When trying to share using New Collaborate, the following error message is displayed:
- Error FYI-2118: Unable to share using Collaborate - Microsoft permissions limit reached.
This error occurs when the configured Collaborate SharePoint site reaches the Microsoft-defined limit of 50,000 unique security scopes (permissions). This limit is set by Microsoft. Refer to the Microsoft article SharePoint limits.
Collaborate is designed to minimise the number of unique permissions applied, however, this limit can be reached if you have misconfigured powerapps or have a lot of documents in co-edit with clients.
To resolve the issue, you will need to configure a Data Retention Policy (available for Microsoft Business Premium licences and above) to automatically delete documents after a selected period of time. Refer to Configuring a SharePoint Data Retention Policy for New Collaborate.
We also recommend temporarily disabling any automation that may upload documents via Collaborate. This will allow you to minimise sharing failures while you work to resolve the error.
Note: You can optionally configure a new Collaborate SharePoint site, however you will need to reinvite users to the new site.