OneDrive for Pitt and UPMC

General Guidelines and Information

When UPMC individuals share content with Pitt users, the Pitt user receives an email with a link to the shared content. When a Pitt user attempts to open the link, a verification code will be sent to their Pitt email address to validate their identity. They will need to retrieve the verification code from their Pitt email and enter it where prompted to access the shared content. 

External Sharing Rights

Note that UPMC users must have external sharing rights enabled to share content with Pitt users. UPMC users should follow these steps on Infonet if they receive an error when attempting to share content in OneDrive.

Sensitivity Labels

Keep in mind that UPMC users are encouraged to classify Office 365 files stored in OneDrive using the Sensitivity button in the ribbon in your Office 365 tools with Azure Information Protection (AIP). Four classifications are available: Business General, Business, Confidential, Patient Confidential, and Patient Highly Confidential. Learn more here, or search “AIP” on Infonet.

Notifications

Please be aware that when a UPMC user shares a folder with a Pitt user, the UPMC user will receive a notification for every file contained in the folder.

Loss of Access

Once content is shared with a Pitt user, they will retain access to that content until one of the following events:

• The UPMC user who owns the shared content has left the organization for more than one year
• The UPMC user who owns the shared content moves the content to another location or deletes it
• The UPMC user who owns the shared content removes the Pitt user’s sharing permissions

UPMC users who are sharing data are expected to review the permissions of their shared data regularly and adjust sharing permissions as necessary.

How To Share with Pitt Users

Please refer to the following instructions to share data with Pitt users. 

General Guidelines and Information

Keep in mind that items in a shared OneDrive folder are visible to all individuals who have access to that folder. Therefore, it is critical that access to the folder is carefully curated and maintained. Access should be granted based on the least privilege principle, which means only those who need access for their jobs should be granted access and they should only have the level of access (for example, read, write, etc.) necessary to perform their job functions.

Additional security guidance for OneDrive is available on Pitt Information Technology’s website. 

Loss of Access

Once content is shared with a UPMC user, they will retain access to that content until one of the following events:

• The Pitt user who owns the shared content has left the organization for more than one year and is not continuing in any other capacity.
• The Pitt user who owns the shared content moves the content to another location or deletes it
• The Pitt user who owns the shared content removes the Pitt user’s sharing permissions

How To Share with UPMC Users

1. Navigate to the Recordings folder in OneDrive, select the individual recording file you want to share, click the three veritcal dots, then click Manage access.

2. Grant access to individuals using the “Links giving access” or “Direct Access” sections.

3. If using Direct access, click the plus sign, enter the individual’s full UPMC email address in the To: field, then click Enter.

4. A note will display indicating the individual is from an outside organization. Click the down arrow to select the individual’s permission level (for example, view or edit), then click Grant Access.

5. Once the UPMC employee has been granted access, they will receive an email with a link. They will need to log in using their UPMC email address.

6. The UPMC employee will next need to enter the verification code that is sent to their UPMC email address.

Refer to Microsoft’s online documentation for more information about sharing OneDrive folders and files.