Some of the most powerful and widely used collaboration tools are hosted in the cloud to ensure business continuity, regardless of the distance between different users. SharePoint is one of the most effective Microsoft tools: ideal for creating sites, it also acts as a document library and offers a multitude of other useful functions for communication within and outside a company. It also integrates with other Microsoft 365 solutions such as Teams, OneDrive, and Yammer, and all of these tools work together to deliver an unparalleled collaboration experience with Sharepoint Consulting Company.
However, it also poses quite a challenge for administrators, as users can independently create sites, share documents externally, and add users without the proper permissions. Without proper management, the situation could turn into a disaster.
On the other hand, IT and security administrators cannot continuously monitor every user request and action. This is why having governance in place is essential to ensure an environment that is compliant and secure, but where users also have the ability to submit requests to accomplish their tasks.
In this article, we look at the benefits of SharePoint governance and how it interacts with settings from other Microsoft 365 solutions and services.
What is SharePoint Governance?
Governance is one of the first aspects to consider before starting to work in SharePoint, whether on-premises or online. Microsoft simply defines governance as “ a set of rules, roles, responsibilities, and processes that define how your organization's business units and IT teams work together to achieve your organization's goals. As mentioned earlier, SharePoint is integrated with other Microsoft 365 applications. Therefore, talking about governance in SharePoint is like talking about collaboration governance in Microsoft 365 as well.
Settings interactions between Microsoft 365 Groups and SharePoint
Microsoft provides a number of options to enable governance policies in SharePoint and other related apps, such as Microsoft Teams, Outlook, Yammer, and Microsoft 365 Groups. In Microsoft 365 Settings, Groups Microsoft 365 has some settings in common with SharePoint, especially related to sharing and creating group or team sites. The figure below shows the set of settings common to Microsoft 365 Groups and SharePoint.
How do these parameters interact? The following examples highlight the relationship between these parameters. For more information, refer to this Microsoft documentation .
External Sharing for Company and Site: This is a SharePoint setting that allows users to share files and folders outside of their company. When the setup in SharePoint does not match the setup in groups, group guests cannot access the site and external access is only available on the site within the group. The remedy is to control both the group settings and the SharePoint settings for team sites linked to a group.
Allow users to create sites from the SharePoint home page and OneDrive: This setting determines whether users can create new SharePoint sites. When this setting is disabled, users can still create group-linked team sites when creating a group.
Settings interactions between Microsoft 365 Groups and Microsoft Teams
While the figure above depicts the relationship between the Microsoft 365 Groups and SharePoint settings respectively, the figure below additionally shows the Teams settings.
The following sample scenarios illustrate the relationship between these three Microsoft services. However, some SharePoint settings do not directly impact the user experience in Teams.
Allow users of certain security groups to share externally: This SharePoint setting allows members of certain security groups to share files and folders externally. It does not prevent team owners from sharing teams externally, in which case team guests can access the associated SharePoint site.
SharePoint site sharing settings: This setting determines who can share the site outside of the team and is configured by the team or site owner. It allows you to add users to a site who do not have access to the team itself or its content.
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