Find and fix oversharing

Find content that is shared more widely than it should be, then remove the sharing or ask the owners to clean it up.

Before you begin

• Your Rencore role needs the permissions to create reports, policies and automations. See Rencore roles.
• SharePoint, OneDrive and Teams are connected and scanned.
• Sharing data for single files and folders needs the Files & Folders add-on.
• The first time you run an action, Rencore Governance can ask for an extra consent. See Executing an Action.

Steps

See what is shared

1. Go to Reports > Add Report.
2. In the “Report Template Library”, choose the SharePoint template “Sites with external sharing enabled”. The steps are in Create a Report from a Template.
3. For single files, Create a Custom Report on the SharePoint object “File Sharing”. Filter on “Link Kind”, “Is External” or “Shared anonymously”.
4. Click Preview to check the results, then save the report.

Flag new cases on every scan

1. Click Policies on the Nav Panel.
2. Select Policy Options ([…]) > Create Policy.
3. In the “Policy Template Library”, filter by Service and choose one of these templates:
   • SharePoint file is shared with external users
   • SharePoint file is shared with inactive external user
   • SharePoint site has broken permission inheritance
   • SharePoint subsite has unique permissions
   • SharePoint Extranet Sites
   • OneDrive file is shared with external users
   • OneDrive contains at least one externally shared file
   • Public Teams and Teams with external users
4. Check the logic on the “Logic” screen, set the severity on the “Details” screen, and save. See Create a Policy from a Template.

Remove the sharing

1. For one file, open it in the inventory and run the built-in action Remove document sharing. See Executing an Action.

2. For a site with broken inheritance, run Restore broken inheritance for SharePoint Site. The same action exists for lists, folders and files.

3. To remove sharing on every violation, Create a Custom Automation with the trigger “on policy violation” and the action “Remove document sharing”.

   Warning: "Remove document sharing" removes all sharing on the file, not one link. Test the automation on a few files before you run it on a whole policy.

4. For OneDrive, the automation template “Remind OneDrive Owners of externally shared files” emails the owners once a month. See Create an Automation from a Template.

Let the owners review their access

Create a Review and turn on the “Site Access” and “File Access” scopes. Under “File Access Review Scope”, choose which links the owners see: anonymous, external, organization-wide or internal. Owners complete the review in the Rencore Teams App.

What you see

Each policy lists its violations. Click the trend of a policy on the “Policies” page to see the total, new and removed violations. After the sharing is removed, the next scan moves the item to “removed”.

Limits

• A review covers a whole site or Team. A single file or folder cannot be reviewed on its own.
• Permissions granted to “Everyone except external users” are found at site level only, not on single files or folders.
• Rencore Governance finds and removes sharing. It does not block downloads or set Conditional Access.