SharePoint non Group client portal site- guest users

Hello Jenny, 

Thank you for your valuable feedback, glad to know that my answer helpful.

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We will be here to help you.  Have a nice day and stay healthy! 

Best Regards,   

Tamara-Hu- MSFT | Microsoft Community Support Specialist.

Hello Jenny,  

Welcome to the Microsoft Community and thank you for reaching out with your inquiry. 

Based on the details provided, I understand that you are using a SharePoint Online site (not connected to a Microsoft 365 Group) as a client portal for external guest users and this portal is currently configured to allow clients to access content via a one-time passcode (OTP). 

Please find below a detailed response to your concerns: 

1. Client Access to Individual Folders 

You have successfully implemented a method whereby each client is granted access to their respective folder or individual documents through the client portal. 

Important Notice: Microsoft is in the process of retiring one-time passcode sharing. Beginning July 1, 2025, OTP-based sharing links will cease functioning for external users. Further information regarding this change is available at SharePoint Online Dumps OTP Authentication for Sharing Links | Microsoft Community. 

While OTP functionality may still be active at present, it is advisable to begin transitioning your clients to using Microsoft accounts for future access. This approach will likely provide a more consistent and secure user experience. 

2. Document Submission Requests from Clients 

You can facilitate this functionality without the need to create a separate site. SharePoint now offers a “Request Files” feature within document libraries. 

• Select a folder and choose the Request Files option.
• SharePoint will generate a unique upload link.
• External guests can upload documents using this link without viewing folder contents or requiring a Microsoft account.
• You will receive a notification once a file is uploaded.

Note: This feature requires that “Anyone” links are enabled at the tenant level. If the option is not visible, your SharePoint or Microsoft 365 administrator may need to modify the external sharing settings. 

For further reference, please see: How the Request Files Feature Works in SharePoint Online | Microsoft Community Hub. 

3. Approval Requests for Clients

Based on your testing and message trace results, approval workflow emails are not being sent to external users—even if they have accessed shared content via OTP. 

There is a known problem with this process for guest users with and approval requests without having MS account. Approval workflows typically require recipients to be authenticated users. OTP-based access does not meet this requirement, which likely explains why approval emails are not being triggered. 

Here are some key considerations: 

• SharePoint approval flows (e.g., those implemented using Power Automate) generally require the recipient to possess a Microsoft account in order to receive and act upon approval requests.
• Even if guests have folder access, approval emails may not be triggered if the user is not fully authenticated in Azure Active Directory (Azure AD).
• The absence of entries in the message trace suggests that these emails are not being generated at all, rather than being delayed or blocked.

You can learn about Approval workflows by accessing to documents below: 

• All about Approval workflows - Microsoft Support
• Manage sequential approvals with Power Automate - Power Automate | Microsoft Learn

What you are looking for is possible but with some modifications. While access and file submissions via OTP are feasible in the short term, approval workflows should be redesigned to accommodate authenticated user interactions. This may involve implementing alternative methods of collecting approvals: 

• Use Power Automate to issue a custom email notification to the guest with a direct link to a relevant form or document, instead of relying on the built-in approval action.
• Collect responses via Microsoft Forms or through a SharePoint list where external users can submit inputs.
• For formal approval processes, consider onboarding guests as Azure AD B2B users with full guest accounts, rather than relying on OTP-based access.

I hope my answer is helpful to you. Please feel free to reach out if you require further clarification or assistance.  
Thank you once again for your inquiry, and I wish you continued success with your SharePoint implementation. 

Best Regards,   

Tamara-Hu- MSFT | Microsoft Community Support Specialist.

Thank you very much. You have helped immensely. I will go through all your information and continue to set up my site.

Regards,

Jenny.

Hello Jenny, 

I’m glad I can continue to assist you with your SharePoint implementation.  

I can see you still have some concerns about my previous answer, so let me clarify it for you: 

1. Do Guest Users Need a Paid Microsoft License? 

Guest users do not need a paid Microsoft 365 license to access shared content in SharePoint or OneDrive. However, if they use premium features (like Power Automate approvals or Entra ID Governance tools), those actions may incur charges under your tenant’s licensing model. 

This means your first goal still works exactly as planned and this setup stays intact. 

2. Do “Anyone” Links Affect Folder Permissions? 

It does affect Folder Permissions. “Anyone with the link” (anonymous access) bypasses individual folder permissions even if a folder has unique permissions. An “Anyone” link can override those restrictions and expose content unintentionally. This is because SharePoint’s sharing model prioritizes the link’s access level over inherited or broken permissions. 

The good news is your second goal is still easily supported. Using Request Files links doesn’t require clients to log in or have licenses, and it won't interfere with folder permissions as long as you use the “Specific people” or “People in your organization” links smartly. You just want to avoid “Anyone” links for sensitive folders—as those could unintentionally bypass your permission model and expose content more widely than intended. 

3. Do Microsoft Forms Work with B2B Guest Users? 

B2B guest users can now respond to Microsoft Forms set to “People in my organization”—but only after they’ve accepted the invitation and been fully onboarded into your tenant. This means your external collaborators can participate just like internal users, without needing to change the form's audience to “Anyone.” 

Your final goal may need a small adjustment. Once your clients are fully registered as B2B guest users, you can send them approval requests using Power Automate or custom email flows and no paid license required.  

Note: the standard “Start and wait for approval” action doesn’t always work with guests, so you may need a custom setup. 

Now that Microsoft Forms supports B2B guests, you can create an approval request form that emails you when submitted. It’s simple, mobile-friendly, and works even if you skip automation entirely. 

Please let me know if my answers help you find what you are looking for or if you need any further assistance. Thank you again for reaching out to the Microsoft Community. 

Best Regards,   

Tamara-Hu- MSFT | Microsoft Community Support Specialist.

Hello Tamara,

Thank you very much for your reply. It was very insightful. I just have a couple more questions.

1. In this process to invite guests and they will have a Microsoft account. Do they need to have a paid license for this?
2. “Anyone” links - Will this affect the individual permissions on the folders for the other clients?
3. I always thought MS forms didn’t work with guests in SharePoint. If guest has log on with the ID B2B collaboration, will that now work?

Thank you so much.

Regards,

Jenny.