File directory

Question

Hi all!

I'm trying to set up a file directory for a company. The idea is: I need to create several folders, one for each department.
In each department there are 3 folders: TOP-access only for a CEO and the Head of department, MAIN-access only for the Head and employees of this exact department and SHARE - access for everyone in the company.
So when a new employee arrives I could set up his\her account, assign that this is a standard employer of such and such department aand that's all. This employee would see all Shared folders and one Main folder of his/her department.

Can someone please advise me on how to achieve this? In google workspace it was quite simple and here I'm just struggling.

Answer 1

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Tina | Microsoft Community Moderator

Answer 2

Dear operationsmanager,

Thank you for posting back. I'm very glad to help you. Your follow-up questions seems are 2 questions.

1. You can create Microsoft 365 group for a group of people whom you want them to access the same resource, add people in the group, when you try to assign permission you can directly assign to the group, then everyone in the group will have permission to access the same resource. This is a good idea and time saving when assigning permissions.
2. You mentioned "For now when I've tried to make a group through the Admin - I automatically have a separate site with this exact department",

It seems that you are trying to create Microsoft 365 group for each department. If so, I'd like to share with your following suggestion:

If you create a Microsoft 365 group, it's expected that a SharePoint site will be automatically created.

However, personally, I don't recommend you store files/folders in the group connected SharePoint site, because everyone in the group by default have permission to access all resource in the site.

Considering that you mentioned you will create 3 folders in each department and set access for different users to access different folders, it's not convenient to set unique permission by using group connected SharePoint site.

I would still recommend you create a separate SharePoint team site (a private site, DO Not add any user when creating site), then create document library for each department, use the steps I provided in the initial reply, it would be more convenient and help you control permissions.

I hope above helps!

Feel free to let me know if you have any update or you need further help.

Thanks for your time and understanding!

Sincerely,

Tina | Microsoft Community Moderator

Answer 3

Tina, thank you so so so so much!

Also I have some follow-up questions. Please be so kind to advise me here as well.

How can I set up "groups" or "teams" so I could fill "@HR@..." for example and everyone from HR would automatically be invited to the document library? And I would've had less of "remembering everyone by name"? In other words how can I create these departments?
For now when I've tried to make a group through the Admin - I automatically have a separate site with this exact department. And it seems like a little duplication of what I'm trying to do in the first place

Answer 4

Dear operationsmanager,

Greetings! Thank you for posting in Microsoft Community.

I'd like to help you. I went through your post. Since you post this question in OneDrive, I suppose you want to set up a file directory for a company by using OneDrive.

If so, as far as I know, OneDrive is primarily a personal cloud storage service for individuals, each user has their own OneDrive account. Users can store personal files in their OneDrive and share files and folders with others.

I recommend you use SharePoint because SharePoint is a collaboration platform for teams and organizations, it allows teams to collaborate on documents, lists, and other content in a centralized location.

Here is an article for reference: Should I save files to OneDrive or SharePoint? - Microsoft Support

To set up a file directory in SharePoint, you may create a SharePoint team site, then create a document library for each department, create 3 folders in each library.

Note: create a private SharePoint site, DO NOT add any users to it.

In document library, you may set up unique permissions at folder level for each folder: Top, MAIN, SHARE.

Here are detailed steps:

1. TOP - access only for a CEO and the Head of department:

a. Go to the folder's permission page via selecting the folder and click Manage Access > click Advanced.

b. Then click Stop Inheriting Permissions from ribbon.

c. Then click Grant Permissions, enter name of CEO and the Head of department, assign a permission level and click Share.

2. MAIN - access only for the Head and employees of this exact department

Use same steps as above, when Grant Permissions, you need to share with the Head and employees.

3. SHARE - access for everyone in the company

Use same steps as above, when Grant Permissions, you need to share with everyone in the company.

Here is an article for reference:

Customize permissions for a SharePoint list or library - Microsoft Support

I hope above helps!

If my understanding of the scenario is not consistent with yours, or if you still want to set up a file directory in OneDrive, feel free to let me know, I will continue helping you.

Thanks for your time and understanding! Hope you have a nice day, stay safe and healthy always.

Sincerely,

Tina | Microsoft Community Moderator