#Import Microsoft 365 Guest Users

You can either manually import existing Microsoft 365 guest users or set up profiles to automatically discover and import them using the following instructions:

#Manually Import Microsoft 365 Guest Users

To import existing Microsoft 365 guest users, complete the following steps in order:

#1. Export Guest User Information to a Template File

Complete the following steps to export a template file that contains Microsoft 365 guest user information:

1. In AvePoint Cloud Governance, navigate to Settings > Import Existing Microsoft 365 Objects and configure the following settings in the Export Mode.

2. Name and Description ‒ Enter a name for the export job. Enter an optional description for future reference.

3. Object Type ‒ Select Guest User.

4. Scope ‒ Select your Microsoft 365 tenant from the tree. Your Microsoft 365 tenant is displayed here when your tenant has a Microsoft Entra ID app profile configured in AvePoint Online Services. For details on how to create a Microsoft Entra ID app profile, refer to Create App Profiles or Microsoft 365 Service Account Profiles.

5. Metadata ‒ Choose to add the metadata that you want to associate with guest users. The metadata will be included in the exported Excel file. To add the metadata, complete the following steps:

   1. Click Add metadata to open the Add metadata window.

   2. In the Add metadata window, select one metadata in the table, and then click Add to list. You can repeat this step to add more metadata.

6. Export Location ‒ Choose to export the template file to a local path or an export location. If Export to an export location is selected, select an export location from the drop-down list or click Add New Location to create a new export location in the pop-up window.

7. Click Save and Export on the ribbon to export the template file.

#2. Configure the Template File to Provide Governance Details

To configure an exported guest user template file, complete the following steps:

1. Navigate to the location where the exported template file is saved.

2. Open the template file to view and configure the following information for each guest user:

   NOTE

   The template file contains column headings in the first row and their headings are required. The information you enter must be exact, including spaces and capitalization.

   • Username ‒ Displays the username of the guest user.

   • Email Address ‒ Displays the email address of the guest user.

   • Renewal Profile ‒ Enter the name of the renewal profile to be applied to the guest user.

   • Primary Guest Contact ‒ Enter the email address of a user to assign the user to be the primary guest contact.

   • Secondary Guest Contact ‒ Enter the email address of a user to assign the user to be the secondary guest contact.

   • Metadata ‒ Enter the value for the metadata.

     NOTE

     • If you select Show this field as read-only to business users/Hide this field from business users when creating the metadata, here you must enter the default value of the metadata. If you want to set different values for the sites, go to the Cloud Governance admin center > Profiles & templates > Metadata, edit the metadata, and change to Allow business users to configure this field/Require business users to configure this field.
     • If the type of the metadata is Hyperlink, the metadata value must be the desired text, and the hyperlink address separated with a semicolon.
     • If the metadata type is Lookup, AvePoint recommends that you do not change the format of the SharePoint library/list column whose value will be retrieved as the metadata value.
     • If the metadata type is Microsoft Entra property, the metadata value must be the user email address.

   • One-time Renewal Date ‒ If one-time renewal is enabled in the guest user renewal profile, choose one of the following methods to set the one-time renewal task generation date:

     • Enter a number as the duration. The unit of time is in days. The start date of the duration is the day the guest user is invited into the organization. A one-time renewal task will be generated after the specified amount of time since the guest user is invited into the organization.

     • Enter a date. A one-time renewal task will be generated on the specified date. You can enter the date in multiple formats, for example, MM/DD/YYYY. Note that the date you enter may be automatically set into Excel’s default date format.

   • Contact Election Profile ‒ Enter the name of a guest user contact election profile to be applied to the guest user.

3. Save the template file after the configuration.

#3. Import the Template File

To import the configured template file, complete the following steps:

1. In Settings > Import Existing Microsoft 365 Objects, click Import Mode on the ribbon.

2. Name and Description ‒ Enter a name for the import job. Enter an optional description for future reference.

3. Object Type ‒ Select Guest User.

4. Import Location ‒ Click Browse to locate the configured template file.

5. Click Save and Apply on the ribbon to start the import job and apply the governance details.

#4. View Import Results

After you start the import job, you are brought to the Job Status tab. When the import job status changes to Completed, it indicates that the Microsoft 365 guest users included in the template file have been successfully imported to AvePoint Cloud Governance.

If the import job status changes to Completed with Exception, it indicates that one or more Microsoft 365 guest users are not successfully imported. Follow the steps below to view the import results:

1. Select the import job and click Download on the ribbon.

2. Select a location to save the import result file.

3. Navigate to the location where the import result file is saved and open the file.

4. The Result column shows the import result.

   • Successful indicates the guest user has been successfully imported.

   • Failed indicates the guest user is not imported. You can refer to the details in the Comment column for troubleshooting and modify the template file.

     When you modify the template file, remove the rows of the guest users that have been successfully imported and only keep the failed guest users. After modifying the template file, you can import the template file again to re-import those guest users.

#Automated Import for Guest Users

To set up profiles to discover newly created guest accounts that have been created outside of AvePoint Cloud Governance and automatically import the guest users, complete the following steps in order:

#1. Create an Automatic Import Profile

To configure a guest user automatic import profile in the Cloud Governance admin center, go to Management > Profiles & templates > Automatic import profiles, click Create on the ribbon, and select Guest user automatic import profile from the drop-down list. Then, configure the following settings in the Create guest user automatic import profile panel:

1. Profile name – Enter a name for the guest user automatic import profile.

2. Description – Enter an optional description for the guest user automatic import profile.

3. Scope – Select the scope for this profile to scan for new guest accounts.

   NOTE

   All guest user automatic import profiles in your organization must be configured with the same scope option, either tenant or AvePoint Online Services containers.

   • Tenant – Scan for new guest accounts in a tenant. With this option selected, select a tenant from the drop-down list.

   • AvePoint Online Service containers – Scan for new guest accounts in specific containers. With this option selected, click Add, select the containers in the Add containers panel, and click Add to add the containers to the scope.

4. Automatic import schedule – Specify an interval and a start time for the automatic import process to define the automatic import schedule.

   • Interval – Enter an integer between one and seven in the text box as the automatic import interval.

   • Start time – Select a date and time as the start time for the automatic import process.

5. Contact assignment – Specify the primary contact and/or secondary contact who will be responsible for the newly imported guest users.

   • Primary contact – Enter the name of a user or enter $ to select a user role $Guest inviter as the primary contact who will be responsible for the newly imported guest users.

   • Alternate primary contact – If you specify the $Guest inviter as the primary contact, an alternate primary contact is required. If the user who takes the role of the $Guest inviter is blocked, the manager of the user will be responsible for the imported guest users. If neither of them is available, the alternate primary contact will be responsible for the imported guest users.

     Choose whether to Notify the primary contact when guest users are imported to Cloud Governance. With the notification email enabled, select an email template from the drop-down list for the notification email.

   • Secondary contact – Enter the name of a user as the secondary contact.

     Choose whether to Notify the secondary contact when guest users are imported to Cloud Governance. With the notification email enabled, select an email template from the drop-down list for the notification email.

6. Guest user renewal profile – A renewal profile enables a renewal process for users to periodically review and change guest contacts, guest users’ access to workspaces, and metadata applied to guest users. Select a renewal profile for the newly imported guest users from the drop-down list or click the createbutton to create a new one. For more information about how to configure a guest renewal profile, refer to Configure Guest User Renewal Profiles.

7. Guest user contact election profile – A contact election profile enables an automated guest user contact election process. With a profile applied to the guest user, an automated contact election process will start when the primary or secondary contact is deactivated. Select a contact election profile for the newly imported guest users from the drop-down list or click the createbutton to create a new one. For more details about how to configure a contact election profile, refer to Configure Guest User Contact Election Profiles.

8. Metadata – Choose the metadata that you want to add to the newly imported guest users. Click Add to open the Add metadata panel. Then, select available metadata in your tenant and click Add to list.

9. If you want to modify the metadata value, click the Edit button and edit the metadata value in the panel.

10. Administrator contact – Specify a user or group (Microsoft 365 Group, distribution group, or mail-enabled security group) to be the administrator contact to monitor the automatic import process. Then, select an email template to notify the administrator contact when there are updates to the import process.

11. Click Save to save all your configurations.

#2. Monitor Automatic Import Results

In Job monitor in the Cloud Governance admin center, you can monitor the status and results of automatic import jobs. When a job status is shown as Completed, it indicates that the newly discovered guest users have been successfully imported to AvePoint Cloud Governance.

If a job status is shown as Exception, it indicates that one or more guest users are not successfully imported. Follow the steps below to view the import results:

1. Select the automatic import job and click Download on the ribbon.

2. Open the automatic import result file to see the detailed import result:

3. The Status column shows the import result:

   • Successful indicates that the guest user has been successfully imported.

   • Failed indicates the guest user is not imported. You can refer to the details in the Comment column for troubleshooting.