Take control of sensitive document sharing
Do you have a requirement to share sensitive documents and files with your assets, portfolio companies or other third‑parties? Do you have a significant number of assets (potentially hundreds) that are managed by a large number of external organisations? Are you confused by a complex file/permission structure, or concerned that access to data could be incorrectly given to the wrong party?
Syntax Asset Manager addresses these questions. It is based upon native Microsoft technologies (SharePoint Online and Power Automate) and designed from the outset for regulated entities. It enables secure document sharing for investment firms, combining robust permissions management with ease of use.
Challenges with traditional SharePoint permission management
Managing permissions in SharePoint can be complex and risky:
– SharePoint’s inheritance model can turn into a “spider‑web” of unique permissions when inheritance is broken. Admins later find thousands of customised permissions and no clear overview.
– Default “Anyone with the link” sharing makes oversharing far too easy; links can be forwarded and accessed by unintended third parties.
– Built‑in tools provide little tenant‑wide visibility: it’s hard to answer “Who has access to this?” without custom scripts.
– Mismanaged permissions lead to data breaches, compliance issues and chaos in SharePoint environments.
Ready to regain control? We can help you clean up your SharePoint environment and enforce proper governance.
Introducing Syntax Asset Manager
Built for regulated investment firms
Syntax has extensive experience supporting clients within the investment management sector and we have developed a platform – Syntax Asset Manager – that addresses all the above areas. The solution leverages SharePoint Online and Power Automate and is designed to meet the needs of regulated entities.
Innovative permissions dashboard
Using an innovative permissions dashboard, it is possible to assign permissions to both internal and external users that are flexible, repeatable and auditable. Critically, the process is not open to errors that are common with a manual approach.
Additional security & revocation
Syntax Asset Manager adds security controls so that files and documents are protected regardless of where they reside. For example, if you share a sensitive file with a prospective investor and the deal does not progress, you can revoke access even if they have downloaded a local copy.
Migration & customisation
Syntax can implement and tailor the platform to your specific requirements, including the migration/restructure of documents from your current file server, SharePoint or document management system.
Best practices & features for SharePoint permissions management
Syntax Asset Manager is built on best practices for SharePoint permissions management, which emphasise the Principle of Least Privilege, group‑based assignments and maintaining inheritance. These best practices come from Microsoft guidance and industry experts, ensuring your permissions are secure and scalable.
Clear permission hierarchy & least privilege
SharePoint permissions work best when assigned through groups and inherited down the hierarchy. Microsoft recommends following the Principle of Least Privilege - giving people only the access they need - and using default groups (Members, Visitors, Owners) rather than granting permissions to individuals. Syntax Asset Manager enforces this model, making it easy to visualise and maintain a clean permission hierarchy.
Automated lifecycle & auditing
Regular permission reviews are essential. The platform provides centralised reporting and audit dashboards so you can see who has access across all sites, libraries and files. Snapshots and scheduled reports allow you to compare current permissions against a saved state and restore previous configurations if necessary.
Secure external document sharing
Syntax Asset Manager defaults to “People in your organisation” or “Specific people” sharing and encourages users to set expiry dates on external links. Combined with options like multi‑factor authentication, it ensures external access is controlled.
Rapid on‑boarding & scalability
Need to rapidly onboard new assets or management organisations? The platform scales to hundreds of assets and allows you or your IT team to manage permissions easily. Syntax can also provide ongoing management as a managed service or ad‑hoc consultancy.
Benefits for regulated investment firms
Unlock the value of compliant collaboration:
– Secure external document sharing with clear audit trails.
– Document access governance that aligns with the needs of regulated organisations.
– Reduction of unique permissions and oversharing risk.
– Improved visibility: Easy answers to “Who has access to this file?”.
– Confidence that your firm meets regulatory requirements for confidential information.
Explore how these benefits apply to your organisation.
Implementation & support
Syntax can implement and tailor Syntax Asset Manager to your specific requirements, including migration/restructure of documents and files. After implementation, it’s possible for you or your IT team to easily manage and make changes, or Syntax can provide ongoing management or ad‑hoc support and consultancy.
Based in the heart of London, Syntax has over 30 years’ experience leading IT transformation for businesses. We hold ISO 9001:2015 Quality Management System and ISO/IEC 27001:2022 Information Security Management certificates and follow ITIL best practices to ensure a consistent, secure and proactive approach to maintaining security.
Case study / testimonial
A leading investment fund used Syntax Asset Manager to replace a patchwork of manual SharePoint permissions. Within weeks, they reduced unique permissions by 60%, gained a tenant‑wide view of every sharing link and external user, and passed an ISO 27001 audit with confidence.
Ready to simplify permissions and secure your documents?
Syntax Asset Manager empowers investment firms to gain full control over their information while enabling secure collaboration. Contact us to request a demo or discuss your requirements and see how Syntax Asset Manager can help your investment firm stay compliant and efficient.
FAQs About SharePoint Permissions Management
What is SharePoint permissions management?
SharePoint permissions determine who can access information and what actions they can perform. They are managed through permission levels, groups and inheritance.
How does Syntax Asset Manager support secure external document sharing?
It enforces “Specific people” sharing by default, applies expiry dates and allows administrators to revoke access at any time.
Does Syntax Asset Manager comply with ISO 27001 and other regulations?
Yes. It follows Microsoft best practices for least‑privilege access, provides audit reporting and supports data governance, making it easier to demonstrate compliance.
How quickly can we migrate our existing file server?
Syntax provides migration services to restructure documents from current file servers, SharePoint or document management systems, with minimal downtime.
