Sharing a folder with external users - report and best practice

Brass Contributor

Hi,

I am doing  revision of way our company share folders/files on SharePoint with external users/partners... and trying to get some advise on report and also best practice 

 

  1.  report
    • I ran report on Documents from Sharepoint via Site Usage -> "Shared With External Users" section... but it is a bit messy.
    • I try to filter the report based on two attributes
      • UserName - "ShareLink"
        • using this filter, I should see all data that are shared via "link". However, there is huge amount of files/folders that -when I check- do not have any shared link created at all in "Manage Access"
      • User or Group Type - "External"
        • this seems to work fine and lists all files/folder where external users are visible under "People" tab in "Manage Access"
  2. best practice
    • what would be the best practice for secure sharing folders/files with external users for short-term? 
    • what would be the best practice for secure sharing folders/files with external users for long-term?

     

I am also still a bit confused about the 3 possible ways of sharing... Just can't find some simple explanation on what are the differences between the 3 below:

 

sumo83_0-1706703783091.png

 

 

Looks like the company was not very consistent in sharing externally so looking to set up      some basic rules :)...  and also to share with external with a way that is easily trackable - via the export mentioned above for example...

 

thank you in advance 

0 Replies