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

 

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?

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.