Prebuilt reports

We're thrilled to share that Powell Teams is now Powell Governance, marking our expanded focus on Microsoft 365 governance.


Powell_Governance_V1 1.png

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

Introduction

Powell Governance provides a set of pre-built reports to help us spot the teams, SharePoint sites, or users that present governance problems for your environment. You can also build your own custom reports to follow specific teams, SharePoint sites, or users.

The reports section can be accessed in the administration section through the Menu.

Capture d'écran 2023-08-29 114105.png

Opening the report page will lead you to a reporting dashboard where you will find a summary of each of your reports. 

 

Report directory

On this page, you will find all your reports (prebuilt or custom), and the number of workspaces concerned by each report.
Capture d'écran 2023-08-29 114412.png

 

*Through your reports dashboard, you will be able to download a CSV file for all teams or SharePoint sites 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 using the UTF-8 encoding table if you are using Excel to open the file.

Opening the CSV file directly from your file explorer will directly format the content of the file with the right columns.

To access the report's details, click the report card. It will open a page detailing each report with the concerned workspaces.

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.

Capture d’écran 2023-07-25 163819.png

 

For every report, you will be able to:
  • Access the list of workspaces for each report

  • Download the CSV to create personalized Power BI reports, for example. We recommend using UTF-8 encoding table if you are using Excel to open the file.



  • Modify workspaces (only for teams): As the general information, members, owners, associated template, tags, etc.
    Capture_d__cran_2022-07-29_153457.jpg

  • Send a message to owners (only for teams) 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. 
    Capture_d__cran_2022-07-29_153457cc.jpg

  • Apply a template on multiple workspaces (only for teams) to accelerate and facilitate your governance implementation on your existing teams. You can select several teams and then apply a specific template to those teams.
    2dupmltf.png

  • Archive workspaces: Direcly for a single workspace or in bulk. For SharePoint sites, note that archiving a SharePoint site switches it to "read-only".

  • Delete workspaces: As for archiving, the option is available in bulk or on a specific workspace. Teams are deleted but it's possible to restore them for 30 days. For SharePoint sites, the sites are added to the recycle bin.

delete.png

 

 

Powell Governance report list

Powell Governance provide 19 prebuilt reports that highlight the most common governance issues. Some reports are based on information from Microsoft 365 and others on compliance with Powell Governance governance rules. Let us walk you through each report available on Powell Governance

 

Teams report:

SharePoint site reports:

Powell Governance only get basic groups in SharePoint sites (owners, members, visitors)

Teams reports

Big Teams (>1GB)

Capture d'écran 2023-08-29 120213.png

This report will list teams with more than 1GB of document storage.

Teams with only one channel

Capture d'écran 2023-08-29 115459.png

This report will list teams with only one channel, so basically only the general channel.

 

Teams with insufficient members

Capture d'écran 2023-08-29 120359.png

The "Teams without insufficient members" report lists teams with less than 2 members. 

 

Public Teams

Capture d'écran 2023-08-29 120725.png

This report will list all the public teams existing on your tenant.

 

Teams with apps

Capture d'écran 2023-08-29 120932.png

This report will list all the teams that have an application installed in it. We dissociate the different types of apps. 

Note that some applications are added to your teams and not visible directly as channel tabs (for example an application available in the chat).

 

Teams without owners

Capture d'écran 2023-08-29 121311.png

The report "Teams without owners" lists all teams that have no more owners.

 

Team with private channels

Capture d'écran 2023-08-29 121607.png

This report will list all the teams that have at least one private channel:

 

Teams with insufficient owners

Capture d'écran 2023-08-29 121855.png

The report "Teams without insufficient owners" lists teams that have less than 2 owners. 

 

Teams with guests

Capture d'écran 2023-08-29 122026.png

The report "Teams with guests" lists all teams using guests.

 

Inactive Teams

Capture d'écran 2023-08-29 122222.png

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 Governance consider a team inactive after 90 days without activity. You can change this delay by creating a custom report based on this report.

Powell Governance gather different sources of activity to provide the inactive team's report:

 

Last activity date:

Powell Governance uses the "Last activity date" provided by Microsoft Teams. "The latest date that any member of the team has committed an action."

For more detailed information, click here.

 

Last chat activity:

Powell Governance takes into account the last posts, replies, mentions, or reactions in the team to build up this indicator.

 

Last 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.

 

⚠️ Inactivity status can have up to 3 days delay in the Microsoft Graph calls

 

Archived teams

Capture d'écran 2023-08-29 123050.png

The Report "archived teams" lists all archived teams of the environment.

 

Inactive Teams with guests

Capture d'écran 2023-08-29 122757.png

This report will list inactive teams (90 days being the number of days determining inactivity) that contain guest users. 

 

Teams with naming conventions not respected

Capture d'écran 2023-08-29 123726.png

The report "Teams with naming convention not respected" lists the teams associated with a template and that doesn't respect its naming convention. As a team name can be updated after its creation by owners in the native Microsoft Teams interface, the status can change during the team lifecycle.

Teams with Missing owners 

Capture d'écran 2023-08-29 124104.png

The Report "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 guest admission not respected

Capture d'écran 2023-08-29 123726.png

The report "Teams with guest admission not respected" lists teams with guests meanwhile the template configuration doesn't allow it.

 

Teams without template

Capture d'écran 2023-08-29 124431.png

The report "Teams without templates" lists teams not associated with a Powell Governance template. Either during the team creation or after a team modification.

 

Teams with privacy not respected

Capture d'écran 2023-08-29 124624.png

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.

 

Expired Teams

Capture d'écran 2023-08-29 124827.png

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. 

 

Teams with missing members

Capture d'écran 2023-08-29 125100.png

The Report "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.  

 

SharePoint site reports

All sites

all.png

This report shows all the SharePoint sites of your environment.

 

Expired Sharepoint sites

Capture d'écran 2024-02-22 172329.png

This report shows all the sites that have expired, the report is based on the template associated to the site

 

Inactive sites

inactive.png

This report shows all the sites that have been inactive for more than 90 days. The report is based on the SharePoint administration's last activity date on the SharePoint site.

 

Inactive sites with guests

inactive with guests.png

As in the previous one, the inactivity is also based on the last activity date from the SharePoint administration. In this report we filter those inactive sites with another property: if the site has guests as part of it.

 

Sharepoint sites with guest admission not respected

Capture d'écran 2024-02-22 172649.png

All sites that do no respect their guest configuration defined in the template associated to the site

 

Sharepoint sites with missing members

Capture d'écran 2024-02-22 172814.png

 All sites that have missing members based on the template associated to the site

 

Sharepoint sites with missing members

Capture d'écran 2024-02-22 172953.png

All sites that have missing owners based on the template associated to the site

 

Sharepoint sites without template

Capture d'écran 2024-02-22 173149.png

 All sites that are not associated to a template

 

Sites in the recycle bin

recycle bin.png

All the sites that have been deleted and that are in the recycle bin.

 

Sites near to max storage quota

near max storage.png

You can find here, all the sites that have more than 80% of their storage quota already filled with content. Not having a storage quota on a site is not mandatory.

 

Sites with guests

with guets.png

All the sites that have guests as part of their members or visitors.

 

Sites without owners

without owners.png

This report highlights SharePoint sites without anymore owners in them.

Was this article helpful?
0 out of 0 found this helpful