Admins can dictate which of these types are allowed and which are forbidden, and can make changes based on specialized situations so that content is kept secure while sharing remains flexible for different circumstances. On the most basic level, there are a number of types of external users with whom content can be shared. As such, it’s important for users to understand their options for sharing in OneDrive or SharePoint Online, as not to jeopardize the safety of either side’s information. In many cases these documents might contain sensitive information about the vendor or customer–including personally identifiable information and further information around payment and the like–and about the organization with whom the user is associated. As such, ensuring that that content is shared properly can be crucial to security for both organization and the external user to whom that content is supposed to go. Understanding Types of External Usersįor organizations that work with a large number of vendors, customers, or clients, external sharing will likely be necessary at one time or another. Of all the major cloud storage solutions, OneDrive and SharePoint Online have perhaps the most robust suite of tools for this, giving users many ways to dictate how they are sharing their files, and offering admins an equally diverse range of ways to limit how users and teams can share individual files, folders, and sites with external users. Understanding and making proper use of these features can make all the difference when it comes to major issues like compliance. Failing to uphold these principles can result in–accidentally or not–files and folders containing sensitive information reaching individuals who should not be able to view or make changes to that information.Ĭloud collaboration platforms are aware of this and, as such, provide both users and administrators with myriad different ways to manage the sharing of content. When it comes to external sharing, discretion and organization are key. While we often discuss the value of permissions–ensuring that, post-migration, your users have access to the files that they need–it’s equally necessary to understand with whom users are sharing that content with. For businesses that rely on file servers, most external sharing must be done via email, which is very difficult to regulate, especially on an enterprise-wide scale. External sharing is one of the core values of cloud collaboration platforms, and the ability to manage that sharing is one of the best things the cloud has going for it.
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