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Take action on inactivity

Updated

As a team or group owner, you might receive an email* or ShareGate Teams chatbot notification if your team or group is inactive.

This notification is sent because your IT admin uses ShareGate to detect inactive teams and groups.

For more information, see Why am I receiving a team or group inactivity detection notification?

Note: *The default email sender is noreply@sharegate.com, but your admin has the option to set a custom email address.

Index

How to take action

With ShareGate, your IT admin can send an inactivity detection notification in 3 ways:

  1. Using the Inactivity detection policy,
  2. By setting custom inactivity thresholds for purpose tags,
  3. By sending a direct notification.

Your process is the same in all 3 situations. When you receive the notification, it will include:

  • The name of the inactive team or group.
  • The number of days the team or group has been inactive.
  • A choice to keep, delete, or archive the team or group.
    Note: The option to Archive your inactive team or group will only appear if your IT admin has set up a storage account. If they have not yet set up storage, your options will be Keep or Delete.

To get started, select the action you want to take for the team or group.

  • Keep the team or group if you think its content is still relevant.
  • Delete the team or group if you think it and its contents are no longer needed. Your IT admin can restore a team or group up to 30 days after it was deleted in their Microsoft 365 admin center. This action is irreversible after 30 days.
  • Archive the team or group if you think it is no longer needed. Your IT admin can retrieve all the files and folders at a later date.

You'll receive a confirmation that the action was successful.

Your IT admin will receive notice that you've completed the task!

Examples

Examples of the notifications you might receive from our chatbot or in your inbox:

Screenshot of chatbot inactivity notification  Screenshot of inactivity email

How long does the process last?

You have 14 days from the day the first notification is sent to take action on team or group inactivity. The first notification is sent when the team or group crosses the inactivity threshold, followed by a reminder 7 days later if no action is taken.

For security purposes, the links expire after 7 days.

What happens if there is more than 1 owner?

The review is on a first-come, first-served basis. If an owner takes action on an inactive team or group, the other owners will be informed.

If you or another owner made a mistake, contact your IT team so they can make the necessary changes.

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