Setup Reporting for Owners

Title
Setup Reporting for Owners
URL Name
Owner-only-Reporting

Question
Answer
In Audit, the permission settings can be configured to limit the reporting, allowing the owner that is logged in to only run reports on items they are an owner of and view their run reports 
 
This also ensures that members of the role are unable to run tenant wide reports and see information they should not be able to see. 
 
Below are the Reports that Owners can run:
  1. Workspace Summary, 
  2. Guest Users, 
  3. Sharing links and remove link actions,
  4. Inactive workspaces.
  5. Their own OneDrive Storage report

Follow the steps below to setup a new role, permissions and assign users to the role. Please expand each stage for instructions.

1. Setup Application Role for Owners Reporting 

This article assumes that you have permissions to the Settings area and Application roles configuration. If you do not see the cog, please ask the person who consented the app to grant you the appropriate permission.

  1. Click on Settings Cog in the top right hand corner
  2. Click on Open to open the application roles, then View to see the existing roles
  3. Click + Add,  to create a new Application role for Owner only reports
  4. Enter a Name and Description, then click Save. 

This will then show as an active role to be configured:

 

2. Configuring Permissions to Limit the Reports to Owners

Click on the permissions (key) symbol to edit and enable the following permissions: 

PermissionOptionsImage 
Requests
  • Expand Report Requests
    • Enable 'View my report requests'
  • Expand Action Requests
    • Enable 'View my action requests'
Workspace Summary
  1. Expand the 'General' section
    1. Enable 'View summary reports'
  2. Expand the 'Workspace summary by owner report
    1. Enable 'Request workspace summary I own report'
    2. Enable 'View my workspace summary by owner report'
Guest User Report 
  1. Expand the 'General' section,
    1. Enable 'View guest users reports section'
  2. Expand 'Guest users in workspace by owner report'
    1. Enable 'Request guest users in workspaces I own report'
    2. Enable 'View my guest users in workspaces by owner reports'
Sharing Links Report & Actions
  1. Expand the 'General' section,
    1. Enable 'View sharing links reports section'
  2. Expand 'Sharing links in workspace by owner report' section
    1. Enable 'Request sharing links in workspaces I own report'
    2. Enable 'View my sharing links in workspaces by owner reports'
  3. Expand Sharing links in OneDrive report' section
    1. Enable 'Request sharing links in my OneDrive report'
    2. Enable 'View my sharing links in OneDrive reports'
  4. Expand Sharing Links Actions section
    1. Enable 'Request remove sharing link action'
    2. Enable 'View my remove sharing links actions'
Usage Reports
  1. Expand the 'General' section
    1. Enable 'View usage reports'
  2. Expand 'Inactive workspaces by owner report
    1. Enable 'Request inactive workspaces I own report'
    2. Enable 'View my inactive workspaces by owner reports'

OneDrive Storage Report
  1. Expand the 'General' section
    1. Enable 'View storage reports section'
  2. Expand 'Storage in OneDrive. section
    1. Enable 'Request storage in OneDrive report'
    2. Enable 'View my Storage in OneDrive reports'

3. Assign Users or Groups to the Role
Select the people icon  to assign the role to people or groups from your Entra tenant 
 
 +Add to select the users or groups that will have this role.
This can be set to individuals, security groups or you can allow all members of Entra to have permissions 
Once the users next login or app reload, they will only be able to run the reports on SharePoint Sites and Teams they are an Owner of.
 

 

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