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External sharing FAQ

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When will I see external sharing links displayed in ShareGate Management?

External sharing links are displayed as they are detected.

The time it takes to crawl for external sharing links depends on a number of factors, including tenant size, the number of items in a library, and the number of links in your environment.

The fastest that an external sharing link will be displayed is 24 hours. You can view external sharing links from the Manage page and team and group details. 

Tip: Create a governance plan to manage external sharing links using ShareGate's automation and collaboration features. For more information, see External sharing management features overview.

What are external sharing links?

When a user in your organization shares content with a person outside of your Microsoft environment, a sharing link to the item is sent to that person. For more details about how to create sharing links, see the Microsoft article Share SharePoint files or folders.

During routine crawls, ShareGate detects content in your environment with an external sharing link. You can then see which teams and groups have external sharing links from the Manage page and team and group details.

Note: External sharing links can only be generated if your organization-level sharing settings allow for external sharing. For information on how to permit external sharing in your Microsoft environment, see the Microsoft article Manage sharing settings.

Content

ShareGate can detect sharing links to content such as:

  • Documents External sharing link document icon
  • Audio files External sharing link audio files icon
  • Image and video files External sharing link visual files icon
  • Folders External sharing link folder icon

Note: ShareGate does not detect content shared through direct access within SharePoint Online. Only content with sharing links is detected.

Can I turn off the External sharing review policy?

Yes. The External sharing review policy, which automatically prompts owners through email or ShareGate Teams chatbot notifications, can be turned off.

How to

  1. Open Management.
  2. Select Policies from the sidebar.
  3. Expand the External sharing review section.
  4. Toggle off Automate adding teams to review.
  5. The message External sharing reviews are disabled will display.

Note: You can turn off the External sharing review while a default or custom review is in progress. Reviews in progress will run to completion, but no new reviews will start.

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