unpublished-content-report

Unpublished content report

When to use

Use this skill when the user wants an HTML governance report covering SharePoint documents and site pages that aren't published and haven't been edited for a specified period. Use it for stale drafts, pending/rejected content, checked-out pages, or unpublished changes. The report must sort by days since last edit in descending order and be saved in a document library.

Inputs

• Current SharePoint site URL and context.
• Inactivity threshold in days. Default to 14 only when the user doesn't provide one.
• Destination document library. Default to Reports only when the user doesn't provide one.
• Optional report filename. Otherwise use Unpublished-content-inactive-<days>-days.html.
• Scope is documents in user-facing document libraries plus pages in the site's Site Pages library. Exclude system, asset, style, preservation, template, report, and AgentAssets libraries unless the user includes them.

Steps

1. Get the current date/time before calculating relative ages.
2. Discover the site's lists and libraries, including the Site Pages library. Identify user-facing document libraries and exclude system libraries.
3. Verify the destination library exists. If it doesn't, create it as a document library with a clear report-oriented description.
4. Retrieve schemas before querying items. Identify these internal fields where available: FileLeafRef, FileRef, Modified, Editor, _ModerationStatus, _UIVersionString, CheckoutUser, and page fields such as Title, FirstPublishedDate, and PromotedState.
5. Query all files recursively with a row limit equal to the known item count, or 50,000 when unknown. Retrieve the complete dataset before filtering.
6. Determine publication state from SharePoint metadata rather than filenames:
   • In moderated libraries, treat _ModerationStatus values equivalent to Approved/Published as published. Pending, Draft, Rejected, or other non-approved values are unpublished.
   • In versioned libraries, a version ending in .0 is a published major version. A version ending in a non-zero minor number indicates draft or unpublished changes.
   • Treat checkout-only pages, never-published pages, and pages with draft changes as unpublished.
   • Don't classify an item as unpublished solely because the library doesn't use moderation or minor versions. If no reliable publication-state signal exists, omit the item and note the skipped library in the report.
7. Calculate whole days since Modified. Keep items whose age is greater than or equal to the requested threshold.
8. Normalize each match with item name and link, type, library, publication state, version, last edited date/time, editor, and days since last edit.
9. Sort by days since last edit descending, then item name ascending as a stable tie-breaker.
10. Build the HTML using Report.html and, when practical, LiveData.html so results refresh from source libraries when opened. Pass every source list identity to the live-data tool; don't hand-write REST or Graph calls.
11. Include summary cards for total items, documents, and pages; a concise criteria note; and a table containing all matching items. Escape user-controlled values before inserting them into raw HTML.
12. Route generated HTML through an output data reference, then create the .html file in the destination library using that reference. Don't reconstruct content from a truncated preview.
13. Verify the file was created and return a link. If any tool fails or data is incomplete, say so plainly and don't invent results.

Output format

Return a concise completion message containing:

• A markdown link to the created HTML report.
• The threshold and destination library.
• A note that the report refreshes when opened if LiveData was used; otherwise state that it's a point-in-time report.
• Any libraries skipped because publication state couldn't be determined reliably.

The HTML report must contain:

1. Title: Unpublished content inactive for <days>+ days
2. Site and criteria statement
3. KPI cards: Total items, Documents, Pages
4. Table columns: Item, Type, Library, Publication state, Version, Last edited, Edited by, Days since edit
5. Rows sorted by Days since edit descending

Example request: Create a HTML report showing documents and pages that aren't published and haven't been edited for 30 days. Save it in Governance Reports.