Sharepoint/ Teams/ OneDrive file sharing tips

Thiago Duarte 1 Reputation point
2022-10-31T21:42:59.45+00:00

Hi all!

Our organization is moving the fileserver to M365 and I wish to hear some opinions to build a file sharing scenario administration. The premises/ doubts are:

  • Our users are comfortable with traditional networking drive mappings for file sharing and they are changing reluctants
  • Microsoft doesn't recommend mapping Sharepoint libraries using webdav, so we won't do it
  • We don't want to use "Add Sharepoint shortcut to OneDrive" because user can delete it (consequently, whole library is gone as noticed on tests)
  • It's reasonable substitute the network drive to "Sync" feature due the low learning curve needed, but, in this case, how to avoid files to remain stored in the device after the user no more need access such files? For example, after a department change, the user lost access in the previous department drive when we update his group membership on AD. How to emulate this behavior on Sharepoint/ Teams/ OneDrive? As far we tested, when remove access to library, user can't access it no more but still access the files once opened on device.
  • A desirable architecture is user can CRUD files on File Explorer on a department folder, wich in fact is the General channel files of the Teams department (is it the best approach?)

All opinions are appreciate. Thanks!

Thiago

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3 answers

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  1. Yanli Jiang - MSFT 23,036 Reputation points Microsoft Vendor
    2022-11-02T08:49:20.767+00:00

    Hi @Thiago Duarte ,
    According to your description, the fundamental solution is to stop the synchronization of files from SharePoint to OneDrive, directly allow users to view files only from SharePoint, and then grant corresponding permissions to users in SharePoint according to actual needs.
    If this operation cannot be achieved, please confirm first, what does the device in "how to avoid files to remain stored in the device after the user no more need access such files" refer to?
    If it is OneDrive, it cannot be avoided. Only after users do not need to view files, users as Global Admin can enter the Microsoft 365 admin center, find the user and click, enter the following interface, and then click Create link to files, click the generated link, enter the user's OneDrive, and delete the file.
    256361-11023.png
    If the device refers to the user's PC, there is no way to do it.
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  2. Thiago Duarte 1 Reputation point
    2022-11-08T14:58:03.587+00:00

    Hi @YanliJiangMSFT-7045!

    excuse me for my long time to reply; hard days here...

    Thank you for your answer... I guess we don't have many options so, because I had a try with this approach before and didn't fits well, mainly because non-Office files that doesn't work well throught browser interface (executable files, legacy proprietary file extensions and so). Today these files work fine on shared folders and mapped drives. We can map the Sharepoint folders, but Microsoft doesn't recommend it. Using 'sync' feature work well too, but, sometimes users need to change department and lost permission on such shares. Moreover, the smoother the change, the better for these users.

    By "how to avoid files to remain stored in the device after the user no more need access such files" I meant the user's PC.

    Any new ideas?


  3. Thiago Duarte 1 Reputation point
    2022-11-29T14:56:37.81+00:00

    Hi there!

    I'm so sorry about late comment... the last quarter of the year is really busy here.

    I thank all for the comments and tips! Unhappily I can't achieve what we need here with approaches showed here; so I will close this thread and study another way until next year when will this quarter ends and I have time to dedicate to it...

    Thanks again!