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Cloud Scan integration for Microsoft 365

Updated

This article is for Cloud/Tech Administrators.

Cloud Scan inspects your cloud storage for potentially concerning images and lets your chosen staff members determine if a photo is safe or if further action is required. This article explains how to set up Cloud Scan integration for Microsoft 365.

Important

Cloud Scan only provides the technology to scan images stored in your organisation's cloud storage. Your organisation is responsible for ensuring all users and staff adhere to policies, local laws and regulations about information technology, data security, privacy, and illegal imagery. Your organisation is also responsible for warning staff about potentially disturbing content in flagged images, and for providing necessary support.

See Preparing for Your First Cloud Scan Results for more information.

Before you begin

Make sure you have:

  • Created at least one User Group for each tenant.
  • Administrator access to the Office 365 cloud storage.
  • Microsoft Entra (Azure) Tenant ID. To find your tenant ID:
      1. Sign in to the Azure portal and go to Microsoft Entra ID > Properties.
      2. Find and copy your Tenant ID on the right. You can select the Copy icon next to the Tenant ID.

    Image 1. Copy your Microsoft Entra ID from the Azure portal. (Source).

Step 1: Set up the integration

  1. Sign in to Cloud Portal > Admin Panel.
  2. Select Cloud Scan Integration on the left navigation.
  3. Select Set up Integration at the bottom right of the screen.

    Note

    The Set up Integration button is inactive while there is an incomplete integration.

    Image 2. Select Set up Integration.

  4. Select your storage type (Microsoft) and Confirm your selection.

Step 2: Configure the integration

  1. Provide your Microsoft cloud storage details.
    1. Enter a descriptive name for the integration to distinguish it from other integrations.
    2. Enter your Microsoft Entra Tenant ID.
  2. Under Tenants and Groups, add the tenants you’re including in the Cloud Scan integration. Select either:
    • All Tenants (default) to automatically add all tenants or
    • Selected tenants to manually add certain tenants.

    Image 3. Select the tenants you want to add to the integration.

  3. Assign at least one group specific to the tenant you’ve added.

    Note

    Having tenant-specific groups ensures only associated schools or organisations can see their groups’ data. See our guide for setting up groups.

  4. (Required) Under Safeguarding Contacts, select or enter the name of at least one Safeguarding Contact for each tenant.

    Note

    Safeguarding Contacts can view Cloud Scan results and review and action images for deletion or retention.

  5. In Select Scan Scope, choose the scope of your scan:
    • Scan new files - This option lets you bypass all image files uploaded prior to cloud integration. Cloud Scan will only scan images that are uploaded from the date of cloud integration onwards. This option is quicker and more efficient.
    • Scan all files - Cloud Scan will scan all images, including those that were uploaded to the cloud storage prior to the integration. This option can take longer to complete.

    Image 4. Select Scan Scope

  6. Select Save integration. If the button is disabled (grey) make sure you’ve completed all mandatory fields (*).

Step 3: Authorise access to Microsoft 365

  1. Select the open permissions link and sign in to Microsoft to approve permissions.

    Image 4. Select open permissions and sign in to Microsoft 365.

  2. On the Permissions requested prompt, select Accept. You’ll be redirected back to the Cloud Scan integration setup screen.

    Note

    If the browser doesn’t redirect or open the Cloud Scan configuration page, make sure it allows opening links in new tabs or windows.

Step 4: Complete the integration

Complete the Cloud Scan integration by running a successful initial scan. You can select Scan now to start your first scan immediately or I’ll do it later and delay your first scan. Cloud Scan will email your Safeguarding Lead after the initial scan, then notify them daily about scan results.

Scan now

  1. Select I confirm that I have followed the steps and completed the setup.
  2. Select Scan now.
  3. On the Start Cloud Scan prompt, select Start Scan.

Cloud Scan will scan your cloud storage immediately, which can take up to a few hours, depending on the number of images.

Delay your first scan

  1. On the domain-wide delegation prompt, select I’ll do this later. The Setup incomplete indicator will appear for the incomplete cloud integration.

Image 5. The “Setup incomplete” indicator appears for the incomplete cloud integration.

  1. When you’re ready to scan your cloud storage, select the incomplete cloud integration.
  2. Review the Cloud Storage Integration details you entered in Step 2: Configure the integration and select Save Integration.
  3. Select the I confirm that I have followed the steps and completed the setup checkbox.
  4. Select Start Scan.

Cloud Scan will scan your cloud storage immediately, which can take up to a few hours, depending on the number of images.