Box Folder Insights or SharePoint sharing reports for external-access review

If the review is organized by client folder and the key question is who was invited and which links exist inside it, choose Box Folder Insights. If reviewers need to connect guest access to individual files and permissions across a site or OneDrive, choose the SharePoint sharing report. The deciding limitation is coverage: SharePoint’s CSV excludes directly emailed links that were never clicked and Anyone links, so it cannot serve as a complete inventory of links that may have circulated. Box folder activity SharePoint sharing reports

Review question	Starting point	Constraint to plan for
Which collaborators and shared links need attention in a client folder?	Box Folder Insights	Folder owners can export collaborator and shared-link reports, with a limit of 10 downloads per report type per user per day. Box folder activity
Which guest has access to a particular file, and through what permission or link?	SharePoint sharing report	A site admin can run a CSV for a site or OneDrive showing unique file, user, permission, and link combinations. SharePoint sharing reports

For this audit, first define the client space being reviewed and name its responsible owner. Record the folder tree or site, the engagement it serves, and the date of the export. A finding tied to a contract file and a specific external recipient gives that owner something to check; a count of external users across the whole space may conceal which access is appropriate.

Box’s Folder Shared Links report includes the item name, link status, URL, creation date, and link permissions. Use those fields to ask whether each link still has a client purpose and whether its access level fits the material. Box Folder Shared Links Report SharePoint’s CSV includes resource paths, permissions, guest classification, and link identifiers. Use them to trace a reported guest or link back to the affected item, then check the current sharing settings before deciding what to change. SharePoint sharing reports

One failure mode is closing a SharePoint review because the CSV shows no concerning link for a sensitive file. An Anyone link, or a link emailed directly but never clicked, may be absent. Check sensitive files against their current sharing settings and any available distribution record before marking them cleared. SharePoint sharing reports In Box, record any Shared Links report filter used: selecting only one access level leaves other link types out of that export. Box Folder Shared Links Report

Protect the evidence as carefully as the files it describes. Box saves reports to Box Reports by default and allows another destination; SharePoint saves its CSV in a chosen site folder, where members may be able to see it unless permissions are narrowed. Box folder activity SharePoint sharing reports Apply the client’s retention rules to exports. If files move during a migration, keep a dated mapping of old and new paths plus access records from both sides of the move. Revoking access cannot establish that a former recipient has no downloaded copy.

Pilot the process on one representative engagement. Export its report, select five externally shared items, and compare every reported route with current access settings. Record any guest or link route the report misses. After one approved access change, repeat that check. The observable result is a dated item-level record of access before and after, with omissions and any downloaded-copy uncertainty marked.