Hello Community,
New Teams user here.
I have resisted Teams for a while but I am now taking another look, especially in these pandemic times. I like the how Teams allows collaboration in a centralized location with channels, meetings etc.
However, I would like some help on a best practice for file sharing that includes inside organization and more specifically outside organization.
We have been using SharePoint as a traditional server for file storage. For example we save all our project related files in a SP site called Projects>Documents>Client Name>Project Name and then each Project has a series of sub folders organizing files for that specific project.
Within the context of collaboration with others outside our organization such as clients and/or vendors; what would be the best practice for the following:
I have multiple contacts under one client, each contact works on different projects.
I believe, it would be best (correct me if I am wrong), to create a new Team for each project. In my thinking, I think this way only the contacts I invite to this team collaborate on things specific to that project. As opposed to creating a Team for the Client and then Channels for each project. It is my understanding, the permissions I set at the Team level cascade down through the Channels. If I am correct, this would be problematic and unnecessary - not all contacts within the client need to see what others are working on and if I collaborate with vendors, they don't need to see all projects, especially if they are not involved.
This visibility/permissions challenge I have, brings me to the "Files" tab.
Since I already have a doc library in a SP site where all project related files are saved (by project under each client), I would prefer all the collaboration files that are shared (if any) are in the same Project folder.
Right now, if I create a Team or Channel, It gets a new "Files" tab/folder in its own SP site. Can I point this to a different folder in a different SP site so everything stays in one place?
Is it possible to have outside collaborators see and have access to a folder in Teams that is within another project folder/SP site without them seeing all the other sub folders within that project. I don't want them to see "how the sausage is made" so to speak, but I don't want multiple locations for files either.
Or do I treat Teams as a collaboration space only and move any documents that are shared to the project folder when the project closes out?
Hopefully I explained this well enough, I hoping we can leverage Teams more appropriately for our needs. Thank you for your time and any insight provided.
A
