#FAQs

Refer to the frequently asked questions and answers.

#How is the last accessed time of content determined?

A Last accessed time rule criterion is used to identify and manage inactive content. This timestamp is dynamically updated based on actual user activities tracked by Opus.

• For documents, the last accessed time is refreshed when users perform actions such as opening, editing, downloading, sharing, or restoring a document.

• For SharePoint sites and libraries, the last accessed time for a site or library is derived from the most recent activity among all documents within it. As a result, a site or library is considered accessed whenever any document within it is used.

If the last accessed time is unavailable, Opus will compare the document’s last modified time and the start time of report data collection, using the more recent of these two to determine if the document meets the configured rule criteria.

The Last accessed time rule criterion relies on data from the Microsoft 365 audit logs. Opus uses all file-related activities recorded in these logs to calculate the access history. For details about which file activities are included, refer to File and page activities.

In some cases, your organization may use additional services to manage documents within Microsoft 365. Whenever a service or user accesses a document, this activity is logged in the Microsoft 365 audit logs and collected by Opus, which in turn affects the last accessed time. To ensure accuracy, AvePoint Online Services provides an Exclude accounts setting, enabling you to designate the user accounts to omit from data collection. This feature can be particularly useful for filtering out service and test accounts, thereby enhancing the accuracy of the timestamp. For detailed instructions about this setting, refer to Enable Report Data Collection.