This article describes how eShare administrators can view and deactivate ShareWithMe (SWM) and ShareWithSite (SWS) Trusted Shares on behalf of users in their organisation.
REQUIREMENT:
The person performing these steps must have an eShare Administrator role.
Overview
ShareWithMe (SWM) and ShareWithSharedmailbox (SWS) shares have a specific structural constraint: each initiating recipient can have only one active SWM share and one active SWS share at any time. Under normal circumstances this works transparently — the same share is reused each time a new external party uses the initiator's link. However, if the underlying share folder is deleted — either in SharePoint or in OneDrive — the initiator's share becomes broken. In this state, the initiator is unable to use the share and, because the system still considers an active share to exist for that user, they are also blocked from creating a replacement. The result is a stuck state that can only be resolved by an administrator deactivating the broken share on their behalf.
To address this, eShare administrators can access a dedicated management view within the 'ShareWithMe' section of the Admin Console. From here, administrators can view all SWM and SWS shares across the tenant and deactivate any that are broken or no longer needed, restoring the ability for the affected user to generate a new share.
Each user can have a maximum of one active SWM share (OneDrive & SharePoint) and one active SWS share (Sharedmailbox) with a unique site at any time. Deactivating a broken share via the Admin Console allows the initiator to create a new one.
Deactivating SWM and SWS Shares
In the Admin Console, select 'ShareWithMe' from the left navigation menu.
Scroll down and click on 'Manage SWM/SWS Shares' .
A table listing all SWM and SWS shares generated across the organization is displayed. Each row shows the share initiator, share type (SWM or SWS), and current status. Additionally, you can filter share with me and share with Sharepoint shares and search and as per the owner or recipient.
Note:
The label for SharedMailbox shares in the Filtering section is currently displaying as "Share with SharePoint." Do not mistake it as SharePoint site sharewithme shares
Locate the share you want to deactivate and select 'Deactivate' from its actions menu.
Confirm the deactivation when prompted. The share status updates immediately. Once deactivated, the share owner can send the link to recipient again for creating a new share.
All administrator deactivations of SWM and SWS shares are logged in the eShare audit trail, recording who performed the action and when.