> For the complete documentation index, see [llms.txt](https://docs.docontrol.io/docontrol-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docontrol.io/docontrol-user-guide/saas-data-monitoring/inventory/inventory-users/sharepoint-users/sharepoint-external-users.md).

# SharePoint external users

External users are users outside your organization with access to SharePoint assets. After you filter a specific user's assets, you can [generate a CSV report](#generate-csv-report) and [remediate asset overexposure](#remediate-asset-exposure). 

The external users page displays the following data:

* [External user list](#external-user-list)
* [External user details](#external-user-details)
* [Assets](#assets)
* [Events](#events)

## Locate an external user

To view personal details, asset and event data for a specific external user in SharePoint:

1. From the DoControl side menu, click **Inventory** > **Users**.
2. Select **SharePoint** and **External**.<br>

   <figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2F395pJ0f63SjX5QIXzvXq%2FSharePoint%20users.png?alt=media&amp;token=ac1379cc-ba56-441e-9a16-dddfee4c4b67" alt=""><figcaption></figcaption></figure>
3. Filter for a specific user.
4. Click the user's **email address** to open the external user details.
5. Click any **app** icon to display user details, assets and events for that SaaS app.

## External user list

All external users in SharePoint are displayed with these parameters:

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FOEzKtYZowG95gseLOuXs%2FSP%20external%20users.png?alt=media&amp;token=c318c9e8-0e22-4762-be4e-58891b2a1df5" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="223.87890625">External user parameter</th><th>Description</th></tr></thead><tbody><tr><td>Email</td><td>External user's email address. Click the email to open the external user details with asset and event data. </td></tr><tr><td>User status</td><td>Status of the user</td></tr><tr><td>Department</td><td>Organizational department the user belongs to</td></tr><tr><td>Assets</td><td>Number of SharePoint assets that can be accessed by the user</td></tr><tr><td>Created by</td><td>How the user was created, for example, by invitation</td></tr><tr><td>Created on</td><td>Date when the SharePoint user was created</td></tr><tr><td>Type</td><td>Type of SharePoint user: External</td></tr></tbody></table>

{% hint style="success" %}
Click **Export to CSV** <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPWdaV30qx1aefHNdGX9C%2Fdownload%20icon.png?alt=media&amp;token=16257bf4-2b68-4417-91e6-78c5db741fdc" alt="" data-size="line"> to download a consolidated report of external SharePoint users in CSV format.
{% endhint %}

## External user details

Metadata for a specific external user is displayed as follows:

<div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FZ9PCpCRVrc8lp6F4KP6A%2Fexternal%20user%20SP.png?alt=media&amp;token=e5f20b0d-838a-4cb9-a7fa-4e9497b58491" alt="" width="375"><figcaption></figcaption></figure></div>

<table><thead><tr><th width="271">Internal user detail</th><th>Description</th></tr></thead><tbody><tr><td>Name</td><td>Internal user name</td></tr><tr><td>Email </td><td>Email of internal user</td></tr><tr><td>Phone</td><td>Phone number of internal user</td></tr><tr><td>User status</td><td>Enabled or disabled</td></tr><tr><td>Job title</td><td>Role of internal user</td></tr><tr><td>Department</td><td>Organizational department the user belongs to</td></tr></tbody></table>

## Assets

View and filter metadata for SharePoint assets that this external user can access.

1. From the DoControl side menu, click **Inventory** > **Users**.
2. Select **SharePoint** and **External**.
3. Filter for a specific user.
4. Click the user's **email address** to open the external user details.
5. Scroll down to view metadata for all SharePoint assets that this external user can access.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPZshI5LkaA2bMY2l9jes%2FTeams%20external%20assets.png?alt=media&amp;token=f81d0584-32a7-4561-aa60-aea9a8e5f85a" alt=""><figcaption></figcaption></figure>

The metadata displayed for SharePoint assets that can be accessed by an external user includes these parameters:

<table><thead><tr><th width="189.2265625">Asset parameter</th><th>Description</th></tr></thead><tbody><tr><td>Asset name</td><td>Name of file in SharePoint, including file suffix. Click to open the asset details.</td></tr><tr><td>Access type</td><td>The type of link used to share the asset (Anonymous, Direct, etc)</td></tr><tr><td>Sharing status</td><td>If the asset is shared internally, externally or publicly</td></tr><tr><td>Email</td><td>The email of the asset owner or user with Read/Write permissions</td></tr><tr><td>Role</td><td>Roles per access type</td></tr><tr><td>Password protected</td><td>If the file is protected with a password</td></tr><tr><td>Expiration date</td><td>Date when the password expires</td></tr><tr><td>URL</td><td>Link to the file path</td></tr></tbody></table>

{% hint style="info" %}
Click **Export to CSV** <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPWdaV30qx1aefHNdGX9C%2Fdownload%20icon.png?alt=media&amp;token=16257bf4-2b68-4417-91e6-78c5db741fdc" alt="" data-size="line"> to download a consolidated report of accessible SharePoint assets in CSV format.
{% endhint %}

### Generate CSV report

You can generate a report for selected asset metadata in CSV format.

1. Select the relevant assets.
2. Click the **Export to CSV** <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPWdaV30qx1aefHNdGX9C%2Fdownload%20icon.png?alt=media&amp;token=16257bf4-2b68-4417-91e6-78c5db741fdc" alt="" data-size="line"> icon.\
   A consolidated report of asset metadata is downloaded in CSV format.

### Remediate asset exposure

Inventory actions are supported for assets with sharing links or that are externally shared.

You can apply [inventory actions](/docontrol-user-guide/workflows/inventory-actions-quick-actions.md) to SharePoint assets, in order to manually trigger on-demand remediation actions to resolve specific issues. Click **Remediate** to apply these inventory actions to selected SharePoint assets:&#x20;

* [Remediate all external collaborators](/docontrol-user-guide/workflows/inventory-actions-quick-actions/sharepoint-inventory-actions.md#remove-all-external-collaborators)
* [Remove organization link](/docontrol-user-guide/workflows/inventory-actions-quick-actions/sharepoint-inventory-actions.md#remove-organization-link)
* [Remove public sharing](/docontrol-user-guide/workflows/inventory-actions-quick-actions/sharepoint-inventory-actions.md#remove-public-sharing)

## Events

DoControl monitors real-time events of user activities in SharePoint. If no date range is selected, events are displayed from the last 30 days.

#### To view events for a specific external user:

1. From the DoControl side menu, click **Inventory** > **Users**.
2. Select **SharePoint** and **External**.
3. Filter for a specific user.
4. Click the user's **email address** to open the external user details.
5. Scroll down to view metadata for the user's events in SharePoint.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FkkeQI0o7xZMxQtOnygnr%2FSP%20events.png?alt=media&amp;token=d47d1f29-dbaa-4d0a-9bd4-39b221c1f66a" alt=""><figcaption></figcaption></figure>

The metadata displayed for a user's events in SharePoint includes these parameters:

<table><thead><tr><th width="271">Event parameter</th><th>Description</th></tr></thead><tbody><tr><td>Date and time</td><td>When the event occurred</td></tr><tr><td>Actor </td><td>The user who triggered the event</td></tr><tr><td>Target</td><td>The external user whom the actor shared data with</td></tr><tr><td>App</td><td>App involved in the event: SharePoint</td></tr><tr><td>Asset</td><td>Name of the asset involved. Clicking the link opens the asset details.</td></tr><tr><td>Event type</td><td>Type of event as defined in SharePoint (Added to secure link, etc)</td></tr><tr><td>Triggered</td><td>Number of workflows or alerts that were triggered by this event</td></tr><tr><td>Event ID</td><td>Unique identifier for the event</td></tr><tr><td>Event JSON</td><td>Click to open the JSON file with raw details about the event</td></tr></tbody></table>

{% hint style="success" %}
Click **Export to CSV** <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPWdaV30qx1aefHNdGX9C%2Fdownload%20icon.png?alt=media&amp;token=16257bf4-2b68-4417-91e6-78c5db741fdc" alt="" data-size="line"> to download a consolidated report of event metadata for a specific SharePoint user.
{% endhint %}


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