4 minute read
Alright, let's look at the area Insights.
This is the place where you can search for and perform actions on various types of items. And this is not just shared files and folders. You can look at teams, external users, and external domains as well.
- Shared files & folders are files and folders that one or more of your trusted users have shared with at least one external user.
- Teams are teams in Microsoft Teams.
- External users are people with an email address on a domain outside your own or the domains you have listed as trusted in the Settings area.
- External domains are the ones outside your own and not listed as trusted in the Settings area.
At the top of the Insights area, we've built a nifty little filtration string that allows you to list exactly the items you want. The string is based on criteria such as type, owner, and time interval, but changes from item type to item type.
Once you have your desired list of items, you can dive further down into the data by sorting items in individual columns. You do that by clicking the arrow icon () to the right of the header name.
Column headers containing the icon () can also be clicked to pick which individual data point to sort by. Clicking the header Users, for instance, will allow you to sort on External users only instead of Total users.
You can also further search for the name of the item by using the magnifying glass icon next to the name column. This will add the search string to the query.
When you search for Shared files & folders you can also see in which service the file is located and how it is shared. This is indicated in the column Location (OneDrive, Teams, or SharePoint) and Type (via link or direct).
Manipulating the items that your filter pulled up
Once you have found the item or items you want to manipulate, go ahead and select them by ticking the boxes on the right-hand side of the list. Then use the actions menu.
You find the actions menu just above and below the list.
The number of ways you can manipulate items depends on the item type that you have listed.
|The item Teams has one action.|
|Revokes all external users' access to the team.|
|The item Shared files & folders has three actions.|
|Prompts a nudging email to the file or folder owner(s), asking to keep sharing the item or not. The owner(s) can use a link in the email to go to their cleanup page and handle the item.|
|Sets an expiration date for the sharing of the file or folder. Once reached, the item will be included in the automatic or user-driven unshare process.|
|Revokes all external users' access to the item given to them via direct share or link share. Note that external users may still have access to the item after the cleanup, if shared with them through group, SharePoint group, or team membership.|
|The item External users has one action.|
|Revokes the selected external users' access to files and folders given to them via direct share or link share. Note that the external users may still have access to data after the cleanup via their membership of teams, groups, or SharePoint groups.|
|The item External domains has one action|
|Revokes the selected external domain's users' access to files and folders given to them via direct share or link share. Note that users from the domain may still have access to data after the cleanup via their membership of teams, groups, or SharePoint groups.|
Using any one of these actions will prompt a confirmation informing you that the action has been initiated. Once completed, the event will be visible in History.
Sharing details of files and folders
Specifically for Shared files & folders and Teams, you can click the item name to reveal the sharing details. This will open a side panel that shows the individual shares and their type and permission level.
Shares with a yellow triangle icon are external. Ticking Show trusted shares will include shares that are made with internal - or trusted - domains.
Permissions given via a share link will be bundled, if they have been granted to several users in one session. Unsharing the link will remove access to the item for all those users. This is indicated in the sharing details - only one selectable box for all users in that share link.
Note also that unsharing an anonymous link will strip everyone possessing the link of access, and that this access, naturally, can't be revoked.
Onwards to the Settings area. Right?