Adds new sample "find-obsolete-m365-groups" (replaces old PR)

docs/docs/sample-scripts/entra/find-obsolete-m365-groups/assets/sample.json

@@ -0,0 +1,59 @@
+[
+  {
+    "name": "pnp-find-obsolete-m365-groups",
+    "source": "pnp",
+    "title": "Finding Obsolete Microsoft 365 Groups with PowerShell",
+    "url": "https://pnp.github.io/cli-microsoft365/sample-scripts/entra/find-obsolete-m365-groups",
+    "creationDateTime": "2024-08-14",
+    "updateDateTime": "2024-08-14",
+    "shortDescription": "Understand to what extent the Microsoft 365 groups in your tenant are being used or even not.",
+    "longDescription": [
+      "Like any resource within your Microsoft 365 tenant, M365 Groups can become unused over time. This routine uses PowerShell with CLI for Microsoft 365 to create a report of all M365 groups that are possibly obsolete."
+    ],
+    "products": ["SharePoint", "M365 Groups", "Teams", "Exchange Online"],
+    "categories": [],
+    "tags": [
+      "provisioning",
+      "libraries",
+      "group mailbox",
+      "governance",
+      "m365 groups",
+      "teams",
+      "usage",
+      "insights"
+    ],
+    "metadata": [
+      {
+        "key": "CLI-FOR-MICROSOFT365",
+        "value": "v8.0.0"
+      }
+    ],
+    "thumbnails": [
+      {
+        "type": "image",
+        "order": 100,
+        "url": "https://raw.githubusercontent.com/pnp/cli-microsoft365/main/docs/docs/sample-scripts/find-obsolete-m365-groups/assets/preview.png",
+        "alt": "preview image for the sample"
+      }
+    ],
+    "authors": [
+      {
+        "gitHubAccount": "tmaestrini",
+        "pictureUrl": "https://avatars.githubusercontent.com/u/69770609?v=4",
+        "name": "Tobias Maestrini"
+      }
+    ],
+    "references": [
+      {
+        "name": "Want to learn more about CLI for Microsoft 365 and the commands",
+        "description": "Check out the CLI for Microsoft 365 site to get started and for the reference to the commands.",
+        "url": "https://aka.ms/cli-m365"
+      },
+      {
+        "name": "Original article by Tony Redmond",
+        "description": "Check out the original article on which this script is based.",
+        "url": "https://petri.com/identifying-obsolete-office-365-groups-powershell"
+      }
+    ]
+  }
+]

docs/docs/sample-scripts/entra/find-obsolete-m365-groups/index.mdx

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+---
+tags:
+  - provisioning
+  - libraries
+  - group mailbox
+  - governance
+  - teams
+  - m365 groups
+---
+
+import Tabs from '@theme/Tabs';
+import TabItem from '@theme/TabItem';
+
+# Finding obsolete Microsoft 365 groups with PowerShell
+
+Author: [Tobias Maestrini](https://github.com/tmaestrini)
+
+This script is based on the [original article](https://petri.com/identifying-obsolete-office-365-groups-powershell) written by [Tony Redmond](https://twitter.com/12Knocksinna).
+
+Like any resource within your Microsoft 365 tenant, M365 Groups can become unused over time.
+
+This routine uses PowerShell with CLI for Microsoft 365
+- to gather insights about SharePoint file activity within the related SharePoint site,
+- to do a check against conversation items in the group mailbox,
+- to denote the amount of active people (group owners, members and guests) in the group.
+
+These metrics can help us understand the extent to which the resource is being used from a governance perspective – or even not.
+Use this script to create a report of all M365 groups that are possibly obsolete.
+
+<Tabs>
+  <TabItem value="PowerShell">
+
+  ```powershell
+  $ErrorActionPreference = "Stop"
+
+  class GroupInfo {
+    [PSCustomObject] $Reference
+    [PSCustomObject] $Membership
+    [PSCustomObject] $SharePointStatus
+    [PSCustomObject] $MailboxStatus
+    [PSCustomObject] $ChatStatus
+    [string] $TestStatus
+    [string[]] $Reasons
+  }
+
+  function Start-Routine {
+    # START ROUTINE
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $false)] [Switch] $KeepConnectionsAlive,
+      [Parameter(Mandatory = $false)] [Switch] $KeepOutputPath
+    )
+
+    try {
+      Initialize-Params
+      if ($KeepOutputPath.IsPresent) { Initialize-ExportPath -KeepOutputPath }
+      else { Initialize-ExportPath }
+      Get-AllM365Groups
+      Get-AllGuestUsers
+      Get-AllTeamSites
+      Start-GroupInsightsTests
+
+      Write-Host "`n✔︎ Routine terminated" -ForegroundColor Green
+      if (!$KeepConnectionsAlive.IsPresent) {
+        m365 logout
+      }
+    }
+    catch {
+      Write-Error $_.Exception.Message
+    }
+  }
+
+  function Initialize-Params {
+    Write-Host "🚀 Generating report of obsolete M365 groups within your organization"
+
+    # define globals
+    $Global:Path
+    $Script:ReportPath = $null
+    $Script:Groups = @()
+    $Script:Guests = @()
+    $Script:TeamSites = @()
+    $Global:ObsoleteGroups = [System.Collections.Generic.Dictionary[string, GroupInfo]]::new()
+
+    Write-Output "Connecting to M365 tenant: please follow the instructions."
+    Write-output "IMPORTANT: You'll need to have at least global reader permissions!`n"
+    if ((m365 status --output text) -eq "Logged out") {
+      m365 login
+    }
+  }
+
+  function Initialize-ExportPath {
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $false)] [Switch] $KeepOutputPath
+    )
+
+    if (!$KeepOutputPath.IsPresent -or $null -eq $Global:Path) {
+      $Script:Path = Read-Host "Set the path to the folder where you want to export the report data as csv file"
+    }
+
+    $TestPath = Test-Path -Path  $Script:Path
+    $tStamp = (Get-Date).ToString("yyyyMMdd-HHmmss")
+    if ($TestPath -ne $true) {
+      New-Item -ItemType directory -Path $Script:Path | Out-Null
+      Write-Host "Will create file in $($Script:Path): M365GroupsReport-$tStamp.csv" -ForegroundColor Yellow
+    }
+    else {
+      Write-Host "Following report file will be created in $($Script:Path): 'M365GroupsReport-$($tStamp).csv'."
+      Write-Host "`nAll data will be exported to $($Script:Path): M365GroupsReport-$($tStamp).csv." -ForegroundColor Blue
+      Write-Host "Do not edit this file during the scan." -ForegroundColor Blue
+    }
+    $Script:ReportPath = "$($Script:Path)/M365GroupsReport-$($tStamp).csv"
+  }
+
+  function Get-AllM365Groups {
+    $groups = m365 entra m365group list --includeSiteUrl | ConvertFrom-Json
+    $Script:Groups = $groups | Where-Object { $null -ne $_.siteUrl }
+  }
+
+  function Get-AllGuestUsers {
+    $Script:Guests = m365 entra user list --type Guest | ConvertFrom-Json
+  }
+
+  function Get-AllTeamSites {
+    $Script:TeamSites = m365 spo site list --type TeamSite | ConvertFrom-Json
+  }
+
+  function Start-GroupInsightsTests {
+    Write-Host "Checking $($Script:Groups.Count) groups for activity"
+
+    $Script:Groups | ForEach-Object {
+      $groupInfo = [GroupInfo]::new()
+      $groupInfo.Reference = $_
+      $groupInfo.Membership = @{Owners = 0; Members = 0; Guests = 0 }
+      $groupInfo.TestStatus = "🟢 OK"
+
+      Write-Host "☀︎ $($groupInfo.Reference.displayName)"
+
+      # Tests
+      Test-GroupMembership -Group $groupInfo
+      Test-SharePointActivity -Group $groupInfo
+      Test-ConversationActivity -Group $groupInfo
+
+      # Report
+      New-Report -Group $groupInfo
+    }
+
+    #Give feedback to user
+    Write-Host "`n-------------------------------------------------------------------"
+    Write-Host "`SUMMARY" -ForegroundColor DarkGreen
+    Write-Host "`-------------------------------------------------------------------"
+    Write-Host "`n👉 Found $($Global:ObsoleteGroups.Count) group$($Global:ObsoleteGroups.Count -gt 1 ? 's' : '') with possibly low activity."
+    Write-Host "`   Please review the report: " -NoNewline
+    Write-Host "$($Script:ReportPath)" -ForegroundColor DarkBlue
+  }
+
+  function Test-GroupMembership {
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $true)] [GroupInfo] $Group
+    )
+
+    # Original lists
+    $users = m365 entra m365group user list --groupId $Group.Reference.id | ConvertFrom-Json
+    $owners = $users | Where-Object { $_.roles -contains "Owner" }  
+    $members = $users | Where-Object { $_.roles -contains "Member" -and $_.id -notin $Script:Guests.id }
+    $guests = $users | Where-Object { $_.id -in $Script:Guests.id }
+
+    # Modify the $members list to only contain users that are not in the $owners list
+    if($null -ne $owners -and $null -ne $members) {
+      $members = Compare-Object $members $owners -PassThru
+    }
+
+    $Group.Membership = [ordered] @{
+      Owners  = $owners
+      Members = $members
+      Guests  = $guests
+    }
+
+    if ($owners.Count -eq 0) {
+      Write-Host "  → potentially obsolete (abandoned group: no owner)" -ForegroundColor Yellow
+      $reason = "Low user count"
+
+      $Group.Membership.Status = "Abandoned ($reason)"
+      $Group.TestStatus = "🟡 Warning"
+      $Group.Reasons += $reason
+
+      try {
+        $Global:ObsoleteGroups.Add($Group.Reference.id, $Group)
+      }
+      catch { }
+      return
+    }
+
+    if ($owners.Count -le 1 -and ($members.Count + $guests.Count) -eq 0) {
+      Write-Host "  → potentially obsolete (abandoned group: only $($owners.Count) owner left)" -ForegroundColor Yellow
+      $reason = "Low owner count"
+
+      $Group.Membership.Status = "Abandoned ($reason)"
+      $Group.TestStatus = "🟡 Warning"
+      $Group.Reasons += $reason
+
+      try {
+        $Global:ObsoleteGroups.Add($Group.Reference.id, $Group)
+      }
+      catch { }
+    }
+  }
+
+  function Test-SharePointActivity {
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $true)] [GroupInfo] $Group
+    )
+
+    function Get-ParsedDate {
+      [CmdletBinding()]
+      param (
+        [Parameter(Mandatory = $true)] [String] $JavascriptDateString
+      )
+
+      $dateParts = [regex]::Matches($JavascriptDateString, '\d+') | ForEach-Object { $_.Value }
+
+      # Convert the parts to integers
+      $year = [int]$dateParts[0]
+      $month = [int]$dateParts[1] + 1
+      $day = [int]$dateParts[2]
+      $hour = [int]$dateParts[3]
+      $minute = [int]$dateParts[4]
+      $second = [int]$dateParts[5]
+
+      # return a DateTime object
+      $dateObject = New-Object -TypeName DateTime -ArgumentList $year, $month, $day, $hour, $minute, $second
+      $dateObject
+    }
+
+    $WarningDate = (Get-Date).AddDays(-90)
+
+    $spoSite = $Script:TeamSites | Where-Object { $_.GroupId -eq "/Guid($($Group.Reference.id))/" }
+    $spoSite.LastContentModifiedDate = Get-ParsedDate -JavascriptDateString $spoSite.LastContentModifiedDate
+    if ($spoSite.LastContentModifiedDate -lt $WarningDate) {
+      Write-Host "  → potentially obsolete (SPO last content modified: $($spoSite.LastContentModifiedDate))" -ForegroundColor Yellow
+      $reason = "Low SharePoint activity ($($spoSite.LastContentModifiedDate))"
+
+      $Group.SharePointStatus = @{
+        Reason = $reason
+      }
+      $Group.TestStatus = "🟡 Warning"
+      $Group.Reasons += $reason
+
+      try {
+        $Global:ObsoleteGroups.Add($Group.Reference.id, $Group)
+      }
+      catch { }
+    }  
+  }
+
+  function Test-ConversationActivity {
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $true)] [GroupInfo] $Group
+    )
+
+    $WarningDate = (Get-Date).AddDays(-365)
+
+    $conversations = m365 entra m365group conversation list --groupId $Group.Reference.id | ConvertFrom-Json | Sort-Object -Property lastDeliveredDateTime -Descending
+    $latestConversation = $conversations | Where-Object {
+      [datetime]$_.lastDeliveredDateTime -gt $WarningDate.Date
+    } | Select-Object -First 1
+
+    $Group.MailboxStatus = @{
+      NumberOfConversations = $conversations.Length
+      LastConversation      = $conversations ? $conversations[0].lastDeliveredDateTime : "n/a"
+      OutdatedConversations = 0
+      Reason                = ""
+    }
+
+    # Return if there are no conversations or the latest conversation is not outdated
+    if (!$conversations -or $latestConversation.Count -eq 1) { return }
+
+    $outdatedConversations = $conversations | Where-Object {
+      [datetime]$_.lastDeliveredDateTime -lt $WarningDate
+    }
+
+    Write-Host "  → potentially obsolete ($($outdatedConversations.Length) conversation item$($outdatedConversations.Length -gt 1 ? 's' : '') created more than 1 year ago)" -ForegroundColor Yellow
+    $reason = "$($outdatedConversations.Length) conversation item$($outdatedConversations.Length -gt 1 ? 's' : '') created more than 1 year ago"
+
+    $Group.MailboxStatus.OutdatedConversations = $outdatedConversations | Sort-Object -Property lastDeliveredDateTime
+    $Group.MailboxStatus.Reason = $reason
+    $Group.TestStatus = "🟡 Warning"
+    $Group.Reasons += $reason
+
+    try {
+      $Global:ObsoleteGroups.Add($Group.Reference.id, $Group)
+    }
+    catch { }
+  }
+
+  function New-Report {
+    [CmdletBinding()]
+    param (
+      [Parameter(Mandatory = $true)] [GroupInfo] $Group
+    )
+
+    $exportObject = [ordered] @{
+      "Group Name"              = $Group.Reference.displayName
+      Description               = $Group.Reference.description
+      "Managed by"              = $Group.Membership.Owners ? $Group.Membership.Owners.displayName -join ", " : "n/a"
+      Owners                    = $Group.Membership.Owners.Count
+      Members                   = $Group.Membership.Members.Count
+      Guests                    = $Group.Membership.Guests.Count
+      "Group Status"            = $Group.Membership.Status ?? "Normal"
+      "Number of Conversations" = $Group.MailboxStatus.NumberOfConversations ? $Group.MailboxStatus.NumberOfConversations : "n/a"
+      "Last Conversation"       = $Group.MailboxStatus.LastConversation
+      "Conversation Status"     = $Group.MailboxStatus.Reason ?? "Normal"
+      "Team enabled"            = $Group.Reference.resourceProvisioningOptions -contains 'Team' ? "True" : "False"
+      "SPO Status"              = $Group.SharePointStatus.Reason ?? "Normal"
+      "SPO Activity"            = $Group.SharePointStatus ? "Low / No document library usage" : "Document library in use"
+      "Number of warnings"      = $Group.Reasons.Count
+      Status                    = $Group.TestStatus
+    }
+
+    $exportObject | Export-Csv -Path $Script:ReportPath -Append -NoTypeInformation
+  }
+
+  # START the report generation
+  Start-Routine #-KeepConnectionsAlive -KeepOutputPath
+  ```
+  </TabItem>
+</Tabs>