How to Best Manage SharePoint Users
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This document outlines best practices for managing SharePoint users. It discusses the fundamentals of SharePoint site membership and authentication providers. It then describes a 5-step process for effectively managing SharePoint users: 1) Identify communication requirements, 2) Group site users, 3) Map requirements to permissions, 4) Enforce permission change management, and 5) Document and maintain access information. The goal is to determine users' information and communication needs and map them to the appropriate level of site access.
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How to Best Manage SharePoint Users
- 1. Best Practices in SharePoint User Management Dux Raymond Sy, PMP, MVP Recorded video: http://vimeo.com/24711378
- 2. Presentation Objectives ¡ In this presentation, you will learn how to best manage SharePoint users ¡ In addition, you will learn ¡ The fundamentals of SharePoint site membership ¡ Effective techniques in identifying user communication and information needs ¡ How to map communication plan to SharePoint site membership ¡ SharePoint user management process Twitter: @meetdux #sptechcon #spum
- 3. Dux Raymond Sy, PMP ¡ Managing Partner, Innovative-E, Inc. ¡ SharePoint Server MVP ¡ Author, “SharePoint for Project Management” by O’Reilly Media ¡ For more information, connect with Dux ¡ E-Mail: dux.sy@innovative-e.com ¡ Twitter: twitter.com/meetdux ¡ LinkedIn: meetdux.com/li ¡ Blog: meetdux.com Twitter: @meetdux #sptechcon #spum
- 4. Agenda ¡ Managing SharePoint Users is a Double-Edged Sword ¡ The Basics of SharePoint Site Membership ¡ 5 Key Steps to Managing SharePoint Users ¡ Summary Twitter: @meetdux #sptechcon #spum
- 5. Sound Familiar? “I can’t upload to the Shared Documents library!” “Since you bought me dinner last night, sure, I can grant you Full Control permission.” “Nobody knows who has access to what in our SharePoint environment” Twitter: @meetdux #sptechcon #spum
- 6. Agenda ¡ Managing SharePoint Users is a Double-Edged Sword ¡ The Basics of SharePoint Site Membership ¡ 5 Key Steps to Managing SharePoint Users ¡ Summary Twitter: @meetdux #sptechcon #spum
- 7. Who Can Access SharePoint Sites? ¡ SharePoint sites are intended for a community of users ¡ Site Membership is defined ¡ During site creation ¡ Even after the site is created ¡ In order to be added as a site member, a user has to be added to SharePoint first ¡ SharePoint users can come from various sources known as authentication providers ¡ Authentication providers are defined from SharePoint Central Administration Twitter: @meetdux #sptechcon #spum
- 8. Authentication Providers Web SSO OpenID Windows SharePoint OAuth FBA FB Connect Site 1 Site 2 Site 3 Twitter: @meetdux #sptechcon #spum
- 9. Site Membership ¡ How are site members added? ¡ Manually by site owner ¡ User request ¡ What are SharePoint groups? ¡ A convenient way to manage groups of people within a site or who collaborate frequently on many sites in a site collection ¡ How are user permissions defined? ¡ Site permissions ¡ Library/List Permissions ¡ Item-level permissions Twitter: @meetdux #sptechcon #spum
- 10. Site Access C SharePoint Site Dux Shared Calendar Tasks R Documents Members Jerry C Elaine Performance George Eval Meeting No Cosmo Access Twitter: @meetdux #sptechcon #spum
- 11. Agenda ¡ Managing SharePoint Users is a Double-Edged Sword ¡ The Basics of SharePoint Site Membership ¡ 5 Key Steps to Managing SharePoint Users ¡ Summary Twitter: @meetdux #sptechcon #spum
- 12. Communication Planning is Key ¡ Determining communication needs and mapping to site access are essential ¡ Both incoming and outgoing ¡ Site owners/managers are responsible 1. Identify communication requirements 2. Group site users 3. Map communication requirements to site permissions 4. Enforce permission change management 5. Document & maintain site access information Twitter: @meetdux #sptechcon #spum
- 13. #1 Identify Communication Requirements ¡ Program Manager ¡ Regular e-mail updates on project milestones and risks ¡ Comptroller ¡ Reviews and updates any change to project finances ¡ Compliance Office ¡ Monitors project process compliance ¡ Reviews and updates project risks ¡ Other Project Managers ¡ Share lessons learned and satisfy continuous improvement process ¡ Read only access to project documents Twitter: @meetdux #sptechcon #spum
- 14. #2 Group Site Users User Site Group Program Manager Owners Members Visitors Comptroller Owners Members Visitors Compliance Office Owners Members Visitors Other PMs Owners Members Visitors Twitter: @meetdux #sptechcon #spum
- 15. #3 Map Communication Requirements User Issues Tasks Project Docs Calendar Visitors R R R R Members C C R C FC = Full Control D = Design C = Contribute R = Read Twitter: @meetdux #sptechcon #spum
- 16. #4 Enforce Permission Change Management Permissions Change request Change Permission Log Inform details originator Analyze Yes Site Manager decision Log No Gather info Schedule Later Review Twitter: @meetdux #sptechcon #spum
- 17. #5 Document & Maintain Site Access Info Twitter: @meetdux #sptechcon #spum
- 18. Agenda ¡ Managing SharePoint Users is a Double-Edged Sword ¡ The Basics of SharePoint Site Membership ¡ 5 Key Steps to Managing SharePoint Users ¡ Summary Twitter: @meetdux #sptechcon #spum
- 19. Resources ¡ Screencast: A Primer to SharePoint Security http://bit.ly/spsecurity ¡ Video: Managing SharePoint 2007 Site Permission http://bit.ly/d2oNOw ¡ Workbook: Site Creation Rights Governance Theme http://bit.ly/b590nE Twitter: @meetdux #sptechcon #spum
- 20. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux Your feedback will be greatly appreciated http://meetdux.com/feedback Twitter: @meetdux #sptechcon #spum
- 21. Thank You!