Uploading documents securely: Enhancing data protection with the file request feature in OneDrive and SharePoint

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Do you need clients or colleagues to share confidential documents with you, but want to avoid the risks associated with sending sensitive information via email? Are you frequently sharing large or classified files with external partners and searching for a secure and convenient solution? Look no further. Microsoft provides a powerful feature that allows you to securely collect files through a simple link, ensuring the privacy and integrity of your shared documents.

Whether you’re dealing with financial statements, investment portfolios, legal documents, or any other sensitive files, you can trust the file request feature in OneDrive and SharePoint to enhance the security of your document management practices.

Microsoft’s file request feature

Microsoft’s file request feature lets you create a folder where individuals can directly upload documents to your OneDrive or SharePoint library. It works by generating a unique link that you can share with the intended recipients. The link will take them to a secure page where they can upload one or more files without needing a Microsoft account or an existing OneDrive or SharePoint library setup.

Once the documents have been uploaded, you’ll receive an email notification and be able to manage the files from your library. This process eliminates the need to send large files over email or other apps and makes it easier to organize and keep track of assets.

The benefit of this feature is that it restricts the people you request files from to just uploading files. People won’t be able to view, modify, download, or remove the contents from OneDrive or SharePoint folders. Also, you can delete the file request link at any time to prevent anyone from uploading files to your shared folders. That means you have complete control over who has access to your documents and the ability to keep confidential information secure.

How to create a file request

Creating a file request is simple and takes only a few steps. Here’s what you need to do:

  1. Open OneDrive and create or select the folder where you want the files to be stored.
  2. Click on Request files in the ribbon at the top of the page.
  3. In the “What files are you requesting?” section, type a descriptive name of the files you are requesting. The recipients will see this name when they get the request.
  4. Click Next.
  5. You can share the file request link in two ways:
    • Select Copy link and manually share this link with anyone you wish to request files from through your preferred channel (e.g., email or instant message).
    • Alternatively, enter the email addresses of the individuals you want to request files from in the “Or email people the link” field. You can add a personalized message that will be included in the email notification sent by OneDrive.
  6. Select Done.

If you need to edit the descriptive name of your file request, simply go to the OneDrive folder where you created the request and select Request files. Modify the description and select Done to save the changes. The recipients will see the updated name when they upload files.

How to stop requesting files

If you no longer need to receive files from others, you can delete the file request link. Follow these steps:

  1. Open OneDrive and navigate to the folder where you created the file request.
  2. Click on the ellipsis (…) to access additional options.
  3. Select Manage Access.
  4. In the “Links Giving Access” section, click the ellipsis (…) beside the request link.
  5. Click the X symbol next to the link, then confirm the deletion by selecting Delete link.

Note that deleting the link is irreversible. If you want to resume collecting files in the same folder, you will need to create a new file request. Send the recipients a fresh link or email invitation to initiate the file request process again.

By leveraging Microsoft’s file request feature, you can seamlessly collect files from both internal and external parties while maintaining the confidentiality and integrity of your library’s contents. Whether you need to gather client documents, collaborate with partners, or receive files from various stakeholders, this feature allows you to do it quickly and securely.
Learn more ways to secure your RIA or financial advisory firm’s data — get in touch with RIA WorkSpace’s specialists today.