Set your Inactivity detection policy and your owners can choose to keep, delete, or archive the teams or groups that are no longer active, through your choice of email or Teams chatbot.
Tip: For information on how the notification will look to your owners, see Take action on inactivity.
By default, policies and their automated notifications are set to off. You must activate the inactivity detection feature(s) from Settings - Policies, Settings - Categorization, or the Manage page to send notifications.
Notifications are sent as soon as necessary. The app sends a notification:
- Automatically - When a team or group has been inactive, according to your default policy.
- Automatically - When a team or group has been inactive, according to the inactivity threshold set for a purpose tag.
- Manually - When you use the bulk action Ask owner(s) feature.
The app notifies all the owners of a team or group; however, an owner will get only 1 inactivity notification per day even if they are the owner of several unused teams or groups.
You can choose your communication method from Settings:
- Select the Settings tab.
- Select the Policies from the menu.
- Scroll to Lifecycle.
- Use the radio buttons to set Microsoft Teams chatbot or Email as your preferred Communications method.
For email notifications, the default email sender is firstname.lastname@example.org. You can Set Email Sender in the general Settings, so the owners will know where the email is coming from, and that it is not spam.
We do not email team or group members or guests.
An owner has 14 days total to respond to the notification. If an owner does not respond to the first notification, a reminder is sent after 7 days. For security, there is an expiration of 7 days for inactivity notifications.
If an owner does not answer, the team or group remains inactive until you manually take action, until the next inactivity detection cycle, or until you send a bulk action request. Teams and groups will not be archived or deleted unless that action is explicitly taken.
You can use the filters on the Manage page to review unanswered notifications for your teams and groups.
Do not disturb list
It is possible to add specific users to a Do not disturb list to prevent them from being sent notifications.