#FAQs

#What is dynamic membership for Microsoft 365 Groups, Microsoft Teams, and Viva Engage Communities?

AvePoint Cloud Governance provides the dynamic membership method to use property-based rules to determine the members of Microsoft 365 Groups, Microsoft Teams, and Viva Engage communities. When you configure a Create Group/Team/Community service and allow business users to define rules to get members dynamically, business users will be able to configure rules in the request form. Microsoft 365 users who meet the rules will be automatically added to the group, team, or community.

For example, in a Create Group request, the dynamic membership rule is: Department equals to Marketing. When Cloud Governance creates the group, Cloud Governance will find all users in the Marketing department and add them to the group.

The dynamic membership feature was built by Cloud Governance. Cloud Governance did not leverage the dynamic membership feature of Microsoft Entra. Therefore, after a group with dynamic membership is created via a Cloud Governance request, the group membership type shown in the Microsoft Entra and Microsoft 365 admin center is Assigned, rather than Dynamic.

The table below lists the supported dynamic membership rules in Cloud Governance requests.

Category	Rule
Contact Information	Display name
Contact Information	Location
Contact Information	Job title
Contact Information	First name
Contact Information	Last name
Contact Information	Username
Contact Information	Department
Contact Information	Office
Contact Information	Office phone
Contact Information	Mobile phone
Contact Information	Street address
Contact Information	City
Contact Information	State or province
Contact Information	ZIP or postal code
Contact Information	Country or region
License	Assignment
Organization	Manager of Microsoft 365 user
Organization	Group assignment

#Why must the groups that are specified as approvers be added as AvePoint Online Services users?

When you configure an approval process in AvePoint Cloud Governance and specify a group as the approver, make sure the group has already been added into AvePoint Online Services. Otherwise, users in the group cannot see the approval task assigned to them.

#How can I find the classic features in the modern Cloud Governance admin center?

The modern admin center is now available in AvePoint Cloud Governance. Some features in the classic admin center have moved to the modern admin center, while some features now offer enhanced capabilities in the modern admin center. To better transition to the modern admin center and know what features are now available in the modern admin center, refer to the following table for details:

The Status column includes:

• Moved – The feature has been moved to the modern admin center and is no longer available in the classic admin center.

• Mapped to new feature – The feature has been redesigned for new workspace management in the modern admin center. Classic workspace management can still use the features in the classic admin center.

Type	Features in Classic Cloud Governance Admin Center	Status	Where is it in Modern Cloud Governance Admin Center?	Comment
Microsoft Team	Profile > Automated Escalation Profile for Microsoft Teams	Moved	Profiles & templates > Automated escalation profiles > Automated escalation profile for team
Microsoft Team	Profile > Recertification or Renewal Management > Renewal Profile	Mapped to new feature	Profiles & templates > Renewal profiles > Team renewal profile
Microsoft Team	Profile > Microsoft Teams Archiving Profile Management > Microsoft Teams Archiving Profile Management	Moved	Profiles & templates > Team archiving profiles > Team archiving profiles
Microsoft Team	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Storage management profiles > Team storage management profile	The policy is split into four profiles.
Microsoft Team	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > External sharing profiles > Team external sharing profile	The policy is split into four profiles.
Microsoft Team	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Renewal profiles > Team renewal profile	The policy is split into four profiles.
Microsoft Team	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Contact election profiles > Team contact election profile	The policy is split into four profiles.
Microsoft Team	Service > Create Group/Team/Community	Mapped to new feature	Dynamic services > Services > Create team
Microsoft Team	Service > Group/Team/Community Lifecycle Management	Mapped to new feature	Dynamic services > Services > Team lifecycle management
Microsoft Team	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Change team settings	The Change Group/Team/Community Settings service is split into multiple service types.
Microsoft Team	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Change ownership or membership	The Change Group/Team/Community Settings service is split into multiple service types.
Microsoft Team	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Change site settings	The Change Group/Team/Community Settings service is split into multiple service types.
Microsoft Team	Administration > Import Existing Microsoft 365 Objects	Mapped to new feature	Profiles & templates > Manual import > Manual import
Microsoft Team	Administration > Import Existing Microsoft 365 Objects > Automatic Import Profile	Mapped to new feature	Profiles & templates > Automatic import profiles > Team automatic import profile
Microsoft Team	Administration > Team, Group, and Community Report	Mapped to new feature	Directory > Workspace report
Microsoft 365 Group	Profile > Automated Escalation Profile for Microsoft 365 Groups > Automated Escalation Profile for Microsoft 365 Groups	Moved	Profiles & templates	Automated escalation profiles
Microsoft 365 Group	Profile > Recertification or Renewal Management > Renewal Profile	Mapped to new feature	Profiles & templates > Renewal profiles > Microsoft 365 Group renewal profile
Microsoft 365 Group	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Storage management profiles > Microsoft 365 Group storage management profile	The policy is split into four profiles.
Microsoft 365 Group	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > External sharing profiles > Microsoft 365 Group external sharing profile	The policy is split into four profiles.
Microsoft 365 Group	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Renewal profiles > Microsoft 365 Group renewal profile	The policy is split into four profiles.
Microsoft 365 Group	Policy > Group/Team/Community Policy	Mapped to new feature	Profiles & templates > Contact election profiles > Microsoft 365 Group contact election profile	The policy is split into four profiles.
Microsoft 365 Group	Service > Create Group/Team/Community	Mapped to new feature	Dynamic services > Services > Create group > Create Microsoft 365 Group
Microsoft 365 Group	Service > Group/Team/Community Lifecycle Management	Mapped to new feature	Dynamic services > Services > Microsoft 365 Group lifecycle management
Microsoft 365 Group	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Change ownership or membership
Microsoft 365 Group	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Change site settings
Microsoft 365 Group	Service > Change Group/Team/Community Settings	Mapped to new feature	Dynamic services > Services > Convert Microsoft 365 Group to team
Microsoft 365 Group	Administration > Import Existing Microsoft 365 Objects > Manual Export & Import	Mapped to new feature	Profiles & templates > Manual import
Microsoft 365 Group	Administration > Import Existing Microsoft 365 Objects > Automatic Import Profile	Mapped to new feature	Profiles & templates > Automatic import profiles > Microsoft 365 Group automatic import profile
Microsoft 365 Group	Administration > Team, Group, and Community Report	Mapped to new feature	Directory > Workspace report
Site collection	Profile > Site Collection Automated Locking Profile	Mapped to new feature	Profiles & templates > Automated escalation profiles > Automated escalation profile for site collection
Site collection	Profile > Recertification or Renewal Management > Renewal Profile	Mapped to new feature	Profiles & templates > Renewal profiles > Site collection renewal profile
Site collection	Policy > Site Collection Policy	Mapped to new feature	Profiles & templates > Storage management profiles > Site collection storage management profile	The policy is split into four profiles.
Site collection	Policy > Site Collection Policy	Mapped to new feature	Profiles & templates > External sharing profiles > Site collection external sharing profile	The policy is split into four profiles.
Site collection	Policy > Site Collection Policy	Mapped to new feature	Profiles & templates > Renewal profiles > Site collection renewal profile	The policy is split into four profiles.
Site collection	Policy > Site Collection Policy	Mapped to new feature	Profiles & templates > Contact election profiles > Site collection contact election profile	The policy is split into four profiles.
Site collection	Policy > Site Collection Policy	Mapped to new feature	Dynamic services > Services > Create site collection	Site Maximum Depth Limit and Site Collection Policy Icon settings are available in the Create site collection service in the dynamic service.
Site collection	Service > Create Site Collection	Mapped to new feature	Dynamic services > Services > Create site collection
Site collection	Service > Change Site Collection Settings	Mapped to new feature	Dynamic services > Services > Change site settings
Site collection	Service > Site Collection Lifecycle Management	Mapped to new feature	Dynamic services > Services > Site collection lifecycle management
Site collection	Administration > Import Existing Microsoft 365 Objects > Manual Export & Import	Mapped to new feature	Profiles & templates > Manual import
Site collection	Administration > Import Existing Microsoft 365 Objects > Automatic Import Profile	Mapped to new feature	Profiles & templates > Automatic import profiles > Site collection automatic import profile
Site collection	Administration > Site Collection Report	Mapped to new feature	Directory > Workspace report
Viva Engage community	Profile > Automatic Import Profile for Viva Engage Communities	Moved	Profiles & templates > Automatic import profiles
Common	Profile > Metadata	Moved	Profiles & templates > Metadata
Common	Profile > SharePoint Permission Level Management	Moved	Profiles & templates > Permission level profiles
Common	Profile > Text Validation Rule Management	Moved	Profiles & templates > Text validation rules
Common	Profile > Email Templates	Moved	Profiles & templates > Email templates
Common	Profile > Approval Process	Mapped to new feature	Profiles & templates > Approval process
Common	Profile > Reminder Profile for Upcoming Expiration	Mapped to new feature	Profiles & templates > Reminder profiles
Common	Service > Change Permissions	Mapped to new feature	Dynamic services > Services > Manage permissions	The Change Permissions, Grant Permissions, and Manage Permissions services are integrated into the Manage permissions service in the dynamic service.
Common	Service > Grant Permissions	Mapped to new feature	Dynamic services > Services > Manage permissions	The Change Permissions, Grant Permissions, and Manage Permissions services are integrated into the Manage permissions service in the dynamic service.
Common	Service > Manage Permissions	Mapped to new feature	Dynamic services > Services > Manage permissions	The Change Permissions, Grant Permissions, and Manage Permissions services are integrated into the Manage permissions service in the dynamic service.

#Using Dynamic Metadata Profiles for Auto-assignment

Dynamic metadata branching is designed to enhance the automation of metadata assignment by allowing IT administrators to create profiles that define how metadata should be assigned based on specific conditions or previous metadata values. Currently, these profiles can be used in the Change metadata service, renewal profiles, and automatic import profiles.

To use a dynamic metadata profile to enhance the automation of metadata assignment, you can follow the steps below:

1. Create a dynamic metadata profile first and set the conditions or branches for metadata assignment based on existing values. For details on dynamic metadata creation, refer to Configure Dynamic Metadata Profiles.

2. Once the profile is created, you can apply the profile to the following services and profiles:

   • In the Change metadata service settings, select Dynamic assignment as the metadata changing mode and select a dynamic metadata profile you’ve created. For details on service configuration, refer to Change Metadata Service.

   • In the renew profiles, select Dynamic in Renewal details > Metadata renewal and select a dynamic metadata profile you’ve created. The metadata that can be reviewed and updated in the renewal tasks will be loaded based on the conditions or branches defined in the selected profile.

   • In automatic import profiles, select Dynamic in the Metadata field and select a dynamic metadata profile you’ve created. The metadata that will be applied to the imported objects in the confirm governance details tasks will be loaded based on the conditions or branches defined in the selected profile.

     NOTE

     In automatic profiles for site collections, teams, Microsoft 365 Groups, communities, and Power BI workspaces, make sure to select Require end user confirmation automatic import method before you can use the dynamic metadata assignment.

#How do I update actionable message settings to support Microsoft’s new token authentication?

Microsoft is transitioning actionable messages (AM) from External Access Token (EAT) authentication to Microsoft Entra ID–based token authentication. Tenants currently using EAT tokens must update their integration to support AAD tokens for AM service requests.

To avoid any service disruption, we recommend completing the updates below before March 31, 2026. After this date, actionable messages will continue to work only if the required settings have been updated.

1. Register a Microsoft Entra app.

   Create a new app registration in Microsoft Entra. For instructions, see Register an app in Azure.

   NOTE

   If you already have an existing Microsoft Entra app registration, you can skip this step.

2. Register an actionable messages provider

   Register a new provider using the Actionable Messages Developer Dashboard or click Migrate to MSEntra on your existing provider information page to create a migrated copy.

   Make sure to fill in the MsEntra Application Id in the MsEntra Auth section.

   For details, see Appendix D - Register an Actionable Email Provider.

3. Update email settings in Cloud Governance

   Navigate to System settings > Email settings > Actionable messages, and update both the MsEntra application ID and provider ID. Then, save your settings.