A Better Way to Collect Documents
SharePoint’s Request Files feature offers a simple, secure way to gather documents in one place, and it’s an excellent alternative to tools like Dropbox or Google Drive for file collection. Designed to streamline workflows, this feature allows users to send a dedicated link where others can upload files directly to a chosen SharePoint folder, even if they don’t have SharePoint access. This setup centralizes document gathering, cutting down on clutter, minimising email attachments, and ensuring files are available within your 365 Tenancy when you need them.
How ‘Request Files’ Replaces Other Tools
Using tools like Dropbox or Google Drive for document collection often means juggling shared folders or managing permissions, which can get messy, especially when dealing with sensitive information or large teams. Besides making your electronic security profile more complex, it often also means you are paying for a second service when there is a system to manage this already within you Microsoft 365 tenancy. Declutter your platforms and only pay once!
SharePoint’s Request Files link, bypasses the extra account administration by creating a one-way upload pathway. Only the requester (the person who created the link) can view the contents of the folder, keeping everything secure and private, unlike traditional shared folders that give view or edit access to everyone.
This feature isn’t just about collecting files—it’s about integrating submissions directly into your existing SharePoint environment. Instead of managing folders across multiple platforms, with SharePoint you keep all collected documents within the same space as your organisation’s other resources. The result is a smoother workflow where files are immediately accessible in a familiar system and in the correct location, without switching between tools.
Key Benefits of Request Files in SharePoint
- Centralised Collection and Better Organization
With Request Files, you can consolidate everything in one designated SharePoint folder. This setup is perfect for large projects, gathering client submissions, or receiving documents from different departments. Without scattered emails or various third-party links, everything goes to a single spot, ready to access and use. This kind of organisation reduces back-and-forth emails and manual sorting, saving time and keeping workflows moving forward. - Secure and Private by Design
Request Files ensures that uploads are secure. Only the requester can see the files submitted, which is a huge benefit when handling sensitive or confidential data. This design eliminates the accidental data leaks that can happen when people are given view access to traditional shared folders. It’s a great fit for organizations that need to meet data privacy standards or simply want peace of mind about who can see what. - Simple for External Users
Getting files from clients, vendors, or external collaborators doesn’t require account setups or extra permissions. Just send them the Request Files link, and they’re ready to upload. This simplicity makes it easy to bring in documents from outside parties without requiring them to navigate SharePoint or even have SharePoint access. It’s a more straightforward experience for everyone involved. - Integrates with SharePoint’s Tools for Efficiency
The files collected through Request Files aren’t just sitting in SharePoint; they’re ready to use alongside all of SharePoint’s document management tools, like version control, metadata, and workflow automation. This makes it easier to manage submissions long-term, with files immediately fitting into your existing SharePoint setup for faster reviews, approvals, and collaboration. There’s no need to transfer files over from another platform—they’re already where they need to be. - Reportable, transparent and auditable.
The shares and open folders are able to be listed and reported upon in a simple format, enabling the user to manage who still has access: for instance for the duration of a project. Removing the access is simple.
In short, SharePoint’s Request Files feature is a powerful tool that streamlines document collection, ensures privacy, and keeps everything within your SharePoint environment. It’s a single, integrated solution that helps replace other tools and makes collaborative document collection easier than ever.
Are you making use of the tools you’re already paying for? Or are you doubling up your costs by using an external service to manage file sharing/uploads?
If you want help setting up or navigating the ‘Request Files’ feature in your existing 365 tenancy reach out to the friendly team at GroupSupport on 08 9277 1768.
