What’s new – 2024.4.

SharePoint Storage Governance: Automated Versioning Limits and Cleanup ^2024.4

Syskit Point brings a powerful set of storage insights and optimization tools, so far we have launched: detailed reporting to help you gain complete visibility over storage growth trends, policies and notifications to help you gain awareness to make timely decisions, and cleanup of old and redundant file versions to free up storage with just a few clicks. Now, with our latest addition you can enforce automated versioning limits and make the cleanup process even more efficient, avoiding PowerShell scripts, import-export actions and doing it site by site.

You can still use manual options for cleaning up and saving space in Point, but keep in mind that the data easily starts piling up again! With versioning limits and governance rules in place you can optimize storage consumption automatically and continuously!

When enforcing versioning limits across workspaces you can choose to apply Tenant wide limits (then Sites inherit it) or to set it up per Site. One of the biggest advantages you get is the option to create your own versioning limits (as much as you need) and apply it across multiple Sites in bulk with just a few clicks!

On top of that, we enabled the option for a simple and efficient initial cleanup – once you build your versioning limits, not only can you apply it to all new document versions in that Site, you also get the option to clean up all existing ones.

If you go a step further you can eliminate manual work using our automation Rules – enable continuous enforcement of version cleanup through the lifecycle! Combine conditions based on any metadata to set up what kind of new workspaces should get what kind of versioning limit applied automatically to its documents and regardless of when or how the site was created.

Versioning Limits and Cleanup Automation – How it Works in Syskit Point ^2024.4

Set up versioning limits in Storage Management – Settings.

With Point, you can set up manual limits: file versions are deleted after exceeding the set number of versions and/or after the set period of time.

Note: There are some options which are already available by default; the automatic option has a Microsoft algorithm in the background and cannot be changed, and a manual option of 500 versions which you can adjust.

Once you have your limits set up, the first option is to manually apply limits through the Storage report, use the menu on the right hand-side.

• You can do it on a Tenant level.

• You can also do it on a Site level – choose one or multiple sites to apply.
  • Choose from the versioning limit options that you’ve built and it will be applied to all new file versions in selected Sites.
  • As mentioned before, a great advantage here is that you have an option to also do the initial cleanup before applying this. Under the existing file versions cleanup you can choose if you wish to do it and how.

The second option which we encourage you to use, is to set up automation Rules to enable Syskit Point to do the work for you!

• Combine conditions (such as custom metadata, privacy, sensitivity, external collaboration and more) to choose what kind of new workspaces should get what kind of versioning limit applied automatically to its documents.

This enables continuous enforcement of cleanup through the workspace lifecycle!

Automations for Resolving Oversharing Vulnerabilities ^2024.4

In our previous release we launched a new set of policies which expands our security and governance toolkit to help you prevent oversharing and protect your digital workspace especially if you are planning to roll out Microsoft Copilot in your organization. Users can easily grant excessive access in Microsoft 365 to their resources in the cloud leading to an oversharing situation which can be extremely risky.

One of those policies is Private Workspaces Shared with Everyone which detects sharing of private workspaces with large groups like “Everyone”, “Everyone except external users”, and “All Users”. This situation is extremely delicate as it may lead to issues such as security breaches, administrative complexity and uncontrolled access. With this policy you can easily detect and see those workspaces in our Security and Compliance dashboard and prevent oversharing issues by removing access for these groups.

Until now, you could resolve it manually, but now you can set it up in governance Policies and automation Rules for our platform to automatically remove those risky sharing links – Syskit Point will do it for you.

Also on the Dashboard, there is a new “Resolved” column which shows the number of actions taken for a specific vulnerability.

Admins can also go to governance history and check the log of actions to see exactly what Point did using our rules engine.

Copilot Readiness Dashboard ^2024.4

If you are planning to roll out Microsoft Copilot to your organization you always need to keep in mind it operates on the principle of retrieving all the information that a user explicitly has access to. Content shared beyond the necessary audience is a major stumbling block and a big security risk. This is why we are summing up all the things you need to keep an eye on and take care of before enabling it in your organization. You will now see it all in one central tile on your home screen from where you can dig deep and take actions.

The following is counted for Copilot Readiness:

• The number of vulnerabilities detected for Workspaces with Too Many Members, Workspaces with Shadow Users, and Workspaces Shared with Everyone policies.
• The Group Access and Sharing Links reports.
• The number of company-wide sharing links and links shared with everyone.
• The number of public workspaces.

To help you prepare we have some useful resources as well:

Copilot Best Practices How to minimize oversharing with Syskit Point

Sensitivity Labels in Reports ^2024.4

We started adding sensitivity and retention labels on our reports down to the file level. Now available on Site Structure, Unique Permissions, and Sharing Links reports. Once you generate the report just add those columns and find what you need. For example, having sharing links with a confidential sensitivity label on it may need your attention and maybe you need to stop sharing those.