#Automated Import for Microsoft 365 Groups or Microsoft Teams

To set up profiles to discover newly created Microsoft 365 Groups/Microsoft Teams in the schedule and automatically import the groups/teams in the classic Cloud Governance admin center, complete the following steps in order:

#1. Create a Scan Profile to Discover Microsoft 365 Groups or Microsoft Teams

To ensure AvePoint Cloud Governance can automatically import the newly created Microsoft 365 Groups or Microsoft Teams, you must create a scan profile first. Complete the following steps to create a scan profile:

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

2. Create a scan profile.

   • If you want to import all groups/teams that will be created in Microsoft 365, you can choose Express mode.

   • If you want to import the groups/teams that meet specific rules, for example, private groups/teams, you can choose the Advanced mode.

   • Select Microsoft 365 > Microsoft 365 Group / Microsoft Team / Viva Engage Community as the object type.

   • 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

In AvePoint Cloud Governance, navigate to Workspace > Import Existing Microsoft 365 Objects > Automatic Import, create a profile, and configure the following settings in the profile:

1. Object Type – Choose Microsoft 365 Group/Microsoft Team.

2. Profile Name and Description – Enter a name and an optional description for the profile.

3. Automatic Import Method – Choose a method for confirming imported workspaces’ governance details.

   • Predefine governance details – If you do not require end users’ confirmation for group/team governance details and you want to predefine group/team governance details, you can select this option. The import process for the groups/teams will be fully automated.

   • Require end user confirmation – If you require end users to confirm the governance details for the newly imported groups/teams, you can select this option. A task will be generated and assigned to end users. When end users finish confirming the group/team governance details, the import process completes.

4. Notes to Primary Contact (This field will appear only when you choose Require end user confirmation as the Automatic Import Method.) – Enter the notes that you want to be displayed for the primary group/team contact. Your notes can help them decide if they are the correct contact and help them fill in missing group/team information.

5. Object Scope – Define the object scope for this profile to scan for new groups/teams. Select one or more containers that were configured in AvePoint Online Services.

6. Automatic Import Schedule – Configure the Interval and Start time for the automatic import process. Configure the interval by entering a number in the text box and selecting Day(s), Week(s), or Month(s) as the unit of time. Click the calendar button to select the start date and time for the automatic import process.

7. People Picker Filter Profiles (This field will appear only when you choose Require end user confirmation as the Automatic Import Method.) – Select a people picker filter profile from the drop-down list to limit the people picker fields in the confirm governance details task in the Cloud Governance Portal. The profile will determine what users are visible in the people picker fields, including search results, for example, who can be specified as the primary contact or whom the confirm governance details task can be assigned to.

   You can configure a people picker filter profile in the modern Cloud Governance admin center > Management > Profiles & templates. For details, refer to Configure People Picker Filter Profiles.

8. Import Options – Configure the following import options:

   • Primary group/team contact – Enter the name of a user who will be responsible for the newly imported groups/teams, or enter $ to select from the following user roles:

     • $Group/Team/Power App/Power Automate flow owner or community admin

     • $Site property (“Property name”) – Enter the full role name, such as $Site property (“Manager”).

     You can choose whether to Notify the primary contact when the group/team is imported to Cloud Governance. If you enable the notification, select an email template for the notification email.

   • Notification emails for confirm governance details task assignment – Select an email template that will be used to send a notification email to the primary group/team contact, when the contact has groups/teams assigned for confirming governance details.

     NOTE

     This field appears only when you choose the Require end user confirmation as the Automatic Import Method.

   • Secondary group/team contact – Enter the name of a user, or you can enter $ to select from the following user roles if you choose Predefine governance details as the Automatic Import Method:

     • $Group/Team/Power App/Power Automate flow owner or community admin

     • $Site property (“Property name”) – Enter the full role name, such as $Site property (“Manager”).

     You can choose whether to Notify the secondary contact when the group/team is imported to Cloud Governance. If you enable the notification, select an email template for the notification email.

   • Group/Team policy – Select a group/team policy for the newly imported groups/teams if you choose Predefine governance details as the Automatic Import Method.

     If you choose Require end user confirmation as the Automatic Import Method, choose one of the following methods to assign the group or team policy:

     • Select a group or team policy for all groups or teams that will be imported by this automatic import profile. Then, select Assign by IT Admin from the drop-down list. You can choose whether to show the selected policy to business users when they confirm governance details. Select either Show as Read-Only to Business User or Hide from Business User.

     • Define the group or team policy scope for business users and allow them to select policies when they confirm governance details for the imported groups or teams. Select multiple policies and select a default policy. Note that if you set None for the default policy, business users will be required to select a policy during the confirm governance details process. Then, select Assign by Business User from the drop-down list.

     NOTE

     After a policy is applied to a team, the external sharing settings, unique access settings, and site quota of the team’s private channels will inherit settings of the team’s policy.

   • Keep group team site quota during the import process – If you deselect this option, the group team site quota configured in the group/team policy will replace the group team site’s original quota.

   • Automatically enable AvePoint Cloud Governance App – If you select this checkbox, the AvePoint Cloud Governance App will be automatically added to the group team sites when the groups/teams are successfully imported to AvePoint Cloud Governance. The app provides Microsoft 365 end users with easier access to AvePoint Cloud Governance without having to leave the group team site interface.

     You can choose whether to Automatically add Cloud Governance Panel to the group team site.

     For details, refer to Install the Cloud Governance Panel.

   • Metadata – You can select metadata that you want to apply to the newly imported groups/teams. Click Add Metadata. In the Add Metadata window, select metadata and click Add to List. You can also create or edit metadata in this window.

9. Duration and Escalation (This field will appear only when you choose Require end user confirmation as the Automatic Import Method.) – You can Specify a duration for the entire automatic import process that requires end user confirmation. Enter a number in the text box and select Day(s), Week(s), or Month(s) as the unit of time. If the confirm governance details task is not completed within the specified duration, the import process of groups or teams will be overdue. You can monitor the status in the Team, Group, and Community Report.

   • Choose whether to Send a reminder email to the primary contact before the confirmation task is overdue. If you choose to send the reminder email, select a reminder profile from the drop-down list or click Create New to configure a new profile. For details on how to configure a reminder profile, refer to Configure Reminder Profiles for Upcoming Expiration.

   • You can choose to Enable automated team archiving as the escalation action for the overdue Microsoft Teams automatic import process. If the primary contact doesn’t complete the confirm governance details task after the task has been overdue for a specified amount of time, the teams will be archived.

     1. Enter a number in the text box and select Day(s), Week(s), or Month(s) as the unit of time. The team will be archived if the overdue confirm governance details task is not completed after the specified amount of time.

     2. Choose whether to Enable team membership and team site permission changes before team archiving. With the checkbox selected, select a Team archiving profile from the drop-down list or click Create New to create a new one. For more information on configuring an archiving profile, refer to Team Archiving.

     3. Choose whether to Send a reminder email to the primary contact before theteam is archived. With the checkbox selected, select a reminder profile from the drop-down list or click Create New to create a new one. For more information on configuring a reminder profile, refer to Configure Reminder Profiles for Upcoming Expiration.

     4. You can choose to Notify the following people when the team is archived. Select the checkbox and enter usernames in the text box. You can also enter $ to select the role $Group/Team/Power App/Power Automate flow owner or community admin. For a detailed description of the roles, refer to Appendix F - Supported Variable Roles.

        Select an email template from the drop-down list to notify the people specified above when the team is archived.

   • You can choose to Enable automated group team site locking as the escalation action for the overdue Microsoft 365 Groups automatic import process. If the primary contact doesn’t complete the confirm governance details task after the task has been overdue for a specified amount of time, the group team site will be locked.

     1. Choose the group team site locking type: Lock the group team site in“no access” status or Lock the group team site in“read-only” status. Enter a number in the text box and select Day(s), Week(s), or Month(s) as the unit of time. The group team site will be locked if the overdue confirm governance details task is not completed after the specified amount of time.

     2. Choose whether to Send a reminder email to the primary contact before thegroup team site is locked. With the checkbox selected, select a reminder profile from the drop-down list or click Create New to create a new one. For more information on configuring a reminder profile, refer to Configure Reminder Profiles for Upcoming Expiration.

     3. You can choose to Notify the following people when the group team site is locked. Select the checkbox and enter usernames in the text box. You can also enter $ to select the role $Group/Team/Power App/Power Automate flow owner or community admin. For a detailed description of the roles, refer to Appendix F - Supported Variable Roles.

        Select an email template from the drop-down list to notify the people specified above when the group team site is locked.

10. Start Date for Object Lifecycle – Choose one of the following options to define the lease start date for the newly imported Microsoft 365 Groups/Microsoft Teams:

    • Object created date – The date when a group/team is created in Microsoft 365 will be used as the lease start date.

    • Object imported date – The date when a group/team is successfully imported to AvePoint Cloud Governance will be used as the lease start date. Note that this option will appear only when you choose Predefine governance details as the Automatic Import Method above.

    • Object governance details confirmed date – The date when a primary group/team contact confirms governance details of a group/team will be used as the lease start date. Note that this option will appear only when you choose Require end user confirmation as the Automatic Import Method above.

    • Specific date – Select a date as the lease start date.

11. Administrator Contact – The administrator contact can monitor the automatic import process. If the default primary contact, the user-specified by the default primary contact, or the proceeding user does not know who the correct primary contact is, the administrator contact will be responsible for confirming governance details for Microsoft 365 Groups/Microsoft Teams. Enter the name of a user or group (Microsoft 365 Group, distribution group, or mail-enabled security group) as the administrator contact. Then, select email templates to notify the administrator contact in the following circumstances:

    • When groups/teams are discovered and imported into AvePoint Cloud Governance.

    • When the primary group/team contact finishes confirming governance details for groups/teams.

12. Report Export Location – Select a report export location to store the import result report and the Microsoft 365 Group/Microsoft Team information report.

13. Click Save on the ribbon to save the profile.

#3. Monitor Automatic Import Results

In the Job Status tab, you can monitor the status and results of automatic import jobs. When a job status changes to Completed, it indicates that the newly discovered groups/teams have been successfully imported to AvePoint Cloud Governance.

If the job status changes to Completed with Exception, it indicates that one or more groups/teams 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. 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 group/team has been successfully imported.

   • Failed indicates the group/team is not imported. You can refer to the details in the Comment column for troubleshooting.