#Create Scan Profiles for Microsoft 365

To create a scan profile, refer to the following steps:

1. Choose object types – In the Tenant drop-down list, select a tenant for which the scan profile is created. Then, select the object types to be included in a scan profile for Microsoft 365. For additional details on which app profiles can support to scan the Microsoft 365 objects, refer to Which App Profiles Can Scan Microsoft 365 Objects?

   Note the following:

   • The tenant cannot be changed when you edit a scan profile.

   • The Microsoft 365 Group / Microsoft Team / Viva Engage community object type includes group team sites and group mailboxes.

   • The Security and distribution group object type includes security groups, mail-enabled security groups, distribution lists, room lists, and dynamic distribution lists.

   • For Viva Engage communities, only the ones with connected Groups turned on can be managed in Auto discovery.

   • For an orphaned user that no longer exists in your organization, this user’s OneDrive is regarded as an orphaned OneDrive. If you want to include orphaned OneDrive in auto discovery scans, first contact AvePoint representatives to turn on the switch in the backend.

   • Microsoft uses throttling to manage Microsoft 365 operations. The throttling limits can affect the scan of Exchange public folders and result in slow performance or failed scan jobs. If you select Exchange public folder, to avoid slow performance and failed scan jobs, you can contact Microsoft Support to adjust the Exchange parameter below to significantly reduce throttling in Microsoft 365:

     EWSMaxConcurrency: highest limit

   • If your organization uses the EnPower service only and has an EnPower for Power Platform app profile configured, it can be used to scan Microsoft 365 users.

   • If your organization uses the Cloud Backup for Microsoft 365 service, note the following objects:

     • To back up Exchange Online public folders, contact to purchase the Public Folders module in a subscription of Cloud Backup for Microsoft 365. Then, the Exchange public folder object type will be available.

     • If your tenant only purchased several modules in the enterprise subscription of Cloud Backup for Microsoft 365, auto discovery scans objects according to the modules you purchased in the subscription. For example, only if the Exchange Online module is purchased in the subscription, then the mailboxes will be scanned.

     • If your tenant purchased several modules in the enterprise subscription of Cloud Backup for Microsoft 365, and also has subscriptions to one or more other AvePoint services for Microsoft 365, all object types will be available to you. However, if the Project Online module is not in the subscription you purchased for Cloud Backup for Microsoft 365, do not customize containers for Project sites. Except for Cloud Backup for Microsoft 365, all AvePoint services for Microsoft 365 regard Project sites as normal SharePoint sites, and auto discovery will scan Project sites as normal SharePoint sites.

   Click Next to proceed.

2. Profile settings – Refer to the information below to configure the profile settings:

   • Name – Enter a name for the profile.

   • Description – Enter an optional description for the profile.

   • Impersonation account – Enter the username of a Microsoft 365 user to be used to invoke the Exchange Web Services API. This setting is required when the Exchange public folder object type is selected in the scan profile.

     To scan Exchange public folders, this user must have an Exchange Online product license assigned in Microsoft 365 and have the Read items permission to public folders.

   • Scan in-place archived mailboxes – This setting appears when the Exchange mailbox object type is included in the scan scope. If you want to scan in-place archived mailboxes, turn on this toggle. Note that scanning in place archived mailboxes may affect the efficiency of the scan.

   • Scan archived site collections – This setting appears when the SharePoint site or Project site object type is included in the scan scope. This setting is disabled by default. If you want to scan archived sites, turn on this toggle.

   • Scan Team sites (no Microsoft 365 Groups) into SharePoint sites containers – This setting appears when the SharePoint site object type is included in the scan scope. With this setting enabled, the Team sites (including SharePoint classic and modern team sites) without a Group/Team connected, will be scanned into SharePoint site containers. Note the following:

     • If this setting is not enabled, there is no effect on the modern team sites without a Group/Team connected as they can still be scanned into SharePoint site containers. However, without this setting enabled, the classic team sites cannot be scanned into any containers.

     • After you enable this setting, it will work on the Team sites that have been created without a Group/Team or may be orphaned Team sites that remain due to retention policies even after the Group/Team objects are no longer present. If there are a large amount of sites, the scan job may take a few more minutes.

   • Enable daily scan – If you want to run this scan profile every day, turn on this toggle. The default start time of the daily scan job is displayed, and you can customize the start time when necessary.

   • Send an email notification to the following recipients when objects are moved to other containers or removed from any containers – Objects will be automatically moved to other containers when they match the containers’ rules. If you want to enable this notification, turn on the toggle. Then, select an email recipient profile from the Notification profile drop-down list. Whenever objects are moved to other containers or removed from AOS containers, the recipients in the selected profile will receive email notifications. If necessary, click Create email recipient profile to create one. For more instructions on configuring email recipient profiles, refer to Email Recipient Profile.

   Click Next to proceed, or click Previous to go back to the previous page.

3. Configure containers and rules – Refer to the information below to choose a scan mode:

   • Express mode will scan objects into default containers. This mode is the simplest way to get started.

   • Advanced mode will scan objects dynamically to containers defined by business rules you configure. If you select the advanced mode, follow the instructions below to configure containers and rules for each object type:

     1. To add a rule, click Add. The Add rule pane appears on the right of the page.

     2. Select a container – Select a container from the drop-down list. If necessary, click Create container to create one.

     3. Rule – Select All objects in one container or Specified objects in one container as the rule for this container.

        *Note: If you have configured criteria for the Specified objects in one container rule, you can click Rule for excluded objects to configure an additional rule for the objects that do not meet the criteria. If you select the All objects in one container rule, you will not be allowed to add other rules.

     4. Rule criteria and values – If you select Specified objects in one container, follow the instructions below to configure Rule criteria and values to define specified objects.

        • To set a criterion, select an option from the drop-down list, and then configure values in the textbox. For more information on the supported criteria, refer to Supported Criteria in Auto Discovery Rules.

        • To add a criterion, click the add () button; to delete a rule, click the delete () button.

        • With multiple criteria, you must select And (objects that meet all criteria will be scanned into the container) or Or (objects that meet any of the criteria will be scanned into the container) as the logic for the criteria.

          *Note: The rules are executed sequentially from top to bottom, for example, ((1 And 2) Or 3).

     5. Click Add at the bottom of the Add rule right pane to add the configured rule.

     6. If you add multiple containers, set a container’s priority by selecting a number from the Priority drop-down list.

     7. If you select the Specified objects in one container option, for the condition when the scan profile discovers objects that don’t meet the criteria configured in rules, you can click Rule for excluded objects to configure an additional rule. The default option of the additional rule is Do not add them to any containers. If you change the rule to Add them to one container, select a container from the drop-down list. Then, click Save.

     8. If you want to edit or remove a rule, hover the mouse on the rule, click the more options () button, and then click Edit or Remove.

   Click Next to proceed, or click Previous to go back to the previous page.

4. Have an overview of the settings in the scan profile, and take one of the following actions:

   • If you want to save your configurations in the scan profile, click Save.

   • If you want to run the scan profile immediately, click Save and run.

   • If you want to go back to the previous page, click Previous.