This article explains how to generate the User Access report and the options available once generated.
Check Access for Specific Microsoft 365 User
User Access in Microsoft 365 Environment
When using Microsoft 365 for your daily collaboration there are numerous occasions where you will grant or remove access to specific items in your environment. Microsoft 365 gives multiple ways of doing that, be it via direct access to the file or maybe through security groups, SharePoint groups, sharing links among other. After a while, you may lose traction of which user has access to a specific item and how you gave the access. This is where the SysKit Point User Access report comes in to save the day.
SysKit Point User Access Report
SysKit Point User Access report is a powerful tool that gives you the ability to check all access for every specific user in your Microsoft 365 environment. It enables you to:
- See what type of access does a user have (Full Control, Edit, Contribute, or any personal type of access you may have added to your environment).
- Understand through which channel is the access given to the user (Being a member in a SharePoint group, Group owner, Administrator, through security group or directly to said user).
- Show the details from which exact source were those rights given to it.
- Perform multiple actions directly on the report (Remove Access, Change Owners, Change to Member, Edit Permissions, Remove from Group, Remove Sharing Link).
There are multiple occasions where using the User Access report will help you manage your Microsoft 365 environment successfully.
Some of them are:
- When a new user in your Microsoft 365 environment is being onboarded, to quickly check if they have all the correct permissions to succeed in their work.
- When a user is being offboarded to double-check if they still have access to some information, they shouldn’t have (via Anonymous sharing links).
- To check if some external collaborators have access to something they shouldn’t have.
- When reorganizing your environment (removing users from certain security groups or changing permissions for specific users in your environment).
Generate User Access Report
First, you will need to Sign in to your SysKit Point. When located on the home screen, click on the Reports tile.
It will redirect you to the SysKit Point Report Center, where you can click on User Access.
Now that you are located on the User Access selection screen, choose one or multiple users (1) you wish to generate the report for and click the Run Report button (2).
Available Options and Actions
Now that you have successfully generated the User Access report, it should look something like this.
As the User Access report is a tree structure report, you can see:
- User for which you have generated the report (1).
- All types of resources (Sites, Microsoft Teams, Microsoft 365 Groups, and OneDrive accounts) that user has some kind of access to (2).
- What kind of access does the user have on a said resource (3).
- How the access was Given Through to said user (4).
- Details containing exact resources where the user got their permissions for (5), and if those are Microsoft 365 Groups or Microsoft Teams they are drillable to their respective Detail Screens in SysKit Point (6).
Let’s say that you have now found out that this user has Multiple Access over the same resource via Direct Access and through the Security Group. You want to remove the direct access that the user was given, so he only has access through the Security Group.
Here’s how to do it.
Expand the resource you have chosen, and select the row in which it says that the user has Direct Access (1). On the side panel, click the action called Remove Access(2).
Remove Access action prompt will appear where you just click the Remove Access button.
After the action is completed, you will receive a notification bubble where you can click and see the result. On selected resource, it is now visible that the user has rights only through the Security Group.
By the same principle, you can also Edit the given permissions, Remove said Users from groups with access to the resource, Remove Sharing Links, which might provide access to unwanted users.
User Access report helps all Admins and content Owners to keep their Microsoft 365 environment clean, secure, and easy to manage all at one place, the SysKit Point.