This article details how to create and configure your practice’s New Collaborate settings and filing structure to enable you to co-edit and share documents and folders with your clients.
Watch the tutorial to learn how to set up your Collaborate site, or follow the steps below.
Before you Begin
New Collaborate uses the OneDrive Admin Account to connect and create the New Collaborate SharePoint site. To ensure the site can be created correctly, the following Microsoft 365 roles must be assigned to the OneDrive Admin user account:
- User Administrator
- Guest Inviter (optional)
Step 1 - Create New Collaborate SharePoint Site
FYI Admins create the New Collaborate SharePoint site within the FYI Collaborate app.
- In FYI, click the Automation menu option.
- Go to the Apps tab.
- Locate the Collaborate tile and click the cog icon to edit it.
- You may be prompted to update your Security Permissions to upgrade to New Collaborate. Click Proceed to consent on behalf of your organisation.
For more information on the permissions refer to the article FYI Microsoft Permissions Update: What is it and what it means for your practice
If an error message is displayed, preventing you from updating the permissions, you may need to log back in as the OneDrive Admin, or contact your IT Administrator. If you're restricted from accepting permissions, refer to the article Configure Microsoft to allow users to request approval when prompted to accept permissions.
- The Collaborate Prerequisites are displayed.
- Confirm each of the prerequisites by clicking the toggle to switch to Yes. The Next button will not be available until all prerequisites have been completed.
Important: to save any changes, you must click "Next" to proceed through the settings for each of the tabs, and click "Next" on the final tab to commit the updates.
- Click Next. The Configuration settings will be displayed.
- Create a new Collaborate Site by clicking the plus + button on the right of the Collaborate Site field.
Enter a name into the New Collaborate Site Name field. FYI will automatically create and configure the site for you with the required permissions.
Alternatively, you can select an existing SharePoint Communication Site from the drop-down (if the OneDrive Admin already has access to an existing SharePoint site).
- The Document Library field will be greyed out if creating a new site. If using an existing site with multiple Document Libraries, ensure you select the correct one from the drop-down.
- The Microsoft Group is a mandatory field and will be set to "Everyone except external users" by default. This is the Security Group used to control sharing and access to documents.
- The Microsoft 365 security field must be set to "Guest users".
- Assign the Default Email Template that you created as the first step of setting your practice up for Collaborate - refer to Setting up Collaborate Email Templates.
Select the template, or you can search for this by typing at least 3 letters of the email template name.
- Click Next.
- Follow the steps below to set up the Share folder structure, or click Next to proceed through the tabs and commit your updates.
Important: you must click Next on the final tab before your changes will be saved.
Step 2 - Set up the Share folder structure
You can configure the folder structure that FYI will automatically use for all documents within your SharePoint Document Library. For more information refer to Summary of New Collaborate Folder Structure.
It is important to configure the Share folder structure correctly from the start. Any changes will only apply to documents shared from that point on - existing documents will use the previously selected Folder Structure.
To configure your Folder Structure:
- From the Available List in the left-hand pane, select and drag the relevant fields to the Structure List in the right-hand pane.
- Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want.
Note: When Folders are created on the New Collaborate SharePoint site, invalid characters will be omitted from the folder name, for example, full stops or forward slashes.
- Click Next.
The Reset button will reset the structure list back to its default settings. It will not update your settings until you click Next and complete the remainder of the setup instructions.
- Once your set-up is complete, the Collaborate - Finished message displays. The link to your new Collaborate Site will be displayed.
- Click the link to open your New Collaborate SharePoint site.
Note: The Documents section will be blank as there are no documents shared with the user. As documents are shared they will be added to the list.
Note: It can take up to 30 minutes for permissions to be applied before other users will be able to access the site. The Site Owner, the OneDrive Admin account, will be the only user able to access the site during that time.
You can now optionally customise your site to match your practice branding. Refer to Customising your New Collaborate site on SharePoint.
Step 3 - Check your SharePoint site status
Now that your site has been created, clients can now be sent invitations to the Collaborate site.
As a final check, follow the instructions in Checking your Collaborate Status to review the status and resolve any errors.
Step 4 - Test your site by sharing a document
You can now test your site by doing the following:
- Set up a test email address in Gmail (not linked to your existing FYI staff user account).
- Add the new email address to a client's Sharing Settings. Refer to Sharing the Share Folder and Upload Folder with Clients.
- Share documents to the new email address as if it was a client. Refer to Sharing Documents with Clients.
- In an incognito or private browser session (so you're not logged into your FYI user account), try accessing the document as a client. Refer to Login Experience for Clients using New Collaborate. Confirm that you can:
- Access the SharePoint site Home Page.
- Access the client folder.
- Access a document.
- Try uploading a document and confirm it successfully imports into FYI under the client account. Refer to Upload Experience for Clients using New Collaborate.
If you have upgraded from Legacy Collaborate, refer to After Upgrading to New Collaborate from Legacy Collaborate using OneDrive.
Otherwise, you're ready to share documents with your clients. Refer to Sharing Documents with Clients.