Keep your Microsoft environment relevant and cutter-free by collaborating with your team and group owners using the app's automation or its manual features.
The Ask owner(s) feature allows you to send a bulk request to multiple team or group owners simultaneously.
Send a request for owners to take action on teams or groups that were inactive before your activation of ShareGate Apricot, that were inactive before you automated the policy, or that need another look.
Tip: Set your Inactivity detection policy, and your owners can take action when their teams or groups become inactive. Toggle on the feature Ask owners automatically for the inactive policy from Settings so the app can send an email or Teams chatbot notification on your behalf as needed.
- Collaboration status
- Do not disturb list
- Update your policy
- Test your collaboration flow
- Select the Manage tab.
- Use the radio buttons to filter between your Teams or all Groups.
- Select the tile Inactive teams or Inactive groups.
- Add a checkmark in the box located to the left of the team or group names.
- From the bulk action menu in the footer, click the Ask owner(s) button.
- If you have not yet:
- Selected your Azure storage - Choose ShareGate storage or set up a custom storage account by following the prompts now. For more information, see Azure storage options for archiving.
- Selected a communication method for your owners - Choose Microsoft Teams chatbot or email in the pop-up.
- Activated the ShareGate Apricot Teams chatbot - If you choose Teams chatbot, follow the prompts to activate it now.
- In the pop-up, click Ask owner(s).
The owner(s) will be notified via email or Teams chatbot to keep, delete, or archive their inactive teams or groups.
For information on how the notifications look to your owners, see Taking action on inactivity.
Note: If you choose to set up your Azure storage later, owners will be asked to Keep or Delete their teams or groups. The Archive option is only available when storage is set.
Bulk inactivity requests are sent as soon as possible. An owner can only receive 1 inactivity request per day, even if they are the owner of multiple teams and/or groups.
An owner 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.
When a request is sent, the team or group owner cannot be asked again until the 14 days have passed.
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 another request.
Teams and groups will not be archived or deleted unless that action is explicitly taken.
Use the collaboration status to monitor your requests from the Manage page. For more information, see Collaboration status.
Do not disturb list
It is possible to add specific users to a Do not disturb list to prevent them from being sent notifications.
Update your policy
Click the gear button located on the top-right corner of the tile. This will bring you to the appropriate section of the Settings where you can update your Inactivity detection policy.
Test your collaboration flow
You can use this feature to test your collaboration flow with owners of pre-existing teams and groups before you automate your Inactivity detection policy. For more information, see Test features before you turn on automation.
Once your process is set, select Policies from the Settings menu, then toggle on Ask owners automatically for the inactive policy to automate the notifications for future inactivity.