Item Level sharing

[VinodSP]

Hello,

I hope you're all doing well. I have a question regarding the sharing options in SharePoint Online (SPO). Is there a feature that allows us to enable approval for item-level sharing? In other words, if anyone shares items within an SPO site, is it possible to set up a process where the sharing request needs to go to the owner for approval before being granted?

If such a feature doesn't exist, I'd like to know what other mechanisms are available today that can fulfill a similar approval process for sharing in SPO.

Thank you for your assistance.

[#2 · Accepted solution]

Hi @VinodSP,

as far as I know, there isn't a default feature that allows for approval before granting sharing requests.

By default, users can share items within an SPO site, and permissions are granted instantly based on the site's or item's settings.

However, if you need an approval process for sharing requests, there are some options available:

1. Information Rights Management (IRM): SharePoint Online has IRM, a feature that enables you to apply restrictions to shared content. While it doesn't provide an approval process, it gives you control over who can view, edit, or forward shared documents. You can explore this option for additional security and control.

Set up Information Rights Management (IRM) in SharePoint admin center | Microsoft Learn

2. Power Automate (formerly Flow): use Power Automate to create custom flows for sharing approval.

You can set up a flow that triggers when an item is shared, and then the flow can notify the owner, seeking their approval before granting access.

Here's a helpful guide on how to build approval workflows using Power Automate: https://docs.microsoft.com/en-us/power-automate/getting-started#create-an-approval-workflow

Create and test an approval workflow with Power Automate - Power Automate | Microsoft Learn

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Kindest regards,

Leon Pavesic

[#3]

@Leon,

Thanks so much for the clariification.