Forum Discussion
Best practice for external sharing: Document Library vs Folder
Here are a few things that make libraries a better choice
- Doc libraries provide a search boundary that folders do not, i.e., you can limit a search to a library, you can't do this with a folder
- you can create custom views in each doc library, Folders only exist in one specific hierarchy, views provide many more options for display
- you can activate different content types in each library
- Different settings can be enabled/disabled in each doc library
- PowerApps and Flows are associated with libraries, not with folders
I typically recommend creating separate site collections for each vendor when possible. If you have a project with lots of subcontractors that need to collaborate, then use a SP Group for each firm, along with a dedicated document library for each and some common document libraries for multi-firm use.
Folders are very limiting and I don't like using them if at all possible.
Dean_Gross wrote:
[...]Folders are very limiting and I don't like using them if at all possible.
Thanks for your input. And this is what I'm pondering about. I don't know what a doc lib can offer what a folder can't in such a scenario.
Of course, logically speaking it would make the most sense to create individual site collections but our requirement it to have it within one.
Here are a few things that make libraries a better choice
- Doc libraries provide a search boundary that folders do not, i.e., you can limit a search to a library, you can't do this with a folder
- you can create custom views in each doc library, Folders only exist in one specific hierarchy, views provide many more options for display
- you can activate different content types in each library
- Different settings can be enabled/disabled in each doc library
- PowerApps and Flows are associated with libraries, not with folders
- Absolutely valid points, thank you. I will take those into consideration, especially the points regarding views and content types. Thanks.
- From a Permissions point of view Folders / Doc libraries can have broken inheritance and the same unique permissions added.
But managing permissions at the library level rather than the folder level is much easier to track and keep on top of.
based on the same idea that is why new site collections (created by a 365 group / Team / Plan) is also a great fit for this. Security by design.
A middle ground I've had with some clients is an "External sharing" Site where there are different document libraries for the different external partners. These document libraries can be easily shared to internal Office 365 groups or Teams for ease of use internally whilst keeping the security for the externals.
Antony Taylor wrote:
But managing permissions at the library level rather than the folder level is much easier to track and keep on top of.I tend to agree and this is definately important. Thanks.
