Jun 30 2020 02:42 AM
Does anyone know if and when we will be able to generate an exportable list of files and folders shared internally from a SharePoint site or OneDrive? We need this for our internal governance so that site owners can determine whether sharing of given file or folder is still relevant.
Right now it is very cumbersome to determine if something is shared, as there are no visual cues online or in file explorer, no "shared by us" and there is no way to run a report. This is very suboptimal in a gdpr world, where we need to be able to easily adjust access at any given time to only those who need access.
If anyone knows of a solid way of obtaining this information otherwise (via script or 3rd party tools), please let me know. I know that it can be done by trawling the audit log, but this is not very robust (or user friendly).
Jul 07 2020 02:36 PM
Hi @Allan With Sørensen ,
I would suggest looking at the Sharing Reports feature: https://docs.microsoft.com/en-us/sharepoint/sharing-reports
This will generate CSV's that contain a row for every user, permission, item and link in a given site or OneDrive. Hope that helps!
Stephen Rice
Senior Program Manager, OneDrive
Jul 13 2020 07:32 AM
Jul 13 2020 03:08 PM
Solution
The report I linked above should include internal sharing as well. It will only report items that have broken inheritance though so on a brand new SharePoint Site for example, you'll only see three rows for the Members, Visitors & Owners groups against the root web.
That's a great suggestion and I'll be sure to pass it along to the team! Thanks!
Stephen Rice
Senior Program Manager, OneDrive
Jul 23 2020 06:13 AM
Jul 24 2020 10:43 AM
By "Shared from Teams", do you mean that the user added the file to a Teams-connected site? In that case, when you get the sharing report for that site, you'd see the Teams membership groups as having access to the entire library.
Yes, internal sharing of a single file or folder will always break inheritance.
For broader reporting, auditing is the best option of what we have today. I am not 100% sure what is and isn't in Graph around this space. Thanks!
Stephen Rice
Senior Program Manager, OneDrive
Feb 15 2021 01:45 AM
@Stephen Rice Hi again. We were able to confirm, that the report does indeed list internal sharing, so thank you for the help on that. And yes, what I meant was a Teams connected SharePoint site, so your explanation made sense.
What I want to ask now, is if it's possible to run a script that will extract that same information? For governance reasons, we'd like to have an overview of everything that's shared in our tenant from Teams connected Sharepoint sites. If this can be done by extracting one csv file per site, that's fine, but it would be even better if the data could be extracted via an API and piped into a database or whatever we choose.
Thanks!
Mar 04 2021 12:55 PM
Mar 07 2021 08:21 AM
Feb 11 2024 08:01 AM
report is titled "Shared with external users", but in fact - there are all shares, not only external
Jul 13 2020 03:08 PM
Solution
The report I linked above should include internal sharing as well. It will only report items that have broken inheritance though so on a brand new SharePoint Site for example, you'll only see three rows for the Members, Visitors & Owners groups against the root web.
That's a great suggestion and I'll be sure to pass it along to the team! Thanks!
Stephen Rice
Senior Program Manager, OneDrive