Group ownership & management of Sways
It appears that even in on the O365 platform, Sway is entirely tied to individual user accounts, with Sways stored strictly in individuals' OneDrive for Business space? What if a group of people want to collaboratively build sways and a team (or the entire company) needs to take ownership of Sways in order to manage them as a corporate information resource? Is that even possible? If not, I see that as a major barrier to adoption as a business communication & collaboration tool, which is too bad, because I think it has good potential as a container for documentation & training content.
We’re working on increasing our Office 365 offerings! Thanks for the feedback. :)
Danielle Logan commented
This is an absolute must - in addition to the workaround listed above - the authorship issue is further compounded by the fact that the sharing function only sits with the original author, regardless of who else has editing rights. This is problematic as in the absence of that original author, sharing settings may not be altered unless a whole new Sway is created from back up documents or via duplication, if enabled. In this case - the link to the Sway would also need updating - a combined workload issue that certainly in education with its variable leave periods, there is little to no capacity to absorb.
Rae Jobst commented
The other step that is necessary if Sways are embedded (for us, in our learning management system) is to identify every instance and update every instance with the new link to the duplicated Sway.
Rae Jobst commented
I want to throw all my votes at this! This issue is HUGE for users of Sway.
In 2015 the status was 'Considering'. It certainly is not appearing on the Sway Public Roadmap - actually .... nothing is .... (https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=&searchterms=sway)
This is a huge risk when using Sway across a large organisation. The promoted workaround is to duplicate Sways (see tis thread from 2017 https://answers.microsoft.com/en-us/msoffice/forum/msoffice_sway-mso_o365brs/how-to-transfer-ownership-of-sway-files-once-a/1a758b1c-5b96-4683-a475-71ca2f9eb146).
If one educator creates 100-200 Sways (certainly possible in our organisation) then the workaround requires:
- the owner to enable to ability for duplication
someone to duplicate each Sway, one by one, before they are lost - so they have 30 days to do this.
Other uservoice threads on this issue:
Tammy Adolf commented
It would be great to get an update on this, we are a large firm and need to be able to have a Group own Sways so that company-owned content is not lost if someone leaves the firm.
I can only add to this - our working Student created a nice Sway.. and with her leaving, we lost her work as well :(
Marie Caboche commented
Any update on this?
Sofia Kvarnstrom commented
We are a company with around 30.000 users and we are planning to begin using Sway for information/education material. However, not being able to have group ownership is a huge downside as the material need to be available and accessible even if a person quits or changes role. I have understood that there is a possibility to reassign Sways using Azure AD, but the creators of content are not IT users/admins and it will be difficult for them to work in this way and remember to contact helpdesk to reassign the material whenever it happens that a person will leave the team.
Group sway is critical for us to maintain a productive way of working with Sway and not lose important information material in the future.
Arild Ovesen commented
30.000 user company here.
Group ownership is a key consideration for shared documents. We love the analytics for monitoring our readership, but we can't rely on individual ownership.
Collaborating in Sway is a critical for teams to manage newsletters, group projects, etc. This aligns with the M365 collaboration strategy and is critical for long-term success.
Cyril Merienne commented
Please implement this, people are inevitably moving on and pages start to disappear!
We had a big push to use O365 and Sway in the company, but users were not made aware of this issue. We just found out the hard way - lost 8 of our monthly company wide newsletters when the "owner" took a 3 month break and her acocunt got disabled...
Please add group ownership NOW!
Paweł Trzos commented
It could be great tool for making documentation, but when the owner leaves the company all of the documentation will be unavailable. This is a huge problem and that's why we can't use Sway.
Mark Moore commented
So "considering" since November 2015? - An update would be good
Mark Moore commented
This is a must - As mentioned below, tying what is essentially company collateral to a single individual is not good
Gerold Hofbauer commented
Sway has the potential to be the Company Newsletter. But without a goup ownership we can't use it. What happens if the Owner of the Sway leaves the Company?
This is a must. Without this functionality our organization will not be able to use Sway for anything but company wide content... Must be able to restrict both authoring and viewing separately, to both individual Office 365 identities & Office groups (or even active directory security groups)
Shirley Lincicum commented
Any updates on this?