Technical Information for SNAs

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Permissions and Sharing

SharePoint Online permissions can be as simple or as complicated as you like. SharePoint Online still has the settings you may have used in SharePoint on-premise, but in addition it has some new features and service-wide integration that can offer more potential for access control and sharing.

By default, in SharePoint Online the following permissions groups are available:

  • Site Owners: full control permissions - responsible for the structure, usage and permissions within the site; for managing access and permissions, site-level navigation (web parts), all structures (libraries, folders and document sets) and for all content held in the SPO site
  • Site Members: edit permissions - create content, can create and edit documents etc. They have a lower level of permissions, similar to being a "Member" in Microsoft Teams
  • Site Visitors: read permissions - can only browse, read and download content (if permitted). They do not have permissions to create or edit, just to read

When you need more granularity SharePoint Online allows Site Administrators and Site Owners to create additional SharePoint groups in your site and additional custom permission levels to assign to those groups. This allows the fine-tuning of permissions to suit your access control requirements.

More information about sharing permissions can be found on the Microsoft support website

External users will no longer require a temporary separate external account or a virtual card to access the service. Instead they can now collaborate or read content using their own accounts in line with OneDrive and MS Teams.

More information about external sharing can be found on this Microsoft support page

Please refer to this Quick Reference Guide for more information about Permissions and Sharing in SharePoint Online

Power Automate

What is Power Automate?

Microsoft’s Power Automate (previously known as Flow) is a service that helps you create automated workflows in SharePoint and other Nexus services that can enable you to simplify business processes and manage them more effectively. It replaces Nintex Workflow, a third-party product that is additionally charged for, which was used in SharePoint on-premise and is no longer available in SharePoint Online.

Some examples of things that you can use Power Automate for:

  • Automating repetitive business processes
  • Sending reminders on tasks
  • Moving business data between systems
  • Collecting and storing data from forms
  • PDF conversion of files in SharePoint Online libraries
  • Microsoft Form duplication checking

What to know more?

There is a lot of information online about Power Automate and many examples of flows. Here are a few introductory links to get you started:

Getting started with Power Automate

Using Power Automate to connect with SharePoint 

What is Microsoft Flow? [External blog, accessed September 2020]

5 reasons why you need to embrace Microsoft Flow  [External blog, accessed September 2020]

How to Connect a Form to a SharePoint List using Microsoft Flow in 3 Steps [External blog, accessed October 2020]

We have also written a Quick Reference Guide about using Power Automate with SharePoint Online

Retention and Compliance

For most organisations, including the University, the volume and complexity of their data is increasing daily. Effectively managing this information is important because we need to:

  • Comply proactively with industry regulations and internal policies that require you to retain content for a minimum period of time
  • Reduce your risk in the event of litigation or a security breach by permanently deleting old content that you’re no longer required to keep
  • Help the University to share knowledge effectively by ensuring that our users work only with content that is current and relevant to them

Update, October 2020

There are tools (Retention policies and Retention labels) available within SharePoint Online to help you manage retention and compliance however at go-live these will not be available. There are currently several issues around compliance and retention; the University does not have a single source of unified ownership or guidance, and the tools provided by the current SharePoint Online licence are limited and do not include the event-based triggers that many retention schedules use. The SPO Project Board therefore recommended that to allow SPO to go-live in Michaelmas 2020, no retention be turned on by default. Once a way forward is agreed, retention tools will then be implemented retrospectively for existing sites.

Exceptions could be possible if your department or college’s records management is matured to the point where you could use of out of the box retention tools. If this is the case, then please contact the Nexus Team for more information.

Onboarding Process for SharePoint Online

What is onboarding?

Onboarding is the process where a department, college of other equivalent part of the University first sets up their presence in SharePoint Online.

This process must be completed before anyone in your unit can create new sites in SharePoint Online.

Our plan is to improve the governance of SharePoint Online by requiring each unit to go through onboarding before creating new sites, rather than letting people create new standalone sites which could lead to issues with compliance and accountability.

Each unit will only onboard once.

Who should do onboarding?

This should be carried out by whoever will be your Site Network Administrator (SNA) or Business Owner.

What is the process of onboarding?

  1. Please fill in a form [link coming soon], which will ask you for:
    • The name of your unit, as per the University organisation structure
    • The email address for at least one Business Owner (you can provide more than one)
    • The email address for at least one Site Network Administrator (SNA) (you can provide more than one)
  2. Once submitted, your request will be reviewed by the Nexus team
  3. If approved, you will receive an automated email telling you that your unit has successfully been onboarded to SharePoint Online
  4. Attached to the email will be a spreadsheet which you can fill with the details of the initial sites and hubs you would like, if you already know this
  5. If you return this spreadsheet, these initial sites will be created for you by the Nexus team

Any future sites you would like should be requested via the Oxford Service Manager (OSM) system, as per the site provisioning guidance.