How to Upload Files Anyone Can View

April 13, 2022 Post a Comment

The good news is that Microsoft rolled out a new 'request file' feature in December 2019. So although you still tin't request files from people outside your organisation using Microsoft Forms, yous tin using OneDrive.

In this article nosotros'll expect at how you can get other people to upload files to your OneDrive account. We'll likewise await at the limitations of this new feature and alternatives.

First up, you can only apply the 'request files' feature of OneDrive if you have a OneDrive for work or school business relationship. The feature is not bachelor for Office 365 Regime, Office 365 operated by 21Vianet, OneDrive for home, or Role 365 Germany.

If you have whatever of these Microsoft products, you'll need to work with either a competitor product, or file upload software that natively integrates with Microsoft OneDrive.

Requesting files using OneDrive

Notwithstanding, if yous do take a business or school account then the procedure of requesting files is adequately straightforward:

Choose the folder you want to upload files to and select 'request files'
Describe what files you are requesting
Transport a link to people or enter their emails
Y'all'll receive a notification email whenever someone uploads files to your file request folder

For screenshots and more information come across Microsoft's help documentation.

Security considerations

For this characteristic to piece of work you need to 'enable Anyone links in OneDrive'.

Allow users to share files and folders by using links that permit anyone who has the link access the files or folders without authenticating. This setting also allows users to share sites with new and existing guests who authenticate.

This setting is for your system overall: "The OneDrive setting tin be more restrictive than the SharePoint setting, merely not more permissive". And so if you use SharePoint too, then y'all'll need to be as permissive for that platform.

Enabling this link for your entire organisation can lead to security issues, of which Microsoft is enlightened: "When yous allow bearding users to upload files, y'all're at an increased take a chance of someone uploading a malicious file."

You also risk unathorised sharing of sensitive information:

When Anyone sharing is enabled for your organization, the default sharing link is normally prepare toAnyone. While this can be convenient for users, information technology can increase the run a risk of unintentional unauthenticated sharing. If a user forgets to change the link type while sharing a sensitive certificate, they might accidentally create a sharing link that doesn't require authentication.

Microsoft suggests a few ways to mitigate this adventure:

Fix a time limit on links
Irresolute the default link to ane that works for people within your organisation. Users who want to share with other people would then accept to specifically select that option.
Change permissions for files and for folders to view-only
Create a data loss prevention (DLP) rule

For more than data, come across Microsoft'south article 'Best practises for sharing files and folders with unauthenticated users'.

Aside from the security bug, which can be managed to an extent, there are a few major limitations with this new feature. The main ane is that it is quite a basic feature.

The upload form that is sent to people via a link is restricted in terms of pattern, also every bit power to collect text-only data. It is also quite unhelpful if yous want to collect multiple files.

In the example below, y'all tin can say who is requesting files, and add a description. But that's about it.

In dissimilarity, specialised file upload page software allows you to create a file asking like this:

multi-page form example

Using this upload folio, you can:

Add together your branding and logo
Collect different types of information, from phone numbers and dropdown options to dates and longer-form text
Create multiple dropzones to make it easier for people to know what to upload
Use conditional logic and so your clients only meet questions relevant to them
Create multi-page forms to amend your response rate

File upload services vs OneDrive 'file request' feature

The obvious advantage of the 'file request' characteristic is that it is now included with OneDrive, if you have a business or schoolhouse account.

It is a decent characteristic if you want to collect files from people who volition be okay with a fairly basic user experience, and trust your company or organization already. This would exist the case for schools running a competition, for example, who want to invite digital entries.

The key points in favour of this feature are:

Anyone can send you a file
All the files sent to you are saved in a unmarried binder that you choose
People who answer to your request tin can only upload files and non view or edit other files (if you lot select this choice)
Although in that location might be some security issues, Microsoft advises on how to overcome these

In contrast, file upload services cost money ($49/month for a team programme, for instance). However, their job is specifically to make information technology as like shooting fish in a barrel and intuitive for you to gather all types of content from anyone. So you do get a lot of additional functionality, which should be enough to justify the price:

Ability to embed your upload class in your website
Much more control over customising your upload form
Forms looks skillful on mobiles
Ability to create a form that allows you to gather text data too equally files
Set up automated e-mail sequence to send reminder emails and and so on
Bank-level encryption and password-protection if you lot demand it

A file upload service, like File Asking Pro, also natively integrates with OneDrive and SharePoint. If y'all prepare upwards dynamic file organisation, y'all can also ship files to your Microsoft cloud account already organised into subfolders by whatsoever value you choose.

If you're not sure which option to choose, you can always sign upwards for a costless trial for a file upload service, and see how you lot get on. Nothing beats testing an actual service to see if it suits your specific setup and requirements.

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Source: https://filerequestpro.com/articles/allow-others-upload-onedrive/