Introduction
Powell Teams provide a set of prebuillt reports to help us to 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.
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), the number of workspaces concerned by each report.
*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 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 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.
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Access the list of workspacess 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 a workspaces (only for teams): As the general information, members, owners, associated template, tags etc.
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Send a message to owners (only fo 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.
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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 them apply a specific template of those teams.
- Archive workspaces: Direcly for a single workspace or in bulk. For SharePoint sites, note that archiving a SharePoint site switch it to "read only".
- Delete workspaces: As for archiving, the option is availble 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 into the recycle bin.
Powell Teams report list
Powell Teams provide 19 prebuilt reports that highlight the most commun governance issues. Some reports are based on information from Microsoft 365 and others on compliance with Powell Teams governance rules. Let us walk you through each report available on Powell Teams.
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
- 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
SharePoint site reports:
Powell Teams only get basic groups in SharePoint sites (owners, members, visitors)
- All sites
- Inactive sites
- Inactive sites with guests
- Sites in the recycle bin
- Sites near to max storage quota
- Sites with guests
- sites without owners
Teams reports
Big Teams (>1GB)
This report will list teams with more than 1GB of document storage.
Teams with only one channel
This report will list teams with only one channel, so basicaly only the general channel.
Teams with insufficient members
The "Teams without insufficient members" report lists teams with less than 2 members.
Public Teams
This report will list all the public teams existing on your tenant.
Teams with apps
This report will list all the teams that have an application installed in it. We dissociate the different types of apps.
Note than some applications are added to your teams and not visible directly as channel tabs (for exemple an application available in the chat).
Teams without owners
The report "Teams without owners" lists all teams that have no more owners.
Team with private channels
This report will list all the teams that have at least one private channel:
Teams with insufficient owners
The report "Teams without insufficient owners" lists teams that have less than 2 owners.
Teams with guests
The report "Teams with guests" lists all teams using guests.
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:
Last activity date:
Powell Teams 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 Teams takes in account the last posts, replies, mention 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
The Report "archived teams" lists all archived teams of the environement.
Inactive Teams with guests
This report will list inactive teams (90 days being the number of days determining inactivity) that contain guest users.
Teams with naming convention not respected
The report "Teams with naming convention not respected" lists the teams associated to a template and that doesn't respect it naming convention. As a team name can be updated after it creation by owners in the native Microsoft Teams interface, the status can change during the team lifecycle.
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 guest admission not respected
The report "Teams with guest admission not respected" lists teams with guest meanwhile the template configuration doesn't allow it.
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.
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.
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.
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.
SharePoint site reports
All sites
This report basically shows all the SharePoint sites of your environment.
Inactive sites
This report shows all the sites that are inactive for more than 90 days. The report is based on the SharePoint administration last activity date of the SharePoint site.
Inactive sites with guests
As 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.
Sites in the recycle bin
All the sites that has been deleted and that are in the recycle bin.
Sites near to max storage quota
You can find here, all the sites that have more than 80% of their storage quota already filled with content. Note having a storage quota on a site is not mandatory.
Sites with guests
All the sites that have guests as part of their members or visitors.
Sites without owners
This report highlights SharePoint sites without anymore owner in it.