Every day, organizations are moving from on-premise storage to the cloud, and for those running an onsite Microsoft solution, Office 365 is a popular choice. For those already in the cloud, the transition from G Suite to Microsoft is becoming a popular one. To accommodate both use cases, BetterCloud’s integration with OneDrive and SharePoint Online aims to simplify the move and automate actions. Here are six things you can do with SharePoint Online and OneDrive in BetterCloud.
1. Get a single pane of glass view into SharePoint Online and OneDrive
Whether a file is stored in OneDrive or SharePoint Online, BetterCloud’s Files grid view allows you to see all files stored across both locations. To view the location of the file, select the Files view, then select your Office 365 connector. From here, add the Location column to your grid view by clicking on a column, mousing over Hidden Columns, then selecting Location (without Previews enabled) or by clicking the Columns heading, the selecting Location (with Previews enabled).
When transitioning to Office 365 or using other SaaS applications like G Suite, Slack, Box, and Dropbox, keep in mind that these apps integrate with BetterCloud as well. The Files grid provides a single pane of glass view into all your files stored in the cloud, regardless of their location.
2. View what files are being shared outside your organization
If a file is being shared publicly or with another organization, BetterCloud’s Files grid view allows you to see the permissions that have been granted to your SharePoint Online and OneDrive content. By selecting the Public and/or External Permissions, you can gain insight into how users in your organization are exposing files. This can ultimately help your DLP policy and ensure your information is secure.
3. Quickly or automatically revoke public sharing links
If you are worried employees are sharing files publicly and want to immediately change these sharing settings, BetterCloud allows you to automate this action or run it on demand. To do so, you can set up an Alert based on the “OneDrive Files Shared with Public Link” template. Once the Alert is set up, it can be added to a Workflow that will remediate your publicly shared files. To remediate, you may…
Run a Workflow on demand to stop sharing
Create a Workflow to automate remediation
4. Remove a user from Groups when offboarding
Remembering all of your manual offboarding steps can be a significant time drain for organizations. One of the things that BetterCloud does incredibly well is automate this process. To ensure your users are removed from all SharePoint Online sites and Microsoft Teams they receive via a Group membership, you can remove them from all Groups when running an offboarding Workflow.
5. Copy OneDrive files from an offboarded user to a new recipient
Ensuring a user’s OneDrive files are properly transferred to another user is a struggle for Office 365 administrators, and it can often be a tedious part of the offboarding process. However, through BetterCloud’s Workflows, admins are able to quickly copy all files from an offboarded user to either their manager, a system account, or a specified user during an on-demand offboarding Workflow.
6. Remove all direct access to files and folders shared with a user
While group permissions are the most popular way to share content via SharePoint Online, individuals are often granted access to OneDrive files from other members of the organizations. Fortunately, BetterCloud is able to revoke direct access to all files and folders. In the rare case that an organization is granting a user access to SharePoint Online files and folders, BetterCloud will also revoke this access, as seen below.