This month, we are releasing a new version of DeliverPoint. Included in this release, you’ll find:
- Inclusion of Sensitivity Labels within Reports
- Permissions Summary Report includes most used Sensitivity Labels
- SharePoint Permission Reporting on Active Directory Disabled Accounts
- OneDrive Sharing Link Reports – Modify Expiry Date
- Modify Settings for SharePoint Sharing Links
- Include Document Icons in SharePoint Permission Reports
In SharePoint Online, sensitivity labels are a powerful tool that enables organizations to classify and protect their content based on its sensitivity and confidentiality level. These labels serve as metadata tags applied to documents, sites, and other resources, helping users and administrators understand the sensitivity and handling requirements of the information they are working with. By applying sensitivity labels, organizations can enforce consistent data protection policies, control access rights, and ensure compliance with regulatory requirements, ultimately safeguarding their sensitive information from unauthorized access or inadvertent disclosure.
It is crucial for organizations to know who has access to files or folders with sensitivity labels for several reasons:
- Security and Data Protection: Sensitivity labels are typically assigned to information that requires heightened security measures. By knowing who has access to these labeled files or folders, organizations can ensure that only authorized individuals or groups can view, edit, or share sensitive information. This helps prevent unauthorized access, data breaches, or accidental exposure of sensitive data.
- Compliance and Regulatory Requirements: Many industries and organizations must adhere to specific compliance and regulatory standards regarding data protection and privacy. By monitoring access to sensitive files or folders, organizations can demonstrate compliance with regulations such as GDPR, HIPAA, or PCI-DSS.
- Collaboration and Collaboration Management: Sensitivity labels often reflect the level of collaboration or sharing permitted for specific files or folders. By knowing who has access, organizations can manage collaboration effectively, ensuring that the right people have appropriate permissions. It helps prevent accidental or unauthorized sharing of sensitive information and maintains the integrity and confidentiality of data during collaborative workflows.
- Access Review and Permission Cleanup: Regularly reviewing access to files or folders with sensitivity labels enables organizations to identify and remove unnecessary or outdated permissions. This practice reduces the risk of data exposure, improves data governance, and streamlines access management processes.
In DeliverPoint 22.214.171.124, Sensitivity Labels can now be included within Advanced Discover Permission reports and in Sharing Link Reports. In the below image, you can see the Sensitivity Label included in the Discover Permissions report. Filters can be set within the report to display items with specific sensitivity labels. You can then be certain of the users and groups who are assigned access to the reported files and folders. Should you wish to remove any of the accounts, transfer or copy the permissions to another account, or revoke certain permission levels, you can do so from within the report itself.
Prior to running the Advanced Discover Permissions Report, you select whether or not to include the sensitivity labels, as well as pre-filter the report with specific sensitivity labels.
When running a Permissions Summary report on a SharePoint Site, you can now see the ‘Top Used Sensitivity Labels’ used within the Site. Clicking the count of the sensitivity labels will generate a new report showing the items assigned with the sensitivity label and the accounts that have been assigned permissions to the files or folders.
DeliverPoint includes a Dead Account report that can be run against one or more site collections. However, separately to the Dead Account report, any user marked as disabled, but with permissions to a Site, List, or Item that you are reporting against, will be displayed in a transparent font. This feature helps Site Owners to identify retired users who still have access to Sites and Content that they manage. The Site Owner will then be able to identify disabled users, select the account, and remove the permissions for the specified user. You can see in the below screenshot, that Demo User26 is displayed with the transparent font.
We have also improved the existing Dead Account report to exclude NT Authority\Local Service accounts from the dead account report. Excluding any account beginning ‘NTAuthority’ has resulted in a less confusing Dead Account report.
OneDrive Sharing Link Reports – Modify Expiry Date
Anonymous OneDrive Sharing Links can now have an expiry date set or modified using DeliverPoint.
Setting an expiry date on a OneDrive sharing link shared with anonymous users serves several purposes:
- Security: By setting an expiry date, you can limit access to the shared content, ensuring that it is only available for a specified period. This reduces the risk of unauthorized users gaining prolonged access to the shared files or folders.
- Access Control: If you no longer want anonymous users to have access to the shared content after a certain time, setting an expiry date allows you to revoke their access automatically. It helps you maintain control over who can view or download the files.
- Content Updates: Setting an expiry date encourages the recipients to access the content within a specific timeframe. If you regularly update or change the shared files, it ensures that the recipients are viewing the most up-to-date version rather than outdated information.
- Compliance and Privacy: In some cases, organizations or individuals may have data privacy or compliance requirements that dictate a limited sharing period for certain types of content. Setting an expiry date helps adhere to these guidelines and ensures that shared information remains within the desired time frame.
Sharing links in SharePoint Online provide a convenient and secure way to share documents, sites, or folders with others, both within and outside of an organization. When a user generates a sharing link, they can specify the level of access permissions granted to the recipients. SharePoint Online offers three types of sharing links:
- Anyone with the link: This type of sharing link allows anyone who receives the link to access the shared content without requiring authentication. However, access can still be restricted by setting specific permissions, such as view-only or edit access. It is suitable for sharing with external partners or collaborators who may not have an account in the SharePoint Online environment.
- People in your organization: This option limits access to individuals who are part of the same organization or have a valid account within the SharePoint Online environment. Recipients need to authenticate themselves using their organizational credentials to access the shared content. It provides an extra layer of security and is useful when sharing sensitive information within the organization.
- Specific people: With this sharing link option, access is restricted to specific individuals specified by the user. Recipients must authenticate themselves before they can view or edit the shared content. This option is ideal for sharing confidential or highly sensitive information with a select group of trusted individuals.
Sharing links in SharePoint Online can be further customized by setting an expiration date for the link, adding password protection, or enabling anonymous access. Administrators have the ability to manage and monitor sharing activities, including controlling external sharing settings and tracking who has accessed shared content.
DeliverPoint now includes the ability to modify the Sharing Link settings from within the DeliverPoint Sharing Link reports. This saves a tremendous amount of time in identifying files or folders with Sharing Links since you can run the report at Site or even Site Collection level. With the sharing link report displaying all of the sharing links in the scope, you can then review the sharing links and their properties and apply any changes that you deem necessary.
The following changes from within the Sharing Link report can be configured:
- Turn on or off Anonymous sharing.
- Permission (access level) of the link, which can be Read, Edit, or Review.
- In cases when Permission is Read, then the user can set whether downloading is allowed or not.
- Set an Expiration date on items with anonymous sharing links.
- Set or modify a Sharing Link password. It is not possible to remove an existing password for the sharing link.
- Modify the “Shared With” list of AD users/groups, for non-anonymous links.
A final improvement in version 126.96.36.199 of DeliverPoint is the ability to display file icons within the SharePoint Permission Reports. Prior to the inclusion of the icons, it was sometimes confusing within the reports as to what the file type was, or even difficult to understand if the item was a folder or a subfolder.
DeliverPoint Webinar – 18th May 2023
We are excited to invite you to a webinar on the 18th of May 2023, where we will be showcasing DeliverPoint—an essential tool for reporting and managing SharePoint permissions. This webinar is a fantastic opportunity for SharePoint users and administrators to gain insights into how DeliverPoint can simplify and streamline their permission management processes.
During the webinar, our experts will guide you through the powerful features of DeliverPoint 188.8.131.52, highlighting its capabilities and demonstrating how it can revolutionize your SharePoint experience. Whether you’re struggling with complex permission structures, auditing permissions, or ensuring compliance, DeliverPoint has got you covered.
By attending this webinar, you will:
- Discover how DeliverPoint can simplify and automate the reporting and management of SharePoint permissions, saving you time and effort.
- Learn about the new features and enhancements in DeliverPoint 184.108.40.206, giving you a sneak peek into the latest innovations.
- Gain valuable tips and best practices for effective permission management, ensuring security and compliance within your SharePoint environment.
- Have the opportunity to ask questions and interact with our experts, who will be happy to provide insights and guidance tailored to your specific needs.
Don’t miss out on this informative session that will empower you to take control of your SharePoint permissions. Register now for the webinar on the 18th of May 2023 and unlock the full potential of DeliverPoint. We look forward to seeing you there!