Microsoft Viva Insights: Automatic expiry of analyst report data using Viva Feature Access Management

Microsoft Viva Insights will introduce an admin-controlled Automatic Report Expiry feature by mid-April 2026, deleting analyst report outputs with personal data older than 30 days while retaining report definitions. This supports GDPR compliance, affects non-recurring reports, and is off by default for tenants.

[Introduction]

We’re introducing a new tenant-level admin control in Microsoft Viva Insights (Copilot Analytics) that allows admins to enable Automatic Report Expiry using Viva Feature Access Management (VFAM). When enabled, Viva Insights will automatically delete report outputs that have not been updated within the last 30 days, along with their associated personal data. Report definitions (query configuration and parameters) are retained so reports can be regenerated using current data. This change allows tenants to manage stale report data using a simple admin control. 

[When this will happen:]

• The Automatic Report Expiry control will begin rolling out to tenants by mid-April 2026. Timing may vary by region.
• By default, this control will be OFF for all tenants. Admins can choose when to enable it once it becomes available in their environment.

[How this affects your organization:]

Who is affected:

• Admins managing Microsoft Viva Insights (Copilot Analytics)
• Analysts who create or manage person-level Viva Insights reports

What will happen:

• When Automatic Report Expiry is enabled:
• Analyst-generated report outputs older than 30 days (based on the last update timestamp) are automatically deleted.
• Associated personal data stored in report results and related caches is permanently removed.
• Report configurations are preserved, allowing analysts to re-run reports using current data.
• Report owners are notified in advance before report data is deleted via in-product experiences.
• This applies to only non-recurring reports that include person-level data. For recurring reports, the reports are refreshed on weekly and monthly basis and will not be affected. 
• Note: This change does not introduce new data collection or new data types. It only modifies how long report outputs containing personal data are retained when the feature is enabled.

[What you can do to prepare:]

• Decide whether and when to enable Automatic Report Expiry for your tenant.
  • If you choose to enable it, the control will be available in the Microsoft 365 admin center under Home > Setup > Microsoft Viva > Feature Access Management, and through a supported PowerShell cmdlet.

  

  • Review which admin roles can manage this setting using Viva Feature Access Management:
    • Global Admin
    • AI Admin
  • Inform your Viva Insights and Copilot Analytics analysts about the upcoming behavior:
    • Report data is deleted 30 days after the last refresh if not updated.
    • Refreshing a report resets the 30-day retention window.
    • Deleted report data cannot be recovered, but reports can be regenerated using current data.
  • No action is required unless you choose to enable the feature.

Learn more:

• Microsoft Viva Feature access management | Microsoft Learn 
• Before rollout, we will update this post with new documentation.

[Compliance considerations:]

Area	Impact
Does the change alter how existing customer data is processed, stored, or accessed?	Analyst-generated report outputs containing personal data are automatically deleted after 30 days when the feature is enabled.
Does the change modify retention or deletion workflows?	The change introduces automated deletion of secondary copies of personal data in report outputs.
Does the change modify how users can delete personal data (GDPR Data Subject Rights)?	The feature supports GDPR “right to erasure” by ensuring stale report data containing personal data is deleted.
Does the change include an admin control?	The feature is controlled by admins using Viva Feature Access Management and is OFF by default.