365 Permissions: locations, people, reports and notifications

Locations

The Locations page lists teams, SharePoint sites and OneDrives in one list. Each row shows the policy, the state and the shares outside.

• Complies with the policy means no open task. Does not comply gives the number of shares that do not comply with the policy.
• Shared outside counts “Anyone with the link” links, shares with all employees, links for everyone in the organization and shares with people outside. Expired links do not count.
• Filters exist for state, kind and policy, plus a search by name.

A click opens the location with the tabs Who has access, Tasks and History. For a team, the owners are listed by name. The All shares tab lists every share individually, with a search by name or path and filters by kind of recipient and by a specific group.

People

The People page answers what someone can access, in four lists: employees, people outside, deleted accounts and groups.

• Person: what a person can access, directly, through links, through groups and through roles, summarized per location. Nested groups are included.
• Group: everything shared with a directory group, with its members and the number of people outside.

Organization-wide settings

365 Permissions compares nine Microsoft 365 settings with Conbool's recommendation, in four areas: SharePoint and OneDrive, people outside and applications, sign-in, administrators. Each setting shows as “Matches the recommendation”, “Does not match the recommendation” or “Not checked”, with the current and the recommended value. The check is under Settings → Organization-wide settings.

It only checks; nothing changes in Microsoft 365. Most of these settings can be rolled out with 365 Tenants.

Reports

The Reports page provides evidence for the state of the last scan, each as PDF for sharing and as CSV for Excel.

• Overview: summary, history, tasks by location, exceptions and organization-wide settings.
• Tasks: all tasks by area with location, priority and deadline.
• Locations: all locations with policy, owners and people outside.
• Access from outside: people outside and “Anyone with the link” links, summarized per domain.
• All shares: every share with location, file, recipient, permission and expiry.
• People: employees, people outside and deleted accounts with their shares.

There is also a report for a single location or person. The Changes tab shows what changed in Microsoft 365, accurate to the scan, and who decided what in Conbool and when, such as exceptions, clean-ups and changed policies.

Notifications

With the automatic scan on, 365 Permissions notifies by email and optionally in a Microsoft Teams channel about:

• new shares with priority Critical or High,
• an organization-wide setting that no longer matches the recommendation,
• a failed scan,
• an exception whose end date is seven days away,
• an owner review that ends incomplete,
• an automatic clean-up that was paused.

The inventory at the time of switching on triggers no notification. Notifications to Teams carry no file or person names. Recipients and channels are under Settings → Notifications.