How to manage Notate's SharePoint Embedded containers with Microsoft's own tools, and how your existing compliance policies apply to them.
Management tools
|
Tool |
Best for |
|---|---|
|
SharePoint Admin Center |
Day-to-day monitoring, viewing container metadata, managing permissions, ad hoc tasks through a graphical interface. |
|
PowerShell |
Bulk operations, scripted management, automation, repeated or scheduled tasks. |
|
Microsoft Graph APIs |
Programmatic integration, custom tooling, event-driven automation. |
Viewing containers in the SharePoint Admin Center
The Active Containers page lists every active SharePoint Embedded container in your tenant with its name and description, application name and publisher, storage used and creation date, owner, manager, reader and writer permissions, and any sensitivity labels applied. You can filter by application, publisher, ownership type, principal owner, owner count, creation date and sensitivity label. Notate's containers show the server display name "My Files".
Container lifecycle
Soft delete and recovery
When a container is deleted it moves to the Recycle Bin, where it is retained for 93 days. During that period you can restore the container and all of its contents with the Restore-SPODeletedContainer PowerShell cmdlet or from the SharePoint Admin Center. After 93 days containers are permanently deleted; you can also force permanent deletion from the Recycle Bin.
Caution. Deleting a container deletes all content within it and may interrupt Notate for the affected user. Coordinate with your Notate administrator before deleting containers.
Container activation
Newly created containers must be activated within 24 hours or they are automatically removed. Notate handles this automatically, but administrators should be aware of it when troubleshooting.
Security and Compliance Administration
SharePoint Embedded uses Microsoft’s comprehensive compliance and data governance solutions to help your organization manage risks, protect sensitive data, and respond to regulatory requirements. Security and compliance solutions work in SPE the same way they work across the broader Microsoft 365 platform.
Admin roles and permissions
|
Role |
Capabilities |
|---|---|
|
Global Administrator |
Full access to all management tasks, including assigning other admin roles and managing all containers and compliance policies. |
|
SharePoint Embedded Administrator |
Manage, configure and maintain SharePoint Embedded containers. Enumerate and manage container permissions. Apply security and compliance policies. Does not include SharePoint site management. |
We recommend assigning the SharePoint Embedded Administrator role to dedicated administrators, following least privilege, rather than relying on Global Administrator accounts.
Retention policies
-
A Microsoft Purview retention policy configured for "All SharePoint Sites" automatically applies to all SharePoint Embedded containers, including Notate's.
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You can also create targeted retention policies for specific containers by specifying their container URLs.
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Retention policies preserve documents for the required period and dispose of them appropriately afterward.
Data Loss Prevention
-
Apply Purview DLP policies to all sites, which covers both SharePoint and all SharePoint Embedded containers, or target specific container URLs.
-
Sensitive content is detected and protected according to your organizational policies.
-
DLP actions and alerts integrate with your existing Purview monitoring.
eDiscovery
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Select "All SharePoint Sites" in Purview eDiscovery to search across SharePoint sites and all SharePoint Embedded containers.
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For targeted searches, select "Choose sites" under the SharePoint sites workload and provide specific container URLs.
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Results include full document content and metadata.
Encryption and tenant isolation
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All data is encrypted at rest with AES-256 and in transit with TLS 1.2.
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Per-file encryption keys are unique to each tenant.
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Each tenant uses a unique subscription ID for data segregation; real-time monitoring detects and prevents unauthorized cross-tenant access; enforcement is automatic through Microsoft Entra ID and SharePoint.
Quick reference: key admin actions
|
Task |
Where |
|---|---|
|
Set up SharePoint Embedded billing |
Microsoft 365 Admin Center, Setup, Billing and licenses, Activate pay-as-you-go services, Apps, SharePoint Embedded |
|
Monitor costs |
Azure Portal, Cost Management, Cost analysis |
|
View active containers |
SharePoint Admin Center, Active Containers |
|
Restore deleted containers |
PowerShell: |
|
Configure retention policies |
Microsoft Purview, Data lifecycle management, Retention policies |
|
Configure DLP policies |
Microsoft Purview, Data loss prevention, Policies |
|
Run an eDiscovery search |
Microsoft Purview, eDiscovery, select All SharePoint Sites |
|
Assign the SharePoint Embedded Admin role |
Microsoft Entra ID, Roles and administrators |
|
Manage container permissions |
SharePoint Admin Center or PowerShell |
Microsoft documentation
-
SharePoint Embedded overview, billing, security and compliance, container management in the Admin Center, the SharePoint Embedded Administrator role, and PowerShell for consuming-tenant administrators, all on Microsoft Learn.