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Plan your SharePoint folders and permissions before you move off the old shared drive
Moving to SharePoint or OneDrive and scared of recreating the mess? Get a folder plan, a naming rule and who sees what.
The prompt · ChatGPT
Help me plan SharePoint before we move our files. Our teams: [e.g. office, sales, site team, directors] What each team shares: [e.g. quotes, job files, HR records] Anything confidential: [e.g. payroll, contracts]
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What you get (sample answer)
Sites: Shared Ops (quotes, job files); Sales; Directors (contracts); HR-Private (payroll). Folders under Shared Ops: 01-Quotes / 02-Jobs / 03-Suppliers — max three levels. Naming: YYYY-MM-DD_Customer_DocType_v1.pdf e.g. 2026-09-12_Hartley_Quote_v2.pdf. Permissions: office view+edit Shared Ops; sales edit Sales + view Shared Ops; directors edit all; HR-Private directors + named HR only. Staff guide: one page — "Quotes live in Shared Ops > 01-Quotes; never save finals in Downloads."
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