Tricent for Microsoft 365 - Insights area

4-minute read

Alright, let's look at the area Insights.

Here you can search for and perform actions on various types of items related to external sharing.

• Shared files & folders are files and folders that one or more of your organization's users have shared with at least one external user.
• Teams are all your organization's 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, who have access to one more of your organisation's files, folders, or teams.
• External domains are domains that are not listed as trusted in the Settings area and that your organization shares items with.

At the top of the Insights area, you can use the filtration string to list 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 list of items, you can dive further 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 in the Teams list, for instance, will allow you to sort on External users only instead of Total users.

You can 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).

Taking action on items

If you want to take action on any of the items, go ahead and select them by ticking the box 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 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.
	Extends the sharing period of the file or folder. Once the extension has run out, the item will be included in the automatic or user-driven unshare process.
	Revokes 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 Teams has one action.
	Removes all external members from the team.

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 can't be revoked.

More into watching than reading?

Onwards to the Settings area. Right?