Migrating to Sharepoint
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We currently have a single network share for users. There is a small amount of permissions setup (no where near enough) limiting some people's access to specific folders.
Additionally, access based enumeration prevents some users from even seeing folders they don't have access to.This second part, access based enumeration, has lead to people creating new locations for things to be saved because they were unaware a place for such files even existed. Yes, I know - well, you might ask - why wasn't that user given access to that location, it appears it's part of their job. To which I reply - IT wasn't notified of this person's new role, therefore it was never added.All of this leads me to my real question: We are looking to migrate away from Windows shares to SharePoint Online (M365). Assuming we create separate SharePoint Sites for each group - how do you enable user discovery of different sites, they may or may not have access to?
I'm enumerating our current share, and it looks like I'll have at least 16 SharePoint sites. This is a huge swing from just going to one location for everything. -
Depending on your workflows it might be best / easiest to leverage the "Teams" setup and mentality. The teams to which a user belongs are automatically listed in their teams view and they can either access the team files directly within the teams app or there's an "Open in SharePoint" option.
Watch out for moving groups that are heavy excel users. It's been my experience that they love to link to external documents with drive letters or paths that will throw you for a loop and they'll deny (or be completely unaware) that's why they hate the new file setup.
Good luck and keep us posted, we've got a similar undertaking on the radar here at my new gig.
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Dealing with this also,.. and there is such a strong tug of war about it. They want a feature that isn’t really ready for Sharepoint yet… but that will always be the case.
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@notverypunny said in Migrating to Sharepoint:
Depending on your workflows it might be best / easiest to leverage the "Teams" setup and mentality. The teams to which a user belongs are automatically listed in their teams view and they can either access the team files directly within the teams app or there's an "Open in SharePoint" option.
Watch out for moving groups that are heavy excel users. It's been my experience that they love to link to external documents with drive letters or paths that will throw you for a loop and they'll deny (or be completely unaware) that's why they hate the new file setup.
Good luck and keep us posted, we've got a similar undertaking on the radar here at my new gig.
We definitely have a small few heavy Excel users, but I think for the most part, there is almost zero linking between different files. I did setup one for our surgery center, but I don't believe it's in use any longer... thanks for the warning none the less.
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@gjacobse said in Migrating to Sharepoint:
Dealing with this also,.. and there is such a strong tug of war about it. They want a feature that isn’t really ready for Sharepoint yet… but that will always be the case.
oh- what feature?
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Maybe make a guide page that leads them to things. Or just teams that appear and disappear as was recommended. Overall, Sharepoint leans towards this kind of design.
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Sharepoint is such a mess and it's user hostile. If your users had problems before with a single mapped drive, it's going to be chaos when they're having files in onedrive, teams and sharepoint at the same time. The confusion is going to be never-ending.
So yeah, good luck with your project, you're going to need it!
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@Dashrender said in Migrating to Sharepoint:
@gjacobse said in Migrating to Sharepoint:
Dealing with this also,.. and there is such a strong tug of war about it. They want a feature that isn’t really ready for Sharepoint yet… but that will always be the case.
oh- what feature?
I think at the time, Scan To and Fax To -- Share. From a copier it's pretty easy to build as a Network Share. But scan/fax to Sharepoint? not as easy.
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@gjacobse I am lucky that the new company rarely has to fax (though we often have to set up for customers) so glad to have dodged that bullet.
@Dashrender I am about to set up our corporate Teams as the mess I came into is, well, a mess. We've decided to essentially blow it all away, lock it down so users can't create teams on their own (yes, aware that Microsoft does not recommend this), and to use our org chart and set up Teams that way. So each part of the org chart (Finance/accounting, Sales, Operations, Order Management, Support, Marketing, Executive in our case) is getting its own team. Areas where we need inter-org collaboration (Such as our provision group which involves sales, operations and support) will also get its own team. All told there will be I think 15 teams the way I have stuff laid out. We're going to try it out for 30 days and see how it goes, tweak from there. One suggestion someone made is for the inter-op teams to be a channel intead; off one of the main org chart teams; not sure how well that will work.
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@gjacobse said in Migrating to Sharepoint:
@Dashrender said in Migrating to Sharepoint:
@gjacobse said in Migrating to Sharepoint:
Dealing with this also,.. and there is such a strong tug of war about it. They want a feature that isn’t really ready for Sharepoint yet… but that will always be the case.
oh- what feature?
I think at the time, Scan To and Fax To -- Share. From a copier it's pretty easy to build as a Network Share. But scan/fax to Sharepoint? not as easy.
I do that already. I have the scanner send the file to an email address, then I have a power automation which will put the attachment out and put it into SharePoint.
Even more to your point - my fax gateway does the same. The fax comes in, the gateway saves as a PDF, sends to a specific email account, power automate grabs the file and dumps it into SharePoint.
I've been doing this for two clients for about two years. -
@jt1001001 said in Migrating to Sharepoint:
One suggestion someone made is for the inter-op teams to be a channel intead; off one of the main org chart teams; not sure how well that will work.
I wonder how that would work from a permissions point of view? Can you add a person only to a given channel? I saw today that each channel seems to create it's own document repo in the sharepoint site, so I'm guessing anyone who has access to the channel then has access to the repo.
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@Dashrender That's what I have to play with as I'm not sure at the channel level how permission inheritance works
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