Forum Discussion
Is there a way to set alerts for a SharePoint site when a file or folder is shared in & ext?
Hi I want to know if there is a way to set alert for particular site from SharePoint Online when someone shares a file or folder internally or externally?
You can set up alerts in SharePoint Online to notify you when a file or folder is shared internally or externally. Here is how you can do it:
- Navigate to the SharePoint Site: Go to the SharePoint site for which you want to set up alerts.
- Select the File or Folder: Navigate to the file or folder for which you want to receive alerts.
- Click on "...": Hover over the file or folder, click on the ellipsis (...), and then click on "Details" or "More" to access the file or folder details.
- Click on "Alert Me": In the file or folder details pane, click on "Alert me" to set up an alert for the item.
- Configure Alert Settings:
- Choose whether you want to receive alerts for all changes or only specific types of changes (e.g., when items are modified, added, or deleted).
- Select whether you want to receive alerts immediately or as a daily or weekly summary.
- Enter the email addresses of the recipients who should receive the alerts.
- Optionally, provide a custom alert title and alert frequency.
- Click on "OK": Once you have configured the alert settings, click on "OK" to save your changes and set up the alert.
By setting up alerts in this way, you will receive notifications via email whenever the selected file or folder is shared internally or externally, depending on the alert settings you have configured.
Keep in mind that SharePoint Online also offers additional features for monitoring and managing sharing activities, such as the "Access requests" and "SharePoint sharing" reports in the SharePoint admin center. These reports provide insights into who has accessed or shared content in your SharePoint sites and can help you track sharing activities more comprehensively. The text was created with the help of AI.
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NikolinoDE Thank you for the suggestion. I have tried this part of alert. Unfortunately, this doesn't alert when someone shares a file internally.
If the built-in SharePoint alerts are not providing the desired functionality for monitoring file sharing activities, you may need to explore alternative solutions. Here are a few options you can consider:
- Third-Party SharePoint Add-ons or Solutions: There are several third-party solutions available that offer enhanced monitoring and alerting capabilities for SharePoint Online. These solutions may provide more advanced features for tracking file sharing activities, including internal sharing. You can explore options available in the SharePoint app store or through third-party vendors.
- Microsoft Power Automate (formerly Flow): You can create custom automated workflows using Microsoft Power Automate to monitor file sharing activities in SharePoint Online. With Power Automate, you can set up triggers to monitor specific events, such as file sharing, and send alerts or notifications based on predefined conditions. While this solution may require some configuration and customization, it offers flexibility and control over the alerting process.
- SharePoint Online Audit Logs: SharePoint Online provides audit logging capabilities that can be used to track user activities, including file sharing events. You can enable auditing for your SharePoint site collection and use the audit logs to monitor and analyze file sharing activities. While this method may require some technical expertise to set up and interpret the audit logs, it provides detailed insights into user actions within your SharePoint environment.
- Custom Development: If you have development resources available, you can explore building custom solutions or integrations to monitor file sharing activities in SharePoint Online. This approach would involve leveraging SharePoint APIs and programming tools to create a tailored monitoring and alerting system that meets your specific requirements.
Before implementing any solution, it's important to thoroughly evaluate your requirements and consider factors such as cost, complexity, and scalability. Additionally, ensure that any solution you choose complies with your organization's security and compliance policies.
- What if I don't want notification of all changes, but only when a file or folder is shared?
And also setting this for all sub-folders and files at a higher (or even site or org) level would be nice.
Is there a way to do that?
