How to Use Request Files and Sharing Folders in SharePoint Effectively

SharePoint offers a variety of features to facilitate collaboration and file management. Two such features are Request Files and Sharing Folders. While both are designed to help users share and collect files, they serve different purposes and have distinct functionalities. Let's dive into the key differences between these two features, along with a checklist, security implications, and use case examples.?

Request Files?

The Request Files feature in SharePoint is designed to streamline the process of collecting files from others. Here’s how it works and its main characteristics:?

Purpose: Primarily used to request specific files from individuals. This is particularly useful when you need to gather documents from multiple people without giving them access to your entire document library.?

Process: When you request files, SharePoint generates a unique link that you can send to the recipients. They can then upload the requested files directly to the specified location in your SharePoint site.?

Security: Recipients do not see the contents of the folder where they are uploading files. This ensures privacy and prevents accidental access to other files.?

Notifications: You receive automatic email notifications when files are uploaded, making it easy to track submissions.?

Limitations: This feature only allows for the upload of files, not folders. Additionally, once a file is uploaded, the recipient cannot modify or delete it.?

Use cases:?

• Request for Proposals (RFPs): Collect bids from multiple vendors without giving them access to each other's submissions [12].?

• Event Planning: Gather photos and videos from event participants.?

• Education: Teachers can collect assignments from students without exposing other students' work.?

• Client Documentation: Financial advisors or recruiters can gather necessary documents from clients securely.?

Sharing Folders?

Sharing Folders is a more traditional method of collaboration in SharePoint. Here’s what you need to know about this feature:?

Purpose: Used to share access to a specific folder with others. This is ideal for collaborative projects where multiple people need to view, edit, and manage files within a shared folder.?

Process: You can share a folder by generating a link or sending an invitation directly from SharePoint. Recipients can then access the folder and its contents based on the permissions you set (view or edit).?

Security: You can control who has access to the folder and what level of access they have. However, if shared anonymously, it can be challenging to track who accessed or modified the files.?

Flexibility: Recipients can upload, modify, and delete files within the shared folder, making it a versatile option for ongoing collaboration.?

Notifications: Unlike the Request Files feature, sharing a folder does not automatically notify you when changes are made. You may need to set up custom notifications or workflows using Power Automate.?

Use cases:?

• Team Projects: Collaborate on documents and files within a team, allowing everyone to view and edit as needed.?

• Departmental Resources: Share a folder with department-specific resources that need to be accessed and updated regularly.?

• Client Collaboration: Share project files with clients, allowing them to review and provide feedback directly within the folder.?

• Marketing Campaigns: Share a folder with marketing materials that need to be accessed and edited by multiple team members .?

Checklist for Using Request Files and Sharing Folders?

Request Files Checklist:?

• Enable the Request Files feature in SharePoint settings.?

• Create a folder in your SharePoint library.?

• Select "Request Files" from the folder options.?

• Generate and copy the unique link.?

• Send the link to the intended recipients.?

• Monitor the folder for uploaded files.?

• Set up email notifications for new uploads.?

Sharing Folders Checklist:?

• Select the folder you want to share in your SharePoint library.?
• Click on the "Share" button.?
• Choose the sharing option (specific people, anyone with the link, etc.).?
• Set the appropriate permissions (view or edit).?
• Generate the sharing link or send an invitation.?
• Optionally, set up custom notifications or workflows for changes.?

Security Implications?

Request Files:?

• Privacy: Recipients can only upload files and cannot see the contents of the folder or other uploads .?

• Control: You maintain control over the folder and its contents, reducing the risk of accidental data exposure.?

• Risks: Potential for unauthorized content uploads if the link is shared widely.?

Sharing Folders:?

• Access Control: You can specify who has access and what level of access they have.?

• Visibility: Recipients can see and interact with all contents of the shared folder, which can lead to accidental oversharing.?

• Audit Trails: It can be challenging to track who accessed or modified files if shared anonymously.?

Request Files and Sharing Folders in SharePoint serve distinct purposes and offer unique functionalities. Request Files is ideal for collecting specific documents from multiple individuals without granting them access to other files, ensuring privacy and control. On the other hand, Sharing Folders is perfect for collaborative projects where multiple users need to view, edit, and manage files within a shared space. By understanding the differences, security implications, and use cases of these features, you can choose the one that best fits your needs and enhances your productivity in SharePoint.