Sharing SPO Files With External Users

[msandor]

Problem to solve

• Currently attachments are sent to distribution list recipients by Public Service utilizing the D365 CE model driven app
• Managing these attachments is fully embedded into the current process – local copies, download from SharePoint, copy from Outlook etc. control is very limited and there is a great potential for mistakes, misinformation, and loss of file control
• 100's of emails are sent daily to 100's/1000's of people, In D365 CE, the email records repository will quickly become bloated with file attachments – storage costs are impacted as duplicates are being stored separately as email records with attachments in the D365 CE database.

Intended users

Users in the GOC (Gov't Operations Centre) that are licensed to use the D365 CE app - approx 40 users

Further details

Proposal

• Provide an externally facing SharePoint folder(s) to the GOC team in the 0365 tenant where links can be used instead of attachments.
• For example, as the email is being prepared for distribution by the GOC team, a link could be added pointing to the precise file. The level of security can be determined using standardized SPO permission management tools. Please see the graphic below.

Graphic 1

Only a selected folder in SPO is given this ability restricting all file sharing to using links to a specific isolated file folder and its subfolders in SPO. This could be locked down further using Teams and a Private Channel for the GOC team

Permissions and Security

"Anyone" with the link - creates a link that any person can use to access the file, folder, or list item without signing in to Microsoft 365 or OneDrive. This link can also be forwarded around to anyone, so use it when you want to share with people and are comfortable with them passing the link around to other people, inside or outside your organization. Remember these files are intended to be viewed in the public domain and given the ability to control access in SPO online, the GOC team would have the ability to manage file access using the "Sharing" utility at the file/folder level, see "Graphic 1" above, The SPO folder permissions set at the admin level, as well the business process would support this protocol..

What does success look like, and how can we measure that?

• Links can be used to share files in mass emails processed by the GOC team in D365 CE
• Strict file access and control is maintained and operational

Links / references

https://support.microsoft.com/en-us/office/sharing-files-folders-and-list-items-74cab0bf-39c6-4112-a63f-88ee121722d0?ns=spostandard&version=16&syslcid=1033&uilcid=1033&appver=spo160&helpid=wssenduser_odspsharingoptions_fl846149&ui=en-us&rs=en-us&ad=us