SharePoint is a popular platform that allows organisations to create, manage and share content on their network. While SharePoint offers unparalleled functionality, there are a few things that users should understand to get the most out of their experience. One of the most important aspects of SharePoint is managing permissions to ensure that users only have access to the resources they need.
Here are some tips on how to manage SharePoint permissions effectively:
1. Understand the SharePoint permission hierarchy
Before you start granting permissions to users, it is important to understand the hierarchy of permissions in SharePoint. At the top of the hierarchy, we have the SharePoint farm, which represents all servers and services required to support SharePoint. The next level is the web application, followed by the site collection, site, list, folder, and finally, item or document level. Each level has its own unique set of permissions, which makes managing access in SharePoint very flexible.
2. Create SharePoint groups based on functional roles
It is recommended that you create SharePoint groups based on functional roles or teams in your organisation. This can help you manage permissions more efficiently by giving you the ability to grant or revoke permissions to entire groups instead of individual users. Moreover, it ensures that users only have access to the resources that are relevant to their roles, which can reduce the risk of data breaches or unauthorised access.
3. Use permission levels to define access
SharePoint provides several permission levels that can be used to define access to resources. These range from full control to read-only access. It is essential to use these permission levels to define what users can do with the resources they have access to. For example, you may want to grant full control to site owners or administrators, but limit other users to read-only access.
4. Audit SharePoint permissions regularly
As your SharePoint environment grows and changes, it is essential to audit permissions regularly to ensure that users only have access to the resources they need. SharePoint provides several reports that you can use to identify permissions that may be problematic, such as users with excessive permissions or permissions that conflict with SharePoint best practices. This can help you maintain a secure and compliant SharePoint environment.
In conclusion, managing SharePoint permissions is not an easy task, but it is essential to ensure that users only have access to the resources they need. By understanding the permission hierarchy, creating SharePoint groups based on functional roles, using permission levels to define access and auditing SharePoint permissions regularly, you can manage permissions more efficiently and maintain a secure SharePoint environment.
