4 minute read
Alright, let's look at the area Insights.
This is the area where you can search for and perform actions on various types of items. And this is not just shared files. You can look at trusted users, teams, external users, and external domains as well.
- Teams are Microsoft 365 groups which are the objects in your Azure Active Directory that, for instance, teams in Microsoft Teams are based on
- Trusted users are people with an email address on your own domain or on domains that you have listed as trusted in the Settings area.
- Shared files are files that one or more of your trusted users have shared with external or trusted users, i.e. people both inside and outside of your organization.
- 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, sharing type, and time interval.
Once you have the list of items you want, 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. Nice.
You can also further search for the name by using the magnifying glass icon next to the name columns. This will add the search string to the query.
When you search for Shared files you can also see how the individual file is shared and in which service the file is located. This is indicated in the two columns Location and Type.
Saving and loading your filter
If this is a filtration query that you just know you are going to use again in the future, then go right ahead and save it as a template by clicking Save filters.
The saved filter is only available to you - not your admin colleagues.
When you need to retrieve a previously saved filter, simply click Load filters.
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, and the number of ways you can manipulate items depends on the item type that you have listed.
|The item Teams has four actions.|
|Prompts a nudging email to the team-owner or owners, asking whether or not to keep sharing the team.|
|Sets an expiration date for the sharing of the team. Once reached, the team will be at the top of the list in the cleanup email to the team owners.|
|Adds an extra owner to the team - existing owners will remain.|
|Revokes all external users' access to the team.|
|The item Shared files has three actions.|
|Prompts a nudging email to the file owner, asking to keep sharing the file or not.|
|Sets an expiration date for the sharing of the file. Once reached, the file will be at the top of the list in the cleanup email to the file owners.|
|Revokes all external users' access to the file.|
|The item External users has one action.|
|Revokes the external user's access to all shared files and teams.|
|The item External domains has one action|
|Revokes the external domain's access to files and teams. This will strip all users on this domain of access to shared files and teams.|
The item Trusted users has no action available, but having this item listed gives a lot of insights into, for instance, the employees in your organization with the most shares.
Onwards to the Settings area. Right?