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john john's avatar
john john
Iron Contributor
May 06, 2022

"Allow members to share the site and individual files and folders." make the site got messy

Inside each SharePoint site there is an option to allow members to Share files with other members using this setting:-   My question is when we should allow this? as per my experience, if we...
Document Library
Permissions
SharePoint Online
mr_w1nst0n's avatar
mr_w1nst0n
Iron Contributor
May 06, 2022

Hi john john ,

 

based on my experience, my suggestion is to go, if possible, with 2nd approach:

  • create multiple libraries and group the files based on the permissions we need to apply

I know this is not always possible (depending on Business Units or Departments need) and you have to reach a compromise.

 

As you said: The more granularity and flexibility you will provide to end-users in terms of permissions (by breaking the inheritance with the sharing) the more difficult will be to you to control the access of your data. 

 

  • john john's avatar
    john john
    Iron Contributor
    May 07, 2022

    mr_w1nst0nThanks for your reply.. But what we need to do in this case? i want to start a new project and as a first setup i need to set 7 hub sites which consider as long running sites, for

     

    • IT
    • Finance
    • Sales
    • Marketing
    • Managment
    • HR
    • Consultation

     

    so should we allow members to share files or not?

    Thanks

    • mr_w1nst0n's avatar
      mr_w1nst0n
      Iron Contributor
      May 09, 2022

      john john as I said it's not black or white, you have to see what fits better for the overall organization.

       

      IF you foresee that the unique permissions may generate too much "headaches" for the IT department and it's not sustainable in the long run then, in my opinion, you have the following options:

       

      1. Configure the 7 hub sites with a sensitivity label

      Using a sensitivity label gives the possibility to share files, folders and site only to site owners.

      (https://docs.microsoft.com/en-us/microsoft-365/compliance/sensitivity-labels-teams-groups-sites?view=o365-worldwide).

      You still have the technical "drama" of unique permissions but only the site owner will be capable to share contents which gives you a more structured control on what's going on.

       

      2. Disable the sharing via PowerShell in the 7 hub sites (DisableCompanyWideSharingLinks) and          create a dedicated site collection where you allow corporate people to share files, folders.

      (You will monitor later only this specific site to review the sharing) 

       

      3. You disable the sharing completely and you manage the permissions manually or via workflow to assign access to people on demand

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