Case Study: Working with external parties in SharePoint

In the previous blog we talked about a solid Identity & Access Management that a secure and flexible collaboration allows. This article shows you how, based on a reliable system IAM, you can easily collaborate effectively with external SharePoint users

 

Welkomportaal

1. Pardalum is a fictitious construction company. They have 250 internal users, working closely with various partners and sometimes take a freelancer at specialized tasks. Nathan Jones is Account Manager and has just achieved a new mission to perform maintenance at the Golden Gate Bridge. A big job that Pardalum is going to perform with her partner Ipsum Company and a freelancer, James Porter. To start the cooperation, Nathan creates a project in SharePoint from the Pardalum welcome portal.

 

Nieuw project aanmaken2. By clicking on the green tile ‘Projects’ Nathan can start a new project. He gives the name Goldon Gate Repairs and choose the template ‘Project site’. In this template the appropriate settings and site structure is already set. By clicking the ‘next’ button it creates a new SharePoint project site with the corresponding template. Within a few minutes, this is all created.

 

manager toewijzen aan project

3. Nathan then asked to assign a manager to the site. In this case, Nathan introduces himself as a manager, but in some organizations this could be the project manager itself or be an employee of the office project.

 

Nieuwe project in welkomportaal

4. Nathan clicks ‘finish’ and within seconds a new tile appears in the welcome portal of Nathan.

 

 

 

edit tile

5. As you can see, the tile of the Golden Gate Repairs project does not have a pretty picture so the project is not yet quickly recognizable. Nathan right-clicks on the tile and choose ‘edit tile’. Then he chooses a picture of the Golden Gate Bridge and click’ next ‘.

 

right click add users

6. The project now has a recognizable picture, but until now Nathan is the only one with access to the project. Nathan is the site manager, he can add people to the site by again right-click and choose “Add user.”

 

 

Add new users and submit emailadres

7. He starts with his colleague Roeland van den Berg who will carry out the implementation from Pardalum. Petra Simmons of Ipsum Company is also involved in this project. There is a bond of trust between Pardalum and Ipsum so that Nathan can choose from Petra’s list of known users. Pardalum will work for the first time with freelancer James Porter. For that reason, Nathan uses the email address of James and asked if he would like to add it as a new user.

 

onderscheid verschillende personen8. We are working with icons to ensure that the site managers will keep an eye on who they add. The green represents an employee, the blue a partner and the red one a new partnership, so beware!

 

 

automatische invite aan ZZP'er

9. Just a note about the role of James Porter. James is a freelancer and only uses his outlook.com email. Nathan has just invited him with his address. James will receive an automatic email. It states that he has been invited to participate in the collaboration portal Pardalum. From this portal, he has access to the Golden Gate Project and any relevant applications that come with it.

 

welkomportaal voor ZZP'er ziet alleen waar toegang is10. Because James has already logged in at outlook he can by clicking on the link with Single Sign On to the Pardalum portal. Here he finds all applications where James has access to. Pardalum has chosen everyone with whom they work to give access to their Yammer environment, allowing James to see the Yammer app. By clicking on the project James can start to cooperate and work into the planning.

 

Nathan has now established a safe and efficient cooperation in just 5 minutes. All correspondence, documents and schedules are neatly put into the Pardalum SharePoint environment and IT continues to maintain an overview.

Now managers can easily add people, but the important thing is they can also remove them on time. The next blog we will talk about this more in depth.