To detect unused office 365 groups based on activity, ShareGate Apricot looks for user generated activity in the groups and extracts the dates of such activities. We call this activity crawling.
We look for activity in the following workloads:
- Outlook conversations
- Delivery dates of email conversations.
- Outlook Calendar
- Event dates for non-recurring events.
- Creation dates for recurring events.
- Last viewed dates.
- User modification dates.
- Message dates.
- Message reaction dates.
Note: For private Office 365 groups:The app is unable to detect Outlook conversations and calendar activity unless the admin is a member of these groups.
In the group list or group details pages, ShareGate Apricot displays the workloads that can be crawled. If a workload is not displayed, either the application does not have access to it (Outlook conversations and calendars in private groups) or it is not present (Teams - as the workload might not be enabled on all groups).
ShareGate Apricot checks to see if the time that elapsed since the last activity date on the workload is longer than what has been configured in the settings. A workload icon is displayed in color if active, and will appear translucent if inactive.
A group is considered unused if all available workloads are inactive.