Table of contents
- Introduction and activation
- Report: Expired Teams
- Report: Teams with external users
- Report: Teams without enough owners
- Report: Teams with missing owners and members
- Report: Inactive Teams
- Report: Team privacy not respected
- Report: Teams without template
Introduction and activation
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 should be activated first, see the section below)
On this page, you can see the number of teams concerned by each report and the evolution of this number compared to the last week (available for the beginning of August 2021). You can also download the report information as a . CSV file by clicking on the pictogram on the top right corner of the report card.
To access the report's detail, click "See more" on the report card.
Activation
To activate your report for the first time, you need to complete these three steps:
1. Activate advanced or Enterprise authentication
As they are generated in the background, you need the advanced or Enterprise authentication configured to have access to it. See Manage Authentication
2. Activate the report feature on "additional configuration."
When the authentication is done, you need to activate the feature in an additional configuration.
3. Launch your first report
The report can be generated the first time manually, and then it is executed once a week on Saturday.
Once you activate the first report, it will be generated each week.

- Download the CSV to create personalized Power BI reports, for example.
- Associate automation to a report: Automations allow you to trigger any webhook whenever a report is created.
We will extend this section with new reports in the future and associate a report with automation, which will be executed at the end of the report generation.
Report: 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 on the page "expired teams" in the administration section via the Menu.
We will extend the Team expiration feature in the nearest future with additional actions when a team is expired or expires soon.
Expired teams list
On the page "Expired teams," you have the list of all expired teams.
Consider that only Microsoft Teams administrators can list all teams. If you are not a Microsoft Teams administrator, you will be able to interact with the teams you are an owner of.
The expired teams' list displays:
- The team title
- The expiration date
- The template name applied on the team
- The number of team owners
- The number of team members

- The search box allows you to find the desired team.
- You can also filter teams by a template. Click on the arrow in the "Filter by template" box, and choose a template from the dropdown list. Once you select a template, the list will display expired teams associated with that template.
- With an edit icon, you can make modifications to your team.
- To view the template applied on the team, click the template name.
- To be redirected to the team, click the "eye" icon.
Edit expired teams
You can access the team details via the "edit" button highlighted in the image below. You can modify your team and apply a Powell Teams template to an existing team.
To edit teams with external users, use the same method explained on the page "Manage existing teams" on "how to edit teams".
Report: Teams with external users
The page "Teams with external users" lists all teams using external members.
The list displays:
- The team title
- The template applied on the team
- The number of team owners
- The number of team members
- The number of guests
The list for this page is in the "view mode."
As you click on the three dots icon on the right, you can download the report as CSV.
Edit teams with external users
When you click on the edit icon next to each team, you will access the team's information.
To edit teams with external users, use the same method explained on the page "Manage existing teams" on "how to edit teams."
Report: Teams without enough owners
The page "Teams without enough owners" lists teams that have less than X owners.
You can specify the maximum number of owners for teams to display on the page in the report. Choose the number and click save.
The list displays:
- The team title
- The template applied on the team
- The number of team owners
- The number of team members
- The number of guests
The list for this page is in the "view mode."
As you click on the three dots icon on the right, you can download the report as CSV.
Edit teams without enough owners
When you click on the edit icon next to each team, you will access the team's information.
To edit teams with external users, use the same method explained on the page "Manage existing teams" on "how to edit teams."
Reports: Teams with Missing owners and members
The page "Teams with missing owners and members" will list teams that are missing owners and 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 and owners.
For example: If in the template the minimum number of members is set to 2, the team cannot be created if this requirement is not fulfilled.
However, team members and owners can leave the team after the team creation. If the team is missing members/owners based on the minimum number required in the template settings, this page will notify administrators with a red exclamation mark next to owners or members.
Edit teams with missing owners and members
To modify the team settings, click on the "edit" icon next to each team to access the team's information.
To edit teams with missing owners and members, use the same method explained on the page "Manage existing teams" on "how to edit teams."
Report: Inactive Teams
The page "Inactive Teams" will list inactive teams or simply those not being used anymore by their members. This will help eliminate unnecessary, excessive teams.
What do we consider as an inactive team?
Last access: 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.
No document modification since:
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 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 of the team
- Number of team owners
- The number of team members
- The number of guests
- Last file update
- The status: whether the team is active/inactive
The page also shows the Date of the last synchronization and the Date of the next synchronization.
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 page displays two criteria according to which the status of the team is defined: whether it is active/inactive:
1. No access since
2. No document modifications since
The administrators can change the report according to these filters and define when the team is inactive by changing the filters.
In both cases, you can define the maximum number of days that will determine the inactivity of teams.
For example: if you insert the number 30 for days for "No access since," it means that if for 30 days there was no activity in the team, the team's status will show "inactive."
Respectfully, if you insert the number 30 for days for "No document modification since," it means if no document was modified for 30 days, the team's status would change to "inactive."
*It depends on you what number you will input in both criteria.
As you click on each, the page will display teams according to the criteria chosen. If you want to see the list of teams where no document was modified for 30 days, check only the second option.
Report: Team privacy not respected
The page "Teams not corresponding to their privacy settings" lists teams with different 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 life of the team. 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 setting, they will be highlighted in the report.
The two primary pieces of information displayed in the report are the privacy of the team and the privacy setting of the template associated.
Report: Team without templates
The page "Teams without templates" lists teams not associated with a Powell Teams template. Either during the team creation or after a team modification.
This is a crucial matter to identify those teams and apply templates to them to ensure that governance rules are taken into account for those teams.
Here, the number of owners, members, and guests is displayed.
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