Sharing with an external user who has changed their email
I have had an issue with trying to share a folder with somebody who changed their email from, for illustrative purposes only, mailto:email address removed for privacy reasons to mailto:email address removed for privacy reasons. because his company EW had merged with Elsewhere. I believe that the second email was an alias for the first as both his actual addresses will reach him. The issue was that when I went to share a folder with his new email it would default back to his original email every single time. Eventually our IT department deleted all trace of his original email from Sharepoint which then recognised and allowed me to share with his new email. My question is - how does Sharepoint know these two different emails are the same person? Is it randomly deciding there is enough similarity in the email addresses- which in my view would be very dangerous, or does it know that both domains are registered to the same organisation?SharePoint file links are not working
Recently we have noticed that when you copy the link and share with others (even ourselves), the link fails to open. If we use the path link under details, that works 100% of the time. The only difference we see is there are more gibberish in the link path. Initially, we thought the PDF files were having issues but it can be any file type. Our thought is the issue is with the SharePoint site.
Excel Desktop App hangs when attempting to open documents from SharePoint to edit
User attempts to open Excel Documents saved in SharePoint by selecting Edit in Desktop App. As the Excel Desktop App begins to open a message displays stating: We have opened this document in Microsoft Excel in your computer. However, the Excel App just hangs without fully opening (see Screenshot). No problem detected when opening the Excel Desktop app directly, Desktop App opens freely. Excel MS365 is up-to-date version 2609 build 16.0.20430 64 Bit (Before reinstall). I have uninstalled the MS365 Office packet and reinstall it directly from the User's Office Portal, to no avail.
Recycle Bin and Site Content Hidden for Site Members and Site Visitors
I posted this before but made a mistake with my write up, so I am reposting. I have a requirement that the Recycle bin and Site Contents should be be hidden from the Site Members and Site Visitors. Please how can I achieve this because the Server Infrastructure activation is not working for me. Any workarounds? Please helpDocument not retaining version history on Move To
I've added new document libraries to my sharepoint site to effectively use as "Archives". The problem I am facing is when i move files to my "Archive", which resides in the same SharePoint site all of the metadata changes in previous versions are pushed to the top (the latest version) whether it's a draft or published version it doesn't matter everything is pushed to the top. How can I avoid this? The structure of the document libraries are identical. I have the same versioning settings and advanced settings and both are using the exact same content type.
Storing and organizing performance review data - SharePoint lists or something else?
My team has been asked to move our performance review records from a legacy HR system into something within M365. Someone suggested SharePoint lists but I'm worried about permissions (employees shouldnt see each others reviews), workflow complexity, and whether it'll scale. We have about 400 employees. Is SharePoint the right tool for this or should I be looking at something purpose-built that integrates with our M365 environment?
Users unable to determine who has access to document library due to security groups
Greetings, Maybe I went about this the wrong way. Looking for advice on either the proper way we should be moving forward on this or any other comments or insight we should be considering. This is for SharePoint online via Microsoft 365 Business license. Scenario: 1. SharePoint Document Library per department (Each Document Library exists in its own SharePoint site), essentially being used as a company drive. 2. Some users should only officially have access to specific folders in some of the document library. 3. If say a person in accounting has access to some specific folders, and either they are replaced or a new accounting user comes in.... should be able to reference the access the existing person has in order to give the same access to the new user. 4. Common Request: Give UserB the same folder access as UserA. 5. Some users should have access to the entire document libraries while other users only have access to specific subfolders. Current Implementation: 1. In Entra, created Security Groups that tied to specific folders. -- For Example for the accounting folder, only management has access to the entire folder but the accounting staff only have access to specific folders. So like there is a FiscalYear2024 folder, so I created a security group called sec-Accounting-FiscalYear2024 and assigned the members that should only have access to that folder and not the rest of the library. -- My thought behind this was if a new user was replacing the existing user or joining the department, I can just reference the existing user security group membership and copy it to the new user. 2. In the SharePoint document Library, I create a shareLink that is assigned to the security group I made for that access. Then I give that link to the users I assigned the membership to. Current Issue: 1. Aside from the official document sharing/access that is being done from the security groups above. There are occasions where users of a sharepoint need to share specific files or folders to other users. 2. However, they are all panicking and confused because aside from themselves they are unsure who has access to the existing folders/files in the document library. 3. When going to manage permissions of a file/folder, it only shows the group assigned to it but not the members of the group. 4. So since users can't see the members of the group assigned to a folder, they have no idea who has access to that folder and are getting confused. If this was an NTFS drive, it would be super easy for users to see who has access and etc by looking at the properties but I'm stuck behind some limitations of sharepoint I didn't realize existed until I tried to implement certain workflows. Any advice here would be greatly appreciated, as my implementation has turned into a point of frustration for end users. Thank you in advance!Dynamic Mandatory Fields
In a SharePoint library, I have folders which are = a. Admin b. Events c. Furniture and Moves d. Janitorial and Maintenance e. Parking and Transportation f. Shipping and Receiving g. Supplies and Equipment h. Waste and Recycling I have Meta data across the library whose data type are all choices and are: a. Document Type = Contract, Financial, planning b. Building = Gym, Garage, Heating c. Asset Category = Office, Playground d. Fiscal Year = FY23, FY24, FY25, FY26, FY27 e. Vendor = Maple Leaf, Canadian Tire, Home Depot f. Status = Active, Pending, Not Active g. Retention Label = 3 years, 5 years h. Service Type = Admin, Events, Furniture and Moves, Janitorial and Maintenance, Parking and Transportation, Shipping and Receiving, Supplies and Equipment, Waste and Recycling Service Type and Retention Label are mandatory fields, with the Rule below for all the files in the various folders: IF Folder Name = Admin, then Service Type = Admin and Retention Label = 5 years; the mandatory fields should be Document Type, Status and Fiscal Year IF Folder Name = Events, then Service Type = Events and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Fiscal Year, Building and Vendor IF Folder Name = Furniture and Moves, then Service Type = Furniture and Moves and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Building IF Folder Name = Janitorial and Maintenance, then Service Type = Janitorial and Maintenance and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Fiscal Year IF Folder Name = Parking and Transportation, then Service Type = Parking and Transportation and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Fiscal Year IF Folder Name = Shipping and Receiving, then Service Type = Shipping and Receiving and Retention Label = 3 years; the mandatory fields should be Document Type, Status IF Folder Name = Supplies and Equipment, then Service Type = Supplies and Equipment and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Fiscal Year IF Folder Name = Waste and Recycling, then Service Type = Waste and Recycling and Retention Label = 3 years; the mandatory fields should be Document Type, Status and Vendor I have used Column Default Value Settings for SharePoint to display Auto-Display the Service Type and Retention Label, but I cannot seem to perform the conditional mandatory fields using Validations setting for the other requirements. Please help
How to map permission of Dynamics 365 to SharePoint Online ?
How to replicate permission from Dynamics 365 to SharePoint Online ? Is there any out of box approach/custom solution like Power Automate/Azure Functions available to meet this requirement ? And, what kind of limitations may occur in longer run when data grows?
