Sharepoint sites for class Teams untouched by SDS rollover process

[nickjelly]

As the title suggest the SharePoint sites connected to our Class-based Teams are not being archived/expired when we run the SDS Group Cleanup at the end of the academic year. This is leaving hundreds of sites confusing our SharePoint Admin view as they keep their original name rather than being renamed with the Team that they are connected to. When we expire our Teams they get an EXP-MMYY prefix which is necessary for keeping a handle on each year's Teams.

 

Some sites do get renamed but it's about a tenth of the total number of sites that get created annually for our class-based Teams.

 

Does anyone experience this and what steps do you take to tidy up all these sites?

[nickjelly]

Could someone kindly confirm if SharePoint sites connected to Teams get renamed when running the end of year expiry/archive process in SDS? It would be logical if they did.

[chazzy2501]

No, this isn't automatic. You're supposed to run a group report, then edit the csv output delete all but the SDS teams you WANT to archive. Then you apply the rename and archive tool by uploading the csv. Then go on to make a new sync profile and sync the new lot.

 

EDIT: you needed to do this before syncing..: https://docs.microsoft.com/en-us/schooldatasync/group-cleanup

Edited September 16, 2022 by chazzy2501

[nickjelly]

No, this isn't automatic. You're supposed to run a group report, then edit the csv output delete all but the SDS teams you WANT to archive. Then you apply the rename and archive tool by uploading the csv. Then go on to make a new sync profile and sync the new lot.

 

EDIT: you needed to do this before syncing..: https://docs.microsoft.com/en-us/schooldatasync/group-cleanup

 

Yes I do the Group Cleanup Report work as well.

 

But for some reason when we move onto the archive and expiry stage after the Group Cleanup only a 100 or so of the SharePoint sites attached to those Teams get renamed the same as the Team with an EXP prefix, whilst several hundred don't get renamed which is leading to confusion for us and staff.

 

I'd really like to know what should happen when it's working properly because I am hearing contradictory things. Should we expect to see the SharePoint sites get renamed?

[chazzy2501]

When running group report, you select within the CSV from all possible groups the ones that should be archived. You can't or maybe shouldn't run a group clean-up with an active profile as it would cause a conflict and start recreating the groups as you clean (archive) them.

 

As you've started a new sync without ensuring that the old teams were archived, I'm afraid that they may have been reused with new owners and pupils.

 

The Group clean-up is only intended for groups created by SDS (afaik). This isn't made for groups created by staff. (unless you also choose them in the group cleanup csv)

[nickjelly]

When running group report, you select within the CSV from all possible groups the ones that should be archived. You can't or maybe shouldn't run a group clean-up with an active profile as it would cause a conflict and start recreating the groups as you clean (archive) them.

 

As you've started a new sync without ensuring that the old teams were archived, I'm afraid that they may have been reused with new owners and pupils.

 

The Group clean-up is only intended for groups created by SDS (afaik). This isn't made for groups created by staff. (unless you also choose them in the group cleanup csv)

 

Thanks for the reply. No, this is being done with an SDS profile that has expired correctly at the end of the academic year and yes, I am only selecting the class Teams created by SDS. A couple of weeks later I set up the new SDS profile to process the new academic year and that works fine too. This profile is managed by Salamander and to all intents and purposes we are running these steps correctly.

 

My question is what happens ordinarily to the names of the SharePoint sites connected to those expired and archived class Teams? I would expect the site names to change to the same as the expired class Team name. Is that what you see?

Edited September 21, 2022 by nickjelly

[chazzy2501]

oh, I see. well the email address doesn't change so I'm guessing no, the SharePoint address remains also. I've added myself to an expired team to see what is what.

 

Not an issue I've run into as my staff don't browse SharePoint for team groups.