Introduction
Powell Teams provide a set of prebuillt reports to help us to spot the teams or users that present governance problems for your environment. You can also build your own custom reports to follow specific teams or users.
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.
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.
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Access the list of teams for each report
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Download the CSV to create personalized Power BI reports, for example. We recommend to use UTF-8 encoding table if you are using Excel to open the file.
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Modify the team information through the edit button - general information, members/owners, associated template.
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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.
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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.
- Archive teams listed in the report
Powell Teams report list
Powell Teams provide 19 reports including 12 that are based on Microsoft Teams native information and 7 more based on Powell Teams governance and lifecycle information. Let us walk you through each report available on the Reports Dashboard.
Microsoft Teams reports:
- Big teams
- Teams with only one channel
- Teams with insufficient members
- Public teams
- Teams with apps
- Teams without owners
- Teams with private channels
- Teams with insufficient owners
- Teams with guests
- Inactive teams
- Archived teams
- Inactive teams with guests
Powell Teams reports (based on template rules):
- Teams with naming conventions not respected
- Teams with missing owners
- Teams with guest adminssion not respected
- Teams with privacy not respected
- Teams without template
- Expired teams
- Teams with missing members
Big Teams (>1GB)
This report will list teams with more than 1GB of document storage.
The list displays:
- Team name
- Associated template
- Team size
- Number of documents
- Number of owners
- Number of members
- Number of guests
- Status
Teams with only one channel
This report will list teams with only one channel, so basicaly only the general channel.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Number of private channels
- Number of channels
- Status
Teams with insufficient members
The "Teams without insufficient members" report lists teams with less than 2 members.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
Public Teams
This report will list all the public teams existing on your tenant.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
Teams with apps
This report will list all the teams that have an application installed in it. We dissociate the different types of apps.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Number of apps build for your org
- Number of apps from the store
- Number of customized apps
Teams without owners
The report "Teams without owners" lists all teams that have no more owners.
The list displays:
- Team name
- Associated template
- Number of members
- Number of guests
- Status
Team with private channels
This report will list all the teams that have at least one private channel:
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Number of private channels
- Status
Teams with insufficient owners
The report "Teams without insufficient owners" lists teams that have less than 2 owners.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
Teams with Guests
The report "Teams with guests" lists all teams using guests.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
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 consider a team as inactive after 90 days without activity. You can change this delay creating a custom report based on this report.
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 a team activity. Adding a user to 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:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
Archived teams
The Report "archived teams" lists all archived teams of the tenant.
The list will display:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
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:
- Team name
- Associated template
- Number of owners
- Number of members
- Number of guests
- Status
Teams with naming convention not respected
The report "Teams with naming convention not respected" lists teams with naming convention that are not respected.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- 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.
The list displays:
- Team name
- Associated template
- Number of owners
- Status
Teams with guest admission not respected
The report "Teams with guest admission not respected" lists teams with guest meanwhile the template configuration does'nt allow it.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- 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.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Status
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:
- Team name
- Associated template
- 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.
On the report "Expired teams," you have the list of all expired teams.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Status
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.
The list displays:
- Team name
- Associated template
- Number of owners
- Number of members
- Status