Lifecycle: based on the activity of the Team


The lifecycle can be based on the activity of the Team. A team from Teams Manager counts as inactive if the amount of channel messages, reactions to channel messages and organized meetings was zero for the selected time period (7 days, 30 days, 90 days or 180 days).


Following section describes the steps for creation of Lifecycle based on the activity of the Team:


Open the Teams Manager and go to Settings from hamburger menu.


Click on "Lifecycle Management" under "Governance".


Click on button "Add Lifecycle".

Enter details in Information page: 


"Name": LC-Activity

"Description": LC-Activity

"Extension possible": Toggle field can be set to Yes or No. 


Click on Next. 


Under "Based on" select the Activity, so that only the archival process starts if there is no activity in the Team. The team owner will then be asked only after X amount of days of inactivity if the team is required anymore. To use this feature, you should first disable concealed data in reports. How to disable concealed data in reports, read the following link:


https://www.solutions2share.com/microsoft-365-disable-concealed-data-reports/


After disabling concealed data in reports, the red note "Please disable concealing reports" disappears and a green check mark appears.


Set archiving date Panel based on Activity:

Select based on Activity.

Slider "After how many days should the team be archived? " - User can specify number of days after Inactivity of the Teams for the Teams to be archived.


Set notification date Panel: 

Slider "When should a notification be sent before archiving?" - user can specify number of days when User should be notified before archiving of Teams.


Warning message to user: 

There is a delay of 2 days in retrieving the reports, which is a limitation of the Graph API. This will be reflected in the life cycle.


for eg. If user selects 7 days, only on 9th day notification will be sent due to the limitation of Graph API.


Click on Next button.


Deletion tab with warning message is provided with details as "If this option is set, the team will be deleted if the user does not respond to the notifications."


Toggle field "Enable Deletion of the team / Viva Engage community / SharePoint site / Planner / Modern Sites without Groups / Communication Site" - Set this field to Yes.


Set dates Panel: Set deletion date - After how many days should the team be deleted?

User can slide across or below to increase or decrease the number of days.  Based on the days mentioned here, Team will be deleted from the date of archival and user will be notified. 


Click on Next button and click on Create button.

Newly created Lifecycle is displayed in list:

NOTE: Once Teams are deleted, there is no way to bring back the Team. It is deleted permanently. This applies for other content types too.


       

This completes the functionality of Creating Lifecycle based on the activity of the Team.