'Shared With’ column does not reflect current state of sharing status
Within an Office 365 Group document library (SPO site), the ‘Shared With’ column does not reflect current state of sharing status.
Here are some examples:
1. When you remove a user’s permission from an item in a Group the ‘Shared With’ column still shows that it is shared with that user.
2. When you copy a file in a Group the ‘Shared With’ column retains the original users listed even though it is no longer shared with them.
Feedback from our users is that this is not an intuitive user experience. Ideally the ‘Shared With’ column should only display current state of an item's permissions, not what has occurred in the past. To be clear: if I have shared an item with Bob and then remove Bob's permissions from the item the ‘Shared With’ column should not display Bob's name. It is very confusing to users to see that Bob is listed in the ‘Shared With’ column but he doesn't have access when you dive deeper.
In addition to this the user experience in removing permissions reverts back to the old SharePoint permission UI. Ideally this should be similar if not perfectly aligned to how OD4B does permissions on items.
What we want to see changed:
- ‘Shared With’ column to only show current state of item's permissions
- Permission removal/adjustment UI to be aligned with OD4B (able to be adjusted in details pane). We don't want to go to 'ADVANCED' to adjust the permissions.
It is absolutely critical that a Shared With column is provided in SharePoint. There is absolutely no way that proper accountability of who can see a document can be done without it - it's completely omitted from our tenant. It should also show the truth of who a document is shared with now (and be able to show the history of who it was shared with in the past). I really can't quite believe it's not available now.
This is an issue in all SharePoint libraries, not only Group related ones. Please fix this.
I agree with all those below. "Shared With" should always mean the same thing and provide the current permission status, not something that was true, 'once upon a time'.
This is counterintuitive and should be fixed as soon as possible. Stating that "this behaviour is by design" isn't an acceptable answer at this point.
Currently not intuitive at all and only causes confusion for users. Reading names in a Shared With column will always be interpreted as being the names that the file is shared with now.
'By Design'... indeed. Please change this to the intuitive and logical way of interpreting this column.
Microsoft may well say that this behaviour is "by design", but if it's not a feature that anybody wants then it needs changing, so it would make sense to either:
* Change the functionality so that the "Shared with" column shows with whom the document IS currently shared, not whoever it or a previous version WAS shared with
* Add a new column, perhaps "Shared with now" which shows only those users with whom the document is currently shared
This desperately needs to be fixed. I just spent 30 minutes double checking permissions after our president saw the name of someone in the "Shared With" column. The file was never shared with that person, but a different old version of the file was, and apparently the "shared with" property tagged along when someone used Save As from PowerPoint to create a new version.
Lawrence Duff commented
Also, when migrating to SPO using the SPMT (SharePoint Migration Tool) none of the unique permissions granted to users appear in the "Shared With" column. In fact the "Shared With" column doesn't appear in the view as an option to select until you've shared at least one item. Then, only the user you shared the item with appears in the "Shared With" column, none of the users you already gave unique permissions to (i.e. shared) before using the SPMT appear in the "Shared With" column.
A prime case of Redmond half-baked garbage.
Christian Both commented
Please fix this, as this is really inconvenient for end-users.
Surely this is a no-brainer of a fix that is urgently required? 'Shared With' should display who the item is currently 'shared with', not who the item 'is currently shared with and previously shared with'.
Paul Ewert commented
Well, that explains what is going on, but I also object to labeling this issue as being "by design." Using the Sharing feature in SharePoint leads to this issue. However, if you remove the user's Share from an Office document which is stored in a SharePoint library using the Office client's Share pane, it properly removes the user from the Shared With column in SharePoint. This is inconsistent behavior of Share removal. Since users expect the user to always be removed from the Shared With column, the problem reported should NOT be dismissed as "by design." Please fix.