Choose the narrowest route that lets the partner do the agreed work
For employees hosting partners, agencies and other outside collaborators
Fictional Northstar Works is the example organization on this page. Its routes, scopes and dates are illustrations, not real policy.
The rule it follows: give an outside collaborator the smallest set of material, for the shortest time, that still lets them finish the work you agreed. If the work later needs more, widen access then, rather than opening everything on day one.
This page is about access for people outside the organization. It does not cover onboarding new employees or choosing a supplier.
Three routes, side by side
Illustrative Northstar Works routes. Check the approved routes for your own organization.
| Route | Choose it when | Access and sample end point |
|---|---|---|
| Shared project space | The partner works with your team over several weeks: co-editing drafts, commenting, joining discussions. | Partner joins one space for this project only. Review at the midpoint; end on the agreed delivery date. |
| Limited file share | One finished, non-sensitive file or a small set goes to the partner for review or use, with no ongoing work. | View or download of named files only. Link expires after about 2 weeks; extend only on request. |
| No external access | The material is not suitable for sharing, or you cannot say what the partner needs to see. | Nothing is shared. Pause and ask the approved review route which route, if any, fits. |
Four steps from request to close-out
Do the first three before the partner is invited. Put step 4 in your calendar on day one.
-
1
Classify the work and the material
Write one sentence on what the partner will do, and list the files or folders involved. Mark anything that is not suitable for sharing, such as unreleased pricing or other customers' data. -
2
Select the route that matches
Ongoing shared work points to a project space. A one-off exchange points to a limited share. If you cannot decide, stop and ask the approved review route before inviting anyone. -
3
Set access and an end date
Invite named people only, never a shared mailbox. Give the lowest permission that works (view, comment or edit), limit the invite to the files or space this project needs, and record the end date where your team can see it. -
4
Close access when the work ends
Remove the partner from the space or expire the share on the end date. Retain the agreed final files in an approved internal location, check that external invitations and sharing links are closed, and record when access ended.
Worked example: a completed access plan
A fictional plan a host might keep alongside the project. The dates are sample dates.
| Field | Entry |
|---|---|
| Work | Agency designer co-edits the spring catalogue layout with the marketing team |
| Route chosen | Shared project space |
| Material in scope | Draft layouts, approved brand images, comment threads. Pricing sheets are excluded. |
| People and permission | Two named agency staff, edit rights in this space only |
| Start / midpoint review | 3 March / 31 March: host checks both people still need edit rights |
| End date | 25 April, the agreed delivery date |
| Closed by | Project host, with a check that final files are retained in an approved internal location and external invitations and sharing links are closed |
Similar requests can need different routes
Same partner organization, different work, different access.
- Co-editing a draft over several weeks: use a project space The agency needs to change layouts, read comments and respond to feedback as the draft evolves. A file link would force constant re-sharing, so a project space scoped to this catalogue fits. Keep it limited to the catalogue material and set an end date on delivery day.
- Reviewing one finished file: use a limited share A partner needs to read the published brand guidelines PDF once before a kickoff. Share that single non-sensitive file with view-only access and a link that expires. A whole space would give them far more than the task needs.
- Asking for 'everything in the folder': pause If the request is broader than the task, or you are unsure the material is suitable to share, do not pick the closest route. Describe the work and the material to your approved review route and wait for the answer.
When the right route is not obvious
Questions about access decisions
What if I can't tell which route fits?
Don't invite the partner yet. Write down what they will do and which material they need, then take that to your organization's approved review route. A clear work description gives the reviewer context to assess the route.
What if the work changes while the partner has access?
Treat a changed scope as a new decision. If the partner now needs different material or more permission, repeat steps 1 to 3 for the new scope and update the access plan. If they no longer need something, remove it straight away.
What if the partner needs access beyond the end date?
Don't extend quietly. Record why the work continues, set a new end date, and use the approved review route if your organization requires a decision. A current end date gives the host a clear point to review and close access.
Who should close access?
The host who invited the partner owns closing access, because they know when the work is finished. If the host leaves the project or the company, hand the access plan to a named colleague first so the end date is not missed.
What if the partner shared access with someone else?
Access is for the named people only. If you find an unknown account or forwarded link, remove it and tell your approved review route what happened so they can check what was reachable.