Find and fix oversharing
AI summary
Rencore Governance helps you find files and folders shared beyond their intended audience across SharePoint, OneDrive, and Teams. It shows sharing links by kind, identifies external access, and flags sites with broken permission inheritance. You can create policies to monitor sharing continuously, automate owner notifications, and set up reviews for site and Team owners to clean up access.
Find content that is shared beyond its audience and fix it. Rencore Governance shows sharing links by kind, external shares and sites with broken permission inheritance, and policies flag them.
Applies to
Who it is for: security and compliance teams, data protection officers, and the site and Team ownersWorkspace ownerA workspace owner is an owner of a Microsoft 365 workspace, such as a Team, a SharePoint site or a group.Read more who clean up the sharing.
Steps
- Get a baseline of what is shared. Create a report from a template for sharing linksSharing linkA sharing link is a link in SharePoint or OneDrive that grants access to a file or folder, sometimes to people outside your organization.Read more and external access. File and folder level data needs the Files & Folders add-on.
- Turn the checks into policies, so every scan flags new cases. Start from the templates below: create a policy from a template, or create a policy from your report.
- Act on the violations. Create an automation from a template that emails the owners, or run a built-in action on a single object.
- Let owners review their own access. Create a review with the site access and file access steps. Owners complete it in the Rencore Teams App.
Step by step: Find and Fix Oversharing.
Policy templates
- SharePoint policies: 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 policies: OneDrive file is shared with external users, OneDrive contains at least one externally shared file.
- Teams policies: Public Teams, Teams with external users.
For OneDriveOneDriveOneDrive is the personal file storage of each Microsoft 365 user. The OneDrive connector of Rencore Governance, part of the Digital Workplace module, inventories every OneDrive with its files, folders and file sharing.Read more, the automation template “Remind OneDrive Owners of externally shared files” emails the owners.
Limits
- Reviews work on whole sites and TeamsMicrosoft TeamsMicrosoft Teams is the Microsoft 365 app for chat, meetings and team collaboration.Read more. A single file or folder cannot be reviewed on its own.
- Rencore Governance finds and fixes sharing. It does not block downloads or set Conditional Access.
- Sharing with “Everyone except external usersExternal userAn external user is an account whose home tenant belongs to another organization, invited into your tenant to work with you.Read more” is found at site level only.
Frequently asked questions
Which policy templates find externally shared files in SharePoint and OneDrive?
Which policy templates find externally shared files in SharePoint and OneDrive?For SharePoint, use SharePoint file is shared with external users and SharePoint file is shared with inactive external user. For OneDrive, use OneDrive file is shared with external users and OneDrive contains at least one externally shared file.
What do I need to get file and folder level data in sharing reports?
You need the Files & Folders add-on. File and folder level data for sharing links and external access requires it.
How can I notify OneDrive owners about files they shared externally?
How can I notify OneDrive owners about files they shared externally?Create an automation from the template Remind OneDrive Owners of externally shared files. The automation emails the owners.
Can I run an access review on a single file or folder?
No. Reviews work on whole sites and Teams only. A single file or folder cannot be reviewed on its own.
Can Rencore Governance find sharing with everyone except external users?
Yes, but only at site level. Sharing with Everyone except external users is not found at file or folder level.
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