The Problem of Insecure Link Sharing

Oct 13, 2025 by thesweetdesigns.com 0 views

Understanding SharePoint Link Sharing

In a SharePoint environment, sharing links to documents and folders is a common practice. However, when users share links without properly configuring the permissions, it can lead to security and access control issues. In this article, we will explore how to identify who created a link to a SharePoint document and provide best practices for proper link sharing.

The Problem of Insecure Link Sharing

When users share links to SharePoint documents and folders, they can choose from various permission levels, including:

Edit: Allows the recipient to edit the document or folder.
View only: Restricts the recipient to viewing the document or folder only.
Users with existing access: Grants access to the recipient based on their existing permissions.

However, many users tend to leave the default permission level as Edit, which can lead to unintended consequences. This is because the person who receives the link may not have the necessary permissions to edit the document or folder, potentially causing security issues.

Identifying the Creator of a Link

To identify who created a link to a SharePoint document, you can follow these steps:

Method 1: Using the SharePoint Audit Log

Navigate to the SharePoint site: Go to the SharePoint site where the document or folder is located.
Access the audit log: Click on the Settings icon (represented by a gear) and select Site contents. Then, click on the Audit log link.
Filter the audit log: In the audit log, filter the events by Type to Share and User to the person who created the link.
View the share details: Once you've filtered the audit log, you can view the share details, including the person who created the link and the permission level they chose.

Method 2: Using the SharePoint Document Library

Navigate to the document library: Go to the document library where the document or folder is located.
View the document properties: Click on the File tab and select Properties.
View the share details: In the document properties, you can view the share details, including the person who created the link and the permission level they chose.

Best Practices for Proper Link Sharing

To avoid security issues and ensure that links are shared properly, follow these best practices:

1. Use the correct permission level

When sharing links, choose the correct permission level based on the recipient's needs. If the recipient only needs to view the document or folder, use the View only permission level. If the recipient needs to edit the document or folder, use the Edit permission level.

2. Use the 'Users with existing access' permission level

When sharing links, use the Users with existing access permission level to grant access to the recipient based on their existing permissions.

3. Monitor link sharing

Regularly monitor link sharing to ensure that links are being shared properly. Use the audit log to track link sharing activity and identify any potential security issues.

4. Educate users

Educate users on the importance of proper link sharing and the potential security risks associated with insecure link sharing. Provide training and resources to help users understand how to share links correctly.

Conclusion

In conclusion, identifying who created a link to a SharePoint document is crucial for maintaining security and access control in a SharePoint environment. By following the methods outlined in this article and implementing best practices for proper link sharing, you can ensure that links are shared securely and efficiently.

Additional Resources

Frequently Asked Questions

Q: How can I identify who created a link to a SharePoint document? A: You can identify who created a link to a SharePoint document by using the SharePoint audit log or by viewing the document properties.
Q: What is the best permission level to use when sharing links? A: The best permission level to use when sharing links depends on the recipient's needs. If the recipient only needs to view the document or folder, use the View only permission level. If the recipient needs to edit the document or folder, use the Edit permission level.
Q: How can I monitor link sharing activity? A: You can monitor link sharing activity by using the SharePoint audit log.
Frequently Asked Questions: Link Sharing in SharePoint ===========================================================

Q: What is link sharing in SharePoint?

A: Link sharing in SharePoint allows users to share links to documents and folders with others, either within or outside the organization. This feature enables users to collaborate and share information with others, while maintaining control over access and permissions.

Q: Why is link sharing important in SharePoint?

A: Link sharing is important in SharePoint because it enables users to collaborate and share information with others, while maintaining control over access and permissions. Proper link sharing practices can help prevent security issues and ensure that sensitive information is not shared with unauthorized individuals.

Q: How can I share a link to a SharePoint document?

A: To share a link to a SharePoint document, follow these steps:

Navigate to the document library: Go to the document library where the document is located.
Select the document: Click on the document you want to share.
Click on the "Share" button: Click on the "Share" button in the document's ribbon.
Enter the recipient's email address: Enter the recipient's email address in the "Share with" field.
Choose the permission level: Choose the permission level you want to grant to the recipient (e.g. View only, Edit).
Click on the "Share" button: Click on the "Share" button to send the link to the recipient.

Q: What are the different permission levels for link sharing in SharePoint?

A: The different permission levels for link sharing in SharePoint are:

View only: Grants the recipient permission to view the document or folder, but not edit it.
Edit: Grants the recipient permission to edit the document or folder.
Users with existing access: Grants the recipient permission to access the document or folder based on their existing permissions.

Q: How can I track link sharing activity in SharePoint?

A: To track link sharing activity in SharePoint, follow these steps:

Navigate to the SharePoint site: Go to the SharePoint site where the document or folder is located.
Click on the "Settings" icon: Click on the "Settings" icon (represented by a gear) in the top right corner of the screen.
Select "Site contents": Select "Site contents" from the drop-down menu.
Click on the "Audit log" link: Click on the "Audit log" link.
Filter the audit log: Filter the audit log by Type to Share and User to the person who created the link.

Q: What is the difference between a link and a permission level?

A: A link is a URL that allows users to access a document or folder in SharePoint. A permission level is a setting that determines what actions a user can perform on a document or folder.

Q: Can I share a link to a SharePoint document with multiple users?

A: Yes, you can share a link to a SharePoint document with multiple users. To do this, follow these steps:

Navigate to the document library: Go to the document library where the document is located.
Select the document: Click on the document you want to share.
Click on the "Share" button: Click on the "Share" button in the document's ribbon.
Enter the recipient's email addresses: Enter the recipient's email addresses in the "Share with" field, separated by commas.
Choose the permission level: Choose the permission level you want to grant to the recipients (e.g. View only, Edit).
Click on the "Share" button: Click on the "Share" button to send the link to the recipients.

Q: Can I revoke a shared link in SharePoint?

A: Yes, you can revoke a shared link in SharePoint. To do this, follow these steps:

Navigate to the document library: Go to the document library where the document is located.
Select the document: Click on the document you want to revoke the link from.
Click on the "Share" button: Click on the "Share" button in the document's ribbon.
Click on the "Revoke" button: Click on the "Revoke" button to revoke the shared link.

Q: What are the best practices for link sharing in SharePoint?

A: The best practices for link sharing in SharePoint are:

Use the correct permission level: Choose the correct permission level based on the recipient's needs.
Use the "Users with existing access" permission level: Grant access to the recipient based on their existing permissions.
Monitor link sharing activity: Regularly monitor link sharing activity to ensure that links are being shared properly.
Educate users: Educate users on the importance of proper link sharing and the potential security risks associated with insecure link sharing.