M365 Connector Support for Content Restrictions

Overview

• Greenlist restrictions permit Glean to only crawl and index specified content (specific include).
• Redlist restrictions permit Glean to crawl and index everything except the specified content (specific exclude).

Restriction Type	Greenlist	Redlist	Details
Time-based Restrictions	✅	❌	Restrict crawling to include/exclude content created/modified/viewed after a certain date.
User-based Restrictions	✅	✅	Restrict crawling to include/exclude content created/modified/viewed by specific users or a specific group (plus public content).
Content-based Restrictions	✅	✅	Restrict crawling to include/exclude specific content, documents, messages, or objects (see below).

Supported Restrictions

SharePoint

Restriction	Greenlist	Redlist	Details
Date	✅	❌	Restrict crawling to only content created/modified/viewed after a specific date.
Group	✅	❌	Restrict crawling to only content created/modified/viewed by users in a specific AD group (plus public content).
User	✅	✅	Restrict crawling to include/exclude specific users (by user email).
Site	✅	✅	Restrict crawling to include/exclude specific SharePoint sites.

Info

Sites should be provided in URL format without a trailing forward slash. E.g.:

https://<domain>.sharepoint.com/sites/<siteName>

For Group restrictions when using Azure AD/Entra ID, the Object ID of the AD Group should be provided, NOT the Group name. E.g.:

7c77a355-c78c-6362-a195-d2428d285107

For User restrictions, create a CSV containing the email addresses of the targeted user(s) and provide it to Glean support indicating if the listed users should be included or excluded from crawling. E.g.:

user1@company.copm,user2@company.com,user3@company.com,user4@company.com

Glean recommends applying Group restrictions over User restrictions: Group restrictions are dynamic and controlled via your directory.

OneDrive

Restriction	Greenlist	Redlist	Details
Date	✅	❌	Restrict crawling to only content created/modified/viewed after a specific date.
Group	✅	❌	Restrict crawling to only content created/modified/viewed by users in a specific AD group (plus public content).
User	✅	✅	Restrict crawling to include/exclude specific user drives (by user email)

Info

For Group restrictions when using Azure AD/Entra ID, the Object ID of the AD Group should be provided, NOT the Group name. Eg:

7c77a355-c78c-6362-a195-d2428d285107

Glean recommends applying Group restrictions over User restrictions: Group restrictions are dynamic and controlled via your directory.

Teams

Restriction	Greenlist	Redlist	Details
Group	✅	❌	Restrict crawling to only content created/modified/viewed by users in a specific AD group (plus public content).
Channel	✅	❌	Restrict crawling to only the specified channel IDs

Info

For Group restrictions when using Azure AD/Entra ID, the Object ID of the AD Group should be provided, NOT the Group name. Eg:

7c77a355-c78c-6362-a195-d2428d285107

For Channel restrictions, you must specify the Channel ID, not the Channel Name.

Outlook

Glean uses Outlook's federated search API to support searching over emails/calendars, so it does not index any of the Outlook emails or calendar events. Hence, there is no data stored to apply indexing restrictions to.

Applying Restrictions

Method	Supported	Details
Admin UI	✅	Restrictions can be applied in the Admin UI under the connector configuration.
Glean Support	✅	Restrictions can be applied by Glean support on request.

Warning

Not all restrictions can be applied in the Admin UI. Please contact Glean support to apply the restriction if it is missing from the UI.