How to Manage SharePoint and Teams Sites

This document describes the Steps for an eShare Administrator to manage SharePoint and Teams sites within the Admin Console. eShare Supports adding the following Site Types and corresponding locations sharing is available from:

Adding SharePoint Sites

SharePoint sites in eShare have a dedicated space where eShare Administrators can go to add, manage, and assign Sharing Policies to them. By navigating to Admin Console, admins will notice there is a sub menu called SharePoint Sites. eShare Administrators will be presented with three distinct ways to add a SharePoint site; Add Sites, Upload CSV File, or Search org for Sites.

Add Sites Manually

To add new Teams/SharePoint sites or subsites, select the ‘+ New‘ > ‘Add Sites‘ and specify if a ‘Teams Site’ or a ‘Communication or Legacy site’ will be added. In the Add Sites pop up window, paste the Site URL of the SharePoint sites (ex. https://yourorg.sharepoint.com/sites/sales), each separated by a semi-colon. Any number of sites can be added, separated by semi-colon (;). When the url(s) of the site(s) is added, select ‘Save‘ and eShare will attempt to link the sites to eShare. If a site already exists in the list, a warning message is displayed indicating that the site is already added in eShare. When successful, a message appears that the Site has been added and it appears in the SharePoint Sites list.

Add Sites via CSV

To add SharePoint sites in bulk to eShare administrators can upload a CSV file containing list of SharePoint sites to be added.

To export complete list of SharePoint sites in your tenant, administrators may to navigate to SharePoint Administrator center, select Active sites under the Sites category, and by select Export. A CSV file is exported containing list of all SharePoint sites in the tenant. This CSV may be edited to remove SharePoint sites and leave the ones desired to be added to eShare.

The file can then be uploaded using ‘Upload CSV file’ option in eShare’s portal. Shortly after a pop-up window is presented with the results. Administrators also receive an email notification with a detailed list of the Sites added and failures, if any, with corresponding reason, an example of such error is shown below:

Search for Sites

Another option available to add SharePoint sites to eShare is the ‘Search Org for Sites’ menu, which allows eShare administrators to search for any SharePoint sites in the tenant. For ‘Teams Sites‘, search may be performed using: Site Name, Group Name, Group ID, Site ID, or Site URL. When searching with the name of the Team site, it is okay to perform a partial search. For A ‘Communication or Legacy Team Sites’ search can only be performed using the Site URL. Subsites will not be found using this method, they can only be added via the ‘Add sites‘ option. A sample screenshot of search results in shown below:

Administrators can then select multiple SharePoint sites that meet their criteria and add them to eShare’s Portal.

Managing SharePoint Sites

Once a Site is added in eShare Portal – Administrators can view associated information on how the site is configured for sharing in eShare. Below are the information fields available:

• Name: The name of the Site site and whether it a Team or SharePoint Site.

• Email: The email address of the M365 Group connected to the SharePoint Site

• Share With Me: If the Site has the Share With Me link Enabled

• Sensitivity Label: Shows the applied Sensitivity Label to the Site/Group

• Sharing Policy: Shows the linked Sharing Policy that will be explicitly used when users attempt to create a Trusted Share from this SharePoint/Teams Site (This overrides the Site Sensitivity Label).

• Site URL: Contains the URL of the SharePoint Site

• Sharer: denotes if Owners, Members, or both will be able to create Trusted Shares from this site

Admins also have the opportunity to Disable active SharePoint sites so users can no longer share from them or Activate disabled SharePoint sites so users can continue to share from them. If a site is Disabled then all existing trusted shares on the site will be deactivated for all users and no user will be able to externally share from the site.

Applying Sharing Policies Explicitly to a Site

eShare Sharing Policies can be assigned individually to each SharePoint site linked in eShare. Note that any Sharing Policies that have a MIP Label associated with them in the Sharing Policies tab of eShare’s Portal, will trigger as expected when a user attempts to create a Trusted Share from a SharePoint site that has a Label assigned in the container level or any file hosted in that site that has a label assigned to it individually.

If an Administrator assigns a specific Sharing Policy via the SharePoint Sites tab of eShare’s Portal (as demonstrated in the screenshot), this Policy takes priority and is the default and only policy available for Trusted Share creation originating from this SharePoint site, even if a Sensitivity Label is present.

If no Sharing Policy is assigned at this level, any Sharing Policies configured that are associated with a Label, will trigger when eShare detects a Label on a File or Folder assigned in that SharePoint site.

Sharer Settings for Registered Teams Sites

When a SharePoint Site with a Teams Template has been registered within eShare, administrators can set Sharer settings for specific Sites. The Sharer setting allows administrators to decide whether both Owners + Members of the M365 group can share content from the SharePoint/Teams site, or if only Owners have the privilege to share. The Sharer setting applies to the entire SharePoint Site, it does not apply at a Document library level. By default, both Owners + Members have the rights to share from the site. When the Sharer setting is set to Owners only, if a member the site tries to initiate a Trusted Share they will be met with a message telling them they cannot share since they are not an owner.