Transcript Opening SharePoint to External Users

Opening SharePoint to External
Users
Purpose
 Centralize all files
 Eliminate the need for Matching Subs RFI’s to our RFI’s (Dan
Campbell, ETC)
 Create a controlled file storage system that can be monitored via
META tags, for example, we can dictate what users have access
to what files through SharePoint permissions, and what type of
files they can see on our SharePoint site.
 Can create Team Sites (Sub sites similar to the Estimation or CAD
site for each current project. Each sub site will contain a filter
that displays only relevant folders and files for that job, and RFI’s
for that project. All Plot requests/CAMS/Sensitive Project
Information will be hidden from the outside world.)
How it Works: XtraShare
 XtraShare is free for up to 20 Users, this does not include users in
Active Directory
 XtraShare adds an interface in Central Administration (available only
to sharepoint admin), that allows you to quickly search, create,
delete, modify, and lock any account created by XtraShare)
 All accounts created in XtraShare can be added automatically or
manually to certain user groups.
 From SharePoint, each user group can be given Specific Permission
to allow or deny access to various parts of the SharePoint Site.
 XtraShare can automatically terminate an account based on a
specified date (Completion date of project) or require new
password after “X” Amount of time.
How it Works: SharePoint File Share
Library







One time cost opposed to the annual fee of Buzzsaw ($1500 one time compared to ~$8000 Anually)
Has been used in projects that we have worked on in the past (In the past year I have seen it at least
twice).
XtraShare user requests to views a project library. SharePoint File Share Library gathers a list of
allowed document types, and allowed folder based on the users permissions. When the user clicks
download, or edit, SharePoint retrieves the file off of the server, and imports it into SharePoint,
then it is available for the user to download or edit.
This enables us to use versioning for all of the files on our Server, and we will be able to set number
of versions kept in SharePoint as well as see who modified the files. We can also attach comments
to the file in SharePoint. All changes, new files, or deletions in SharePoint are automatically
reflected in the FileServer upon a manual sync, or a specified time sync. Add Delete and Modify can
be restricted by user
Overall this will save space on the Media-Server by re-allocating required space in SharePoint (If I
read this correctly, not as much space is needed because the files in document libraries will be
stored on the fileserver, not on the media server)
If files are moved, it will detect where they were moved to on the fileserver, and update SharePoint
appropriately.
Syncs are setup in SharePoint Central Administration.
Misc. New features


Vendors, Partners, Customers will have access to specific parts of the site


Does not introduce any further risk that does not already exist





Enables further communication and documentation on projects.
Information is easily searchable and sensitive material can be shared in a controlled enviroment.
Yes it is possible that the username and passwords can get shared, but that is true for the vendor site,
as well as Campbell Mech, Cadwerx, and any other folder on the FTP server.
The Folders being synced can still be separate from the CAD server as they are now, we would just have
better control over them because of meta data now attached to each file and folder.
We can quickly terminate an account from XtraShare if it is thought to be compromised for any reason.
If deletion isn’t preferable, you can force a password reset.
Notifications can be e-mailed to each XtraShare user, for when certain tasks are completed that
they need to be aware of. For example, new Cammed drawings are available for review. This
alleviates the need for anyone in Cad to be sending out e-mails after tasks are completed.
SharePoint will automatically e-mail the appropriate users.
We can send links out that point directly to certain parts of SharePoint to help XtraShare users
understand what is going on.