File Request with Sharepoint
File Request with Sharepoint
External File Request is now available in Microsoft 365 for SharePoint document libraries, while OneDrive has provided this capability for a few years (see https://techcommunity.microsoft.com/t5/microsoft-onedrive-blog/onedrive-roadmap-roundup-november-2019/ba-p/1054066), this expansion now supports an easy and secure means to request files from anywhere, to include where there is not a Microsoft 365 entitlement (I.e. individuals who are not licensed for Microsoft 365).
What’s a File Request?
File requests can orignate by a variety of means, for example, file requests can originate through a workflow tied to a business process or a simple hyperlink. People who receive a File Request are provided a simplified interface to upload and send files. Files arrive absent the need to grant the external recipient with access to your SharePoint document libraries or other sites – they are simply limited to uploading to the specific folder you both manage and control. People you request files from can only upload files; they can’t see the content of the folder, edit, delete, or download files.
Adjacent benefits in Microsoft 365
A common pattern in content services (Content AI with Microsoft Syntex) is that in which a customer needs to collect files from one of their customers, trading partners, etc. External file request (with SharePoint), means that they can have a location where all of this content lands, and then use Microsoft Syntex to classify, extract metadata, assign the right retention and sensitivity labels, move/copy files to their final destinations, kick off workflows, etc.
Mergers are common between competing businesses that agree to merge to maximize their reach and joint revenue potential. A Merger Agreement may be used when one business purchases another.
For example, consider a merger scenario where you need to collect agreements. In this scenario, you can create the requisite link necessary to request a signed Merger Agreement from the associated business. The recipient will be able to upload files without having to sign-in (I.e. having a Microsoft 365 entitlement). Recipients will only be able to upload files - they can’t view, edit, or even see who else may have uploaded to the request.
Once the Merger Agreement is available in the document library, with Microsoft Syntex you can build simple rules-driven actions based on metadata as an example. From the document library, you can create rules to automate tasks such as sending a notification when metadata changes in the Merger Agreement, when a new Merger Agreement is created in the library, or when a Merger Agreement is moved or copied based on metadata extracted by Syntex models. Furthermore, by activating document classification and extraction on your SharePoint site, you can classify Merger Agreements in document libraries, extract information from new Merger Agreements, and automate activities based on extracted information - or search across specific values with content query.