OGCI had a requirement to share knowledge with specific individuals outside of their M365 tenancy, without opening up their intranet or other workspace environments. They also wanted the ability for guests to search and filter back data based on a number of different criteria, such as geography, document type etc. in an easy and intuitive way.
The approach was to first ensure access to the portal was secure and managed using best-practice. We tested a few scenarios and settled on one that ensured access was very controlled and managed using security groups. The end-user experience was also important, and not necessarily limited to out-of-the-box search functionality. A third-party web part was tested and deployed as the preferred route.
Solution: (built using SharePoint)
The end-user experience was also important, and not necessarily limited to out-of-the-box search functionality. A third-party web part was tested and deployed as the preferred route.
An independent ‘ring-fenced’ communications site was deployed with guest access / sharing allowed. The site document library was configured with various columns to categorise content for filtering and search. Managed properties where used and mapped to refinable strings to enable the use of the third-party search web part.
Folders were configured with default metadata making document tagging easy and logical.
The permissions model used a security group to capture all guests, managed within AAD. Guest access to the site was established via an invitation to authenticate via AAD first. A link was then sent to access the knowledge portal directly.
A simple, yet robust and secure SharePoint intranet was established, delivering a good end-user experience and an easy to manage document repository.
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