Removing access to the Employee Collaborate Folders (Beta)

You can remove access to the employee folders on the Employee Collaborate site to prevent the user from continuing to access documents or upload any new files.

If an employee is made inactive, or a document is archived or deleted in FYI, the employee will continue to have access to the document and any shared folders on the Employee Collaborate site. The user must be removed from the Sharing Settings, or the documents unshared from the Employee Collaborate site. 

Removing Access

For a Specific User

You can remove access for a specific user to the employee folders and to all documents that were directly shared with the user with the Share button.

1. Navigate to the Employee - Collaborate tab
    
2. Click the Sharing Settings button.
    
3. Click the X alongside the user you want to remove access for.
   
4. A message displays confirming you wish to disable sharing for the user.
    
5. Click Yes to confirm.
    
6. If the guest user still has access to other employees, a message will be displayed. Click OK on the message. 
    
7. The Sharing Settings window will be reloaded.
    
8. Close Sharing Settings.

If the guest user no longer has access to any employee folders or documents shared with them, they will also be removed from Microsoft 365.

For all users

1. Navigate to the Employee - Collaborate tab.
    
2. Click the Sharing Settings button.
    
3. Click the Delete Sharing button.
   
4. A message displays confirming you wish to disable sharing for all users and delete all shared documents.
    
5. Click Yes to confirm. 
    
6. The Sharing Settings window will be reloaded.
   All documents will be removed from the Collaborate tab, however will remain available in the Employee - Documents list.

If the guest user has access to other employee folders, they will continue to have access to those folders on the Employee Collaborate site. 

Changes to an Employee's Partner or Manager

If the employee's Partner or Manager changes, you will need to delete the Sharing Settings for all users, and reshare the folder and documents.

New Managers or Partners will receive automatic access to newly shared documents only until the Sharing Settings have been deleted and reshared.

Once Access has been removed

Once access has been removed:

• The user's name and email address are no longer displayed in Sharing Settings.
• If they try to use a link to access the Employee Collaborate site, they will receive a message "Sorry, you don't have access".

User Removal is Locked

If the user has only just been added to the Sharing Settings, you will need to wait 15 minutes before they can be removed. 

When trying to remove the user, if it has been less than 15 minutes, the X button will be disabled. Hovering over the X, a message will be displayed showing the date and time when the user can be removed.