How to Send Client Files using OneDrive

PURPOSE

This Standard Operating Procedure (SOP) describes the procedure for sending file download links to clients using Office 365 and OneDrive. This SOP will allow file transfers to be in compliance with IT security standards and safeguards.

SCOPE

This procedure aims to ensure that the stakeholders have the final information, resources, and training to successfully use the end product and services provided by Level 3 Audiovisual and ensure all contractual obligations have been met.

This SOP applies to Level 3 Audiovisual, Design Consulting, Integration, Managed Services, Sales Engineering, and Service projects managed under the Level 3 Audiovisual Project Management Organization (PMO).

RESPONSIBILITY

The following people are responsible for following this SOP.

1. All Project Managers
2. All Project Coordinators

PROCEDURE

Our SOP is to send files for project closeout purposes via Dropbox. For clients who are unable to access a Dropbox link, files should be sent using Office 365 and OneDrive.

First, log onto Office 365 (https://m365.cloud.microsoft/?auth=2) :

Second, if you don't see OneDrive on the left side, you can access your OneDrive by clicking the Waffle Icon at the top left corner of the page.

Your OneDrive home page should look like this:

You will then need to click on My Files on the left of the page.

Next, click the +New button at the top of the page and select Folder.

Create a folder using the project number and name for the project closeout.

Once you have created the folder, click on the folder to add the closeout documentation.

Next, upload the files and folders needed for the project closeout.

After you have uploaded your files to the folder, you must go back to My Files to share the link with your client in an email.

Once you are back at the My Files interface, you must click on the sharing button for that folder, which automatically defaults to private when you create the folder.

On the next screen, you will manage access to the folder by clicking "Start Sharing".

Enter the email address of the individual to whom you are granting folder access and determine access type by clicking on the arrow next to the eye icon. Access types include edit, view, and can view but can't download.

You can copy the link to send within an email, or you may enter a message in the box below the email address and hit Send.

If you choose to send a message, you will receive confirmation that your invite has been sent.

End of Procedure

PMO-SOP-CO-OneDrive v1.1.pdf