Synchronizing your M365 inventory

Once an account is successfully connected, auto inventory synchronization is triggered. This occurs without user interaction and there are four types of tasks that run for inventory synchronization:

• Directory Sync: Synchronizes all groups and users
• Exchange sync: Synchronizes all mailboxes, contacts, and calendars
• OneDrive sync: Synchronizes all OneDrive assets
• SharePoint sync: Synchronizes all SharePoint sites and assets

You can monitor the status of each synchronization task in the Tasks window. Microsoft Exchange profiles may have multiple accounts, but OneDrive libraries and SharePoint sites have dedicated accounts per user.

Inventory synchronization maintenance

As part of the connection process, Clumio creates a webhook subscription on Microsoft 365 for user and group change operations that occur in Microsoft 365. This webhook notifies Clumio about any changes (addition, deletion, updates, etc.) to Microsoft 365 users or groups. Clumio processes this notification and re-synchronizes inventory such as lists of mailboxes and groups, to keep them up to date.

The trigger is event-based for example, when a user is modified and when the webhooks are observed, Clumio marks the account to run a re-synchronization task and checks every hour for additions. If the account is still marked for re-synchronization, Clumio runs the re-sync task again so that you do not need to do anything to keep your inventory up to date. There is also a daily synchronization task that triggers every 24 hours.

There are no webhooks for SharePoint, meaning Clumio cannot run on-demand synchronization. SharePoint synchronizes every four hours.

If you have a hybrid Microsoft 365 environment, then the inventory synchronization task is triggered more frequently depending on the synchronization interval between the on-prem Exchange server and Microsoft 365.

Microsoft 365 Mailbox, calendars and contacts inventory synchronization

Once your Microsoft 365 account is successfully connected, auto inventory synchronization is triggered. As part of this background task, the following inventory is populated, including:

• Users who have an “Exchange mailbox license” associated with them
• User entries that represent “Shared mailboxes” available on the Microsoft 365 account
• Devices and conference rooms

All of these are auto imported into Clumio as mailboxes under the connected account.

Microsoft 365 OneDrive inventory synchronization

Once your Microsoft 365 account is successfully connected, auto inventory synchronization is triggered. OneDrive includes a Microsoft 365 OneDrive Target Setup task, which is not part of the inventory synchronization. This task is for setting up a user account.