#Update Community Information in Bulk

After Viva Engage communities have been created and managed in Cloud Governance, you may need to update community contacts or metadata for multiple communities. You can use the Update Workspace Information in Bulk feature to update community information in bulk.

To update community information in bulk, complete the following steps in order:

#1. Export a Community Information Report

Complete the following steps to export a report that contains community 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/Viva Engage community.

4. Scope – Select one or more Viva Engage community containers created in AvePoint Online Services. The information of communities that meet all the following conditions will be exported to an Excel file:

   • The communities are within the selected containers.

   • The communities are managed by AvePoint Cloud Governance.

   • The communities are in any of the following phases:

     • In compliance

     • Renewal canceled

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

   • Group/Team/Community contacts – The community contacts will be included in the exported community information report by default.

   • Group/Team/Community metadata – Choose to include community metadata in the exported community information report.

6. Export Location – Choose to export the community 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 communities 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 community information report.

#2. Modify the Exported Group/Team Information Report

To modify an exported community information report, complete the following steps:

1. Navigate to the location where the exported community information report is saved.

2. Open the exported community information report. You can view and configure the following entries:

   • Group/Team/Community Name – Displays the community name.

   • Group/Team/Community ID – Displays the community ID.

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

   • Secondary Group/Team/Community Contact – Displays the username of the current secondary community 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 community metadata when configuring the Export Mode.

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

     • 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 community information report after configuration.

#3. Import the Modified Group/Team Information Report

Complete the following steps to import the modified community 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 community information that you want to update, and the selected type of information must be included in the modified report.

   • Group/Team/Community contacts

   • Group/Team/Community metadata

4. Import Location – Click Browse to locate the modified community information report.

5. Click Save and Apply on the ribbon to import the community 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 community 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 community information result report.

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