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6 Things You Can Do with BetterCloud’s OneDrive and SharePoint Online Integration

Dan Gualtieri

August 14, 2019

4 minute read

6 Ways FeaturedImage

TABLE OF CONTENTS

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).

 

Adding the Location column allows you to see all SharePoint Online and OneDrive files in one report

 

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.

 

A table lists shared documents with the following column headers: Name, Connector, Permission, Shared With, Owner, File Type, and Location. Each row provides details for a different document; for example, Document1 is shared via Dropbox with read-only permission to UserA and owned by Owner1; it is a PDF located in Folder1. The table efficiently organizes vital information about each document's sharing specifics and storage details.

BetterCloud can ingest file data across all integrated SaaS apps

 

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.

 

List of three files displayed with names and details: "Chris SharePoint File.docx," "Public Spreadsheet.xlsx," and "Doc Shared with Clouds and Rec.docx." Each file uses the O365 connector, indicated by their icons, and all have restricted permissions signified by padlock symbols next to the file names.

Do you know how users are sharing your organization’s files?

 

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

A file management interface displays four documents, each with columns showing their location, permissions, shared status, owner, and type. At the top of the screen are filters and a search bar for refining document visibility. The interface appears organized, with clear headings for easy navigation and management of files.

Select files with public sharing links, then remove their public link

 

Create a Workflow to automate remediation

A workflow automation interface displays a triggered alert indicating the presence of OneDrive files with public links. The interface features a flowchart-like layout, highlighting an initial condition that detects these publicly shared files. Following this, a connected action is shown to remove the sharing link from the identified OneDrive file, effectively terminating public access. The visual design includes icons and text labels for clarity, aiding users in tracking each step within the automated process.

Removing public links within a Workflow

 

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.

 

A rule in an automation system interface for Office 365 is shown. This rule is set to trigger when the condition "User is Disabled" surpasses its specified threshold. Upon activation, the rule will automatically proceed to remove the disabled user from all associated groups within Office 365, thus managing access and compliance efficiently. The interface displays clear actions and conditions with labeled sections for ease of configuration and monitoring.

During the offboarding process, a user can be removed from all Groups

 

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.

 

A screenshot of an IT automation tool displaying an offboarding workflow. The visual interface outlines sequential steps, starting with the action to copy a disabled user's OneDrive files and folders and transfer them to a designated recipient. The workflow includes specific actions and conditions clearly labeled, providing a structured process for handling user data during offboarding in an organizational setting.

Copying a User’s OneDrive files to a recipient is simple with BetterCloud

 

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.

 

A software interface displays a dialog box with instructions to remove all direct access to files and folders shared with a specific Office 365 user. The interface highlights the action based on an event parameter, ensuring secure data handling. The layout features clearly labeled buttons for confirmation and cancellation, alongside detailed text explaining the purpose of the action. The background includes standard software design elements like menus and toolbars, suggesting integration within a broader application framework.

Ensuring a user is removed from all files/folders is simple via BetterCloud

 

Interested in learning more? Read more about BetterCloud’s integration with O365 here or request a demo.

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