Microsoft Copilot
Take control of Viva Engage communities
Rencore inventories the Viva Engage communities in your tenant and relates each one to its Microsoft 365 group, its SharePoint site, its owners and its members. Policies find the communities nobody uses, reviews check who has access, and a delete waits for an approval.
Viva Engage communities pile up, each with a group and a site behind it
The questions are the ones you already ask of a Team or a SharePoint site: who owns it, who is in it, is anyone using it, and who cleans it up.
Who runs it
Every community is tied to a Microsoft 365 group with its own owners and members. Without one list of communities and their owners, nobody can say who is accountable for a community or who may join it.
Whether anyone is still there
Communities are created for a campaign or a project, then go quiet. Last activity, member count and posts show which ones are in use and which have no members at all.
What sits behind it
A community is more than a feed. It carries a Microsoft 365 group and a connected SharePoint site, so removing a community by hand reaches both.
Whether new ones follow the rules
Names, site URLs and sensitivity labels are fixed when a community is created. A template applies the same rules to every new one, instead of one reminder after another.
What Rencore sees and does in Viva Engage
Every community, joined to its group and site
Rencore inventories the Viva Engage communities in your tenant and relates each one to its Microsoft 365 group, its SharePoint site collection, its owners and its members. Activity figures from Microsoft 365 reporting sit on the same object.
- Display name, description and privacy of each community
- The linked Microsoft 365 group and SharePoint site collection
- Owners and members, as users you can follow into the rest of the inventory
- Last activity date, plus member, posted, read and liked counts for the report period
- A risk score on every community
- Scanned monthly by default, with daily, weekly and bi-weekly intervals available
Policies, reviews and cleanup with an approval
A policy lists the communities that have no members. A review asks the right people who still needs access. When a community has to go, the delete can wait for an approval, and community admins are told by email first.
- A policy for Viva Engage communities without members (severity Information, category Operation)
- Communities as a reviewable object, with community admins, members, site visitors, site access and file access in scope
- Actions to add or remove a member and to add or remove an owner of a community
- Delete Community removes the community, its Microsoft 365 group and its connected SharePoint site, and notifies the community admins by email beforehand
- Delete Community with approval leaves the community untouched if the approver rejects
New communities start inside the rules
Provisioning templates cover Viva Engage communities next to Teams, SharePoint sites and Planner boards. Naming, site URL and sensitivity label are set in the template, and the community owner sees the result in the Rencore Teams app.
- Community templates with custom site URLs built from a prefix, a suffix and an auto-generated GUID
- Sensitivity labels offered to the requester when the request is submitted, and applied automatically
- Viva Engage community data in the Workspaces overview and detail pages of the Rencore Teams app
What the Viva Engage connector covers
What Rencore reads in Viva Engage, and what stays outside it.
Communities, not conversations
The inventory object is the community. It holds counts and the last activity date, and there is no object for posts or threads.
Activity from Microsoft 365 reporting
Member, posted, read and liked counts are synchronized from Microsoft 365 reporting data and cover the report period Microsoft publishes.
A short list of actions
Add or remove a member, add or remove an owner, and delete a community, with or without an approval. Nothing else is changed in Viva Engage.
Digital Workplace
Microsoft 365
One inventory of users, groups, apps and every governed object across Microsoft 365, with policies for ownership, lifecycle, cost and compliance.
View the Microsoft 365 connectorTeams
Automate Teams lifecycle, control guest access and enforce governance policies from one central inventory.
View the Teams connectorSharePoint
Discover and monitor SharePoint sites, users and files, with policies and automation for access, lifecycle and storage.
View the SharePoint connector
OneDrive
Inventory every OneDrive with its owner, quota and sharing, and find external sharing, leavers' drives and full drives by policy.
View the OneDrive connectorExchange
Inventory Exchange user and shared mailboxes, relate them to Entra ID users, and flag inactive, over-quota and exposed ones with policies.
View the Exchange connector
Planner
Inventory Planner plans and tasks with their owners, members and groups, related to Entra ID users, and provision Planner boards from templates.
View the Planner connector
Entra ID
Discover app registrations, catch expiring secrets and certificates, and see which unowned apps hold SharePoint or Graph permissions.
View the Entra ID connectorViva Engage questions, answered
What does Rencore inventory in Viva Engage?
The communities in your tenant. For each one it holds the display name, description and privacy, the linked Microsoft 365 group and SharePoint site collection, the owners and members, the last activity date and the member, posted, read and liked counts for the report period, and a risk score. By default communities are scanned monthly, and you can set daily, weekly or bi-weekly instead.
Does Rencore read our Viva Engage posts?
The inventory is built on the community, not on its messages. The activity figures are counts and a last activity date, taken from Microsoft 365 reporting data. The inventory has no object for posts or threads.
What exactly does Delete Community remove?
The community, its underlying Microsoft 365 group and its connected SharePoint site. Community admins are notified by email before the deletion. If you choose Delete Community with approval, the deletion runs only after an explicit approval, and a rejection leaves the community untouched.
Does Microsoft already cover this?
In part. Microsoft's own admin tools manage communities inside Viva Engage. Rencore does not replace them. What it adds is the community held next to its Microsoft 365 group, its SharePoint site and the people behind it, policies that run continuously with a severity and a trend, reviews of who can reach a community and its site, and a cleanup that waits for an approval.
How is Viva Engage coverage licensed?
Viva Engage is part of the Digital Workplace module and is included in the Professional, Premium and Enterprise plans. The pricing page has the full plan comparison.