[SharePoint] Help User Lisa G. with EZSHARE PIR Request SharePoint

[KaroEngstrom]

Thu 6/13/24

• via email forwarded by Peggy, we became aware of an EZSHARE SharePoint being used for PIR response sharing.

From a call with Lisa G. :

• Patrick D. gets PIRs from anyone requesting any plans
• He retired and Lisa is taking over
• Lisa has access to the EZSHARE SharePoint folder being used to share
• One folder per PIR, easy to share with a specific requester via named email (external share)
• Power Automate deletes the folder after 30 days
• Michael G. from CTM has given Lisa access
• Monika was supposed to be working on this but now it looks like it will be Ariel, who doesn’t even have permissions yet

NOTE: City's PIR system GovQA is where files are uploaded that are given to the public. It is unclear why SharePoint is currently being used in this process.

Next steps:

• [x] Sync with Diana and Peggy M 6/17 for course of action

If SharePoint stays:

• [ ] Reach out to Michael to understand why this would need to migrate this library (ideally would retail external sharing and Power Automate script that runs 30 day delete?)
• [ ] If needed, migrate
• [ ] Ensure all users have permissions
• [ ] Ensure the Power Platform script gets updated
• [ ] Ensure external sharing works so Lisa can keep sharing with requesters

[maccallump]

@KaroEngstrom can you include me in your sync with Diana? Susan Delgado presented on PIR's yesterday at the Division Managers meeting.

[KaroEngstrom]

Internal huddle scheduled for Mon 6/17

• reaching out to PIR people in our dept, Susan D.
• Susan responded by looping in Rebecca F. who came from the Public Work side and would know better; need to keep everyone looped in once we know more