Summary
The OneDrive “Request Files” feature enables TWU users to securely collect files from internal and external users without exposing other submissions. This tool is intended for file transmission only—not long-term storage. When collecting sensitive data, including PII, users must request an IT Service Desk setup for an automated retention policy that ensures files are deleted after a defined period to maintain security and compliance.
Body
The OneDrive Request Files feature allows TWU users to securely collect files from both internal and external individuals who can upload files to a designated folder without seeing other submissions. This feature is designed for file transmission only, not long‑term storage.
How to Use the “Request Files” Feature in OneDrive
Follow the instructions from Microsoft Support article - Create a File Request in OneDrive to get started. If you expect to receive files containing PII or sensitive data, you must submit an IT Service Desk ticket before using this feature.
Required Retention Process (Mandatory for PII)
If you plan to use this feature to collect files - especially those containing sensitive data - you must have an automated file-deletion process in place. The Retention Policy Flow ensures files are automatically and routinely removed, protecting both you and the university.
The Retention Policy Flow:
- Runs on a scheduled basis (daily)
- Reviews file timestamps
- Automatically deletes files after a defined retention period (e.g., 30, 60, 90 days)
- Must be configured individually for each user
What to do
Submit a ticket requesting setup of the OneDrive Retention Policy Flow.
- IT will configure the automated file‑deletion process for your account. You may use the feature once the retention flow is active.
- If your retention policy workflow needs change, you can request adjustments by submitting another ticket.
Troubleshooting
Issue: External user did not receive the upload link
- Check if the email went to spam or junk
- Try sending to a different address (Gmail often works reliably)
- Resend the link manually from your TWU email
Issue: User cannot upload
- Confirm the folder still exists
- Verify the link has not been modified
- Try regenerating a new Request Files link
For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.