How To: Using Groove and SharePoint to simplify working with Partner

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Here's the requirements; straight from the Line-Of-Business:

I am using Groove to get rid of email as the main communications tool for my partners who cannot log into the corporate intranet. I have to manage 15 partners. I have setup a separate workspace for each partner.

There are documents and announcements that I want to send out to every partner, however, I don't want to copy that document or announcement to each of the 15 workspaces.

What is the most efficient method to setup groove so that I can copy in 1 place so that all 15 see it?

Here's the solution; Groove & SharePoint - Better Together

In the proposed model (15 distinct workspace, 1 SPS document library) – You (and your participation in each workspace) will govern how often the partners receive updates from SharePoint. They do not connect directly to SharePoint in any way. You connect to it directly (while you are on corporate intranet). So your affiliation with the SharePoint doc library basically seeds/feeds the workspace with new documents/content. Once the new changes appear in the workspace, Groove will identify, secure, and synchronize those changes to all workspace members (independent of SharePoint).

You DO have to run Groove in-order to update SharePoint information flowing through the workspace. If you are a mobile user, and cannot predict being connected to the the corporate intranet frequently, then a common, simple solution might be the following:

  • find a spare desktop (within the corporate intranet)
  • load-it-up-with-Groove
  • import your Groove account to this new device
  • specify the schedule you wish GroovePartner to query SharePoint/UpdateTheWorkspace
  • leave that machine on as the synchronization point.

Overall, in this case… Groove is being used to extend the reach of SharePoint assets without the hassle of:

  • acquiring additional servers
  • configuring perimeter fire-wall rules
  • adding external users to internal directories, or alternatively – creating secondary user directories
  • getting on the schedule with IT Admins
  • etc... 

By the time all that stuff is coordinated, end-users will “punt” – it’s just too much effort. They will (invariably) regress back to e-mail (ugh)! Setting up Groove takes a little bit of effort too (there’s no free lunch) – but downloading/installing Groove is “typically” a solo-effort – requiring ZERO resources (man or machine) outside of yourself & your own desktop.

Bottom Line...

Using Groove to extend SharePoint assets obviates the need for additional IT cycles/resources to support the project – securely delivering (and storing) the content directly to (on) their desktops.

Truly, a beautiful thing…

Link to this Article:
https://blogs.technet.com/groove/archive/2007/03/14/how-to-use-groove-and-sharepoint-to-simplify-working-with-partners.aspx