Monthly SharePoint reporting is for issues that concern groups and sites, rather than individual users. You can schedule this report from the User list – making sure that you do it weekly should mean that orphaned user accounts don’t begin to stack up and create a bigger job out of something quite minor. This means that only IT admins can delete or manage these groups. Like the other two issues in this section, orphaned users can cause security and cloud sprawl issues – but they can also cause access issues for other users in groups that the orphaned users owned. Orphaned users are users that no longer show up in your AAD (Azure Active Directory) but remain dormant on SharePoint sites and groups. Exporting a report on this kind of information should give you the visibility needed to revoke access on external users that are no longer active, in turn reducing security risks and cloud sprawl. You should also be able to see which users are internal or external. Here you’ll see a list of de-identified usernames, along with their activity and status. To view and export SharePoint reporting on external users, you’ll need to head back to the User list. It should prevent any bad actors from sneaking in via decommissioned users, and keep private groups safe and secure. This allows you to see which sharing settings a particular SharePoint site has, and whether you need to revoke external access from old or deactivated users. Simply check the filter box to choose columns in the Site usage dashboard filter. You can view and export a report on external sharing via the metric titled External sharing. These reports can change quickly, as the issues are centered around individual user activity and can quickly scale from a minor issue to a far more significant one. Let’s take a look at which reports you should be exporting at each of these intervals to get the most out of the SharePoint reporting function. You can then export your usage reports to an Excel document to add to your own records. The SharePoint usage dashboard is where you’ll schedule reports and be used to view trends from the last 7, 30, 90 or 180 days, depending on your requirements. You should then be able to see different dashboards, such as user lists, the site usage tab, and more. From the Admin Center, go to Reports then Usage and click on View more on the SharePoint card. You can get SharePoint reports in the same way that you’d schedule any Microsoft 365 reports – via the Admin Center. How to get started with SharePoint reporting
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How to get started with SharePoint reporting.You can also watch this episode of ShareGate On Air about how to develop a successful reporting routine:
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We’ll also begin to explore how you can save time and resources when you automate reports and let governance software do the heavy lifting for you. In this blog we’ll break down which SharePoint reports you should be scheduling on a weekly, monthly, and quarterly basis, and how these reports can help you to streamline your regular SharePoint auditing. But constantly checking and updating these reports is time-consuming, and sometimes not even necessary. Neglecting reporting can increase cloud sprawl, disorganization, and the threat of security breaches and cyber-attacks. Keep an eye on user permissions, orphaned sites, inactive groups, and gain valuable business intelligence. Scheduled SharePoint reporting is a useful way of keeping on top of potential threats to your SharePoint online or on-prem environment. SharePoint governance is a crucial part of maintaining a secure and efficient workspace for everyone in your organization. Read on to learn what reports you should be using when. SharePoint reporting is crucial to maintaining a secure and organized environment.
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