Archive or unarchive a team with an automation

Use the Archive or unarchive a Team action to archive or unarchive a Team automatically, for example when a Team has been inactive for months. The action is under the type “Archiving”.

Before you begin

• Your Rencore role includes the Create Automation or Edit Automation permission. Owner, Admin and Contributor have it. See Rencore roles.
• The action needs the permission Read and change all teams’ settings. It lets Rencore Governance read and change all teams’ settings without a signed-in user.

Steps

1. Open the automation in the Automation Builder. See Create a custom automation.
2. Click + in the flow and select Archive or Unarchive a Team under Archiving.
3. In Team, choose a Team ID or enter it manually. If the automation runs from a Team policy, enter {{Team.TeamId}}.
4. In Action, choose Archive or Unarchive.
5. Click Save.

What you see

The action turns the “Archive” mode of the Team on or off, as described in Archive or restore a team on Microsoft Learn.

Limits

• The automation does not archive content in the Team by transferring it to an external archive system.

Automation template: Archive unused Teams

Once it is turned on, the automation template Archive Unused Teams archives Teams automatically.

Trigger

The automation runs on the trigger “on policy violation” and the policy Inactive Teams. Before you turn the automation on, edit or clone this policy and change it to the logic you want.

The Inactive Teams policy has the following logic:

• Report a violation for every: Team
  • Filter Conditions: Last Message Is Posted [More than] 6 months ago.
• and that all: SharePoint Site Collections
  • Filter Conditions: Last Used [Is More Than] 6 months ago.
• and that No: Teams Private Channel Site Collections
  • Filter Conditions: Last Used [Is Less Than] 6 months ago.
• and that Any: Teams Private Channel Site Collections
  • Filter Conditions: Last Used [Is Less Than] 6 months ago.

Actions

The automation has two actions. The first archives the Team, the second sends an email to the owners.

• Archive or Unarchive a Team
  • Team: set to {{Team.TeamId}}.
  • Action: set to archive.
• Context Change
  • From Team to Teams Owners.
  • Send email
    • Execute For: Team > Teams Owners (run this action for each Teams Owner).
    • To: set to {{User.UserEmail}}.
    • Cc: blank.
    • Subject: Team {{ParentTeam.DisplayName}} has been archived.
    • Body: Dear {{User.FirstName}} {{User.LastName}},
      The Microsoft Teams team {{ParentTeam.DisplayName}} has been archived automatically because no messages have been posted and no files used or modified in the last 6 months.
      Best regards
      The Teams administration team.

Placeholders

• {{Team.TeamId}} pulls the TeamId from the results of the policy.
• {{User.UserEmail}} pulls the email of each owner of the Team.
• {{ParentTeam.DisplayName}} pulls the display name of the Team.
• {{User.FirstName}} pulls the first name of the owner.
• {{User.LastName}} pulls the last name of the owner.