Define Your Office 365 External Sharing Strategy

Transcription

1 Define Your Office 365 External Sharing Strategy Tuesday, April 24, :00-1:00 PM

2 Peter Carson President, Extranet User Manager and Envision IT SharePoint MVP Partner Seller, Microsoft Canada VP Toronto SharePoint User Group

3 Logan Guest Sales e: p: (647)

4 Agenda Introductions Extranet Considerations Office 365 External Sharing OOTB Administering External Sharing Extranet User Manager Features Demo and Customer Scenarios Wrap Up and Q&A

5 Private by default

6 Office 365 Groups Matt Wade -

7 What is an Extranet An extranet is a website that is accessible to users outside of the corporate network, which allows organizations to share information and collaborate with their customers, partners, and/or vendors in a secure and easy-to-use environment It may be delivered in a number of ways: As an extension of the public website As a secure portion of the corporate intranet As a standalone extranet

8 Styles of Extranets Collaborative One to Few SharePoint Online (Office 365) or on premises Typically invitation only Collaborating on documents File upload and download Editing Various file types Often project focused Publishing Secure website One to Many May also have a public (anonymous) section Self-registration is common One way push of private content out Limited feedback Like and comment File upload Profile management

9 Five Considerations for your Extranet 1. Who will be accessing the extranet? Is there a member database to interface with? Members Customers Vendors Suppliers Volunteers Board of Directors Citizens Researchers Tenants Partners

10 Five Considerations for your Extranet 1. Who will be accessing the extranet? Is there a member database to interface with? 2. Self-registration option or invitation only? Who approves new registrations? Invitation Only Smaller, known set of users Managed centrally or delegated Self Registration Onboarding hundreds or thousands of external users Approval workflows Auto-approvals Delegation

11 Five Considerations for your Extranet 1. Who will be accessing the extranet? Is there a member database to interface with? 2. Self-registration option or invitation only? Who approves new registrations? 3. How will your extranet users authenticate? and password Self-service password reset Office 365 / Azure AD Microsoft Account Google Facebook LinkedIn Twitter

12 Five Considerations for your Extranet 1. Who will be accessing the extranet? Is there a member database to interface with? 2. Self-registration option or invitation only? Who approves new registrations? 3. How will your extranet users authenticate? 4. What interactions are your external users going to have? Accessing published content Collaborating on specific documents Accessing team or project sites Becoming full-fledged members of Office 365 Groups

13 Five Considerations for your Extranet 1. Who will be accessing the extranet? Is there a member database to interface with? 2. Self-registration option or invitation only? Who approves new registrations? 3. How will your extranet users authenticate? 4. What interactions are your external users going to have? 5. What applications will be accessible? Office SharePoint Online, OneDrive for Business Office 365 Groups Teams, Planner, Yammer Other Office 365 Apps - Power BI, Stream, PowerApps, Flow SharePoint On Premises Third Party SaaS Applications Custom Applications On Premise or Cloud

14 Office 365 External Sharing OOTB 1. Who will be accessing the extranet? 2. Self-registration option or invitation only? 3. How will your extranet users authenticate? 4. What interactions are your external users going to have? 5. What applications will be accessible? Any type of external user Invitation only Office 365 / Azure AD, Microsoft Account Any interactions Office 365 only

15 Ignite Office 365 External Sharing

16 Scenario: simple external sharing Sales materials Sales materials Make it easy for them Don t make them sign-in Don t make them create an account Let them forward it to whoever they want

17 Shareable Links Link works for anyone who has it Can be read-only or editable Can set an expiration date Recipients decide who else gets access Guaranteed to open for anyone who receives it, on any device Share with anyone easily via , chat, social, etc. No frustrating errors or sign-in/up

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19 Notification of anonymous link creation Protect your stuff by knowing when it s been shared See what was shared Remove access if desired

20 Link for Only People in Your Organization Transferrable, revocable secret key Added security: users must also be signed in to the organization Allows recipients to forward within your organization Blocks external people from accessing

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22 Scenario: Secure External Sharing I want an external partner to review my secret document

23 How to: Send a link that works for only specific people A non-transferable, revocable secret key Users must prove they re the intended recipient Internal users and guest users must be signed in to their existing account External users verify with a one-time passcode

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26 External Sharing at the Site Level Invite external users or groups at the site, list, or library level Managed through regular SharePoint permissions External users need to sign in

27 Sign-in Experiences User Type Existing Office 365 or Azure AD user Business not in Azure AD Consumer (Gmail, Hotmail, etc.) Experience Logs in with their Azure AD credentials to accept the invitation Azure AD tenant is created behind the scenes User creates a password Can provide their name and country Azure AD manages the password reset requirements Tenant can be converted to a fully managed Azure AD tenant later Account is converted to a Microsoft account in the background

28 Admin controls for external sharing

29 Managing external sharing Control WHO can share to external users Everyone Only specific people No one Control WHICH external users can be shared with Anyone Only authenticated users Only authenticated users except specific domains Only authenticated users in specific domains No one Control WHAT can be shared externally Anything Only specific sites Only files without sensitive content Control HOW externally shareable links can be used Default Enabled, but not default Mandatory expiration date Block externally-shareable edit links Disabled

30 Four Places to Configure External Sharing Office 365 Admin SharePoint Admin Site Collection Admin PowerShell

31 Office 365 Groups and External Sharing

32 Office 365 Groups Matt Wade -

33 External users in Office 365 Groups Receive mails sent to the Group address Have access to the Group s files and folders in OneDrive Have access to the Group s site in SharePoint Participate in team chat in Teams

34 Adding External Users to Groups

35 Styles of Extranets Collaborative One to Few SharePoint Online (Office 365) or on premises Typically invitation only Collaborating on documents File upload and download Editing Various file types Often project focused Publishing Secure website One to Many May also have a public (anonymous) section Self-registration is common One way push of private content out Limited feedback Like and comment File upload Profile management

36 Extranet User Manager Features

37 End User Components Register Set Password Manage your profile Change your password Reset forgotten password

38 Admin Components Delegated access for the business owners and external users Search, add, edit, and import users and groups Used by administrators to configure the system General settings Open ID Connect and WS-Federation templates Office 365 Azure AD B2B

39 Branded Experience Maintain your corporate brand throughout the entire user experience Registration All end-user pages

40 Delegated User Management Management of the Extranet users is delegated to the business IT doesn t need to manage accounts Can also be delegated securely to the external organizations themselves

41 Self-Registration Fully customizable registration experience Self service profile page Fields can be added or removed Can be integrated into back-end systems Customizable approval workflow Full Visual Studio source code project provided

42 Forgotten Password Request a password reset by Passwords themselves are never sent through One-time use, time expiring token sent

43 Multi-Factor Authentication Second factor authentication through a or text message Configurable rules for triggering Also used for revalidation

44 Works with SharePoint 2010, 2013, 2016 and Office 365 Does not need to be installed on the SharePoint Server PowerShell script setups up the trust Office 365 supported through Azure B2B

45 Adaptive Design Leverages the Bootstrap framework All end-user pages adapt to smartphone, tablet, or desktop experiences

46 Azure Hosted or On Premise Can be installed on an on premises server SharePoint Server IIS Server Hosted in Azure Secure multi-tenant hosting Managed by Envision IT 7x24 monitoring and remediation

47 Extranet User Manager Demo

48 Customer Case Study: Associated Engineering The Problem: Associated Engineering work with multiple external parties on projects of various sizes They require efficient collaboration and communication is key. SharePoint on premises pilot quickly became production Lack of high-availability and disaster recover became a significant risk.

49 Customer Case Study: Associated Engineering The Results External Partner Access through Azure AD B2B Over 1,000 external users High-Availability & Disaster Recovery in Office 365 Delegated User Management with Extranet User Manager Project Site Creation Automation

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51 Extranet User Manager Overview Delegated management of external users Self-registration, approval workflows, profile, and password management Search, add, edit, and import users and groups Supports on premise and O365, as well as custom and SaaS applications

52 Customer Case Study: OACAS Member Portal OACAS is the Ontario Association of Children's Aid Societies The Challenge: 8,000 members across 50+ member organizations Provincially funded training resources to be delivered through SharePoint and Desire2Learn Previous portal limitations No search No CMS required web designers to update IT needed to manage infrastructure No single sign-on to D2L

53 Customer Case Study: OACAS Member Portal OACAS is the Ontario Association of Children's Aid Societies The Results: Cloud hosted solution in Office 365 and D2L Auto-approval of most accounts on-boarded 500 new users per day at peak SSO between Office 365 and D2L Responsive design for mobile support Licensing provided through Office 365 for Nonprofits

54 Customer Case Study: OntarioMD goes to the cloud with Extranet User Manager OntarioMD is a government funded Not-For-Profit for 14K Ontario physicians The Challenge: Needed a new corporate website and portal Reduce the cost of current hosting Easy to maintain site for 14,000 physicians and staff Seamless migration of content, functionality, and user accounts Hosted and managed solution

55 Before and After Previously on a 10 year old Oracle WCI platform OntarioMD was already an Office 365 customer Proposal was to leverage SharePoint Online as the Content Management System Azure Web Apps used to host the public website and Extranet

56 Financial Result New operating costs LESS than the annual Oracle maintenance fees! Decommissioning of dedicated hosting environment OntarioMD infrastructure Azure Web App Licensing Two Standard S2 2 core 3.5 GB RAM servers Load balanced Patched and maintained by Microsoft $ x 2 per month USD Extranet User Manager Licensing Enterprise Edition - $1,070 USD / month

57 Customer Case Study: OntarioMD goes to the cloud with Extranet User Manager Solution

58 Summary One to Few Documents or Folders Anonymous Links Specific People One time use codes ed SharePoint permissions Sites SharePoint permissions Office 365 Groups Invite through Outlook One to Many Associated Engineering Site provisioning Manage Azure B2B users through EUM Web part to show project team members OACAS Self-registration and auto-approval Single sign-on to Office 365 and DesireToLearn OntarioMD Content authoring and approval in Office 365 Cost effective hosting in Azure Self-registration and delegated user management

59 Wrap-Up Points There are a lot of different ways to share in Office 365 OOTB works well for small groups and specific documents or sites Make sure you understand where to enable it, and where not to Governance is important To scale you need processes Site request form Provisioning of sites and permissions Consistent way to manage external users