SharePoint - Issues with Authenticator App for multi-site retailers who require access to the same folder whilst in different locations

Question

We have clients (external customers) who have multi-site businesses. We share and receive information from our clients via secure SharePoint folder. However, the Authenticator app is required to access SharePoint.

This is causing major issues for our clients as the sites they operate and report on may be in different locations (cities/towns). There are also issues where the authenticator app is on the device of an owner/manager who is off on leave, and who may not have internet or phone access whilst they are off work.

What can be done to address this?

I understand the reason for the security, however, it's now prohibitive for our customers and our team, as well as impeding our business potential.

As a business, we need to ensure the security of our own systems and data, whilst protecting the data shared with us from our clients.

Surely there must be a way for the authenticator app to have proxies in someone's absence or for multi-site businesses?

Look forward to some feedback on this one.

Many thanks in advance

Ann

Answer 1

Many thanks for this George.

I'll see if this solution will work for our affected customers.

I appreciate you taking the time to come back to me on this one.

Ann

Answer 2

Hi Annie,

Thanks for posting in the community. We are happy to help you.

According to your description, generally speaking, one way to prevent this (not being able to reach the owner/manager while he/she is on vacation) from happening is to have more external users (users in the manager's team) access the SharePoint folder.

For example, you can add these external users as guest users, but control them using access permissions (not grant them access to the SharePoint folder/site or share the SharePoint folder). These users also need to add accounts in the Authenticator App and use the Authenticator App to access. When this situation happens, you or other users can grant them access so that this situation does not affect the work process. Later, you can remove their access to the SharePoint folder.

For your reference:

Quickstart: Add a guest user and send an invitation

Overview: Site governance, permission, and sharing for site owners

Share SharePoint files or folders

If my suggestion doesn't meet the situation on your side, please point it out and provide more details.

We look forward to your response. Thanks for your cooperation.

Sincerely,

George | Microsoft Community Moderator