External User Manager is a Teams governance app by Microsoft 365 solutions specialist, Solutions2Share. Founded in 2011, Solutions2Share is based out of Bavaria in, Germany and offers an impressive library of governance and collaboration tools for the Microsoft 365 ecosystem. It is a Microsoft Gold Partner for collaboration & content and Windows & devices, as well as a Silver Partner in application development. Specifically for Teams governance, Solutions2Share offers three flagship products – Teams Manager to govern the approval lifecycle of teams, App Manager to govern Teams apps, and the External User Manager.
As the name suggests, External User Manager simplifies tasks related to the external user and guest account management. As Microsoft Teams becomes the de facto channel for internal and external stakeholders – replacing email in several cases – external user management becomes a challenge. At best, inactive guest accounts can cause clutter and obfuscate your Microsoft Teams landscape. At worst, they can pose a severe security risk if user rights and privileges are open to misuse even when the account is inactive. That’s why Solutions2Share has developed the External User Manager app for Teams.
Recently developed in 2020-2021, the app is currently in version 1.0 on Microsoft AppSource. It has a stellar 4.9 rating on 5, with customers appreciating its ability to save time, simplify work, and manage permissions. Using External User Manager in Teams, you can monitor external user behaviour, detect policy violations, and ensure that Teams users do not pose a security or governance risk. Let us review its features in detail.
Inside External User Manager for Teams
You can download External User Manager directly from Microsoft AppSource or visit the application store from the left navigation pane on your Teams platform to get the app. Keep in mind that External User Manager is a paid app, and you will need to purchase a separate license after the demo/trial period. Here are the key features to expect:
- Approval workflow design – You can design and enforce approval workflows that will govern how new external users and guests are added to the Teams environment. Teams users can request the creation of a guest account per the workflow, and the approval will be automatically executed without further IT intervention.
- Regulatory compliance – You can leverage the External User Manager app to comply with internal non-disclosure agreements as well as GDPR norms. The app allows you to monitor guest access history and specify business rules regulating how guests interact with Microsoft Teams assets and access data. You can even restrict access time and implement time-bound access.
- Automated user removal – You can specify business rules that will automate guest account removal once the user becomes irrelevant, redundant, or inactive. There is also a built-in dashboard that shows you the number of inactive users on a weekly, monthly, and yearly basis and any access violations that may have occurred.
- Real-time notifications – You can configure the External User Manager app to send you real-time notifications and alerts for critical events. For example, you may ask to be notified when a guest user violates an access policy or when an existing Teams user submits a request for account creation approval. These requests will also be visible from your app’s dashboard.
- Delegate responsibility – You can specify non-admin stakeholders in the user management workflow, thereby delegating access. The External User Manager app maintains full records of account-related activities, including when a guest was granted access, the date when approval has to be renewed, and the name of the approving stakeholder.
- Compliance information sharing – The External User Manager app allows you to share documents, videos, and text information, describing GDPR and NDA compliance requirements. Guest users can go through all the information in a secure portal and sign to show consent before they can obtain access to your Teams data.
Why the External User Manager App Makes a Difference
External User Manager will be instrumental in regulating Teams usage and enforcing compliance policies as your Teams landscape grows. Guests can also gain from a streamlined experience, perusing the necessary documentation before they sign to obtain access via a consolidated workflow.
What We Think
External User Manager is among the best platforms out there to manage Teams governance in an environment that’s frequently accessed by guests. It has all the features you require, powerful analytics, and easy-to-use automation – download the app here.
