Keeping your SharePoint by Silex structure up to date
What the account holder does when someone joins or leaves, when a new matter starts, or when a colleague from another office joins a matter.
A new colleague joins
Invite them to your Silex organisation — their SharePoint account is created automatically. Add them to their office's group, and create their personal space (see the article on restricting a folder).
A colleague leaves
Remove them from your Silex organisation — their SharePoint account is deactivated — and from their group. Then decide what happens to their personal space: move the documents to the matter concerned, archive them, or delete them.
A new matter for the whole office
Create the folder inside the office folder. It inherits the office's permissions: nothing else to do.
A new confidential matter
Create the folder, then remove the office group from it and grant access to the matter team only.
Someone from another office works on a matter
Grant them access on that matter's folder only. They will see that folder and nothing else from the office.
Can an office manager manage their own team?
Yes. Make them the owner of their office's group (Group owner field in the group settings). They can then add and remove members of their office themselves, without being owner of the site.
The five golden rules
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Set up the structure before opening it to members: folders, groups and permissions first; uploads afterwards.
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Restrict folders, never isolated files — and remove both Silex Members and Silex Visitors.
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Grant access to groups rather than to individuals: a new arrival or a departure is handled by changing one group.
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Upload directly to the right place: the location is what makes a document confidential.
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Check with Manage access (Gérer l'accès): it is the only source of truth on who sees what, in SharePoint and in Silex.