Using Sharepoint as a portal (One URL in Dashboard)

Dashboards have been created to be common for all clients (or staff) with URLs to navigate to a website or a portal. We appreciate that some firms will be sharing links to folders or files. As links are temporary, this is better done directly in a chat and pinning the message (or even creating a separate chat for documents and links). You can however create a Sharepoint portal as per the guidance below. Please check with your provider for further details:

Guidance from Microsoft.

Yes, you can structure a single SharePoint site with dedicated libraries where each guest only sees their assigned folder or library.

This is achieved by breaking permission inheritance and granting unique access per guest.

Here is how to set up this architecture step-by-step:

1. Create the Dedicated Structure

Instead of creating multiple sites, build your structure within one site using either Dedicated Document Libraries or Secure Folders.

Option A (Best for high volume):
Create one master document library. Inside it, create a separate folder for each guest (e.g., Folder - Guest A,Folder - Guest B).
Option B (Best for heavy data segregation):
Create entirely separate document libraries within the same site for each guest (e.g., Library - Guest A, Library - Guest B)

2. Break Permission Inheritance

By default, everyone who has access to the site can see all libraries and folders. You must break this link so you can isolate the data.

Navigate to the target item:
Go to the specific folder or library you built for Guest A.
Open Permissions:
- For a folder: Click the three dots (...) next to the folder name, select Manage Access, click the three dots in the top right of that panel, and choose Advanced settings.
- For a library: Click the Gear icon (Settings) in the top right → Library settings → More library settings →Permissions for this document library.
Stop Inheriting Permissions:
Click Stop Inheriting Permissions in the top ribbon. This disconnects the library or folder from the main site's access list.
Remove default groups:
Select and remove the default site "Members" and "Visitors" groups so regular users or other guests cannot see this private space. Leave the "Owners" group so you retain admin control.

3. Invite the Guest with Explicit Permissions

Once the folder or library is isolated, grant access exclusively to the designated guest.

In that same Advanced Permissions screen, click Grant Permissions.
Enter the guest's external email address.
Click Show Options and select the appropriate permission level (e.g., Contribute so they can upload/edit, or Read
for download-only access).
Uncheck "Share everything in this folder" if prompted, write a brief invitation note, and click Share.

4. The Single URL Guest Experience

What the guest sees:
When Guest A clicks their invitation link or goes to the main site URL, SharePoint's security trimming kicks in. They will only
see the specific folder or library assigned to them. The other guests' folders or libraries will be completely invisible.
Authentication:
The guest will log in using their own organization's Microsoft account or receive a temporary one-time verification passcode via email.