We MUST avoid asking for confidential/sensitive data from ANYONE thru email. We can securely request file(s) from students and external partners using “Request file” feature of SharePoint/Teams and OneDrive. See BP xx.xx Data Classification procedure to identify confidential/Sensitive data.
Overview of “Request File” process
First step is you identify a folder in SharePoint/Teams or OneDrive locations described below then you choose “request file” feature which will then ask you for a brief Description (max 40 characters) then it will provide you with a link that you can copy and send to anyone that you want to get files from.
When student or any other person click on the link they will be asked to drag/drop file they want to send you then it will ask for the person first and last name. Once the file is uploaded, the name entered will be appended to the file name, so you know who upload the file. A key point to remember is the person will not be able to see any other files in the folder nor can they change or delete the file they uploaded.
You can setup as many folders as you want with the “Request file” feature depending on your needs.
“Request File” is available in
SharePoint/Teams - If you want to have the documents you receive to be able to be accessed by multiple people then using SharePoint is a option. Everyone who has access to the directory where the student will drop the file will be able to view the file
OneDrive - If you are the only one that need access to the file you are requesting then you can setup a folder on your OneDrive to receive it.
Instructions on how to setup “request file”
For Sharepoint/Teams: Navigate to folder on SharePoint/Teams site
For OneDrive: Go to your OneDrive using your browser by clicking this link: https://email4cd-my.sharepoint.com/ then navigate to the folder where you want the files.
Click on the 3 dots (…) that is to the right of the folder name as shown below:
Choose “Request File” from the drop-down options as show below:
Type in the note for requester as show below and click on Next
Copy the link as shown below:
You can use this link in the email to student or anyone else that you want the file(s) from.