Tag Archives: Report

MS Graph usage reports: Site vs Team vs Group activity

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Microsoft Graph provides very useful reports via MS graph reports API:

  • getOffice365GroupsActivityDetail – details about Microsoft 365 groups and activity
  • getSharePointSiteUsageDetail – details about SharePoint sites and usage
  • getTeamsTeamActivityDetail – details about Microsoft Teams and activity by teams

Also we know, that Teams sites are group-based, and you can have private and shared channels under Teams – but these sites are not actually group-based and there are group-based SharePoint sites with no Teams behind.

And activities might be different – update document or just visit home page, provide permissions and update channel properties etc.

So the question is what kind of activity at what level is recorded at which report?

TBP

PowerShell scripts for Microsoft 365 SharePoint

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After many years working with SharePoint I wrote a lot of PowerShell scripts that help me support, troubleshoot, administer and secure SharePoint. So I’m sharing my scripts with you.

It’s here: https://github.com/VladilenK/Manage-m365-with-PowerShell

Get all SharePoint and Teams sites owners report with PowerShell

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This PowerShell script pulls all tenant sites and all sites owners. The script require app authentication with Sites.FullControl.All and Directory.Read.All permissions.
PnP.PowerShell for PowerShell 7 is used.

The script generates two reports

  • Owners report: one user per line, include: Site Url, Title, Owner e-mail, name and type
  • Sites report: one site per line, include: Site Url, Title, list of owners e-mails

Here is the script:


$connAdmin = Connect-PnPOnline -ReturnConnection -Tenant $tenantId  -Url $adminUrl -ClientId $clientid -Thumbprint $certThumbprint
$allTenantSites = Get-PnPTenantSite -Connection $connAdmin | Sort-Object Url
$allTenantSites.count

$sitesReport = @()
$ownersReport = @()
foreach ($tenantSite in $allTenantSites) {
    Write-Host $tenantSite.Url
    $connSite = Connect-PnPOnline -ReturnConnection -Tenant $tenantId  -Url $tenantSite.Url -ClientId $clientid -Thumbprint $certThumbprint
    $site = Get-PnPSite -Connection $connSite -Includes RootWeb, GroupId, Owner
    $siteOwnerEmail = ''
    $siteOwnersReport = @()
    if ($site.GroupId.Guid -eq '00000000-0000-0000-0000-000000000000') {
        $siteAdmins = Get-PnPSiteCollectionAdmin -Connection $connSite | ? { $_.PrincipalType -eq 'User' }
        $ownerType = 'Site Collection Administrator'
        $isGroupSite = $false
    }
    else {
        $siteAdmins = Get-PnPAzureADGroupOwner -Connection $connAdmin -Identity $site.GroupId.Guid
        $ownerType = 'Group Owner'
        $isGroupSite = $true
    }
    foreach ($siteAdmin in $siteAdmins) {
        if (!$siteAdmin.UserPrincipalName) {
            Get-PnPProperty -Connection $connAdmin -ClientObject $siteAdmin -Property UserPrincipalName | Out-Null
        }
        $aadUser = Get-PnPAzureADUser -Connection $connAdmin -Identity $siteAdmin.UserPrincipalName
        if ($aadUser.AccountEnabled) {
            $siteOwnerEmail += $aadUser.Mail + '; '
        }
        $siteOwnersReport += [PSCustomObject]@{
            SiteUrl     = $site.Url
            SiteTitle   = $site.RootWeb.Title
            IsGroupSite = $isGroupSite
            OwnerEmail  = $aadUser.Mail
            OwnerName   = $aadUser.DisplayName
            OwnerType   = $ownerType
            Enabled     = $aadUser.AccountEnabled
        }
    }
    $ownersReport += $siteOwnersReport
    $sitesReport += [PSCustomObject]@{
        SiteUrl     = $site.Url
        SiteTitle   = $site.RootWeb.Title
        IsGroupSite = $isGroupSite
        OwnerEmail  = $siteOwnerEmail
    }
}

$ownersReport.count
$sitesReport.count

Source code: https://github.com/VladilenK/Manage-m365-with-PowerShell

SharePoint site full permissions report

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There has always been one problem in the SharePoint world: full site permissions report. Full means across entire site – including all objects with broken permissions.
It seems like Microsoft has solved the problem: Full site permissions report is available for site owners out-of-the-box.

How to get SharePoint All Site Permissions Report

(Ensure you are site collection admin or team/group owner).
Just navigate to Site Usage, scroll to the end and run report.

  1. Select gearbox “Settings” and then Site usage:

Or Select “Site Contents”, then “Site Usage” as shown below:

2. Scroll down to the “Shared with external users” block and click “Run report”:

  1. Create/Select folder (*) for the report and click “Save”:
    • If there are no folders in the Documents folder – you need to create one (otherwise you will not be able to save it:)
  • Once yo have a folder available – just click “Save”:

Give it some time (5-10 minutes) – check the folder’s content. There should be a file with a report on all site permissions.
For items shared with direct access, the report contains one row for each user / item combination.
SharePoint groups are shown in the report as groups (not individual users inside them… so you have to check group membership to get really full permissions report).

Again, you must be a site admin to run the report.

  1. Secure the permissions report
    If you don’t want other site members to see the report – secure the report’s folder – e.g. for site owners and for those who must be able see the report…
    Consider creating a separate library for permissions reports and secure it instead of securing a folder under Documents.

Some more ideas on SharePoint permissions

Permissions are tricky in SharePoint. By default, you have permissions assigned to the root site of the site collection and all subsites, libraries etc. inherit root permissions.
But you can break inheritance at any level you need to provide specific (unique) permissions to the resource.
Of course you can always navigate to the resource and check resource permissions. But… what if there are hundreds of broken permissions… should you iterate everything under your site to check manually if permissions are broken or inherited?

So the real problem was – you never knew who have access to your site as there was no out-of-the-box tool to get all site permissions in one single report. There are third-party solutions – like ShareGate, Metalogix or SysKit – or you can develop PowerShell script generating report on all SPO site permissions. But… finally Microsoft solved this problem – Microsoft implemented out of the box full site permissions report.

Reference:

Microsoft Report on file and folder sharing in a SharePoint site