Presentation slide deck from the SharePoint Evolution Conference in London 2015. Managing permissions in SharePoint

1. Managing Security and
Permissions in SharePoint
Alex Pearce

2.  Alex Pearce (Office 365 MVP)
 BFC Networks
 BLOG: http://www.bfcnetworks.com
 apearce@bfcnetworks.com / @alex_pearce
 Interests in Office 365 Education, Configuration
not Customisation, integration.

3. “Allow a user to data and
content within your
SharePoint environment”

4. Permission Bingo
 5 in a row – 3 prizes
 Horizontal and Vertical lines only

5. Agenda
 Permission types
 SharePoint Groups
 Users
 Inheritance of permissions
 Office 365 External Sharing
 Organisation Culture and Structures

6. Permission normal to users
 View
 Members
 Owners
 Site Collection Administrators

7. Above and beyond
 Site Collection Administrators
 Web Application – View (search
crawler)
 Web Application – Full Control
 Farm

8. Approve / Decline
 Approve or Decline content being published
to the requested area
 Only user submitted and approvers can see
content
 Workflow to approve or decline before the
content is available for all to see in that site

9. SharePoint Groups
“A set of users or groups
defined to a single group to
help manage content better in
SharePoint”*

10. SharePoint Groups
 Include individual Users or Active Directory
Groups
 Permissions are not set on SharePoint
Groups, they are only groups (doesn’t
matter on their name)

11. SharePoint Groups: Names
 Include individual Users or Active Directory
Groups
 Permissions are not set on SharePoint
Groups, they are only groups (doesn’t
matter on their name)

12. SharePoint Groups: Names

13. SharePoint Groups: Managing
 Set
 Name
 About Me
 Group Owners (can be SharePoint Group)
 Group Settings
– Who can view
– Who can edit
 Membership request

14. SharePoint Groups: Names

15. SharePoint Groups: Names

16. SharePoint Groups: Association
 Each site has 3 groups associated with it
 Visitors (View)
 Members (Contribute)
 Owners (Full Administrators)
 Associated at creation of site

17. SharePoint Groups: Association

18. Understanding what a user has
 A user can have permission from the
following
 Added Individually
 Added to a SharePoint Group
 Added to a Active Directory Group
– Then added individually or into a SP Group
 Other
– Site Collection Admin
– Higher Farm Permissions (bad practice)

19. Check Permissions
 Search by user or group to see how they
have permission to this area (DEMO)

20. Breaking Down Content
 Site
 List
 Item
Permissions are inherited from the above and
can be broken (break inheritance) so only
certain users can access the content

21. When we break inheritance
 Copy or remove exciting groups
 Add individual users/groups
 Deny access for users who inherit from
above

22. BREAKING INHERITANCE
Creating a site with permission set, breaking inheritance on a
document library and setting permissions

23. Office 365 External Sharing
 Permissions
 View
 Edit
 Give external access to content
 Per site
 Per list/library (recently added)
 Per folder
 Per item

24. OneDrive: External Sharing
 Allow view with no permissions
 Shared With Everyone folder
– Everyone except External
 Anonymous access to content

25. EXTERNAL SHARING
Permissions in Office 365 and OneDrive for Business

26. Organisation Culture/Structure
 What should be accessible to all users to
view, edit or comment?

27. Yammer
Change is the new constant. Yammer is
a private social network that helps you
and your teams stay on top of it all.
Yammer team collaboration software
and business applications allow you to
bring your team together so you can
have conversations, collaborate on files,
and organize around projects so you
can go further – faster.

28. Yammer
Change is the new constant. Yammer is
a private social network that helps you
and your teams stay on top of it all.
Yammer team collaboration software
and business applications allow you to
bring your team together so you can
have conversations, collaborate on files,
and organize around projects so you
can go further – faster.

29. Organisation Culture/Structure
 What should be accessible to all users to
view, edit or comment?
 Does giving users access to content that is
not direct to their job role prevent them
from doing their job?*
 If they find it becomes part of their role, should
they be allowed to comment?
 If they have past experience or a personal
interest, should they be allowed to comment?

30. Organisation Culture/Structure
 Does an open approach to content and
comments help improve the contribute to
content in that data?
 Should an open approach to social networking
mean a different approach to how we do
permission in other areas (not just SharePoint)?

31. Organisation Culture/Structure
 Permissions is based on your role but everyone
does it based on the user…Where is the
business continuity if that person leaves?
Should they be able to see the pervious
employees permissions, sites, files? How about
their OneDrive?

32. Thank you for attending!
Alex Pearce @alex_pearce
apearce@bfcnetworks.com