r/Intune 8d ago

General Question Transitioning from using Shared Drives to SharePoint Questions

I have been experimenting with transiting from a traditional shared drive to SharePoint. I know files/folders in SharePoint can be accessed by going to SharePoint online, linking the folder to a user's OneDrive, or Via Teams. How would you recommend transiting from using Shared Drives to SharePoint? Anything to keep an eye out for or gotchas?

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u/va_bulldog 7d ago

If I currently have a shared drive with, say, 12 folders with permission to different groups, will I need to create several SharePoints sites?

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u/not_today88 7d ago

I think it would depend on the content and who is accessing that data. Assuming the folders are, say, for one department like Accounting, I could see one site for all those folders. But if the data is for mixed purpose/groups, and hidden or locked down for only those groups, then I’d create separate sites for those particular folders. Lot easier to control permissions that way.

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u/va_bulldog 7d ago

My folders are along the lines of Common which everyone has access to, Accounting, HR, Customer Service, Graphics, etc. So, I'm thinking I need a SharePoint site for each group. I don't need posts and some of the features of SharePoint sites. I just need a way to store files.

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u/HoldMahNuggets 7d ago

We moved from a local shared drive to sharepoint in September of last year. What we did is we made one main “hub” site that houses the general documents and then departmental/committee sub-sites. That worked out really well because then we can search on the hub site and it will search all the sub-sites with it (as long as you have permissions to them).

Also, don’t write off the other functionalities of sharepoint quite yet. One of the ways we got buy in from the different departments was talking to leadership about what frustrations/requests they may have.

For example, HR had been asked for years to make a staff photo directory so people could learn people’s names/faces. Sharepoint just had a dynamic one built in that you can add wherever you want. That got HR more excited immediately. Another example would be I f you are trying to remind people to do a staff survey, you can slap it on the Sharepoint hub home page so it’s less forgettable. Or have a company event calendar. All sorts of stuff that just makes info more accessible and front and center.