Custom reports

We are thrilled to share with you that Powell Teams is now Powell Governance, marking our expanded focus on Microsoft 365!

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Expect documentation to be reflect this change in the coming days. For more information, please have a look at this article.

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. 

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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

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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".

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For each type of report source, we will have different properties to use to build your report.

  • Teams:
    • Expiration delay (days),
    • Group Id,
    • Guest acceptance in template,
    • Has a company policy,
    • Is archived,
    • Is associated to a template,
    • Last team chat delay (days),
    • Last team document modification delay (days),
    • Last team update delay (days),
    • Number of teams applications,
    • Number of channels, documents,
    • Number of guests,
    • Number of members,
    • Number of owners,
    • Number of private channels,
    • Team classification,
    • Creation date,
    • Description,
    • Document storage (GO),
    • Name,
    • Template name, visibility,
    • Teamplate guest rule accepted,
    • Template Id,
    • Template minimum number of member rule respected,
    • Template minimum number of owner rule respected,
    • Template naming rule name,
    • Template naming rule respected,
    • Template visibility rule respected.
  • SharePoint sites:  
    • Expiration delays (days)
    • External sharing
    • Has company policy
    • Is archived
    • Is associated to a template
    • Is delete
    • Last update delay (days)
    • Number of site documents
    • Number of site guests
    • Number of site members
    • Number of site owners
    • Number of site visitors
    • Site creation date
    • Site delete date
    • Site description
    • Site Id
    • Site name
    • Site storage limit (GO)
    • Site storage usage (GO)
    • Site storage used %
    • Site type
    • Site url
    • Template guest rule respected
    • Template Id
    • Template minimum number of members rule respected
    • Template minimum number of owners rule respected
    • Template name
  • Users:
    • Is a guest,
    • Number of teams the user is member of,
    • Number of teams the user is owner of,
    • Powell Governance user role,
    • User Azure AD Id.

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"

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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.

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(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

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