MC1152318 – New filtering capability for SharePoint Embedded containers using sensitivity labels (archived)

Product:

Purview Information Protection, SharePoint

Platform:

Online, World tenant

Status:

Change type:

New feature, Admin impact

Links:

Details:

Summary:
SharePoint Embedded will introduce a new default filtering feature by sensitivity labels for containers, rolling out worldwide from late October to November 2025. Admins can better organize containers without impacting user workflows. Organizations should review label taxonomies and update documentation accordingly.

Details:
[Introduction]
To enhance compliance management, SharePoint Embedded now supports filtering containers by sensitivity label. This update enables administrators to more effectively organize and manage containers based on their sensitivity classification, aligning with organizational data governance needs.
[When this will happen:]
General Availability (Worldwide): Rollout will begin in late October 2025 and is expected to complete by late November 2025.

Change Category:
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Scope:
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Release Phase:

Created:
2025-09-13

updated:
2025-09-13

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Default Filtering Feature Activation
If the new filtering feature is activated without preparation, admins may face confusion regarding existing container management practices, leading to potential mismanagement of sensitive data.
   - roles: SharePoint Admins, Compliance Officers
   - references: https://learn.microsoft.com/purview/sensitivity-labels

User Workflow Disruption
Without proper communication and training, users may experience disruptions in their workflows as they adapt to the new filtering system, potentially leading to decreased productivity.
   - roles: End Users, Helpdesk Staff
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Documentation Misalignment
Failure to update internal documentation regarding the new filtering capabilities may result in misinformation, causing errors in data handling and compliance.
   - roles: Technical Writers, SharePoint Admins
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Sensitivity Label Taxonomy Review
Neglecting to review and update the sensitivity label taxonomy could lead to misclassification of data, increasing the risk of data breaches or compliance violations.
   - roles: Data Governance Officers, Compliance Officers
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Increased Support Tickets
If users encounter issues with the new filtering feature without prior training, it may lead to an increase in support tickets, straining helpdesk resources.
   - roles: Helpdesk Staff, IT Support Specialists
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Configutation Options**

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Opportunities**

Enhanced Data Governance
The new filtering capability allows for better organization of containers based on sensitivity labels, which can significantly enhance data governance practices. By categorizing sensitive information accurately, organizations can ensure compliance with data protection regulations and improve overall data management.
   - next-steps: Conduct a review of existing sensitivity label taxonomies and align them with the organization’s data governance goals. Train staff on how to utilize the new filtering capabilities effectively.
   - roles: Compliance Officers, Data Governance Managers, IT Administrators
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Improved User Experience for Admins
With the new filtering feature, admins can streamline their management processes, reducing the time spent on organizing containers. This improvement can lead to increased productivity and a more efficient administrative workflow.
   - next-steps: Implement training sessions for admins to familiarize them with the new filtering options and encourage feedback on their experience to further refine processes.
   - roles: IT Administrators, SharePoint Managers
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Documentation and Communication Enhancement
The introduction of this feature necessitates an update to internal documentation and communication strategies. Ensuring that all stakeholders are informed about the new capabilities can improve adoption and effective use of the feature.
   - next-steps: Develop a communication plan to inform all relevant parties about the new filtering capability and update internal documentation to reflect these changes.
   - roles: IT Administrators, Helpdesk Staff, Project Managers
   - references: https://learn.microsoft.com/purview/sensitivity-labels

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

Imagine you're organizing a large library. Each book has a label indicating its genre, like mystery, romance, or science fiction. Now, imagine if you could instantly sort and find books based on these labels without having to manually sift through the shelves. This is similar to the new feature being introduced in SharePoint Embedded, where containers (think of them as digital shelves) can be filtered by sensitivity labels.

In practical terms, this means that administrators who manage SharePoint Embedded can now categorize and organize their digital content more efficiently. Sensitivity labels act like those genre labels in the library, helping to quickly identify and sort content based on its level of sensitivity, such as confidential, internal, or public. This helps ensure that sensitive information is handled appropriately and aligns with the organization's data governance policies.

This new filtering capability will be automatically available to all SharePoint Embedded users by the end of November 2025. It won't disrupt the way users currently access or interact with their content unless administrators decide to apply these filters. It's like adding a new sorting feature to your library system that doesn't change how patrons check out books but makes it easier for librarians to manage the collection.

Organizations should take this opportunity to review their current sensitivity label system to ensure it aligns with their goals for managing digital content. This might involve updating internal documentation or informing relevant staff about the new feature, much like updating a library's catalog system to reflect new categorization methods.

In summary, this update provides a more organized and efficient way to manage digital content in SharePoint Embedded, akin to a library adopting a new, more intuitive sorting system for its books.