#Import Shared Mailboxes

You can either manually import existing shared mailboxes or set up profiles to automatically discover and import them using the following instructions:

#Manually Import Shared Mailboxes

To import existing shared mailboxes, complete the following steps in order:

#1. Export Shared Mailbox Information to a Template File

Complete the following steps to export a template file that contains shared mailbox information:

1. In the Cloud Governance admin center, navigate to Profiles & templates > Manual import, and then click Export a template on the ribbon.

2. Configure the following settings in the Export a template panel:

   1. Export job name ‒ Enter a name for the export job.

   2. Description ‒ Enter an optional description for future reference.

   3. Object type ‒ Select Shared mailbox.

   4. Scope ‒ Define the scope for the shared mailboxes you want to export. Click Add to open the Add containers panel. Then, select one or more containers that were configured in AvePoint Online Services and click Add. Shared mailboxes within the containers that are not currently managed by AvePoint Cloud Governance will be exported to the template file.

      NOTE

      Make sure shared mailboxes have already been discovered and added into the appropriate AvePoint Online Services containers.

   5. Metadata – Add metadata that will be added to the exported template file. You can then review and edit the metadata values of the shared mailboxes. Click Add. In the Add Metadata window, select metadata and click Add to list.

3. Click Export to export the template file. After the export job is completed, navigate to Job monitor. Select the export job and click Download on the ribbon to export the template file.

#2. Configure the Template File to Provide Governance Details

To configure an exported shared mailbox 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 mailbox.

   NOTE

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

   • Shared Mailbox Name ‒ Displays the name of the shared mailbox.

   • Email Address ‒ Displays the email address of the shared mailbox.

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

   • Secondary Contact (optional) ‒ Enter the email address of a user to assign the user to be the secondary shared mailbox contact.

   • Contact Election Profile (optional) – Enter a shared mailbox contact election profile name to apply the profile to the shared mailbox.

   • Renewal Profile (optional) – Enter a shared mailbox renewal profile name to apply the profile to the shared mailbox.

   • Metadata ‒ If you have selected metadata for the export job, the metadata is included in the template file. You can edit the metadata value for each shared mailbox or remove the metadata that you do not want to apply to any shared mailboxes.

     Note the following:

     • If the type of the metadata is Hyperlink, the metadata value must be the desired text and the hyperlink address separated by 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. Make sure the metadata value is in one of the following types: Yes/No, Date and Time, and User or Group.

     • If the metadata type is Microsoft Entra property, the metadata value must be the user email address.

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 Profiles & templates > Manual import, complete the following settings:

   1. Import job name ‒ Enter a name for the import job.

   2. Description ‒ Enter an optional description for future reference.

   3. Object type ‒ Select Shared mailbox.

   4. Import a template file (.xlsx) ‒ Click Browse to locate the configured template file.

2. Click Import to start the import job and apply the governance details.

#4. View Import Results

After you start the import job, go to Job monitor. When the import job status changes to Completed, it indicates that the shared mailboxes 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 shared mailboxes are not successfully imported. Follow the steps below to view the import results:

1. Select the import job and click Download on the ribbon to download the job report.

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

3. The Result column shows the import result.

   • Successful indicates the shared mailbox has been successfully imported.

   • Failed indicates the shared mailbox 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 shared mailboxes that have been successfully imported and only keep the failed shared mailboxes. After modifying the template file, you can import the template file again to re-import those shared mailboxes.

   • Skipped indicates the shared mailbox is skipped being imported. You can refer to the details in the Comment column to find the reason.

#Automated Import for Shared Mailboxes

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

#1. Create a Scan Profile to Discover Shared Mailboxes

To ensure AvePoint Cloud Governance can automatically import the newly created shared mailboxes, you must create a scan profile first. Complete the following steps to create a scan profile in AvePoint Online Services:

1. Navigate to AvePoint Online Services > Auto discovery > Scan profiles.

2. Create a scan profile.

   • Select Microsoft 365 > Exchange mailbox as the object type.

   • If you want to import all shared mailboxes, you can choose Express mode.

   • If you want to import the shared mailboxes that meet specific rules, you can choose the Advanced mode.

   • Make sure a scan schedule is configured in the scan profile settings.

   For details on creating a scan profile, see Manage Scan Profiles.

#2. Create an Automatic Import Profile

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

1. Profile name – Enter a name for the shared mailbox automatic import profile.

2. Description – Enter an optional description for the shared mailbox automatic import profile.

3. Notes to primary contact – Your notes can help the primary shared mailbox contact decide if they are the correct contact, as well as help them fill in missing shared mailbox information during the confirm governance details process. Enter the notes to be displayed in your desired languages by completing the following steps:

   1. Click the edit button of your desired languages.

   2. In the Edit message panel, enter your desired notes in the text box.

   3. Click Save when you finish the configuration.

   Default language – Select a default language. Note that only the languages that are enabled as available languages can be selected as the default language.

   If a user's Cloud Governance display language is not one of the enabled options, the notes will be shown in the default language.

4. Scope – Define the scope for this profile to scan for new shared mailboxes. Click Add to open the Add containers panel. Then select one or more containers that were configured in AvePoint Online Services.

   NOTE

   • Make sure shared mailboxes have already been discovered and added into the appropriate AvePoint Online Services containers.
   • Containers that have been added to other profiles cannot be selected.

5. 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 in the text box and select Days, Weeks, or Months as the unit of time to specify the automatic import interval.

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

6. Contacts – Configure the primary contact and/or secondary contact for the imported shared mailboxes.

   • People picker filter profile – Select a people picker filter profile from the drop-down list. The filter settings will be applied to the shared mailbox contact people picker fields in the confirm governance details task. The filter settings determine what users are searchable and can be chosen in these fields. After selecting a people picker filter profile, you can click View profile details to view the details of the profile.

     You can also click the create button or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles.

   • Primary contact – Enter the name of a user or enter $ to select a user role $Shared mailbox member as the primary contact who will be responsible for the newly imported shared mailboxes. When you specify the role $Shared mailbox member, the members of the group will be responsible for the confirm governance details task.

     • Select an email template from the drop-down list for the Notification email to confirm the governance details task assignment.

     • Choose whether to Notify the primary contact when shared mailboxes 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 who will be responsible for the newly imported shared mailboxes.

     • Select an email template from the drop-down list for the Notification email to confirm the governance details task assignment.

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

7. Lifecycle management actions – Choose whether to Allow the primary contact to delete a shared mailbox during the automatic import process.

8. Renewal profile – Select one or more renewal profiles for the newly imported shared mailboxes. You can also click Create and create a shared mailbox renewal profile in the Create shared mailbox renewal profile panel. For details on how to configure a shared mailbox renewal profile, refer to Configure Shared Mailbox Renewal Profiles.

   Default profile – Select a default renewal profile from the drop-down list.

   Choose one of the following options to determine how to set the shared mailbox renewal profile:

   • Require business users to configure this field – A renewal profile is required to be selected in the confirm governance details task. You can select a renewal profile and business users can change the renewal profile in the confirm governance details task.

   • Show this field as read-only to business users – You select a renewal profile and business users cannot change the renewal profile in the confirm governance details task.

   • Hide this field from business users – You select a renewal profile, and it will not be shown in the confirm governance details task.

9. Contact election profile – With a profile applied to the shared mailboxes, an automated contact election process will start when the primary or secondary contact is deactivated. Select one or more contact election profiles for the newly imported shared mailboxes. You can also click Create and create a shared mailbox contact election profile in the Create shared mailbox contact election profile panel. For details on how to configure a shared mailbox contact election profile, refer to Configure Shared Mailbox Contact Election Profiles.

   Default profile – Select a default contact election profile from the drop-down list.

   Choose one of the following options to determine how to set the shared mailbox contact election profile:

   • Require business users to configure this field – A contact election profile is required to be selected in the confirm governance details task. You can select a contact election profile and business users can change the contact election profile in the confirm governance details task.

   • Show this field as read-only to business users – You select a contact election profile and business users cannot change the contact election profile in the confirm governance details task.

   • Hide this field from business users – You select a contact election profile, and it will not be shown in the confirm governance details task.

10. Metadata – Choose the method to determine what metadata will be applied to the newly imported shared mailboxes:

    • Manual – With this option selected, you can choose the metadata to apply to the newly imported shared mailboxes. Click Add to open the Add metadata panel. Then, select available metadata in your tenant and click Add to list.

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

    • Dynamic – With this option selected, select a dynamic metadata profile from the drop-down list and the metadata to be applied to the newly imported shared mailboxes will be loaded based on the conditions or branches defined in the profile.

11. Duration and escalation – Specify a duration for the entire automatic import process. Enter a number in the text box and select Days, Weeks, or Months as the unit of time.

    • You can choose to Send a reminder email to the primary contact before the confirmation task is overdue, and then select a reminder profile from the drop-down list.

    • You can choose to Enable an escalation for an overdue import process, and then select an escalation profile from the drop-down list. If the confirm governance details task is not completed within the specified duration, the shared mailbox import process will be overdue. The shared mailboxes will be deleted based on the escalation profile.

      After selecting an escalation profile, you can click View profile details to view the details of the selected profile.

12. 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.

    • Notification email template for the completed shared mailbox import – Select an email template to notify the administrator contact when the shared mailbox import process is completed.

    • Notification email template for completed governance details confirmation – Select an email template to notify the administrator contact when the governance details confirmation is completed.

13. Click Save to save all your configurations.

#3. 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 shared mailboxes have been successfully imported to AvePoint Cloud Governance.

If a job status is shown as Exception, it indicates that one or more shared mailboxes 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 shared mailbox has been successfully imported.

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