We are a non-profit looking to leverage O365 using O365 groups, Teams and/or Sharepoint. We are trying to resolve the need for sharing documents with external users both for just access to the document and for collaboration including simultaneous editing and user managed permissions (as in no IT interference).
Additional use cases include archiving, workflow, comments, tagging/metadata, remote access, subscriptions, versioning (most of these are included in O365).
Our biggest concern is the impact of external user sharing and what “counts” as one of your 5 allowed and what doesn’t.
Does anyone have any suggestions, Don’ts or Do’s that we could leverage? #O365
American Society of Civil Engineers
Some things you may want to consider talked about here.
If you want more assistance, please feel free to reach out directly.
I have recently been diving into MS teams and for the moment, it’s features are rather limited, in particular as regards the following issues Lorne referred to:
differentiating access rights (not possible within a “teams” site right now => do you really want your external partners to be able to follow ALL conversation threads?) – metadata and tagging:
metadata are possible but not ‘promoted’ in the Sharepoint part, andneither tagging nor controlled metadata are available in the conversations part and in the meetings management part (which are the features ùmost central to MS teams)
workflow and automation: as a result of the lack of metadata, workflows are equally unavailable; automated feeds and publishing by email are possible, but if you are a member of many “teams” it becomes a burden to distinguish between all the e-mail adresses connected with the different channels in the different teams (every team always has a channel called “general”, so you can imagine how many generals will register in your army – some of them soon retired at a very young age).
For collaboration, (modern) Sharepoint in my opinion still offers far better features, but there again strong governance (probably through pre-defined templates) would be recommended, in particular in view of security and data protection; most people are NOT ‘naturally gifted’ in assessing all relevant aspects and tweaking all Sharepoint features (or other tools) accordingly.
I work in the legal profession and there many lawfirms use High Q to organise information exchange between different parties, mostly in a deal-making context. High Q offers flexibility paired with prefab structures and (at least that’s what they claim) high level security. It allows for some workflows (I have no experience with that though) and for feeding in from and exporting to other systems, amongst which Sharepoint.
But it comes with a price, and also, in my opinion, due to the higher security constraints, it is better suited for formalised information exchange and not so much for true collaboration.
My first recommendation would be to establish a clear disticintion between the tools and channels you will use for purely internal information exchange and collaboration, and those on which you will give access to external parties (and mind you, in bigger organisations and some highly regulated industries even the department next door may have to be treated in some respects as an external partner).
The (publishing) tools used for giving third parties access may not require as much sophistication as your internal ones in terms of metadata, automation, versioning and workflow definition – for those externs, transparency and simplicity probably take precedence over multifunctionality.
Good luck with you journey!
In terms of whether the publishing (and management) tools used for third party access not requiring as much sophistication as your internal ones, that obviously wholly depends on the organizational use case(s) and outcomes sought. If the outcomes include workflow automation, subscriptions, ability for external actors (human and/or system) to be able to tag/identify content (especially identification/declaration as a ‘record’), ability to modify the file type automatically (ex. Word to PDF), etc., then those would, I should think, qualify as equally sophisticated as internal; use cases.
And as Viona very accurately points out – MS Teams isn’t ‘there’ yet for pretty much any of that along with the security/permissions concerns.