Software
The Microsoft SharePoint Server Colleague Import Add-In syncs employee directories automatically, cutting manual updates from hours to minutes.
Picture this: your team’s SharePoint site is a mess of outdated profiles, and every time someone changes roles, you’re stuck scrubbing the database by hand. That’s where this add-in steps in—no more spreadsheets or guesswork, just seamless integration with your HR system.
Below, I’ll walk you through the full setup—from prerequisites to troubleshooting—so you can keep your SharePoint site fresh without the headache.
How to install and configure the Colleague Import Add-in in SharePoint Server
The Colleague Import Add-In for SharePoint Server streamlines employee directory syncs by pulling data from Active Directory or Azure AD. Whether you're managing a small team or enterprise-wide sites, this tool eliminates manual updates and reduces errors.
I’ll walk you through the entire process—from prerequisites to live configuration—so you can automate colleague data imports in under 30 minutes.
Before diving in, ensure your environment meets the minimum requirements: SharePoint Server 2019 (or later), Microsoft 365 E3/E5 licenses, and admin access to both SharePoint and your identity provider. If you’re using on-premises Active Directory, verify your Service Connection Point (SCP) is properly configured for hybrid scenarios.
⚠️ PRO TIP: Test this in a development SharePoint farm first. Misconfigurations can corrupt list structures or break permissions.
Step-by-Step Installation Guide
- Step 1: Download from AppSource
Navigate to Microsoft AppSource and search for "Colleague Import Add-In for SharePoint". Select the version compatible with your SharePoint Server 2019/2021.
- Step 2: Upload to SharePoint App Catalog
In your SharePoint Admin Center, go to Apps > App Catalog. Upload the downloaded .app package and wait for deployment (5-10 minutes).
- Step 3: Grant Admin Permissions
Assign Full Control permissions to the SharePoint Farm Account in the App Catalog. Use PowerShell if needed:
Add-SPAppPrincipal -Identity "ColleagueImportAddIn" -Site "https://your-farm-url/sites/AppCatalog" - Step 4: Install in Target Site Collection
Open your team site where colleague data will reside. Go to Site Contents > Add an app > search for "Colleague Import" and install.
- Step 5: Configure Data Source
In the Add-In settings, select your identity provider (Active Directory or Azure AD) and input connection details. For AD, use LDAP query syntax to filter relevant OUs.
- Step 6: Map Fields to SharePoint Lists
Align AD/Azure AD fields (e.g., department, manager) with your SharePoint list columns. Use the field mapping wizard to avoid data loss.
- Step 7: Test with a Dry Run
Run a test import in preview mode to validate mappings. Check for mismatched data types (e.g., text vs. lookup fields).
- Step 8: Schedule Automated Syncs
Set up a recurring sync via SharePoint Timer Jobs. For Azure AD, use Microsoft Graph API with OAuth 2.0.
After installation, verify the add-in appears in your SharePoint site’s app launcher. Click the Colleague Import tile to access the dashboard, where you’ll see import history, error logs, and data preview options. For Azure AD integrations, ensure your app registration has User.Read.All permissions granted.
If you encounter permission errors, double-check the SharePoint Farm Account has sysadmin rights in SQL Server. For Azure AD syncs, regenerate the client secret in the Azure Portal if authentication fails. Always monitor the ULS logs for detailed troubleshooting.
To optimize performance, limit the number of users imported per sync (e.g., 500 users/batch). For large organizations, consider incremental syncs to reduce load times. Save your field mappings as a template to reuse across sites.
🖥️ Pro Tip: Use Power Automate to trigger imports after AD changes (e.g., new hires) for real-time updates.
Best practices for mapping colleague data fields in SharePoint lists
Mapping colleague data fields correctly is the foundation of a smooth SharePoint integration. When fields like department, job title, or manager don’t align, you risk workflow disruptions, inaccurate reporting, and frustrated team members.
I’ve seen mismatched fields cause everything from broken approval chains to incorrect org charts—so let’s fix that.
Start by auditing your Active Directory or Azure AD fields against your SharePoint list columns. Not all attributes sync automatically, and forcing a mismatch (like mapping a text field to a person field) will break the import.
Use the Colleague Import Add-In’s preview mode to test mappings before committing changes.
<comparison-table>
Source Field (AD/Azure AD)
SharePoint List Field
Mapping Rule
Data Type Check
Department
Department (Choice)
Exact match or use a lookup table for abbreviations
Text = Text, Choice = Choice
Title
Job Title (Single line of text)
Trim whitespace and standardize formatting (e.g., "Senior Developer" vs "senior developer")
Text = Text, avoid special characters
Manager
Manager (Person or Group)
Use AD’s distinguishedName or Azure AD’s objectId
Person = Person, never map to text
EmployeeID
ID (Number)
Convert to integer, handle leading zeros
Number = Number, no decimals
Office Location
Office (Choice)
Map to a predefined list of locations
Choice = Choice, no free text
For manager fields, always use the person or group column type in SharePoint. Mapping a text field (like "John Doe") will create broken links in your org chart. Test with a small subset first—if 10% of managers fail to sync, check for inconsistent naming conventions in AD.
Another common pitfall is case sensitivity in choice fields. If your SharePoint list uses "Marketing" but AD stores it as "marketing," the import will skip those entries. Use the Colleague Import Add-In’s transformation rules to standardize text before mapping.
Pro tip: Add a last updated column to your SharePoint list and map it to the AD whenChanged attribute. This lets you track stale data and prioritize syncs for frequently changing departments like HR or IT.
When troubleshooting, check the import logs in SharePoint’s admin center. Errors like "Field not found" or "Data type mismatch" are your clues to fix. For example, if you see "Invalid manager ID," revalidate the AD objectId format in your mapping.