Microsoft 365 allows you to share files with people from outside your organization with their external sharing features.
To ensure no critical data is shared improperly outside of your business, ShareGate Apricot helps you to collaborate with your entrusted team and group owners through the External sharing review policy. Create a default External sharing review policy or set custom reviews based on team and group sensitivity.
Note: The app does not detect content shared through direct access within SharePoint Online, only content with sharing links is detected.
- External sharing review policy
- Manage teams and groups manually
External sharing review policy
Create a default External sharing review policy and the app will automatically notify your entrusted owners to review the external sharing links and guest access in their teams and groups, keeping your environment secure.
You can set the start date and recurrence of review in the Settings tab, under Policies. For more information, see Walkthrough - External sharing review policy.
Custom external sharing reviews for sensitivity tags
Create a custom external sharing review for any sensitivity tag that permits shared content and guest access. For example, set a custom start date and review recurrence so owners of teams or groups with higher sensitivity review the external sharing links and guest access more often.
For more information, see Walkthrough - External sharing review policy.
Manage teams and groups manually
You can manage external sharing links and guest access of a team or group manually from the team and group details window. Review and remove any sharing links or guests you feel are no longer relevant.
External sharing links
To manage the external shares of our teams or groups manually:
- Select the Manage tab.
- Open the team and group details by selecting the team or group you want to review.
Tip: Use filters to show only your teams or groups with external sharing links. Select the tile Teams/Groups with external shares, or click on the filters button at the top-left, expand the External sharing section, and select Links.
- Select the External shares tab.
- To remove any sharing links, click the three dots Delete this link button at the end of the document row.
- In the pop-up, click Delete link.
Note: Your new external shares will appear the next time the app crawls your environment. The time it takes for new items to appear can be influenced by a few factors, such as the number of items in your library and the number of items with custom permissions.
To manage guest access manually, see Edit membership.