Mastering Orphaned Users in SharePoint

Understanding Orphaned Users in SharePoint

Orphaned users in SharePoint are user accounts that are no longer associated with a valid user profile. These accounts can occur when a user is deleted from the system without properly removing their permissions or when a user account is migrated or renamed without updating the associated permissions. Orphaned users can cause security vulnerabilities and can potentially lead to access issues and data integrity problems.

To effectively manage orphaned users in SharePoint, it is important to first understand how they can impact your environment and then implement best practices for identifying and cleaning them up.

Identifying Orphaned Users

To identify orphaned users in SharePoint, you can use various methods such as auditing tools, PowerShell scripts, or the SharePoint Central Administration site.

Some key indicators of orphaned users include:

• User accounts that are not associated with any active user profiles
• User accounts with invalid or disabled login credentials
• User accounts with permissions that have no corresponding active user profiles

One of the most efficient methods companies use to locate orphaned users is by leveraging ProvisionPoint’s Audit app. The entire tenant is scanned with just a click, providing a comprehensive report on orphaned users in workspaces and their administrative access. This automated process not only saves hours of manual searching but also significantly reduces the risk of human error.

By regularly auditing your SharePoint environment and reviewing user permissions, you can identify and take necessary actions to handle orphaned users.  It is crucial to address orphaned users promptly to maintain the security and integrity of your SharePoint environment.

Best Practices for Managing Orphaned Users

To effectively manage orphaned users in SharePoint, consider the following best practices:

• Regularly review and update user permissions: Conduct periodic audits of user permissions to ensure they are up to date and aligned with current user profiles.
• Educate users on proper account management: Encourage users to notify IT or SharePoint administrators when they undergo changes such as name changes or account deletions to avoid orphaned user situations.
• Implement automated cleanup processes: Utilize PowerShell scripts or third-party tools like Audit to automate the identification and removal of orphaned users.
• Monitor and log user activities: Keep track of user activities to identify potential orphaned users and investigate any suspicious behavior. With ProvisionPoint Audit App you can now report and manage Orphaned Users.

By following these best practices, you can proactively manage orphaned users and maintain a secure and efficient SharePoint environment.

Tools and Techniques for Cleaning Up Orphaned Users

There are several tools and techniques available to help you clean up orphaned users in SharePoint:

– SharePoint Central Administration: Use the built-in user profile cleanup functionality in SharePoint Central Administration to remove orphaned user accounts.

– PowerShell scripts: Leverage PowerShell scripts to identify and remove orphaned users in bulk. These scripts can be customized to suit your specific requirements.

– Third-party cleanup tools: Explore third-party tools that offer advanced features for managing and cleaning up orphaned users. These tools often provide additional functionalities such as automated scheduling and reporting.

When selecting a tool or technique for cleaning up orphaned users, consider the size and complexity of your SharePoint environment, as well as your organization’s specific requirements and budget.

By utilizing these tools and techniques, you can efficiently clean up orphaned users and maintain a well-organized and secure SharePoint environment.