Walkthrough - Inactivity detection policy

With the Inactivity detection policy, you can set a threshold for the amount of time a team or group can be inactive (i.e. have no user activity) before action needs to be taken.

If a team or group has been inactive for longer than the set time period, a ShareGate Teams chatbot or email is automatically sent to the owner. From the notification, the owner can choose to keep, delete, or archive their inactive team or group.

Note: When you turn on the Inactivity detection policy, it applies to teams and groups that will become inactive in the future. For information on how to clean up teams and groups that are already inactive, see Ask owners about inactivity.

Index

• Prerequisites
• How-to
  • Create a default Inactivity detection policy
  • Create an inactivity threshold for purpose tags

Prerequisites

• The Inactive detection policy is automated, as in step (6) below.
• Teams or groups that are inactive for longer than your defined period will become present in your tenant.
• Optional: An Azure storage account has been set up.

Note: The option to Archive a team or group is only available if you've set up an Azure storage to store your data. If you have not yet set up a storage account, owners can only choose to keep or delete their teams or groups. For more information, see Archive overview.

How-to

When you turn on your Inactivity detection policy, all teams and groups in your environment are included in ShareGate's detection. You can apply custom inactivity thresholds to specific teams and groups using purpose tags.

Create a default Inactivity detection policy

The default policy is used for all teams and groups that will become inactive in the future and that do not have a purpose tag.

To create your default policy:

1. Select Setting from the sidebar.
2. Select Policies.
3. In the Lifecycle - Inactivity detection section, click in the After X days field.
4. Use the up and down arrows, or enter the number of days a team or group can be inactive in your environment.
5. Click anywhere outside the field to save your choice.
6. Toggle on Ask owners automatically for the inactive policy.
7. Use the radio buttons to set Microsoft Teams chatbot or Email as your preferred Communications method.

Create an inactivity threshold for purpose tags

Using purpose tags, you can set a custom inactivity threshold on the business purpose of a team or group.

For example, a departmental group or team may not need its activity verified as often as a time-based project that could be archived as soon as the project is finished.

To set a custom inactivity threshold for your purpose tags:

1. Select Settings from the sidebar.
2. Select Categorization.
3. Scroll to Manage your purpose tags.
4. Under Inactivity threshold, click in the days field.
5. Enter the number of days a team or group can be inactive.
6. Use the up and down arrows to further adjust the days.
7. Click anywhere outside the field to save your choice.

The default Inactivity detection policy applies to all teams and groups that do not have a purpose tag. For information on how to apply tags, see Apply purpose tags.