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End-User Guide

Portal Guide - For End Users

This guide is for regular employees who need to use Tenaxis to request a SharePoint site, view their existing sites, or complete an access review. You do not need to be an IT administrator to use these features.

Signing In

  1. Go to your organization's Tenaxis portal URL (ask your IT team if you don't know it)
  2. Click Sign in with Microsoft
  3. Use your regular work email and password - the same ones you use for Microsoft 365
  4. If prompted, complete multi-factor authentication (MFA) as usual

You'll be taken to the My Sites page - your personal view of the sites you have access to.

My Sites

The My Sites page shows all SharePoint sites where you're currently a member or visitor.

For each site, you can see:

  • Site Name - The display name of the SharePoint site
  • Your Role - OWNER, MEMBER, or VISITOR
  • Last Synced - When Tenaxis last updated the information

Click on a site name to go directly to the SharePoint site.

Note: My Sites only shows sites managed through Tenaxis. If you have access to SharePoint sites that your IT team hasn't imported into Tenaxis yet, they won't appear here.

Requesting a New Site

If you need a new SharePoint site for your project, team, or department, you can submit a request through Tenaxis. Your IT admin will review and approve it.

How to Submit a Request

  1. Click Request a Site (in the portal navigation or on the My Sites page)

  2. Fill in the form:

    Site Name (required) The display name for your site - what people will see when looking at it. Be descriptive:

    • Good: "Marketing Campaign 2026 – APAC"
    • Avoid: "Project 1", "New Site", "test"

    Mail Nickname (required) A short, URL-safe identifier. This becomes part of the site URL and the associated email address. Rules:

    • No spaces (use hyphens instead)
    • No special characters
    • Keep it short but meaningful
    • Example: marketing-apac-2026

    Purpose (required) A brief explanation of why you need this site. Help the admin understand:

    • What the site will be used for
    • Who will use it
    • How long you expect to need it
    • Example: "Collaboration site for the Q3 APAC marketing campaign. Will be used by the marketing team (5 people) and our agency partner (2 people). Project runs through September 2026."

    Template (optional) Choose a pre-built site structure if one fits your needs. Templates create the right document libraries and folders automatically, so your site is organized from day one. Ask your IT admin which templates are available.

  3. Click Submit Request

What Happens Next

  • You'll see a confirmation message
  • Your request appears in My Requests with status PENDING
  • Your IT admin receives a notification to review it
  • Once they approve or reject it, you'll receive an email and a notification in Tenaxis

My Requests

The My Requests page shows the history of all site requests you've submitted.

For each request, you can see:

  • Site Name - What you requested
  • Status - PENDING (waiting for review), APPROVED, or REJECTED
  • Submitted - When you submitted it
  • Reviewed - When the admin took action (if applicable)
  • Note - If rejected, the admin's explanation

If Your Request Is Approved

You'll receive an email with a link to your new SharePoint site once it's ready. The site is usually created within a few minutes of approval.

If Your Request Is Rejected

You'll receive an email explaining why, including any note the admin left. Common reasons include:

  • A similar site already exists (the admin may point you to it)
  • The site name doesn't follow your organization's naming rules
  • More information is needed about the purpose
  • The request type (e.g., a shared team channel may be more appropriate)

If rejected, you can submit a new, revised request based on the admin's feedback.

Searching for Files

If your IT admin has enabled File Search, you can search for documents across all SharePoint sites you have access to.

  1. Click Search in the portal navigation
  2. Type your search query (filename, keywords from the document content, etc.)
  3. Results show matching documents with the site they belong to
  4. Click a result to open the document in SharePoint

Completing an Access Review

Periodically, you may receive an email asking you to review who has access to a SharePoint site you own. This is called an Access Review, and it's a standard security practice.

You don't need to log into Tenaxis to complete a review. The email contains a direct link that takes you straight to the review.

Step-by-Step

  1. Open the email - Subject line will be something like "Action Required: Access Review for [Site Name]"

  2. Click the review link - You'll be taken to the Tenaxis access review page for that site

  3. Verify your identity (if required) - If your IT team has enabled OTP verification:

    • Click Send Verification Code
    • Check your email for a 4-digit code
    • Enter the code in the form
    • Click Verify

  4. Review the member list - You'll see a list of everyone who currently has access to the site and their role (OWNER or MEMBER). For each person, decide:

    • Keep - This person should continue to have access. They're still active on the project and need the site.
    • Remove - This person should lose access. Maybe they left the project, moved to another team, or left the company.

    Tip: If you're not sure, click Keep. You can always remove someone later. But if you're confident someone shouldn't have access, click Remove.

  5. Submit - Once you've reviewed everyone, click Submit Review

  6. Done! - You'll see a confirmation page. Anyone you marked Remove will automatically lose access to the site. You don't need to take any further action.

Important Notes for Owners

  • Don't remove yourself accidentally - If you're the only owner and remove yourself, you'll lose access to the site. There must always be at least one owner.
  • The deadline matters - The email will tell you the due date. If you don't complete the review before the deadline, it expires and your IT admin will be notified to follow up.
  • No Tenaxis account required - The review link works without any Tenaxis login. Just click the link in the email.

Renewing Your Site

If your site hasn't been active for a while, Tenaxis may send you an email asking you to confirm you still need it. This is the Lifecycle Renewal process.

The email will say something like:

"Your SharePoint site [Site Name] hasn't had any activity in 90 days. Please confirm you still need it by clicking below."

To renew:

  1. Click the Confirm Site Renewal button in the email
  2. You'll be taken to a confirmation page saying "Your site has been renewed"

That's all - no login required. The site is marked as active and the timer resets. Your IT team will not archive the site.

If you don't click the link before the deadline in the email, the site will be escalated to your IT admin, who will decide whether to archive it.

Getting Help

If you have questions about Tenaxis or run into problems:

  • For site access issues: Contact your IT helpdesk
  • For questions about your request status: Check My Requests in the portal, or ask the admin who reviews your department's requests
  • For access reviews: Contact your IT admin if you're having trouble with the review link
  • For billing or admin features: These are managed by your IT team - contact them directly
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