How CoreView Control for SharePoint import works

CoreView Control for SharePoint imports item-level SharePoint data progressively so that the most relevant sites are processed first.

In CoreView Control for SharePoint, items are files and folders. The import brings in the metadata of those items for use in reports, dashboards, and policies.

How the first full import works

Before item-level import starts, CoreView Control for SharePoint evaluates SharePoint sites by using site-level signals already available in the tenant. These signals are used to calculate a priority score for each site.

The score is based on three weighted areas:

1. External exposure (50%): how externally shareable and visible a site is.
2. Site scale and activity (40%): how large and active a site is.
3. Site compliance signals (10%): whether a sensitivity label is applied to the site.

Each site is then assigned to a priority band:

1. Critical
2. High
3. Medium
4. Low
5. Very Low

The first import waves focus on Critical and High sites. Remaining sites are imported in later waves.

This approach helps reduce Microsoft throttling and makes item-level data available sooner for the sites that are likely to matter most.

What affects import time

The first full import is planned using an estimated daily import capacity. Actual timing can vary based on several factors, including:

• your Microsoft 365 license count
• the number of approved import apps
• the number of files and folders to process
• Microsoft throttling and tenant conditions
• completion of the prerequisite SharePoint site-level import
• the number of file versions stored in SharePoint

Import app consent

To support import performance, CoreView Control for SharePoint can use up to 6 import apps. These apps can be reviewed and consented in Organization Settings > App management. 

Estimated daily import capacity

The table below shows the estimated daily import capacity based on your Microsoft 365 license count and the number of approved import apps.

How to read these estimates

These values represent the approximate number of SharePoint files and folders whose metadata can be imported in about one day.

Use them as planning guidance only. Timing can vary depending on:

• Microsoft throttling
• tenant conditions
• API responses
• the number of approved apps
• the amount of content to process
• the number of versions stored for files

If a site is especially large, it may require more than one import window.

Why not all sites are imported at once

CoreView Control for SharePoint does not try to import every SharePoint item at the same time. Instead, it imports sites progressively based on priority and available capacity.

If the next site in priority order would exceed the remaining daily capacity, it can be deferred and processed in a later wave. This allows available capacity to be used more efficiently while still prioritizing the most relevant sites first.

How Delta import works

After the first full import has populated item-level data, CoreView Control for SharePoint keeps that data updated through Delta import.

Microsoft does not provide a partial-import API for SharePoint item-level data. To avoid running a full import again for every change, CoreView Control for SharePoint reads SharePoint Online audit logs and updates only the affected metadata.

This means that when a relevant change happens in your tenant, CoreView Control for SharePoint can identify the affected file, folder, or list and refresh only the changed data points. Reports, dashboards, and policies then reflect the updated state automatically.

What Delta import keeps up to date

Delta import keeps item-level data fresh for common changes such as:

• sharing and permission changes
• link creation, update, and removal
• inheritance changes
• file rename
• file sensitivity label changes
• single-version deletion
• selected list content-type changes

Delta import covers 25 SharePoint Online audit event types only. These are organized into three groups: ItemChanged (5 events), ListChanged (1 event), and PermissionsChanged (19 events).

After the first full import, these updates are reflected on a near-real-time basis through Microsoft audit logs.