Forum Discussion
Report on Sharing links for "People in your organization"
Hi klassenkbrandonu ,
I may have misunderstood but I think that the following out of the box report will work for you, but it only applies to the site collection you run it in.
- Go to the SharePoint site you want to report the sharing links for.
- click the Cog menu item (you have to be a site collection admin or Teams Owner)
- click the "Site Usage" menu item
- when the page loads scroll down and under the "Shared with external users" heading click the "run report"
- note displayed below the heading are the sharing links created in the past 30 days, BUT the export contains all sharing links for the entire site.
- You have to save it to a document library within the site.
When I ran it I came up with a CSV that when I filtered as follows:
- Item type = Folder
- User or group = Internal
- Resource path = (the folder I wanted to report on)
I got a list of email addresses that currently had access to the folder I wanted to report on AND the type of Permission they had (read/contribute etc).
For Site admins or those not comfortable with scripting and the Graph api this is a viable alternative.
NOTE
I didn't check extensively but the label for this report is "Shared with external users" BUT the CSV I got seemed to have information about files or folders shared with external and internal users.
HiDorje-McKinnon ,
I have tested your suggested procedure and got something that is "almost" what is needed for my situation (very similar one to Original Post).
My company is planning a migration of our prod. tenant to a new tenant in a different geo-region. We need to know who has access to what in SharePoint, and we are trying to get a report of all SharePoint sites showing all specific permissions granted to specific files or folders through sharing links.
After I generate the report you mentioned above, I got a file that shows the following in many lines:
It states "SharingLink" but where it should specify the user email, it's blank. Then shows the type is "SharePointGroup", but no information about which group the access was granted to.
Any ideas how to fix that or any alternative way to get this information in an automated way?
We have over 150 SharePoint sites, checking every file/folder shared manually would be undoable.
Thank you!
Hi AlejandroGombao ,
Below is a screen shot of the report filtered for one file, and the matching SharePoint "Manage access" screens.
You'll see the Sharing link doesn't have any email addresses, BUT the next row under it does. And from my example you'll see how each row in the spreadsheet matches the "Manage access" permissions.
Note also that "Can edit" actually translates into two rows in the spreadsheet, an Edit row AND a Contribute row.
Sharepoint online > Site usage > Shared with external > Run report CSV related to "manage access" screens
You mention "user email is blank" on the "SharingLink" rows, I think you just need to look at the following row or rows for the actual people the link was shared with. But remember the person sharing a link may have used the copy link function, and manually sent an email. In which case there will be no record of the email addresses the link was sent to in this spreadsheet, because SharePoint wasn't given that information.
You mention that you're migrating 150 sites from one tenant to another tenant in a different region.
I've done migrations like this using PowerShell and the products built to do migrations. I would strongly recommend you either buy a product or engage a contractor who has a migration tool. This sort of migration done manually is VERY challenging. Using a tool built for the purpose will give you and your users a much improved experience. It also has a report that gives you this security type information.
I hope this helps.