See Who Can Open Each Site

Purpose: see, site by site, who can open the SharePoint sites Forage reads, as SharePoint's own permissions say. Forage for Copilot uses the same record to start from the sites each member of staff can reach.

1. Open Records, then Site Access. It sits after Sites in the menu. Forage checks every included site each night, reading only, and a newly included site soon after it is included. While every site is being checked, a bar shows how far it has got.
2. Read the list. Each site shows how many people and groups have access to it, how many of them have it only because a file, folder or library inside the site was shared with them (Shared items only: they can open that and not the rest of the site), and when it was checked.
3. Select a column heading to sort the list by the site's name, by how many have access (most first) or by when it was checked (latest first). Select it again to reverse the order.
4. Choose a site to see who can open it, grouped by how they get in: site administrators, each SharePoint group such as the site's Members, access given directly, and shared items only. The card also says when a site is open to everyone. Everyone in a group listed can open what the group can.
5. Look at the tiles above the list. The fourth tile counts the sites that could not be checked; select it to list just those sites. A site that could not be checked keeps what the last check found, and says why.
6. When any site has been deleted in SharePoint, a fifth tile counts them; select it to list just those sites. A deleted site shows Deleted in SharePoint, as it shows Deleted on the Sites page, and is not counted as a failed check. Forage keeps it so that its files stay searchable. Nobody can open it now, so Forage for Copilot leaves it out. Only a deleted site that Forage holds files from is listed. A site restored in SharePoint is checked again the next night.

Good to know: Forage reads who can open each site from SharePoint and changes nothing there. Forage for Copilot also asks SharePoint about every file before showing it, so a change made since the last check never shows anyone a file they cannot open. The nightly check is switched on as set up Forage for Copilot describes.

See the Records section for the other pages.

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