Running an Employee Collaborate Status Check (Beta)

The Employee Collaborate Status Check scans your FYI platform and Microsoft environment to verify that the correct settings and permissions have been configured. 

When errors are detected, the Status Check tool will attempt to resolve the issue automatically or display errors for users to investigate further.

Getting Started with Employee Collaborate Status Check

Employee Collaborate Site Check

The Employee Status Check scans the settings of the SharePoint site and the Microsoft environment. For example, it checks that Microsoft App Permissions have been configured, the Document Library is connected with the right permissions, and the correct Microsoft Group has been applied. Where possible, issues will be resolved automatically.

As part of the scan, a test user is invited, the share settings are configured, and the user is then removed again.

The OneDrive Admin User can run the Employee Collaborate Status Check from the Automation - Apps workspace by opening the Collaborate - Employee app.

Employee Status Check

The Employee Status Check performs a series of automated tests related to the individual employee, for example, whether the employee has the correct access permissions. Where possible, issues will be resolved automatically.

Working with Employee Collaborate Status Check

Troubleshooting Errors

As each check is completed successfully, a green tick will be displayed on the left. If an error is detected, a red cross is displayed, with further details on the right. Follow the instructions or links to resolve the error.

An entry will be added to Practice Activity to show when errors are recorded and changes have been made.

Guest User Reconciliation

When the Status Check is displayed for Employee Collaborate, users can:

• Click Check to initiate a Guest User Access Reconciliation to compare users across FYI, Microsoft Entra, and SharePoint. 
• View the date and time the last Guest User Reconciliation was performed, and click the link to open Practice Activity. To view the results of the reconciliation, filter the Practice Activity "Modified on" column by a Fixed Date, and set the Date Range to the date the reconciliation was performed.

After clicking Check, a message is displayed confirming that the Guest User Reconciliation has been scheduled. Once completed, a notification will be sent to the user who initiated the Status Check.

The reconciliation identifies user errors and, where possible, will automatically rectify them, for example:

• Inactive or expired accounts will be removed.
• Guest users that exist in one platform but not the other will be added.

Note: The Reconciliation will be run for all Collaborate Sites for the practice; for example, running a Status Check for an Employee Collaborate Site will also reconcile users for the default Client Collaborate site.

Recommended Troubleshooting Steps

If the Status Check does not detect any errors, but you continue to experience issues, we recommend the following troubleshooting steps:

• Confirm the email address that they are using to log in and the user permissions. To access the site, the user must be:
  • An employee added to the Sharing Settings or shared a document via Collaborate. This user will need to log in with their personal email address. 
  • An FYI Admin, or a user assigned to a User Group with Manage Employees access. This user will need to log in using the same email address as their FYI login.
     
• If Personalised Links have been enabled in the Client - Collaborate app, FYI will append a login hint to the URL to select the relevant user's account automatically. If the user has clicked on a link intended for another recipient, they may be trying to log into the wrong account.
  
  If the employee would like to log in using a different email address, you will need to add the account to the Employee Sharing Settings or reshare the document. Refer to Sharing Employee Documents (Beta)
   
• Confirm the Site URL that the client is logging into. 
   
• Ask the employee to use an Incognito or Private browser session. This can assist with confirming the issue is not related to their browser cache or that they're logged in with the wrong account. 
   
• Confirm that the login link the employee is using to log in is correct. If the employee is unable to access a document from a link, confirm if they can access the Employee Collaborate Site Link to view the SharePoint home page. 
   
• If there are multiple employees or users added to the Employee Sharing Settings, confirm if any of the other users experience the same issues.