SharePoint Portals Site collections Inventory

As part of the Copilot for M365 rollout , questions were raised on the /portals/Community and /portals/hub as both ‘Everyone Except External Users’ was granted access raising concerns on the content on the site. These are legacy sites and are currently inaccessible. Historically, these sites were accessible via the legacy SharePoint admin centre, however, they are not available through the modern SharePoint admin centre interface.

Thanks to Gregory Zelfond’s blog post What are all these site collections in SharePoint? I found why these sites exist.

/portals/Community

This site collection is a dedicated space with the Community features enabled. It allows Administrators to manage discussions in a virtual environment. Read about this site collection here.

/portals/hub

This is a site collection that contains all the videos posted to Office 365 Video Portal. Check it out here. Office 365 Video Portal is like an internal YouTube for your organization. Now Stream is the preferred option for videos

Contents

The sites can’t be navigated from the UI

Site can’t be reached from UI

PowerShell came to the rescue to monitor contents within the portals site.

$SiteStats= @()
#Delete the Output Report, if exists
If (Test-Path $OutPutView) { Remove-Item $OutPutView }
Start-Transcript
    $siteFolderCount = 0;
    $siteFileCount = 0;
    $siteItemCount = 0;
    Try{
        $siteUrl = Read-Host "Enter site url";
        Connect-PnPOnline -Url $siteUrl -Interactive
        $siteconnection = Get-PnPConnection
        #Get All Lists
        $Lists = Get-PnPList -Includes RootFolder -connection $siteconnection| Where-Object {$_.Hidden -eq $False  }
       
        ForEach($List in $Lists)
        {
            $ListURL =  $List.RootFolder.ServerRelativeUrl
 
            $folders = Get-PnPListItem -List "$($List.Title)" -PageSize 500 -connection $siteconnection -ScriptBlock `
                { Param($items) $global:counter += $items.Count;} `
                | Where-Object {$_.FileSystemObjectType -eq "Folder"}
            $filesItems = Get-PnPListItem -List "$($List.Title)" -PageSize 500 -connection $siteconnection -ScriptBlock `
                { Param($items) $global:counter += $items.Count;} `
            | Where-Object {$_.FileSystemObjectType -ne "Folder"}
           
            $siteFolderCount+=$folders.Count
            if($List.BaseTemplate -eq 101){  
              $siteFileCount +=$filesItems.Count
            }
            else {
               $siteItemCount += $filesItems.Count
            }
 
            Get-PnPListItem -List "$($List.Title)" -PageSize 500 -connection $siteconnection | ForEach-Object{
                write-host  "file  $($_.fieldValues.FileLeafRef)  in List $($List.Title)"
            }
        }
        $TotalFileCount = Get-PnPFolderStorageMetric -FolderSiteRelativeUrl $siteurl -connection $siteconnection| Select -ExpandProperty TotalFileCount  
        #Collect data
        $Data = [PSCustomObject][ordered]@{
            SiteURL  = $siteUrl
            FilesCount = $siteFileCount
            FolderCount = $siteFolderCount
            ItemCount = $siteItemCount
            SiteFileCount = $TotalFileCount #includes checked out files
        }
        $SiteStats+= $Data
  }
 
  Catch {
    write-host -f Red "Error Generating Stats Report!" $_.Exception.Message
  }
 
Write-host "Total count within site"
$SiteStats
Stop-Transcript

Script inventoryresult

File count for both sites are 6 if no additional file was added to the sites

Details of files

  • file PointPublishing.aspx in List AppPages
  • file VideoEmbedHost.aspx in List AppPages
  • file 1_.000 in List Hub Settings
  • file Media Player in List Style Library
  • file AlternateMediaPlayer.xaml in List Style Library
  • file AudioPreview.png in List Style Library
  • file VideoPreview.png in List Style Library
  • file MediaWebPartPreview.png in List Style Library

Conclusion

All these sites are Out of the Box sites which came with the tenant. Impact will need to be assessed before deleting those.