Collaboration Blurry

External Sharing Portals

External Sharing Portals

Sharing important information with third parties efficiently and securely can be a nightmare, but with our external collaboration portals in Office 365, it’s simple.

Work securely and intelligently with third parties via secure data rooms, external sharing project sites, and collaboration tools in Office 365 SharePoint Online.

We make sure you get it right the first time.

We carefully plan your information architecture and train your teams to make sure that your governance is firmly in place, and you don’t end up in a mess a few months down the line.

External collaboration portals can be used for:

  • Customers
  • Suppliers
  • 3rd parties
  • Confidential data rooms

“UK CEO’s envisage managing an organisation made up of many more external partners and providers than ever before.” – KPMG UK, 100 UK CEO’s Survey 2016

Collaboration Benefits of Office 365 Portals

Customers

Controlled access
Granular permissions mean that your customers only see information that you want them to, and vice versa, so you can work together efficiently, safe in the knowledge that your confidential data is secure

Quick and easy communication
You and your customers have instant access to shared information as soon as it is shared to the portal. This means your projects can progress quicker and your clients see results delivered sooner

Active collaboration
Creating a dedicated collaboration space for you and your client means that you can work together in real time and easily see the project’s status

Notifications and alerts
Alerts can be set up to notify you and the client when files are added, amended, viewed, printed, or downloaded, so both parties stay up to date with the project’s progress, and changes/updates can be made quickly

Happy customers
External sharing portals in Office 365 make it simple and easy for your clients to communicate and collaborate with you, and can give you an edge over your less technologically savvy competitors

Suppliers

Real time communication
Updates to files can be made live in the portal, and with simultaneous collaboration tools and @mentions to start discussions or notify each other of important updates, you can collaborate quickly and seamlessly with your suppliers

Instant information availability
You and your suppliers have instant access to information as soon as it is shared to the portal. This means you can work more efficiently with your suppliers, easily keep each other up to date on project progress, and deliver results to your clients sooner.

Large file exchange
Files of up to 10GB can be uploaded to the portal, for easy and secure sharing of video, graphics, and other large files.

No need for 3rd party tools
The external sharing portal functionality is avaiable out of the box with Office 365, and removes the need for 3rd party file sharing solutions such as Dropbox, Box, or Google Drive. When secure external sharing is built in to your existining subscription, why pay more?

Clear roll up and reporting
Maintain a clear overview of your external sharing portal and run dynamic reports based on user behaviour and project status, for simplified resource and project management.

3rd Parties

Platform agnostic access
External users can access external sharing portals even without an Office 365 licence, offering a seamless sharing and collaboration experience regardless of their preferred devices, operating systems, or software

Secure sharing
Granular permissions mean that 3rd parties will only see information that you want them to, and vice versa, so you can work together efficiently, safe in the knowledge that your confidential data is secure

User tailored project visibility
Permissions modelling allows you to control 3rd party users’ access and actions – they will only see what you decide that they need to see. This allows you to work collaboratively with other agencies on a project for your client, sharing the important  information they need to complete the project without ever compromising the security of your client’s data

Portal activity record
Granular permissions and click trails let you monitor activity in the portal, clearly showing who did what to which site or file. You can then quickly and automatically generate in depth auditing and compliance reports based on user behaviour, using dynamic realtime dashboards and pre-defined reports

One-click access control
In Office 365 you can grant or revoke access to the portal at the click of a button. This means that you can deploy portals and get started on collaborative projects quickly, safe in the knowledge that 3rd party access can be revoked instantly should the need arise, either at the end of the project or to protect the security of your data.

Project management
With clear and dynamic dashboard reporting you can easily keep track of your projects’ RAG statuses, simplifying project management and review

Data Rooms

Controlled access
Granular permissions mean that data room users only see information that you want them to, and vice versa, so you can work together efficiently, safe in the knowledge that your confidential data is secure

Real time reporting dashboards
With clear and dynamic dashboard reporting you can easily keep track of your projects’ RAG statuses, simplifying project management and review

Enhanced auditing and compliance
Office 365 External Sharing Portals make compliance simple. Granular permissions and click trails let you monitor activity in the portal, clearly showing who did what to which site or file. You can quickly and automatically generate in depth auditing and compliance reports based on user behaviour, using dynamic realtime dashboards and pre-defined reports.

Granular permissions
Access to data can be controlled at the site, folder, and file level to ensure the security of your data, and ensure that users can only view/access information they are authorised to access

Behaviour monitoring
Office 365 Data Rooms give you in depth insight into user behaviour, including access, viewing, modification, download, upload, and printing. You can also set up automatic alerts to notify users/portal owners of site access, changes made etc. User identities also help Office 365 to identify unusual or suspicious behaviour, and raise alerts or enhanced authentication processes as required.

User anonymity

Office 365 Data Rooms are ideal for when your users need to remain anonymous, such as when information is being shared with multiple potential investors. Users can access documents and information within the data room with complete anonymity from other users, without affecting the behaviour and activity history that will be seen by the Data Room’s manager

Confidential Data Rooms are ideal for:

Corporate legal cases – Where specific confidential information needs to be shared only between approved members of the external legal team and authorised users within the business

Investor access – To allow potential investors controlled access to specific information about the business, while obfuscating their presence from other investors and protecting their privacy

Auditing – To allow third party auditors to access only the relevant information

Professional services providers e.g. Accountants – Allowing secure external access only to the latest company accounts or relevant documents

Our Approach

  1. Discover
    We partner with you to establish your key requirements and understand your business goals to make sure you get the most out of your corporate intranet.
  2. Consult
    We use your requirements to deliver honest advice and develop a project plan. We’ll deliver a solution that will satisfy your requirements, support your goals, and deliver real business benefit.
  3. Engage
    We engage with stakeholders across your organisation to gain user buy in and deliver best practice guidance to ensure that all your users get the most from your external sharing portal
  4. Deliver
    We focus on getting your portal up and running as soon as possible to start delivering business value fast.
  5. Innovate
    We maintain an ongoing relationship with all our clients to monitor user adoption, and identify areas for improvement, development, or training.

Talk to Us

Call Us

01223 772365