software:chipmunk:using_chipmunk []

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====== Using Chipmunk ======

Once Chipmunk has been deployed and configured, the archiving process runs **automatically**—no manual jobs are required.

{{:software:chipmunk:chipmunk_archive_flow.png?400|Chipmunk Archive Workflow}}

===== How the Process Works =====
  * **Disable the User in Entra ID** – An administrator disables the account when an employee leaves.
  * **Automatic Detection** – Chipmunk detects the disabled state and queues the archive.
  * **Archive Execution** – Chipmunk archives the user’s Microsoft 365 data:
    * Exchange Online (email)
    * OneDrive for Business (files)
    * Microsoft Teams (chats & files)
  * **Completion Notification** – When archiving finishes, Chipmunk sends an email to the administrator group.

===== What Administrators Do Next =====
  * After receiving the completion email:
    * **Remove active Microsoft 365 licenses** associated with the user (to reduce ongoing costs).
    * **Optionally delete the account** if your internal policy allows and no further access is required.

===== Notes & Good Practices =====
  * Ensure the account is **disabled** (not deleted) so Chipmunk can detect and archive it.
  * Large archives can take time; duration depends on data size and Microsoft 365 throttling.
  * Keep your **administrator notification group** up to date so the right people receive completion emails.
  * If you need data later, Chipmunk supports restoring a **full archive** or **specific items** (files, emails, chats) without re-licensing the original user.