The RIA’s guide to sharing SharePoint files and folders

Secure collaboration is an essential part of financial advising, and it is imperative to ensure that your RIA firm’s sensitive data is properly shared and managed. With Microsoft SharePoint, you can provide employees, clients, and external partners with access to the files they need while keeping your firm’s information safe, all without relying on third-party apps like Dropbox and Laserfiche. SharePoint offers robust built-in functionality for secure document storage and file sharing, eliminating the need for additional tools.

Here are some steps for securely sharing files and folders in SharePoint.

Sharing files and folders in SharePoint

Are there specific files or folders in your SharePoint site that you’d like to share with someone who doesn’t have access to the site? There are two ways you can do this: by sending them an email invitation or by giving them a link to the file or folder.

By invitation

Sending an email invitation to individual users or groups lets you keep track of who has access to the files and remove permission for any user or group at any time. To share files and folders by email invitation, follow these steps:

 

1. 1. Go to your SharePoint document library.

1. 1. Pick the file or folder you want to share, then select the circle icon on the left side of the item (if you’re using List view) or in the top right corner (if you’re using Tiles view). If you’d like to share multiple items at the same time, simply add the files to a folder and then select the folder.

1. 1. Click the Share icon located at the top of the page and a pop-up window will appear.

1. 1. Open the link settings by clicking Anyone with the link can edit under Send link. Here you can select who you want to give access to: Anyone with the link, People in <Your Organization> with the link, People with existing access, or Specific people.

1. 1. Under Other settings, you can customize the following options:

1. • Allow editing lets users with a Microsoft account make changes to files or folders they have access to, such as copying, moving, editing, renaming, sharing, or deleting them. If you disable this option, people can view, copy, or download your items without signing in to an account and forward the link to others, but they cannot modify the file or folder in your SharePoint library.
   • Block download prevents others from downloading files or folders even if they have access to them.
   • Set expiration date lets you set an expiration date for the shared link, after which it will no longer be accessible. You will need to create a new link to share the file or folder again after that date.
   • Set password adds an extra layer of protection by requiring anyone with the shared link to enter a password before they can access it. You will need to provide this password separately.
   • Open in review mode only allows users to view the file or folder and leave comments or make suggestions but prevents them from making any changes.                  

 

6. 6. After configuring the link settings, click Apply.

6. 6. In the Name, group or email field, enter the email addresses or contact names of the people you want to share the file with. You can also add a message to include in the email.

6. 6. Finally, click Send to send out the email invitation.

Related reading: Does your RIA firm need to back up SharePoint?

By link

If you’d like to share items with many people without having to invite them one by one, you can use the Copy link function and send the link via email, message, or online post. Take note that you can set permissions as to whether people who have the link can view or edit the file or folder. However, they cannot upload new items. Also, keep in mind that users can also forward the link to others, and they are not required to sign in to a Microsoft account to be able to access the file or folder.

To share files and folders by link, follow these steps:

 

1. 1. Go to your SharePoint document library.

1. 1. Select the circle icons of the files and folders that you want to share.

1. 1. Click Share and a pop-up window will appear.

1. 1. Open the link settings by clicking Anyone with the link can edit under Copy link. Then, select who you want to give access to: Anyone with the link, People in <Your Organization> with the link, People with existing access, or Specific people.

1. 1. Under Other settings, check or uncheck the boxes to Allow editing, Block download, Set expiration date, Set password, and Open in review mode only.

1. 1. After configuring the link settings, click Apply.

1. 1. Under Copy link, select Copy, then paste the link into the email, message, or post you want to send.

SharePoint provides a convenient way for RIAs and financial advisors like you to collaborate with clients and external partners while maintaining complete control over your data. With features like individual invitations and public sharing via links, you can easily share documents, images, and other files with the right people. You can also set permissions for viewing or editing, add passwords, set expiration dates, and more to ensure added security.

Discover how SharePoint can help ensure secure digital collaboration in your firm by scheduling a consultation with us today.