The Access control functionality in PortalTalk helps you to present that you have your access to data under control. Each workspace will have Access control enforced in the settings. The Owner of the workspace is required to confirm on a regular basis that the members should still have access to the workspace. If the Access Control is not carried out, a reminder is sent and an escalation e-mail (e.g. to the Security Officer) can also be sent. PortalTalk also presents which documents are being shared with users outside the team invited to participate in the workspace. Finally, comprehensive reporting on the Access controls is available in PortalTalk.
Managing the external access without restricting the ability of the organization to collaborate with external parties like customer, partners, and suppliers is very hard to do. There is a thin line to balance on. PortalTalk provides a standard interface in both Teams and SharePoint to invite members to participate in workspaces. The IT department can create roles (such as internal, external etc.) in which the authorizations are pre-defined and automatically allocated. End-users use the self-service functionality which is subject to central controls managed by the IT department. Roles can also be assigned for a limited period.
PortalTalk reports on all relevant Security and Governance related activities in the Office 365 collaboration environment – both SharePoint and Teams. All reports can be exported to Excel to be provided to an IT auditor.
- Overview of all workspaces (SharePoint and Teams) with name of Owner, internal and external members, etc.
- A report of all users, the workspaces they have access to and when they were last active. It is even possible to block (or unblock) all access to workspaces directly from this report.
- The access permissions, per user for each workspace in the Office 365 environment.
- Overview of all workspaces and when Access Controls are due to be carried out. Days overdue and owners responsible.
PortalTalk is an integrated Teams App and is available from the left-hand menu bar. Clicking on the PortalTalk icon displays a tiles interface with workspaces sorted into their categories. It makes it easier for end users to organize their workspaces and if the workspace you’re looking for isn’t on the screen, the “search” function can be used.
Another important aspect of the User Interface is that the workspaces can be Office Groups, SharePoint sites and/or Teams. So, if your organization still uses SharePoint sites for certain workspace categories, these can be accessed from the Teams interface.
PortalTalk will ensure that all workspaces (Teams and SharePoint sites) have a uniform structure and that the security controls necessary can be set without making life difficult for end-users. This is being done using Templates for both SharePoint sites and Teams environments. The IT department can create templates for Teams and SharePoint sites and make these available to end-users. The templates also define which users can create this type of workspace, whether external access is permitted, frequency of access control and more can all be set in the template. It increases the usability for end-users while still providing the IT department with the Security and Governance they require.
PortalTalk provides end-users with a “Create” button for creating Teams or SharePoint workspaces using pre-defined templates. It’s also possible to offer end users a “Request” button. This will generate a request to be sent to a pre-defined approver (or group of approvers) providing an extra check as to whether the workspace should be created. An audit trail is maintained of all requests, their status and all approvals and rejections. This is a valuable source of information for IT auditors.