Rule description
This rule returns Teams based on the specified query and then sends a request to the Teams owner(s) to certify the Teams membership, continued existence, or both.
For more details about group certification, please see the Configuration of Group Membership and Teams Certification article.
When to use this rule
Without proper periodic control, Microsoft 365 may become polluted with an excessive amount of Teams. One of the solutions to keep the growing number of Teams under control is to enforce their attestation and certification process. Certification is a process when Team owners review and certify that the Team itself and its membership are correct and current.
Use this rule when you need the Teams' owners to check or certify:
- Team existence
- Team membership accuracy
- Both the Team existence and Team membership accuracy
You can run a certification review for all Teams or only for Teams that have external members.
Rule Settings
Query Section
Setting name | Description |
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General Settings |
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Display Name starts with Email starts with |
Specify the search query to identify Teams included in the certification process. |
Archived teams |
Specify if archived teams should be included in the rule scope. |
No file access for more than (days) No new posts for more than (days) |
Note: To apply these filters you should run at first the following rule: Home > RULES > Built-in Rules (Pre-configured) > Analytics collection | Teams Usage.
Specify the number of days during which the Team didn't access the files or didn't write new posts.
|
Certification period (days) |
Specify the certification period in days. The default value is 'Every rule execution creates a new certification task per group'. By default, the certification rule execution schedule defines the certification period. A new certification task is created for each group on every rule execution. You can set the desired certification period in days if you want to run the rule more frequently than the certification period. The rule would ignore groups with pending or completed tasks within this period. So, if the default value is used, every time the rule runs new certification items will be created. if the number of days is specified, then the rule does not create any new certification items for a group with a pending or completed certification item state within the specified number. When the specified number of days passes, the new certification items will be created again when the rule runs. |
Other Query Settings |
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Members filter |
Specify if you want to run the certification review for:
|
Properties to display |
Properties to display, specified in the rule, are not the actual properties used in the Output report. The output report has a special, non-changeable format. It displays ID, Group name, Assigned to, Status, and Error fields. If the ID field is empty in the report, it means that the work item for certification was not created for the Team. This may happen if the Team doesn't have the owner, for example. |
Filter
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To hide unwanted data based on criteria set the filtering conditions here. Example: filter by the found object Display Name. |
Sort by |
Sort result object list. |
Initialization script |
Usually, rules use query criteria to limit the query search scope. It improves the performance of the executed rule. Due to PowerShell limitations, it is not possible to use the calculated expressions in filter criteria. That is the point where the initialization script can help. You can initialize a global variable in this setting and then use it in filter criteria. Important: To use a variable, declared in the initialization script, in the query scope, it must be global: $global:<variable name>.
Example: List groups, created in the last ten days.
{$global:DatePeriod = (Get-Date).AddDays(-10)}
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Action Section
Setting name | Description |
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Type of certification
|
There are three types of certification:
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Work Item Title |
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Work item title |
The work item title describes the work item for the user in notification emails and the list of work items in the Web Portal. |
Work item comment |
Specify the comment for the created work items. |
Certifiers |
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User(s) listed as group owners |
Specify if the owner of the target Team should be the certifier. In this case, the Team owner will be requested to provide Team certification. |
Selected user(s) |
Provide Microsoft 365 user ID for one or more user accounts to be certifiers if needed. |
Defined by script |
You can use a script that sets the certifiers. The script should return an array of strings; each string equals the object ID of the certifier. Example: { @("9203750c-c989-4e7e-a86b-786a269f307d","811e4b97-c76d-4e7b-9b2b-be5b5e6df22c") } |
Remediation and Expiration |
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Team removal by user |
Specify which action must be performed when the team owner selects to remove the team during certification: delete or archive. Note: A Team can not be archived if it has a private channel and the Microsoft 365 connection account that is specified in the Microsoft 365 extension is not the owner of this private channel.
|
Certification review expires in (days) |
Specify the number of days for certifiers to complete the certification review. If review is not completed within the given period, the certification request is set to Expire, and remediation actions are taken, as configured below. |
Remediation |
Select what action to perform when the certification review expires: Note: To perform a remediation action, the Cancel Expired Work Items rule should be run, and the 'Expired' notification even should be enabled.
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Email Notifications |
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Notification |
Select events and configure email notifications to send upon these events:
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Output Section
This section defines the output format of this rule.
To get more information about this section, please see the Output section article.
Enforce/Schedule section
This section defines the schedule for how often to run the rule.
To get more information about this section, please see the Enforce/Schedule section article.
Change History
Version | Notes |
---|---|
8.2.0 |
Members filter values are modified:
|
7.2.0 | Team removal by user and Archived teams settings are added. |
6.4.0 | Members filter and Certification period (days) setting are added. |
6.3.0 | The rule was introduced in the product. |
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