Sync Recipients From Microsoft 365

Overview

Microsoft 365 sync is a one-way sync from Microsoft 365 to Tartan. Tartan uses the selected Microsoft 365 scope to add, update, and archive recipients.

Key Features

• Connect Tartan to Microsoft 365 through Microsoft admin consent
• Sync recipients by Groups, Departments, or Administrative Units
• Preview new, updated, archived, and errored recipients before applying changes
• Exclude individual users from sync selections
• Run a manual sync with Sync Now
• Pause and resume automatic syncing
• Review sync changes in Sync History

Important Notes

• Microsoft 365 sync runs automatically every 6 hours.
• Clicking Sync Now starts a manual sync but does not reset the automatic 6-hour schedule.
• Sync is one-way from Microsoft 365 to Tartan.
• Manual edits in Tartan are overwritten by the next sync unless a recipient is excluded from directory sync.
• Tartan supports one connected directory provider at a time. If Google Workspace provisioning is connected, connecting Microsoft 365 disconnects Google Workspace provisioning.
• If the Microsoft token expires or consent is revoked, reconnect Microsoft 365 from Tartan.

Connecting Your Microsoft 365 Account

Microsoft 365 sync uses one-way read permissions to import recipient data from Microsoft 365 into Tartan.

1. Log into Tartan App as an account admin.
2. Go to the Recipients page or Account Settings.
3. Click Microsoft 365 under Sync Recipient List Via.
   
4. Review the confirmation modal and click Continue when you are ready to grant Microsoft consent.
   
5. Microsoft will ask an authorized admin to approve access to the tenant directory.

Microsoft Permissions & Scopes

Microsoft consent includes the following scopes. Tartan uses these permissions for one-way Microsoft 365 to Tartan recipient sync.

After consent succeeds, Tartan returns you to Account Settings.

Starting Your First Sync

1. Once Microsoft 365 is connected, click Sync Recipient List Via Microsoft 365.
   
2. Use Group By to choose how Tartan organizes the Microsoft 365 directory for selection.

   Group By Groups

   Choose Groups to select Microsoft 365 groups.

   

   Group By Departments

   Choose Departments to select users by their Microsoft 365 department value.

   

   Group By Administrative Units

   Choose Administrative Units to select users by Microsoft Entra administrative unit.

   
3. Select the groups, departments, or administrative units you want to sync. Expand an item to review individual users and deselect users you do not want to sync.
   

Title & Department Fields

Tartan uses the selected sync source to create a contextLabel for each user. This label is used as a fallback when Microsoft 365 is missing Title or Department data.

• Group mode: contextLabel is the selected group name.
• Administrative Unit mode: contextLabel is the selected administrative unit name.
• Department mode: contextLabel is the user's Microsoft 365 department.
• If a user belongs to multiple selected groups, Tartan uses the first selected group in alphabetical order.

If either Title or Department is still blank after fallback, the user appears in preview errors and is skipped until the data or selection is fixed.

Preview Changes

1. After selecting the groups, departments, or administrative units to sync, click Continue.
2. Review the sync preview before applying changes.
   • New & Updated Recipients - users who will be added or updated
   • To Be Archived - existing synced recipients who are no longer in the selected scope
   • Errors - users Tartan cannot sync until required data is fixed
   
3. Click Apply to update the recipient list.

Monitoring & Managing Syncs

After setup, Account Settings shows the Microsoft 365 sync status, last sync time, and available actions.

Managing Your Sync

• Sync Now: Start a manual sync. This does not reset the automatic 6-hour schedule.
• Pause Syncing: Stop scheduled syncs without disconnecting Microsoft 365.
• Resume Sync: Restart scheduled syncs after pausing.
• Sync Settings: Change selected groups, departments, administrative units, or excluded users.
• Sync History: Review previous sync changes.

Changing Sync Settings

To change the selected groups, departments, administrative units, or excluded users, open Sync Recipient List Via Microsoft 365 again. Update the selection and apply the new preview. The next sync uses the latest saved selection.

Viewing Sync History

Open Sync History from the Microsoft 365 Provisioning section.

Sync History shows added, changed, and archived recipients, including before-and-after values for updated fields.

Managing Your Microsoft 365 Connection

Token Expired or Permission Issues

If the Microsoft connection expires, Tartan cannot run scheduled or manual syncs until Microsoft 365 is reconnected.

Reconnect with a Microsoft admin account authorized to grant the full consent set. If the account does not have enough permission, Tartan shows an insufficient-permissions message.

Disconnect Microsoft 365

To disconnect Microsoft 365, go to Settings and find Microsoft 365 Provisioning.

Click Disconnect Microsoft Workspace and follow the confirmation prompt. Disconnecting removes the stored Microsoft connection from Tartan. Previously synced recipients remain in Tartan, but future Microsoft 365 syncs stop until the account is reconnected.

FAQ

Need Help?

If you run into issues, contact Tartan support at [email protected]. Include the account name, the sync grouping you selected, and a screenshot or description of any error shown in the preview.