SharePoint 2007 Site Permissions

SharePoint 2007Managing Site Permissions
Sharon RichardsonJoining Dots
January 2010

Presentation Notes
This presentation is intended for people who are responsible for managing their own sites within SharePoint. Technical knowledge is not required but you should be familiar with using SharePoint and what it looks like
All content is for information purposes only with no warranties or guarantees regarding accuracy. Use at your own risk.
Product names, logos, brands and other trademarks referred to within this presentation are the property of their respective trademark holders (that would be Microsoft).
Copyright © 2010 Joining Dots Ltd. All rights reserved.

The presentation will walkthrough how to apply permissions and control who can access a SharePoint site

This information applies to SharePoint Server 2007 and Windows SharePoint Services 3.0

Welcome to your new site
A team within Finance have a new site for organising year-end activities

Within the site, click on Site Actions – Site Settings
If you can’t see the Site Actions button, you are not a Site Owner and cannot edit permissions. (You’re stuck – go ask IT for help)

In Site Settings… click on Advanced Permissions
Click Here!
This is a SharePoint Foible (a.k.a ‘What was Microsoft thinking?’)
‘People and Groups’ takes you to the first SharePoint group in the list regardless of whether or not that group has anything to do with your site.
‘Advanced Permissions’ displays the permissions for your site.(Advanced Permissions really ought to be called Site Permissions)

Advanced Permissions = Site Permissions
This site
Parent site
You are in the correct place if ‘Site Permissions’ is selected
Site Permissions shows who has what permissions for your site.
This site is inheriting its permissions from its parent . If you can see check boxes next to the users/groups then your site is NOT inheriting permissions

Inheritance
Finance
A SharePoint site can either inherit permissions from its parent site OR have its own set of permissions.
In this site hierarchy:
Changes made to Finance permissions will also be applied automatically to Payroll and Reports
Year-end has its own set of permissions
If you want changes made to Finance to be applied to Year-end, they have to be done manually
Year-end is also a parent site, each year will inherit its permissions
Payroll
X
Year-end
2010
2009
2008
Reports
= Broken Inheritance
X

To change permissions for your site, you need to break inheritance from its parent*
Under Actions, select Edit Permissions
You will receive a warning, read it and click OK
* The alternative is to make changes to the parent site permissions, but those changes will be applied to all sites inheriting permissions, not just yours

If you can see checkboxes, you can edit permissions
You can edit permissions of existing groups and users
You can create new SharePoint groups and add users

How to assign permissions
Individual
Group
Directory
IT manages directory of users and groups
Add directory group to SharePoint group
Set permissions per SharePoint group
Add users to the site
Set permissions per user
Create a SharePoint group
Add users to the SharePoint group
Set permissions per SharePoint group
Pros: Instantly see who has what access
Pros: Can re-use groups across multiple sites
Pros: consistent access to all resources
Cons: Doesn’t scale well if large no. users or multiple sites
Cons: Can end up with lots of groups
Cons: Can’t easily see who your site users are, may have to ask IT to create groups if they don’t exist
Best use: When you only own one site/have less than 20 users
Best use: minimal involvement required from IT, need different permissions to existing directory groups
Best use: when you can use the same groups used for email and file shares

Before Proceeding…
Check with your I.T. department regarding the standard procedure for managing site permissions.
This presentation is focused on adding users to SharePoint groups

SharePoint Permissions
The most likely permissions you will use:
Full control = use for site owners only
Approve = approving content before it is published
Contribute = authors and active participants in the site
Read = viewers who read but don’t modify content
View Only = Similar to Read but defaults to displaying content within browser only where possible

Changing permissions pt 1
To edit permissions, select the check box next to the relevant group or user. You can select more than one provided they are all being given the same permissions
Click on Actions and select the appropriate action
In this example, we are going to remove the ‘Finance Readers’ and ‘Finance Visitors’ from our site

Changing permissions pt 2
Repeat for each group or user whose permissions you want to change
In this example, we are going to edit permissions for ‘Finance Members’ and change their permission from ‘Contribute’ to ‘Read Only

Adding Users
We’re going to add an individual user as Site Owner
Click New – Add Users
Either type the user name in the box (click the icon to confirm) or use the address book (click the second icon) to find and add them
Select the permissions you want to grant and click OK

Creating SharePoint Groups pt 1
When you need to apply permissions to more than a few users, always create a SharePoint group. Assign permissions to the group and then add all relevant users to the group:
If you already use a directory group for the same set of users (e.g. you have a distribution list you send email out to), you can add that group to the SharePoint group to save adding users individually (this is how IT would manage permissions)

Creating SharePoint Groups pt 2
To add users to your SharePoint group, you will need to select the group in the sidebar:
When you’ve finished, don’t forget to click on ‘Site Permissions’ to return to viewing your site’s permissions

The End Result
Two users have full control (the Site Owners)
Anyone who is in the Finance Members group has read access to this site
We have a new SharePoint Group ‘Year-end Authors’ for everyone who is participating on the site

What if it all goes wrong?
Re-inherit permissions from the parent. In Site Permissions, click on Actions and choose Inherit Permissions:
The site will inherit permissions from its parent, removing any changes you’ve made. You can then start all over again.
Worst-case scenario: You remove your own permissions and can no longer access the site (trust me, it happens) – ask IT for help (they can reset permissions for you)

Beyond Site Permissions
You can apply permissions to the site, to any list or library within the site, and to any individual item or document within any list or library. The process is the same.
Always keep in mind, the more granular the permissions, the harder it is to see who has access to what and the easier it is to get the permissions wrong.
Many complaints about search arise because someone either finds something they shouldn’t or cannot find something they should. Both issues are caused by incorrect permissions…

The End
This presentation is part of a non-technical series for people who want to use and manage SharePoint 2007 sites. For more details, visit http://www.sharepointsharon.com
http://www.joiningdots.net
http://www.sharepointsharon.com

Still here?
Here’s the bonus content…

Terminology

Setting permissions when you create a site
This presentation focused on how to edit permissions for an existing site.
If you are a site owner, you can create sub-sites (and your current site becomes parent to those sites).
When you create a new site, you can choose to either inherit permissions or set unique permissions from the start

Create your sub-site pt: 1
Within your current site, click on Site Actions and select Create
On the Create page, select‘Sites and Workspaces’
(Listed under the Web Pages category, don’t ask, it’s another of those foibles)

Create your sub-site pt: 2
Complete the usual new site properties:
Title,
URL,
Template etc.
Under Permissions, select ‘Use unique permissions’
When you click Create, you will be taken to an additional screen…

…Set-up groups for your new site
SharePoint will create three initial roles: Visitors (read-only), Members (contribute) and Owners (full control). For each you can create a new group and add users to it, or use an existing group
You can modify permissions and create additional groups or change it all (including choosing to inherit after all) once the site is created

The End II
This presentation is part of a non-technical series for people who want to use and manage SharePoint 2007 sites. For more details, visit http://www.sharepointsharon.com
http://www.joiningdots.net
http://www.sharepointsharon.com

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SharePoint 2007 Site Permissions

by Sharon Richardson on Jan 28, 2010

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SharePoint 2007 Site Permissions — Presentation Transcript