Powell Governance brings you native reports in the administration center based on most commun governance risks and information to monitor. With custom reports, you have the ability to build your own reports based on the rules that matter the most for your company.
Whether it's about having control over the inactivity period or tracking very specific teams, such as teams without owners containing the word "test" in their name, Custom Reports in Powell Governance empowers you to tailor your reports to meet your unique needs looking at Teams, SharePoint sites and users.
Create a new custom report
Custom reports can be created from scratch or based on an existing report. I can help you to set up your new templates easily or simply edit a property of an existing report. Duplicating an existing report (from Powell Governance or another custom report) will open the report builder interface with a preconfiguration based on the reference report.
To start your report you will first need to set up a title and a description to it. It will allow you to find your new reports easily.
Then you have to chose on which kind of information your report will display:
- Teams - Updated in live (few minutes of delay after an update from Powell Governance or a Microsoft tool)
- SharePoint sites - Updated once a day
- Users - Updated once a day
- Documents - Updated once a day
After that you can configure the heart of your report: the properties. Depending on the type of property used, you will be able to filter the teams based on the value of each property.
Chose the property, then add an operator and then the value you want. Here my first property is "Number of team owners" equals to "0" as I want to see only the team that have no owner.
Then my second one is "Team name" contains "test" as I also want to see only the team that contains "test" in their names.
In the exemple, my properties are linked with a "And" but it is also possible to use a "Or" between them to build your rules.
You can chose if the relation between the properties are exclusive or not with "And" or "Or". When you configure more than one condition blocks, then the relation between those blocks are an "And".
For each type of report source, we will have different properties to use to build your report.
Teams:
Archived date
Archived date delay (days)
Associated tag
Associated tag values
Created from Powell Governance
Creation date
Creation date delay (days)
Delay since expiration (days)
Description
Document storage (MO)
Governance status respected
Group Id
Guest acceptance in template
Guest rule respected
Has a company policy
Is archived
Is associated to a template
Last guest review date
Last guest review delay (days)
Last team chat delay (days)
Last team document modification delay (days)
Last team update delay (days)
Mandatory rule respected
Minimum number of member rule respected
Minimum number of owner rule respected
Name
Naming rule name
Naming rule respected
Number of channels
Number of documents
Number of guests
Number of members
Number of owners
Number of private channels
Number of shared channels
Number of teams applications
Privacy
Sensitivity label
Sensitivity label rule respected
SharePoint storage (MO)
Tags rule respected
Template Id
Template name
Visibility rule respected
SharePoint sites:
Archived date
Archived date delay (days)
Associated tag
Associated tag values
Created from Powell Governance
Creation date
Creation date delay (days)
Delay since expiration (days)
Delete date
Description
External sharing
Governance status respected
Group Id
Guest rule respected
Has company policy
Id
Is archived
Is associated to a template
Is delete
Last guest review date
Last guest review delay (days)
Last update delay (days)
Minimum number of members rule respected
Minimum number of owners rule respected
Name
Number of documents
Number of guests
Number of members
Number of owners
Number of visitors
Sensitivity label
Sensitivity label rule respected
Site type
Site url
Storage limit (GO)
Storage usage (GO)
Storage used (%)
Tags rule respected
Template Id
Template name
Users:
- Invitation state
- Is a guest
- Number of workspaces a user is owner of
-
Number of workspaces a user is member of
-
Number of teams a user is owner of
-
Number of teams a user is member of
-
Number of sites a user is owner of
-
Number of sites a user is member of
-
Powell Governance user role
- User Azure AD Id
Documents:
- Creation date
- Creation date delay (days)
- Description
- Group Id
- Is associated to a sensitivity label
- Is shared with external users
- Last update delay (days)
- Sensitivity label
- Site Id
- Size (MO)
Once your rules are well defined, you can now configure the table of your new custom report.
In the same exemple, I want to see in my report table the following columns: Team name, Number of team owners, Number of team members and the status of the team. It is possible to reorder those columns as you want.
Define a default order on your results with the last section" Order by"
Cross-entity custom reports
Administrators can also create custom reports that combine properties from multiple entities (Teams, SharePoint sites, users, OneDrive, and documents) in a single report. This enables a more complete governance view across the organization, without having to jump between separate reporting scopes.
How it works
When creating a cross-entity report, you select a primary report scope (e.g., Teams) and then add condition blocks from other entities (e.g., SharePoint sites, Documents). Each condition block has its own scope, allowing you to combine rules across entities.
For example, you can create a report that shows all Teams associated to a specific template AND tagged with a specific business process AND where documents haven't been updated in the last 15 days — all in a single report.
Sub-entity properties are visible directly in the properties list and grouped by sub-entities, making it easier to find and reuse the right fields when building cross-entity conditions.
That's it, your report can now be tested! To do so, click on "Preview" on at the bottom of the page to see the result of your configuration before saving it.
(I had to change the rule to 1 owner as no teams were found on the tenant used to take the screenshot with the exemple configuration).
Edit or delete a custom report
After the report creation, you can still take actions on your report.
- Duplicate allow you to start a new report creation based on your custom report
- Edit the report will open the report builder allowing you to change some configurations
- Delete will remove the custom report from the list of all Powell Governance administrators of your tenant