Share a read-only view of the Permissions matrix report with people in your Microsoft 365 tenant, so they can see who has access to what without a ShareGate Protect account.
Recipients sign in with Microsoft and see the report live. They can't export it or change anything.
Before you start
You can share the Permissions matrix report only. Sharing for other reports isn't available yet.
Recipients must be people in your tenant, members or guests. They don't need a ShareGate Protect account.
You can only pick people who are active and have an email address.
Share a report
Open the Permissions matrix report and select the sites and OneDrives you want to share. Apply any filters you need.
Select Share.
In the Share report window, enter a name under Report name.
Under Share with, search by name or email and select each person you want to share with.
To email people the link, leave Notify people by email selected. You can add an optional message, which appears in the email only. To send the link yourself, clear the checkbox.
Under Access expires, choose how long the share lasts, or select Custom date.
Select Share report.
The Access granted window shows the link. Select Copy link to copy it. Only the people you added can open the link.
You can choose 7, 14, 30 (the default), 60, or 90 days, or a custom date. A custom date must be at least 24 hours away. A share ends at most 90 days after you create it.
The share keeps the sites, OneDrives, and filters you selected. You can't change them after you share. To share a different selection, create a new share.
What recipients see depends on how you built the report. If you selected specific sites, the report only shows those sites, whether or not you applied filters. A site disappears only if it's deleted or archived. If you used Select all, sites that match your filters are added or removed as they change.
Note: The shared report is live. Recipients always see permission changes as they happen, and ShareGate Protect doesn't notify you when the shared view changes. The Share report window warns you about this.
Manage shared reports
Select Reports in the sidebar, then open the Shared reports tab. The list shows each share with the people it's shared with, who shared it, when it was created, and when it expires.
Select the 3-dot menu next to a share to:
Copy link: copy the link to send it yourself.
Manage access: rename the share, add or remove people, or change the expiry.
Delete sharing: delete the share. People lose access immediately.
In the Manage access window, select Notify new people by email to email only the people you add, then select Save changes. The new expiry can't be more than 90 days from the day you change it. If you remove everyone, Save changes becomes Delete sharing.
When you delete a share, a confirmation window warns that people will lose access immediately and the link will stop working. To share the report again, you need to create a new share.
Expired shares stay in the list. You can delete them from the Shared reports tab, but you can't edit them yet.
Any ShareGate Protect user in your tenant can manage shares, and a share stays active if the person who created it leaves.
ShareGate Protect records sharing actions in the Activity log: when you share a report, rename it, change its expiry, add or remove people, or delete the share.
For recipients: open a shared report
If someone shared a Permissions matrix report with you, you can open it from the link in their email or the link they sent you.
Select the link you received.
On the sign-in page, select Continue in Microsoft.
Sign in with your Microsoft account.
The shared report opens on shared.sharegate.com, headed by the share name, who shared it, and when. It shows the same hierarchy, people, permission levels, and access paths as the person who shared it sees, limited to the sites and filters they shared.
You can't export the report, open other sites or reports, search within the report, or make changes. Only the people on the share can open the link, so forwarding it doesn't give anyone else access. The link stops working when the share expires or the person who shared it deletes the share.
Limits
Only the Permissions matrix report can be shared for now. Sharing for the User access report and the Group access report isn't available yet.
You can share with up to 100 people per share. A report name can have up to 256 characters, and a message up to 1,000.
A share ends at most 90 days after you create it, and you can't edit an expired share.
The shared view is live, not a snapshot, and it can't be exported.
People outside your tenant can't receive a share.
ShareGate Protect doesn't record when a recipient opens a share.