Managing MyHub Renewals

MyHub Renewal Policies

All MyHub workspaces are prompted for renewal to manage and remove spaces that are no longer needed. This aids in managing "Team sprawl," records retention, security and permissions, and storage quotas.

MyHub Renewal Policies are assigned to all workspaces, renewal timing is based on the type of space created. During renewal, the Contact(s) assigned to the workspace will choose to renew or archive the space. Archived workspaces will eventually be deleted.

MS Teams Team workspaces

When prompted, the Contact will be able to choose to renew or archive the space.  If no action is taken during renewal, the Team will be archived and eventually deleted.

Group & SharePoint Document Library workspaces

When prompted, the Contact will be able to renew the space if it needs to be retained. Restricting access to the workspace requires no action. Once the renewal period ends, and it has not been renewed, Owners, Contacts, and members will no longer be able to access the workspace or the content within it.

If you find your MS Team or other MyHub-managed workspaces missing, the space may have been archived or had its access restricted. In some cases, workspaces that have been archived can be restored.

MyHub Renewal Periods

Microsoft Teams – Team Workspaces

Renewals are typically set to 1 year.

Exceptions to this include:

  • MS Teams created as "Academic" and "for a specific course and section" are prompted for renewal every six months.
  • Team workspaces created with "Short-term" as the primary purpose will be prompted for renewal every 90 days.

Groups and SharePoint Document Libraries

Groups and SharePoint Document Libraries are prompted for renewal yearly.

NOTE: MyHub Governance requires that all workspaces have a minimum of two MyHub Contacts and two Owners. For Individual User Groups and course-specific MS Teams (where a second owner is not suitable) "MyHub Governance" is listed as a Secondary MyHub Contact. This is an unmonitored service account. You may choose to replace MyHub Governance with another Secondary MyHub Contact at Mason.

Initiating the Renewal

All MyHub workspaces are managed via the MyHub application that can be accessed in MS Teams via the MS Teams desktop or web application.

NOTE: You may defer renewal if you do not know who is responsible for the renewal process. If no further action is taken by any assigned individual (when available), the space will be archived and eventually deleted.

Renewing workspaces from MyHub email notice

Step 1

Click on the link from the MyHub Renewal email

Step 2

Click Renew Workspace to manage the renewal.

  • For MS Teams workspaces, you can choose between renewing or archiving the space or indicate if you are no longer the appropriate person to complete the action.
  • For Groups and SharePoint Document Libraries you can renew the workspace, or take no action. No action will result in space being archived and access being removed for all Owners, Contacts, and members.

Step 3

Complete the prompts for the renewal:

  • Select "Renew" or "Archive" (Self Archive is for MS Teams workspaces only)
  • Reassign Renewal actions to the appropriate person (using a Mason email address) if you are no longer the workspace Contact.
    • The assigned individual will receive a notification that they have been assigned to renew the workspace; The renewal deadline does not change when reassigned
    • If you have reassigned Renewal responsibility do not proceed further.

Step 4

Confirm the accuracy of Primary and Secondary contacts. MyHub requires most workspaces to have at least two contacts listed.

  • These individuals will be notified of future MyHub Renewals and other lifecycle actions required by MyHub. (This step does not add or remove anyone from the Microsoft 365 Team/Group and these contacts are not required to be members or owners of the group.)

Step 5

Confirm permissions for Owners, Visitors, and Members. 

You may also choose to reset (or confirm default) settings by pressing Reset. This will also show items such as sharing links generated for files in your associated Library (Files) or other Microsoft-generated sharing links etc.

Step 6

Confirm workspace membership

Selecting individuals will allow you to promote Members to Owners, demote Owners to Members, or Remove individuals from the group. Reset will undo your changes if you did not already "Submit" the changes.

NOTE: Best practice is for a workspace to have at least two owners. ITS suggests that the contacts from Step 4 above be made owners in this step. Having multiple owners helps with continuity in the event one or more owners leave the university. 

Once the renewal is complete, the workspace will show as "Completed" in My Tasks

Renewing workspaces via the MyHub website

Step 1

In a web browser, navigate to myhub365.gmu.edu

Step 2

Ensure you are on the My tasks tab in the top navigation

Step 3

Click the name of the workspace you are managing the renewal for

Step 4

Complete steps 3-6 as described above in "Renewing workspaces from MyHub email notice"

Once the renewal is complete, the workspace will show as "Completed" in My Tasks

Renewing workspaces via MS Teams Desktop Application

Step 1

Navigate to the MyHub icon pinned on the left-hand side of the MS Teams application. If you don't see MyHub in your left navigation in MS Teams, click the "..." to add it

Step 2

Ensure you are on the My tasks tab in the top navigation

Step 3

Click the name of the workspace you are managing the renewal for. 

Step 4

Complete steps 3-6 as described above in "Renewing workspaces from MyHub email notice"

Once the renewal is complete, the workspace will show as "Completed" in My Tasks

 

Last modified: February 3, 2025