Review.

Set the trigger

The trigger defines when a review runs and what it covers.

1. Choose the trigger type:

   • Manual: you start each cycle yourself from the dashboard. Best for one-time or ad hoc reviews.
   • Schedule: cycles start automatically on a recurring schedule. Best for ongoing governance.

2. If you chose Schedule, set the Frequency, Day selection and Start date (see the table below). A summary line updates as you go (e.g. “Trigger the Review every 1 month(s) on day 1 starting from 01/05/2026”).

   

3. In Reviewed Object, select the type of workspace to review:

   • Teams, together with the SharePoint site connected to each team
   • SharePoint sites
   • Microsoft 365 groups
   • Viva Engage communities

4. Optionally, click + Add Filter to narrow the scope to specific workspaces. Without filters, all workspaces of the selected type are included.

5. Click Next.

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

Configure the review settings

The second stage has four tabs: Review Settings, Communication, Guidelines and Automations.

1. On the Review Settings tab, choose who reviews the workspaces under Reviewer assignment: Owners (default, the workspace owners are assigned automatically) or Specified users (you search for individual users, internal users only).

2. Turn on Require a comment on completion if reviewers must enter a comment when they complete their review in the Rencore Teams App.

3. Set the Review duration: the number of days reviewers have to complete their reviews (1 to 30 days, default: 30). For scheduled reviews, the maximum duration is limited by the trigger frequency so cycles do not overlap. For example, a weekly schedule allows a maximum of 6 days. The builder shows a warning if your duration exceeds the allowed maximum.

4. Under Review scope, turn on the review steps reviewers see. Turn on at least one (see the table below). When Site Access or File Access is on, sub-toggles let you limit it: Site Access Scope (External, Internal, Organization-wide) and File Access Review Scope (Anonymous Links, External Links, Organization-wide Links, Internal Links).

   

5. On the Communication tab, set the notification email sent to reviewers when a cycle starts: select an Email template, then enter the Subject and the Details (both required). The details support dynamic placeholders such as {{reviewers.names}}.

   

6. On the Guidelines tab, optionally enter the instructions reviewers see in the Rencore Teams App before they start, for example your governance policies, compliance requirements or review best practices. The field supports rich text: bold, italic, underline, alignment, block type (Headings, Paragraph, Quote and Code), lists and links. If you leave it empty, reviewers see no guidelines section.

   

7. On the Automations tab, set what happens automatically during and after reviews. See Review automations.

8. Click Next.

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 them.
Site Access	Groups and users with site permissions (SharePoint only), organized by type
File Access	File and folder sharing links and direct access permissions

Add the details and save

1. Enter a Title (required, at most 50 characters).

2. Optionally enter a Description of the review’s purpose (at most 250 characters).

3. Select a Category (required) to group your reviews.

   

4. Click Save.

5. In the dialog, save the schedule as a draft, or save it and turn it on (see the table below). Turning a review on can send notifications and emails to reviewers, depending on your communication settings, so check your settings before you switch it on.

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.

What you see

The review schedule appears on the Reviews dashboard. Open it to follow its cycles, see Monitoring reviews.