Introduction
Prerequisites
As they are generated in the background, you need the advanced or Enterprise authentication configured to have access to it. More info in the following article: Manage Authentication.
The reports section can be accessed in the administration section through the Menu.
Opening the report page will lead you to a reporting dashboard where you will find a summary of each of your reports. (The feature requires prerequisites, see the section below)
Consider that only Microsoft Teams administrators have rights on all the teams of your tenant. If you are not a Microsoft Teams administrator, you will see all the teams but you will be able to interact with the teams you are an owner of.
Reports Dashboard
On this page, you can see the number of teams on your tenant, the number of teams concerned by each report, and the evolution of this number compared to the last week.
*Through your reports dashboard, you will be able to download a CSV file for all teams in your tenant. This file contains all existing report columns in a single place. This allows you to create personalized reports on Power BI or other third-party tools. We recommend to use UTF-8 encoding table if you are using Excel to open the file.
To access the report's detail, click the report card. It will open a page detailing each report with concerned teams.
For example: if you click the report "teams without a template," you will access the page that will list all teams that are missing a template. You can download the report information as a . CSV file by clicking the button on the top right corner of the page.
- Access the list of teams for each report
- Download the CSV to create personalized Power BI reports, for example.
- Modify the team information through the edit button - general information, members/owners, associated template.
- Send a message to team owners to notify them about the governance issues concerning their teams. Clicking the button "send a message to team owners", will permit opening a panel, where you can select team owners from the list. As you do so, it will open a chat in Microsoft Teams where you will be able to personalize your message and notify team owners about what needs to be corrected.
- Apply a template on multiple teams to accelerate and facilitate your governance implementation on your existing teams. You can select several teams and them apply a specific template of those teams.
Powell Teams report list
Powell Teams provide 14 reports including 8 that are based on Microsoft Teams native information and 6 more based on Powell Teams governance and lifecycle informartion. Let us walk you through each report available on the Reports Dashboard.
Microsoft Teams reports:
- Inactive teams
- Inactive teams with guests
- Teams with guests
- Teams without owners
- Teams with insufficient owners
- Teams with insufficient members
- Public teams
- Big teams
Powell Teams reports (based on template rules):
- Expired teams
- Teams with privacy not respected
- Teams without template
- Teams with naming convention not respected
- Teams with missing owners
- Teams with missing members
Inactive Teams
The report "Inactive Teams" will list inactive teams or simply those not used by their members anymore. This will help eliminate unnecessary, excessive teams.
What do we consider an inactive team?
Powell Teams gather different sources of activity to provide the inactive teams report:
Access & messages: We use the team "Last activity date" provided by Microsoft.
"The latest Date the group received a message. - This is the latest date an activity happened in an email conversation, Yammer, or the Site."
For more detailed information, click here.
Document modification:
A team will appear inactive when no document has been modified on the group linked to the team since "X" days. Adding or deleting a document is considered a modification. Modifications made on the group-hosted documents synchronized on a personal drive are also considered activities.
Team edition:
Any team edition will be considered as a team activity. Adding a user in the team, editing the team name or team privacy will generate an activity.
⚠️ Inactivity status can have up to 3 days delay in the Microsoft Graph calls
The inactive teams' list displays:
- The team title
- The template used as a reference for the team
- Number of team owners
- The number of team members
- The number of guests
- Last Activity date - when was the last time the team was active
- Archived status
Keep in mind that, If you edit the teams, the changes will be applied immediately to the team, and the report will be updated in the next report synchronization.
How do we define when a team is inactive.
The team is defined as inactive if there are no messages, replies, document modifications, or access to the group since a specific date.
You can filter your teams according to the last activity date. For example, if you put "90" days, the list will display teams that have not been active for 90 days. Respectfully, if you put "30" days, the list will display teams inactive for 30 days.
The administrators can change the report and define the maximum number of days that will determine the inactivity of teams, as shown above.
For example: if you insert the number 30, it means that if for 30 days there was no activity in the team, the team will be considered inactive.
Inactive Teams with guests
This report will list inactive teams (90 days being the number of days determining inactivity) that contain guest users.
The list displays:
- The team title
- The template used as a reference for the team
- Number of team owners
- The number of team members
- The number of guests
- Last file update
- Activity status
- Archived status
Teams with Guests
The report "Teams with external users" lists all teams using guests.
The list displays:
- The team title
- The template applied to the team
- The number of team owners
- The number of team members
- The number of guests
- Archived status
*CSV button to download your report as a CSV file.
Teams without owners
The report "Teams without owners" lists all teams that have no more owner.
The list displays:
- The team title
- The template applied to the team
- The number of team members
- The number of guests
- Archived status
*CSV button to download your report as a CSV file.
Teams with insufficient owners
The report "Teams without insufficient owners" lists teams that have less than X owners.
You can specify the maximum number of team owners to display on the page in the report. Choose the number and click save.
The list displays:
- The team title
- The template applied to the team
- The number of team owners
- Archived status
Teams with insufficient members
The "Teams without insufficient members" report lists teams with less than X members.
You can specify the maximum number of team owners to display on the page in the report. Choose the number and click save.
The list displays:
- The team title
- The template applied to the team
- The number of team members
- The number of guests
- Archived status
Public Teams
This report will list all the public teams existing on your tenant.
The list displays:
- The team title
- The template used as a reference for the team
- The team privacy
- Number of team owners
- The number of team members
- The number of guests
- Archived status
Big Teams (>1GB)
This report will list teams with more than 1GB of document storage.
The list displays:
- The team title
- The template used as a reference for the team
- The team size
- The number of documents
- Number of team owners
- The number of team members
- The number of guests
- Archived status
Expired Teams
You can set an expiration delay for the created team in the template settings.
If you set the expiration delay as 90 days, teams created based on that template will expire in 90 days.
You can manage all expired teams through reports by clicking the "expired teams" report card.
We will extend the team expiration feature in the nearest future with additional actions when a team is expired or expires soon.
On the report "Expired teams," you have the list of all expired teams.
The expired teams' list displays:
- The team title
- The expiration date
- The template name applied to the team
- The number of team owners
- The number of team members
- Archived status
- The search box allows you to find the desired team.
- Click the team title to access detailed information for each team.
- To view the template applied on the team, click the template name.
Teams with privacy not respected
The Report "Teams with privacy not respected" lists teams that do not correspond to the privacy settings defined in their template.
After a team has been created with a template with a privacy configuration, it can then be modified by owners during the team's life. It can also be the case for teams that have been associated with a template after their creation.
If teams do not match their template settings, they will be highlighted in the report.
The list will display:
- The team title
- Template name applied to the team
- The team privacy
- Privacy settings of the associated template
- Archived status
Teams without template
The report "Teams without templates" lists teams not associated with a Powell Teams template. Either during the team creation or after a team modification.
It is crucial to identify those teams and apply templates to them to ensure that governance rules are taken into account for those teams.
The list displays:
- The team title
- Number of team owners
- The number of team members
- The number of guests
- Archived status
Teams with naming convention not respected
The report "Teams with naming convention" lists teams with naming convention that are not respected.
It is crucial to identify those teams to ensure that governance rules are taken into account for those teams.
The list displays:
- The team title
- Naming convention
- Template name applied to the team
- The number of team members
- The number of guests
- Archived status
Teams with Missing owners
The Reports "Teams with missing owners" will list teams that are missing owners..
When a team is created based on a particular template, it will follow the configurations set in the template, including the minimum number of owners.
For example: If the minimum number of owners in the template is set to 2, the team cannot be created if this requirement is not fulfilled.
However, team owners can leave the team after the team creation. Suppose the team is missing owners based on the minimum number required in the template settings. In that case, this page will notify administrators with a red exclamation mark next to owners.
Teams with missing members
The Reports "Teams with missing members" will list teams that are missing members.
When a team is created based on a particular template, it will follow the configurations set in the template, including the minimum number of members.
For example: If the minimum number of members in the template is set to 2, the team cannot be created if this requirement is not fulfilled.
However, team members can leave the team after the team creation. Suppose the team is missing members based on the minimum number required in the template settings. In that case, this page will notify administrators with a red exclamation mark next to owners or members.