#Update Group or Team Information in Bulk

After Microsoft 365 Groups or Microsoft Teams have been created and managed in Cloud Governance, you may need to update group/team contacts or metadata for multiple groups/teams. You can use the Update Workspace Information in Bulk feature to update group/team information in bulk.

To update group or team information in bulk, complete the following steps in order:

#1. Export a Group/Team Information Report

Complete the following steps to export a report that contains group/team information:

1. Navigate to Settings > Update Workspace Information in Bulk 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 further reference.

3. Workspace Type – Choose Microsoft 365 Group/Microsoft Team.

4. Scope – Select one or more Microsoft 365 Group containers created in AvePoint Online Services. The information of groups or teams that meet all of the following conditions will be exported to an Excel file:

   • The groups or teams are within the selected containers.

   • The groups or teams are managed by AvePoint Cloud Governance.

   • The groups or teams are in any of the following phases:

     • In compliance

     • Renewal canceled

5. Group/Team Information – Select the group/team information that you want to update, and the selected content will be included in the exported report.

   • Group/Team contacts – The group or team contacts will be included in the exported group/team information report by default.

   • Group/Team metadata – Choose to include group or team metadata in the exported group/team information report.

6. Export Location – Choose to export the group/team information report 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.

   NOTE

   Exporting the report to an export location is recommended. If the selected containers have many groups/teams or there is a large amount of metadata to be exported, exporting the report to a local path may fail. If this issue occurs, you can select an export location and try again.

7. Click Save and Export on the ribbon to export the group/team information report.

#2. Modify the Exported Group/Team Information Report

To modify an exported group/team information report, complete the following steps:

1. Navigate to the location where the exported group/team information report is saved.

2. Open the exported group/team information report. You can view and configure the following entries:

   • Group/Team Name – Displays the group or team name.

   • Group/Team ID – Displays the group or team ID.

   • Primary Group/Team Contact – Displays the username of the current primary group/team contact. Modify the username if you want to assign the role to another user.

   • Secondary Group/Team Contact – Displays the username of the current secondary group/team contact. Modify the username if you want to assign the role to another user.

   • Metadata (:=) – Displays the current metadata value. The metadata columns will only appear when you choose to export group/team metadata when configuring the Export Mode.

     If the column value is N/A, it indicates that this metadata is not applied to the group/team. You can modify the metadata value, apply the metadata to the group/team, or remove the metadata from the group/team.

     • Apply metadata – Change the metadata value from N/A to a valid value.

     • Remove metadata – Change the existing metadata value to N/A.

     Note the following:

     • If the metadata type is Hyperlink, the metadata value must be the desired text, and the hyperlink address must be 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, make sure the metadata value is the user email address, Microsoft Entra property value, or in the format of the user email address (Microsoft Entra property value).

3. Save the modified group/team information report after configuration.

#3. Import the Modified Group/Team Information Report

Complete the following steps to import the modified group/team information report:

1. In Settings > Update Workspace Information in Bulk, click Import Mode on the ribbon.

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

3. Select the group/team information that you want to update, and the selected type of information must be included in the modified report.

   • Group/Team contacts

   • Group/Team metadata

4. Import Location – Click Browse to locate the modified group/team information report.

5. Click Save and Apply on the ribbon to import the group/team information report. You are brought to the Job Status page.

#4. View Job Status

The Job Status allows you to view the status and other information of export or import group/team information jobs, including Name, Description, Workspace Type, Workspace Information, Status, Modified By, and Last Modified Time.

You can perform the following actions:

• Download – Select an import job and click Download on the ribbon to download the update group/team information result report.

• Delete – Select one or more export/import jobs and click Delete on the ribbon to delete the selected jobs.