Lydon Solutions

Construction Project Management Software Solutions

SharePoint

Struggling to Share SharePoint Files Externally? Here’s the Fix

Microsoft Tips |

Construction projects involve sharing files between owners and contractors. Many organizations have adopted Microsoft SharePoint as a collaboration platform to house project records and share them with external team members. Unfortunately, we've heard from several clients that they are unable to share files with team members outside their organization, or the process is too cumbersome. Check out this post to find out how to make this work for your construction projects.

Microsoft SharePoint Sharing Overview

Out of the box, users can share files with anyone who has permissions to the SharePoint site and its contents. To share with someone who does not have access to the site and who is outside of your organization, you can choose to add a person as a guest user or share a file or folder with anyone using a link, depending on your tenant and site sharing settings.

SharePoint Admin Center Tenant Settings

To set up sharing for the entire tenant (all sites), a SharePoint administrator needs to access the Microsoft 365 SharePoint admin center. Within the admin center, under the Policies menu is Sharing, where you can set the policies regarding sharing across the entire tenant (all sites/projects). In the settings, there is a slider where you can adjust how permissive the sharing is for both SharePoint and OneDrive.

Below are the levels of sharing permissiveness and the impact to SharePoint sites/projects:

  • Anyone. This level allows users to share links to files and folders with anyone and does not require the external person to authenticate. While this seems like an ideal setup, it could also lead to people sharing files that shouldn't be shared with external team members. Note: More than likely, you will need to share files on a SharePoint site/project with team members who don't have an organizational account and are not guest users. If that is the case, you will need this to keep this level since these settings are inherited from the tenant down to the site level.
  • New and existing guests. Guest users (external users that have been added to the tenant) will need to sign in, or they can use a verification code. This option is most likely the control level that is realistic for most organizations.
  • Existing guests. Only guests previously added to your tenant will have the ability to open files and folders. This option is probably not realistic because projects involve multiple stakeholders whom you need to share files with, but your organization has not yet added them as guest users.
  • Only people in your organization. No external sharing. If your project has external team members, this option will not work since it prevents sharing files or folders externally.

There is a slew of other, more granular settings available, but for the purpose of just sharing, the options above are a good starting point to understand the impact across the entire tenant.

What if I need to share with anyone on my SharePoint site/project?

Now you might ask, what if my tenant doesn't allow Anyone sharing at the tenant level? Unfortunately, you will not be able to share with Anyone at the site level.

So, you have a couple of options:

  1. Make all external users Guest Users or Licensed users in your tenant.
  2. As an organization, allow Anyone sharing at the tenant level, but at the site level, set the default to restrict sharing to new and existing groups. Then, on a site or project-specific case, allow a SharePoint Site Administrator to change sharing to Anyone. See below for site-specific sharing settings. Note: Allowing this level should be monitored, and if need be, you should put in place SharePoint compliance policies.
SharePoint Admin Center Site Settings

Get Expert Help Setting Up SharePoint for Construction Project Management

SharePoint permissions and sharing settings can be complex, especially at the site and project level. If you're still wrapping your head around how Microsoft 365 handles permissions, be sure to check out our previous blog article on Microsoft SharePoint permissions for a broader overview.

Need help setting up permission groups, site sharing policies, or aligning your configuration with your organization's needs?

As part of our Microsoft 365 Managed Services, we help construction teams implement secure, scalable, and easy-to-manage SharePoint environments.

Request a free one-hour consultation to get expert guidance tailored to your business.

Get a Free Consultation

Always Find What You Need With SharePoint Favorites

Microsoft Tips |

Over the years, SharePoint has evolved into the place to do everything in Microsoft 365. But with the impressive list of features also comes complexity. For example, there are 20 options in the documents menu list, not including sub-menus. It is intuitive if you are an experienced SharePoint user, but it can be overwhelming for the non-tech-savvy field user. Fortunately, some shortcuts, like SharePoint favorites, can help you on your next construction project. Check out this article to find out more.

Favorites are a key feature often overlooked but can really help project teams find what they need.

SharePoint Site Favorites

For starters, when you create a new SharePoint site, it can sometimes be challenging trying to find it. If the site is one you frequently use, follow it so that it displays in the Following grouping on the Microsoft 365 SharePoint landing page. You can follow a site by clicking on the star at the top right of the card or clicking the following star once you navigate to the site's home page.

SharePoint Document Favorites

Finding documents is the #1 challenge for field workers in SharePoint. Do they use search, navigate to different sites, open folders, filter document views, or all of the above? Favorites might be a great option if they frequently use the same files.

In the document menu for a specific file, you can select Favorite, which will tag the file and add it to your Favorite menu in One Drive Online. Yeah, kinda odd place, but if field users make all of their key files into Favorites, they can access One Drive directly instead of multiple SharePoint sites. Also, the files will show in the OneDrive mobile app and the Microsoft 365 Copilot mobile app if you have them installed on your mobile device.

SharePoint Site Pages Favorites

If your IT team is familiar with SharePoint, they will most likely have more than one site page within SharePoint sites. The purpose of site pages is to display information differently for different audiences within the same site. So, if you have access to the site pages, you can also make them Favorites. This feature is interesting because SharePoint .aspx pages will also be displayed in OneDrive Online, which could make navigation more manageable for the field user.

Microsoft SharePoint for Construction Project Management

Want help managing your construction projects with Microsoft 365? Lydon Solutions has in-depth experience providing solutions for the construction industry on Microsoft 365. You can reach out below for a free one-hour consultation.

If you need a turnkey construction management platform for Microsoft 365 SharePoint, you can request a demo of Construction Viz here.

Get a Free Consultation

Jumpstart Your Projects with These SharePoint Construction Templates

Microsoft Tips |

Have Microsoft 365 SharePoint Online but don't know where to start building your construction project sites? Check out this post to find out more about our SharePoint construction templates to quickly start managing your projects in Microsoft 365.

Our Three Most Popular SharePoint Construction Templates

Lydon Solutions has been delivering SharePoint-based solutions to the construction industry for 15 years. Over that time, we have developed many unique sites for managing construction projects based on our experiences as project managers and project control managers. Because companies and organizations new to Microsoft 365 might not know where to start building their own SharePoint sites, we created several custom SharePoint construction templates to help jumpstart the process.

In this post, we will discuss three of our most commonly requested customizable SharePoint construction templates: Leaning Center, Reporting Center, and Document Approval.

Learning Center SharePoint Construction Template

Learning Center SharePoint Template

Summary: We designed the Learning Center SharePoint template to make it easy for users to find training materials and schedule training sessions quickly.

Why: Construction projects are typically supported by matrixed organizations, each with its own required training and materials. Our goal is to bring them all together into one site where users can find the training they need for the project.

Highlights: The site is visually organized by training topics that allow users to further drill down into specific documents and videos. Also included is a training calendar to access/sign up for training sessions.

Reporting Center SharePoint Construction Template

Reporting Center SharePoint Template

Summary: The Reporting Center consolidates all of your Power BI reports into a central location.

Why:  A project/program can generate many reports that may need to be shared with the teams. We designed the Reporting Center as the reporting hub where users can access all reports across the project/program based on permissions.

Highlights: This site provides dashboards of critical KPIs, highlights a project/program status report, provides an easy way to share reports, and includes the ability to email reports to a distribution.

Document Approval SharePoint Construction Template

Document Approval SharePoint Template

Summary: The Document Approval site to provides an easy way to upload and approve documents.

Why: Projects need an easy way to receive and approve project documents. Also, they need email notification when a new file is uploaded and approved.

Highlights: This site can include several workflows, such as extracting attachments from emails, AI to read files and assign metadata to SharePoint columns, sending email notifications of receipts and approvals, and electronic approvals sent via email and Teams approvals. The ability to approve documents is based on permissions and is as easy as clicking the approval icon next to a document.

Streamline Your Construction Projects with Expert Microsoft 365 and SharePoint Solutions

Elevate your construction project management with our proven Microsoft 365 and SharePoint expertise. From customizable templates to full-scale enterprise solutions, Lydon Solutions has empowered dozens of organizations to master their multi-billion dollar project challenges.

Ready for streamlined success? Fill out the form below for a no-obligation consultation, or explore https://www.ConstructionViz.com for an advanced enterprise solution. Let's take your project management to the next level together.

Get a Free Consultation

Lydon Solutions Reaches the 15-Year Mark!

Company News |

Lydon Solutions has reached a significant milestone of 15 years in business as an IT services and product company supporting the construction industry!

When you take a step back and think about it, you realize it’s a significant milestone for any business considering:

  • One-third of all new businesses exit in the first two years.
  • Half exit in the first five years.
  • Only one-quarter of businesses survive to 15 years.

Many factors are involved in sustaining a business for this long. Still, I believe the most important thing is having a great team that drives innovation, provides second-to-none customer service, and is committed to delivering the best products and services possible.

While there are days when you want to pack it in, there are always moments that keep you coming back and restore your focus. Also, working with my wife is a rare opportunity, and working from home helps balance my professional and personal lives.

ls-promo-cv_lg

Manage Your Construction Projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management solution optimized for YOU and your workflow. For maximum flexibility, the solution is available in the cloud, on-premise, or as à la carte apps for Microsoft SharePoint and Microsoft 365. Learn More >

Observations for Other Entrepreneurs Based On 15 Years in Business

As the years pass, you tend to take stock of ideas and lessons that have helped you on the journey. Here is a short list of observations that might help other entrepreneurs or those who are looking to get the most out of their careers:

Innovation. To compete, companies and individuals need to embrace technology. Technology is changing faster than ever, and if you don’t leverage it to your advantage, your competition surely will, especially with the emergence of AI in all aspects of the technology and business worlds.

Solve problems. If you are in the consulting space, everything comes down to whether or not you can solve your client’s problems. Some higher-end consulting companies provide great PowerPoint presentations, and they do win work but don’t keep work. If you want to stay around long-term, listen to the client and solve their problems.

Diet and Exercise. There is an enormous amount of stress in our daily lives, much less starting and managing a company. It’s easy to get off track with bad habits, and you are no good to anybody if you can’t operate at 100%. The best thing I have found is to stick to a healthy diet and set a regular exercise routine. Working out in the morning ensures you get it done and provides peace of mind that you have accomplished something every day.

Cycles. When you start a company and have some success, you will naively think it will never end. Unfortunately, your company might end up in a bit of a slump. A life tip my dad always said to me was, “Keep a level head through the ups and downs. Don’t get too high, and don’t get too low.” Business cycles can and will inevitably occur, and you have to ride the waves and always be mindful of why you took this path in the first place. Make sure to plan for the worst and save for the downturns.

Enjoy the ride. While it is often hard to see the forest through the trees, every once in a while, take a step back and admire what the team has accomplished. To think we started the company by building custom SharePoint sites for construction and now have a product, Construction Viz for Microsoft 365, built on React as a progressive web app that stands up against some of the largest PMIS solutions available, is crazy to me. Who knows what tomorrow will bring? We have accomplished a lot, and I’m very proud to work with a fantastic, hard-working team.

Thanks for continuing to read our posts and articles and subscribing to our Lydon Solutions and LinkedIn newsletters.

Team recognition 2014
Construction Viz 1.0
Teambuilding 2018

Tips from the Field: Easily Copy a SharePoint Library and All Its Content

Tips from the Field |

Here is a simple tip that allows you to easily create project document libraries with their content from a template in Microsoft 365.

Lydon Solutions has been delivering SharePoint-based solutions for over 14 years. We’ve seen the evolution of SharePoint over that time from an on-premises application to the new cloud-based Microsoft 365 SharePoint Online. While the move has provided many benefits, some features have changed or deprecated with the new SharePoint Online. One such feature change is copying a document library and its contents from one location to another.

Back in the day, with SharePoint on-premises, if you wanted to create a list or library template, you would go to the list or library settings, click Create a Template, and provide a name. You could then use that template when you add a new list or library to your site. You could even export and import templates to other locations.

With SharePoint Online, the save a template feature is still there, but you unfortunately can’t use the template you save, which is weird. Caveat: the ability to save a template depends upon enabling features in the SharePoint site containing the document library. Straight out of the box, saving a template is unavailable.

This lack of copying ability creates a problem if you have a site where you manage multiple projects that all need to use the same document library structure with folders. Obviously, you don’t want to re-build a new document library whenever you have a new project.

How to Copy a SharePoint Library

Thankfully, there is a way out of this conundrum. SharePoint Online provides a way to copy libraries with their content but with a different approach than using list and library templates.

Here are the steps:

  1. Create a document library, name it “template,” and build out the folder structure as needed. Add any files that you want to have in your template document library.
  2. Create a new document library, but select “From existing library.” Select the template document library you created in step 1. This feature copies the template library and all the columns but does not copy the structure and content.
doc-lib_1
  1. Return to your template document library, select all the folders, click on the ellipses, and then select “Copy to.” You can then use the breadcrumbs in the pop-up window that appears to locate your new document library; then click on the “Copy here” button.
doc-lib_2
doc-lib_3

Presto, you have now replicated your template document library! Simple right? This is a great feature that allows you to copy content to any location.

So, instead of building a homegrown solution using an application such as Power Automate or installing a third-party tool that costs thousands of dollars yearly for a license, you combine two out-of-the-box features to solve the issue.

We hope this tip helps you use SharePoint Online to manage your projects. You can reach out for a free one-hour consultation if you need help with SharePoint or Microsoft 365.

Keep Your Construction Data Safe with Microsoft 365 Permissions – Part 3

How-To |

In part 1 of this three-part series on Microsoft 365 permissions, we discussed Microsoft 365 admin roles and application-specific permissions. In part 2, we covered Microsoft SharePoint permissions. In the final part of this series, we will focus on file-sharing permissions in Microsoft 365.  

With Microsoft OneDrive and SharePoint applications, you can share individual files and folders directly with internal and external team members. The process is much more straightforward than the permissions management process in SharePoint, as discussed in part 2 of this series. Still, it is easy to overlook the underlying sharing features because of its perceived simplicity. Without understanding the extent and interdependences of sharing, determining who has what permissions and what level of permissions users have across all assets in your libraries, folders, and sites can be challenging. 

Recently, Microsoft has unified the sharing menu across Microsoft 365 applications, so the sharing user interface is consistent, making it easier for users.  

The New File-Sharing Feature in Microsoft 365

The new Microsoft 365 sharing menu packs a lot of functionality!  

Once you select a folder or file, you can click on share to bring up a modal window with the option to choose with whom you want to share the file. There is also an area to provide a message if you intend to email a link to the record. You can also copy and send the link manually via email or chat or paste it into a document.  

Picture1

A few features worth highlighting in the new share menu:

1. Sharing settings – If you click on the cog in the top right of the share menu, you will access the sharing. Depending on your SharePoint administrator’s permission management controls, you can select categories of people you can share the file with and the permission level you want to be associated with the file. You can even block the file from being downloaded.

Picture2

2. Permission Levels -  If you click the down arrow next to the “add a name, group, or email” field where you input who you want to share a file with, you will get the permission levels you can assign to the file.

Picture3

You will better understand permission levels if you refer to part 2 of this series of permission management articles. With regards to SharePoint, these levels correlate to:

    1. Can edit -  Contribute access.
    2. Can view – Read access
    3. Can review – This is new to those familiar with SharePoint permission levels. “Can review” allows you to add comments to a document, but you do not have edit control.

3. Manage Access – If you click on the avatars (people icons) in the bottom left, you will access the Manage Access settings.

Picture5
  • You can grant access/permission to the file from here if you click on the plus avatar in the top right of the screen.
  • Under the People tab, you change a person’s access/permission level.
  • The Groups tab displays the number and list of permission groups assigned. Links will display a link aligning with the access/permission levels given so you can easily copy the links.

There’s a lot of functionality in this small modal window, but make sure to investigate to know exactly who can do what with your files.

You might wonder how this aligns with SharePoint since it has its own permission management structure. From Part 2 of this series, we referred to breaking inheritance when you assign unique permissions on each asset (list or library) in SharePoint. When you share a document directly using the share menu, it breaks the inheritance behind the scenes in SharePoint. That’s an essential action in SharePoint that you need to be aware of because of the following:

  • If you add any new assets to the site, they will not automatically inherit the site permissions. You will have to add them manually.
  • It is not readily apparent that you are sharing your file at a glance. In SharePoint, you can see who can access the documents by editing the document library view and including the “shared with” column.

Sharing files in Microsoft 365 is relatively easy, but many considerations are needed to maintain the security of your data. We recommend using permission groups as much as possible and avoid assigning permissions to specific users. Also, it is a best practice to create a permissions matrix for each project that details permission groups, levels, members of each group, and the assets to which each group has access.

If you find permissions management complicated and need help getting things up and running or need help with Microsoft 365, you can reach out for a free one-hour consultation here.