How to use the “Request Files” Feature in OneDrive for Business?

The Request Files feature in OneDrive for Business makes it easy to collect files from external users like vendors, clients, etc., securely without providing them any other extra permissions. They don’t need any credentials to access the link and upload files. You can let someone upload to your OneDrive by simply selecting an existing folder in your OneDrive where you want users to upload files and sending the link to users to whom you’d like to upload files. In this comprehensive guide, I’ll dive deep into the OneDrive Request Files feature, exploring its benefits, setup process, and real-world applications.

OneDrive Request Files not available? Well, the external sharing with “Anyone” must be enabled for request files feature in OneDrive for Business to work. Refer here to enable External sharing for OneDrive: How to Enable External Sharing in OneDrive for Business?

What is the OneDrive Request Files Feature?

OneDrive Request Files is a feature that allows you to create a dedicated folder where others can upload files directly to your OneDrive. Instead of relying on email attachments or manual file transfers of large files, you can simply share a link to the request folder, and people can upload files without requiring access to your entire OneDrive.

This powerful feature simplifies the process of collecting files from others, making it easier for professionals, teams, and organizations to gather the information they need. The OneDrive file request feature is particularly useful when you need to collect files from multiple people, such as gathering project submissions, receiving job applications, or collecting feedback from team members. It eliminates the need for back-and-forth communication and ensures that all the files are centralized in one location.

Benefits of Using OneDrive Request Files

1. Simplified File Collection: With OneDrive Request Files, you can collect files from others without the hassle of email attachments or manual file transfers. People can easily upload files directly to a single folder.
2. Secure and Controlled Access: When you create a file request, you have control over who can upload files. You can share the request link with specific individuals or groups, ensuring that only authorized persons can contribute files.
3. Centralized File Management: All the files uploaded through the request folder are stored in one central location within your OneDrive. This makes it easy to organize, access, and manage the collected files.
4. Automated Notifications: OneDrive sends you notifications when someone uploads a file to your request folder. This keeps you informed about new submissions and allows you to take timely action.
5. Seamless Collaboration: Once the files are collected in your OneDrive, you can easily share them with others, collaborate on them in real-time, and integrate them into your workflow using other Microsoft 365 tools like Teams or SharePoint.

Imagine you’re a Project manager managing IT projects. Instead of having vendors email their project proposals separately, you can use OneDrive Request Files to streamline the submission process. Here’s how:

How to Enable the File Request in OneDrive?

To enable the Request Files feature in OneDrive, you need to meet the following prerequisites:

• You must have a valid work or school OneDrive account
• Your SharePoint Online tenant level sharing setting is set to “Anyone” in SharePoint Admin Center (it doesn’t matter whatever is set for OneDrive level!)
• On the “Advanced Settings” for anyone links, You set “View, edit, and upload” permissions for Folders.
• last but not least: You are not restricted to sharing with External users (Allow only members in specific security groups).

Once the above requirements are met, If you don’t find the Request files option, you can check and enable the feature using PowerShell:

#Connect to Admin Center Connect-SPOService -Url https://Crescent-admin.sharepoint.com #Check if "Request Files" is Enabled for SharePoint Get-SPOTenant | Select OneDriveRequestFilesLinkEnabled #Enable Request Files Feature in SharePoint Tenant Set-SPOTenant -OneDriveRequestFilesLinkEnabled $True

How to use the Request Files Feature in OneDrive?

Now that you understand the benefits of OneDrive Request Files, let’s walk through the steps to create a new file request. Here is how to use the request files feature in OneDrive for Business:

1. Log in to your OneDrive for Business site (URL shortcut: https://YourDomain-my.sharepoint.com/)
2. Select the appropriate folder in your OneDrive (or create a new folder), and you’ll find the “Request files” button in the toolbar. Please give it a click. (You can also find this option from the context menu of the folders.)
3. Enter some descriptive name of the file request. E.g. I’ve entered “Project Proposals” – So that it gives an idea to the uploader.
4. Finally, you’ll get a file request link to share with the users, e.g., https://crescent-my.sharepoint.com/:f:/g/personal/salaudeen_crescent_com/EArzcdpH4tJhrFmORMuUQBk7xZhCNaXhbyx-R_agwg. You can use the “Copy link” to get the link in your clipboard and share this link with relevant users, or directly send an email from this page by entering addresses of the people. Anyone with the link will be able to upload files anonymously through any device, such as a PC, Mobile device, Tab, etc.
5. When users open the link through an email invitation, they’ll get an interface to select files and upload them. The recipient of the link can just upload – no edit/delete, and they can’t even see any existing files in the folder.

When people upload files, their first and last name are prompted, and they are automatically added as the prefix in front of the filenames. For example, if a file titled “Proposal Documents” is uploaded by Jack Curie, it shows up as Jack_Curie_Proposal_Documents in the OneDrive for Business folder, and you’ll get a notification email when someone uploads a file.

The end user can’t see the content of the folder. They can’t edit, delete, or download files, or even see who else has uploaded files. As a requestor, You can review, download, or move them in the file request folder, as needed, just like any other file in OneDrive.

How to Remove the Links Shared through Request Files?

If you want to remove the shared links, this feature uses “Link Sharing,” and you can remove any shared link by selecting the Shared folder, choosing “Manage Access” in the context menu, and then removing the shared link. All shared links expire after 30 days, as configured in your link expiration settings. (We can’t extend the expiration days beyond the configured expiration days, but we can reduce them through the Link sharing panel.)

Conclusion

OneDrive Request Files is a game-changer for file collection and collaboration. By allowing collaborators to upload files directly to your OneDrive, you can streamline processes, reduce communication overhead, and keep all your collected files organized in one place.

Throughout this article, we’ve explored the benefits of using OneDrive Request Files, walked through the setup process, and provided real-world examples of how this feature can be applied in different scenarios. Whether you’re a project manager collecting project proposals, or an HR professional managing job applications, or a team leader gathering feedback, OneDrive Request Files can simplify your workflow and boost productivity.

The request files feature is also available on SharePoint sites! More info here: How to use the “Request Files” feature in SharePoint Online?