Mar 09 2018 05:29 AM - edited Mar 09 2018 05:30 AM
Mar 09 2018 05:29 AM - edited Mar 09 2018 05:30 AM
Hello,
I'd like to start a discussion to learn about your point of view regarding best practices for sharing content with external users. I'm currently faced with the following scenario and question.
Scenario:
A site collection should be set up to allow multiple external partners to access and collaborate with our company. Security wise, these areas should be invisible to each other (thinking unique permissions) so that one partner is not able to see the files/folderes of another.
Question: Should I create a document library with unique permissions for each partner or is it enough to share folders as both ways allow for setting unique permissions?
What's your take?
Thanks!
Mar 09 2018 05:37 AM
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.
Mar 09 2018 06:02 AM - edited Mar 09 2018 06:03 AM
@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.
Mar 09 2018 06:16 AM
Mar 09 2018 06:54 AM - edited Mar 09 2018 06:55 AM
SolutionHere are a few things that make libraries a better choice
Mar 09 2018 07:28 AM
@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.
Mar 09 2018 07:29 AM
Mar 09 2018 10:39 AM
You should find this presentation from @Susan Hanley helpful http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/BreakingtheFolderParadigm.pdf
Mar 09 2018 11:51 AM
As I have said in another similar thread, for my customers I usually create a Group for each partner.
This approach, IMHO has all the advantages that Dean mentioned above about multiple doclibs, plus some extras that are often considered useful: for each Group (i.e. for each partner), apart from a completely isolated doclib, you will have a modern team site, a conversation space, a calendar, a notebook and the possibility to add Teams, Planner and so on.
Also, be aware that today this is the trend pushed by Microsoft.
Just my two cents...
Jun 06 2018 09:16 AM
We have the same/similar requirement and have successfully solved it with this Classic setup:
This may seem cumbersome, but it allows the site owner to add new external users pretty safely as the permissions are all set up beforehand. They just need to invite them using the correct SP Group. Note, I do understand this is a bit old school, but my clients do not like the complicate navigation experience of O365 Groups. They just want to share files and maybe a calendar.
Hope that helps.
Mar 09 2018 06:54 AM - edited Mar 09 2018 06:55 AM
SolutionHere are a few things that make libraries a better choice