SharePoint & OneDrive insights reports (preview)

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The insights report in information barriers (IB) can help you identify and discover usage patterns across SharePoint sites and OneDrive accounts in your organization. Administrators can use PowerShell to create and view reports to identify top sites and their modes to help apply suitable controls for the sites as applicable.

The insights report provides the following information for the top 100 most actively used SharePoint sites and OneDrive accounts in your organization:

Report section Description Applies to
Explicit mode section Top restrictive sites with highest collaboration between IB users SharePoint sites and OneDrive accounts
Implicit mode section Top sites with highest collaboration between compatible users SharePoint sites only
Mixed mode section Top accounts with collaboration between segmented and unsegmented users OneDrive accounts only
Mode Distribution section The number and percentage of modes across all sites and accounts SharePoint sites and OneDrive accounts
Open mode section Top least restrictive sites SharePoint sites and OneDrive accounts
Owner Moderated mode section Top sites with highest collaboration between IB users and non-IB users SharePoint sites and OneDrive accounts

Prerequisites

Create the insights report

Before you can run specific queries for information barriers details, you must first create a report. After the report has completed successfully, you can run specific detail reports.

One insight report is supported for every 24 hour period and the previous report is overwritten when the next report is created. For example, if you create an insights report on April 25, 2023 at 4:10 PM, you can't create another insight report until after 4:10 PM on April 26, 2023.

To create the insights report, complete the following steps:

  1. Connect to SharePoint Online as a global administrator or SharePoint administrator in Microsoft 365.

  2. Run the following PowerShell cmdlet and accept the confirmation prompt to create the insights report:

    Start-SPOInformationBarriersInsightsReport

    Note

    Depending on the number of SharePoint sites and OneDrives accounts in your organization, it may take up to one hour for this report to created.

    You can automate acceptance of the confirmation prompt when creating the insights report by appending the -Yes as a parameter to the cmdlet. For example, Start-SPOInformationBarriersInsightsReport -Yes.

  3. Run the following PowerShell cmdlet to view the status of the insights report:

    Get-SPOInformationBarriersInsightsReport

    The following example shows the information returned for the insights report:

    State: Completed
    Id: ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776
    StartTimeInUtc: 4/25/2023 4:10:16 PM
    CompleteTimeInUtc: 4/25/2023 4:10:25 PM
    QueuedTimeInUtc: 4/25/2023 4:06:47 PM

    The report is ready to view or download when the State value is Completed. Other State values include:

    • Not Started: State when the insights report hasn't started.
    • In Progress: State when the insights report is in progress.
    • Error: State when the insights report has failed.

Insights reports for SharePoint sites

View a summary of modes with results for SharePoint sites

To view a summary of the modes with results for SharePoint sites, use the following cmdlet syntax to view insights from the report:

Get-SPOInformationBarriersInsightsReport -reportId <ID>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776

Example results:

Content: Explicit, Implicit, Open, OwnerModerated, ModeDistribution
State: Completed
Id: ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776
StartTimeInUtc: 4/25/2023 4:10:16 PM
CompleteTimeInUtc: 4/25/2023 4:10:25 PM
QueuedTimeInUtc: 4/25/2023 4:06:47 PM

In this example, the insights report results are displayed for SharePoint sites included in the organization with an ID of ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776. The values in the Content line represent the modes that have results in the report. If a mode (applicable to SharePoint) isn't listed, there aren't any SharePoint sites in the organization with that mode.

View the details for a specific mode for SharePoint sites

To view details about a specific mode with results for SharePoint sites, use the following cmdlet syntax to view insights from the insights report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -section <Mode>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776 -section Explicit

Example results:

SiteName: Contoso Budget Planning
SiteURL: https://contoso.sharepoint.com/sites/ContosoBudgetPlanning
Site Owner: User1
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Explicit

SiteName: Contoso Training Budgets
SiteURL: https://contoso.sharepoint.com/sites/ContosoTrainingBudgets
Site Owner: User2
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Explicit

SiteName: Contoso Viewpoint Project
SiteURL: https://contoso.sharepoint.com/sites/ContosoViewpointProject
Site Owner: User3
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Explicit

View the details for the mode distribution for SharePoint sites

To view details about the mode distribution with results for SharePoint sites, use the following cmdlet syntax to view insights from the insights report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -section <ModeDistribution>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776 -section ModeDistribution

Example results:

Total site count: 10000
Owner Moderated SiteCount: 500 SitePercentage: 5
Open SiteCount: 1682 SitePercentage: 16.82
Explicit SiteCount: 3628 SitePercentage: 36.82
Implicit SiteCount: 4190 SitePercentage: 41.9

Insights reports for OneDrive accounts

View a summary of modes with results for OneDrive accounts

To view a summary of the modes with results for OneDrive accounts, use the following cmdlet syntax to view insights from the insights report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -service <OneDrive>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776 -service OneDrive

Example results:

Content: Explicit, Mixed, Open, OwnerModerated, ModeDistribution
State: Completed
Id: ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776
StartTimeInUtc: 4/25/2023 4:10:16 PM
CompleteTimeInUtc: 4/25/2023 4:10:25 PM
QueuedTimeInUtc: 4/25/2023 4:06:47 PM

In this example, the insights report results are displayed for OneDrive accounts included in the organization with an ID of ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776. The values in the Content line represent the modes that have results in the report. If a mode (applicable to OneDrive) isn't listed, there aren't any OneDrive accounts in the organization with that mode.

View the details for a specific mode for OneDrive accounts

To view details about a specific mode with results for OneDrive accounts, use the following cmdlet syntax to view insights from the insights report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -service OneDrive -section <Mode>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776 -service OneDrive -section Open

Example results:

SiteName: User1
SiteURL: https://spdfcontoso-my.sharepoint.com/personal/user1_spdfcontoso_onmicrosoft_com
Site Owner: user1@spdfcontoso.onmicrosoft.com
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Open

SiteName: User2
SiteURL: https://spdfcontoso-my.sharepoint.com/personal/user2_spdfcontoso_onmicrosoft_com
Site Owner: user2@spdfcontoso.onmicrosoft.com
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Open

SiteName: User3
SiteURL: https://spdfcontoso-my.sharepoint.com/personal/user3_spdfcontoso_onmicrosoft_com
Site Owner: user3@spdfcontoso.onmicrosoft.com
LastActivity: 4/25/2023 4:10:16 PM
IBMode: Open

View the details for the mode distribution for OneDrive accounts

To view details about the mode distribution with results for OneDrive accounts, use the following cmdlet syntax to view insights from the insights report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -service OneDrive -section <ModeDistribution>

Example:

Get-SPOInformationBarriersInsightsReport -reportId ec65a1cf-9b1a-48c2-a1b4-f923ac4c0776 -service OneDrive -section ModeDistribution

Example results:

Total site count: 19305
Owner Moderated SiteCount: 167 SitePercentage: 0.87
Mixed SiteCount: 4881 SitePercentage: 25.28
Explicit SiteCount: 4910 SitePercentage: 25.43
Open SiteCount: 9347 SitePercentage: 48.42

Download the results of the insights report

To download the results of a specific insights report for SharePoint sites, use the following cmdlet syntax to download the report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -section <report you want to download> -action Download

The report is automatically exported as a .csv file with a file name of SharePoint_the name of the report type. For example, if you download the Explicit report, the file name is SharePoint_Explicit.csv.

To download the results of a specific insights report for OneDrive accounts, use the following cmdlet syntax to download the report:

Get-SPOInformationBarriersInsightsReport -reportId <ID> -service OneDrive -section <report you want to download> -action Download

The report is automatically exported as a .csv file with a file name of OneDrive_the name of the report type. For example, if you download the Explicit report, the file name is OneDrive_Explicit.csv.

To rename the report or export to custom locations, you can use standard PowerShell parameters. For more information, see the PowerShell documentation.

Audit activities for the insights report

Audit events for the insights report are available in the Microsoft Purview compliance portal. For more information about the activities logged, see Information barriers activities.