Document management

Whether you load files from users’ OneDrive or from document libraries in SharePoint Online sites and groups, the information retrieved and the document management interface in sapio365 remain the same. The only difference is that shared files in OneDrive are identified immediately, while for group, Team, and site files, you must load permissions to see whether files are shared.

There are 3 areas of document management in sapio365:

2 - Checkout and retention

This section allows you to Check files in or out, or see applied retention labels.

Select documents and use the 'Load Checkout Info' button to load information pertaining to their checkout status and to see if there are retention labels that have been applied.

When the information has been loaded for selected documents, you can check them out to lock users from making changes to the files. You can check them back in to enable users to edit those documents.

3 - Permissions

This section allows you to manage how files are shared.

To see who has access and how to a document or folder, load permissions for selected files. Once the operation is complete, scroll to the right or use the Column Map to see the names of the users (Target) and their permission role (Role Based).

You can update edit to write, and vice versa, or delete the selected permissions altogether. If several users have permissions, you can 'Explode' that multivalue cell in order to treat each permission or target user separately.  (Or, you can also highlight the multivalued cell and press F11)

Note that sharing links like 'Anonymous' or 'Internal' cannot be updated. They can only be deleted.

For OneDrive files, choose not to include 'private' items when loading permissions to speed things up.