Folder Structure & Permissions for Project Management

Question

Hello.

The company I work for is currently shifting its cloud provider from Box to Microsoft. I work in account management, in an industry which is project-based, ie all projects are more or less identical. Account managers store all their information in the cloud as this is needed remotely and we have defined a folder structure that we use for all projects. The problem arises with stakeholder input: within our folder structure, stakeholders are given access to amend files accordingly. Let me give an example:

Each product folder contains similar subfolders A, B, C and D. We have over 100 product folders and in each, subfolder A is shared with Department A, subfolder B is shared with department B, etc.

As things stand, this can be cumbersome. Box shows subfolder A to Department A without providing a context for it (ie which folder it resides in), which leads to much confusion with stakeholders. I am aware SP provides better context in this case, but I'm looking for further improvements.

Is there any way to:
a. Create and manage permissions across subfolders in each product folder
b. While account managers should still manage folders by product, I would like to have a view for stakeholders that shows the relevant subfolder for all the products. eg. Deparmtent A would be able to see a list: Product 1 Subfolder A, Product 2 Subfolder A, Product 3 Subfolder 3, etc.
c. And new product folder that is created automatically inherits the permissions mentioned in a.

Answer 1

Hi @Andre Caruana
You could use the following steps to meet your requirement:

1.Create new groups as your need, for example, I create a group for department A.
Go to site settings > people and groups > create a new group and invite the A members to this group

2.Create the folders and subfolders in a documnet library, go to one of your subfolders (A), click "manage access" > Advanced > stop inheriting permissions > remove other groups except "A", repeat the similar operations for other groups "B", "C" and so on.

As a result, when the account in group "B" sign in this document library, he will only see the subfolder B instead of other subfolders in folder "product 1":

As to the requiremet c, currently there is no ootb method to achieve it.

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