There are 2 limitations to be aware of when you troubleshoot external sharing issues.
If you require further troubleshooting, please contact our support team, who will be happy to help.
If a team or group has more than 1000 items with unique permissions, the following message will appear to alert you:
We stopped analyzing this group's external sharing since it has too many items with unique permissions.
This usually occurs when the number of unique permissions exceeds the apps crawling capacity.
To crawl teams or groups with external sharing links, the app must crawl the items with unique permissions within the SharePoint site of each team or group. When there are over 1000 items with unique permissions on a site, it generates a heavy load on our resources and can impact the experience of all our users. To mitigate this, we limit the crawl to a maximum of 1000 items with unique permissions per team or per group.
We suggest limiting the use of unique permissions where possible. Instead of using unique permissions, try:
- Using memberships in your teams and groups.
- Sharing a folder that contains multiple files with an AD security group.
- Managing permissions at the folder level, not at the file level.
Private Teams channel
At this time, if an external sharing link is shared within a Teams private channel, the app will not be able to detect that link. This external sharing link will not display in the app.
A Teams private channel provides a focused space for collaborative work among a select group of people. Only members of private channels can see and participate in the private channels they are a part of. Due to the secure settings of a Teams private channel, Microsoft does not allow for crawling and external sharing link detection in these private spaces.
At the moment, external sharing links shared in private channels will not be detected when the app crawls your environment.
For links to be detected by the app, links can be shared to external users (people outside of your organization):
- Directly from SharePoint.
- Through Teams channels that are not private.
- By email.
Note: The link must be created using the Anyone with the link option.