I'm setting up an information architecture in SharePoint Online for managing invoices. My goal is to have a single document library where internal users, like the accounting team, and external users, such as agents and clients, can access the invoices. I need to ensure that external users can only view invoices relevant to them. For instance, an agent should only see invoices tagged with their specific agent code. I'm looking for advice on how to achieve this permissions model in SharePoint Online. Ideally, I want to filter access based on metadata, but I'm unsure if I need to break permissions at the item level. Any suggestions or best practices would be great!
1 Answer
One way to handle this in SharePoint is to create separate folders for each agent or client. You can sort invoices into these folders and manage the permissions accordingly. If you're into automation, tools like Power Automate can help with organizing the files or sending them based on certain rules.
I worry that using folders for this might limit visibility too much. I’d rather have all invoices accessible in one spot. Plus, if I go that route, it feels quite old-fashioned, almost like I'm using a file server again. Is that really the best method for SharePoint, or are there more modern solutions?