SharePoint (Modern Sites) - Create a permission group Video

Learn how to create a permission group in SharePoint. If you need to give access to consultants or colleagues, making them site owners may not be possible. Watch this video to learn the steps to add them as members of a permission group and grant appropriate access to your SharePoint site.

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Objectifs :

This document aims to guide users on how to create a custom permission group in SharePoint for external consultants, ensuring they have the appropriate access rights without being granted full ownership or limited visitor permissions.

Chapitres :

  1. Introduction
    In this guide, we will explore how to manage permissions for a new consultant and his colleagues who will be accessing your SharePoint site. The goal is to create a custom permission group that balances access rights between site owners and members.
  2. Accessing SharePoint Permissions
    To begin, navigate to your SharePoint site. Click on the gear icon located at the top right corner of the screen. From the dropdown menu, select 'Site Permissions' to view the current permission settings.
  3. Identifying Permission Limitations
    Upon reviewing the permissions, you may notice that making the consultants site owners is not feasible. Additionally, assigning them as members may not provide sufficient rights, while designating them as visitors will restrict them to read-only access. Therefore, a new approach is necessary.
  4. Creating a Custom Permission Group
    To address the limitations, you can create a custom permission group. Follow these steps: 1. Go to 'Advanced Permission Settings'. 2. In the top left corner, click on 'Create Group'. 3. Name the group 'Extension Consultants'. 4. Set the membership options, including who can edit the group and whether to allow requests to join. 5. Choose the permission level for this group. Since full control is not an option and edit rights are insufficient, select 'Design' as the permission level.
  5. Finalizing the Group Setup
    After configuring the group settings, click on 'Create' to establish the 'External Consultants' group. Initially, this group will be empty, with only you as the administrator able to add members.
  6. Adding Users to the Group
    To add users to your newly created permission group, follow these steps: 1. Click on 'New' within the group settings. 2. Enter the email addresses of the consultants you wish to add. 3. Confirm the additions to ensure they have the appropriate access to your SharePoint site.
  7. Conclusion
    By creating a custom permission group for external consultants, you can effectively manage their access rights in SharePoint. This approach ensures they have the necessary permissions to collaborate without compromising the security and integrity of your site.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and storage. It allows teams to share information and work together on projects from any location.

How do I give users access to my SharePoint site?

To give users access, go to the gear icon, select 'Site Permissions', and then create a new permission group or add users to existing groups with the appropriate access level.

What are the different permission levels in SharePoint?

The main permission levels in SharePoint are Site Owners (full control), Site Members (edit access), and Site Visitors (read-only access). You can also create custom permission groups with specific rights.

Can I create a custom permission group in SharePoint?

Yes, you can create a custom permission group by going to 'Advanced Permission Settings' and selecting 'Create Group'. You can define the group's name, membership settings, and permission level.

What should I do if I need to give external consultants access to my SharePoint site?

You can create a custom permission group for external consultants that provides the necessary access without granting full control. Set the permission level to 'Design' to allow them to contribute while maintaining control over site settings.

Quelques cas d'usages :

Onboarding External Consultants

When onboarding external consultants, a custom permission group can be created in SharePoint to provide them with the necessary access to collaborate on projects without compromising site security. This allows them to contribute effectively while ensuring sensitive information remains protected.

Project Collaboration

In a project where team members need to share documents and collaborate, creating a permission group with 'Design' access allows users to edit and manage project-related content while preventing unauthorized changes to site settings.

Managing Access for Temporary Staff

For temporary staff who require access to specific resources, a custom permission group can be established to grant them the necessary rights for the duration of their contract, ensuring they can perform their tasks without gaining excessive permissions.

Improving Team Efficiency

By creating tailored permission groups in SharePoint, teams can streamline their workflows, allowing members to focus on their tasks without the confusion of unnecessary permissions. This leads to improved productivity and better project outcomes.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Site Owners

Users who have full control over a SharePoint site, including the ability to manage permissions, create and delete content, and customize site settings.

Site Members

Users who have permissions to contribute to a SharePoint site, allowing them to add, edit, and delete content but not manage site settings or permissions.

Site Visitors

Users who can only view content on a SharePoint site without the ability to make any changes.

Permission Group

A collection of users in SharePoint that share the same permissions, allowing for easier management of access rights.

Advanced Permission Settings

A section in SharePoint where site administrators can configure detailed permission levels and manage user access to the site.

Design Permission Level

A specific permission level in SharePoint that allows users to create and edit lists and pages, but not manage site settings or permissions.

résultat(s)
00:00:00
I have just been told that a new
00:00:02
consultant will come to work for my
00:00:04
team with a few of his colleagues.
00:00:07
I'm going to have to give him and his
00:00:09
colleagues access to my SharePoint site.
00:00:11
To do so, let's go to the gear icon
00:00:14
on the top right of the screen.
00:00:16
Site Ermissions.
00:00:19
One problem I can easily notice right
00:00:22
away is that for these consultants,
00:00:25
making them site owners is
00:00:28
simply not possible.
00:00:30
Making them members of the site will
00:00:32
not give them enough rights and making
00:00:34
them visitors will again not give
00:00:36
them enough as they will only be able
00:00:39
to read the content of this site.
00:00:41
What can I do?
00:00:43
Well, I'm going to go ahead and
00:00:46
create my own permission group that
00:00:48
will be set right in between owners
00:00:52
and members of a SharePoint site.
00:00:54
To do so,
00:00:55
let's go to Advanced ermission settings.
00:01:00
And in the top left you
00:01:01
will find the create group.
00:01:04
I'm going to name this group.
00:01:07
Extension consultants.
00:01:12
You can decide who can do
00:01:14
the membership of the group.
00:01:16
Who can edit the membership?
00:01:18
Do you allow request to
00:01:20
join all of the groups?
00:01:21
Are you going to accept the request?
00:01:24
If yes or no,
00:01:25
who will get the request by mail?
00:01:27
But most importantly you can choose
00:01:30
the permission level for this group.
00:01:33
We said that Full control was not an option.
00:01:38
EDIT as a member was not enough,
00:01:40
therefore I'm going to give them the design.
00:01:43
It's important left click
00:01:45
on design I can now create.
00:01:48
What is now the external consultants group?
00:01:50
This group as of yet is emty.
00:01:53
I'm the only one in IT to
00:01:56
add people in that group.
00:01:58
I simply have to go to new.
00:02:01
And add users to this group.
00:02:05
I can now start adding people to my new
00:02:09
permission group that I just created.

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résultat(s)
00:00:00
Acabam de me dizer que um novo
00:00:02
o consultor virá trabalhar para o meu
00:00:04
equipa com alguns dos seus colegas.
00:00:07
Vou ter que dar a ele e a sua
00:00:09
acesso de colegas ao meu site do SharePoint.
00:00:11
Para isso, vamos ao ícone de engrenagem
00:00:14
no canto superior direito do ecrã.
00:00:16
Permissões do Site.
00:00:19
Um problema que consigo perceber facilmente, certo?
00:00:22
fora é que, para esses consultores,
00:00:25
torná-los proprietários de sites é
00:00:28
simplesmente não é possível.
00:00:30
Torná-los membros do site
00:00:32
não lhes dar direitos suficientes e fazer
00:00:34
os visitantes não vão voltar a dar
00:00:36
bastam porque só serão capazes
00:00:39
ler o conteúdo deste site.
00:00:41
O que posso fazer?
00:00:43
Bem, vou em frente e
00:00:46
criar o meu próprio grupo de permissões que
00:00:48
será fixado entre os proprietários
00:00:52
e membros de um site do SharePoint.
00:00:54
Para o fazer,
00:00:55
vamos a Definições avançadas de permissões.
00:01:00
E no canto superior esquerdo você
00:01:01
irá encontrar o grupo de criação.
00:01:04
Vou dar um nome a este grupo.
00:01:07
Consultores de extensão.
00:01:12
Pode decidir quem pode fazer
00:01:14
a composição do grupo.
00:01:16
Quem pode editar a subscrição?
00:01:18
Permite o pedido de
00:01:20
aderir a todos os grupos?
00:01:21
Vai aceitar o pedido?
00:01:24
Se sim ou não,
00:01:25
quem receberá o pedido por correio?
00:01:27
Mas o mais importante, pode escolher
00:01:30
o nível de permissão para este grupo.
00:01:33
Dissemos que o controlo total não era uma opção.
00:01:38
EDITAR como membro não era suficiente,
00:01:40
portanto, vou dar-lhes o design.
00:01:43
É importante clicar com o botão esquerdo
00:01:45
no design que agora posso criar.
00:01:48
O que é agora o grupo de consultores externos?
00:01:50
Este grupo está ainda vazio.
00:01:53
Eu sou o único em TI a
00:01:56
adicionar pessoas nesse grupo.
00:01:58
Tenho simplesmente de ir para o novo.
00:02:01
E adicionar utilizadores a este grupo.
00:02:05
Agora posso começar a adicionar pessoas ao meu novo
00:02:09
grupo de permissões que acabei de criar.

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résultat(s)
00:00:00
Mi è appena stato detto che un nuovo
00:00:02
il consulente verrà a lavorare per me
00:00:04
squadra con alcuni suoi colleghi.
00:00:07
Dovrò dare a lui e ai suoi
00:00:09
i colleghi accedono al mio sito di SharePoint.
00:00:11
Per farlo, andiamo sull'icona a forma di ingranaggio
00:00:14
in alto a destra dello schermo.
00:00:16
Autorizzazioni del sito.
00:00:19
Un problema che posso facilmente notare, vero?
00:00:22
un esempio è che per questi consulenti,
00:00:25
renderli proprietari di siti è
00:00:28
semplicemente non è possibile.
00:00:30
Renderli membri del sito lo farà
00:00:32
non dare loro abbastanza diritti e rendimenti
00:00:34
i visitatori ancora una volta non li daranno
00:00:36
li basteranno perché ne saranno capaci
00:00:39
per leggere il contenuto di questo sito.
00:00:41
Cosa posso fare?
00:00:43
Bene, ho intenzione di andare avanti e
00:00:46
creare il mio gruppo di autorizzazioni
00:00:48
verrà impostato direttamente tra i proprietari
00:00:52
e membri di un sito di SharePoint.
00:00:54
A tale scopo,
00:00:55
andiamo alle impostazioni di autorizzazione avanzate.
00:01:00
E in alto a sinistra tu
00:01:01
troverà il gruppo di creazione.
00:01:04
Darò un nome a questo gruppo.
00:01:07
Consulenti per l'estensione.
00:01:12
Puoi decidere chi può farlo
00:01:14
l'appartenenza al gruppo.
00:01:16
Chi può modificare l'iscrizione?
00:01:18
Consenti la richiesta di
00:01:20
unirti a tutti i gruppi?
00:01:21
Accetterai la richiesta?
00:01:24
Se sì o no,
00:01:25
chi riceverà la richiesta per posta?
00:01:27
Ma soprattutto puoi scegliere
00:01:30
il livello di autorizzazione per questo gruppo.
00:01:33
Abbiamo detto che il controllo completo non era un'opzione.
00:01:38
EDIT come membro non è bastato,
00:01:40
quindi ho intenzione di dare loro il design.
00:01:43
È importante fare clic con il tasto sinistro
00:01:45
sul design che ora posso creare.
00:01:48
Cos'è ora il gruppo di consulenti esterni?
00:01:50
Questo gruppo è ancora vuoto.
00:01:53
Sono l'unico informatico a
00:01:56
aggiungere persone in quel gruppo.
00:01:58
Devo semplicemente passare a New.
00:02:01
E aggiungi utenti a questo gruppo.
00:02:05
Ora posso iniziare ad aggiungere persone al mio nuovo
00:02:09
gruppo di autorizzazioni che ho appena creato.

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résultat(s)
00:00:00
Мне только что сказали, что новый
00:00:02
консультант приедет работать к мне
00:00:04
команда с несколькими его коллегами.
00:00:07
Мне придется отдать ему и его
00:00:09
доступ коллег к моему сайту SharePoint.
00:00:11
Для этого давайте перейдем к значку шестеренки
00:00:14
в правом верхнем углу экрана.
00:00:16
Разрешения сайта.
00:00:19
Одна проблема, которую я легко замечу, верно
00:00:22
Дело в том, что для этих консультантов
00:00:25
сделать их владельцами сайтов — это
00:00:28
просто невозможно.
00:00:30
Превращение их в члены сайта позволит
00:00:32
не предоставят им достаточного количества прав и средств
00:00:34
их посетители снова не дадут
00:00:36
их достаточно, так как они только смогут
00:00:39
прочитать содержимое этого сайта.
00:00:41
Что я могу сделать?
00:00:43
Что ж, я пойду дальше и
00:00:46
создайте свою собственную группу разрешений, которая
00:00:48
будут распределены между владельцами
00:00:52
и участниками сайта SharePoint.
00:00:54
Для этого
00:00:55
давайте перейдем к расширенным настройкам разрешений.
00:01:00
И в верхней части слева вы
00:01:01
найдете команду «Создать группу».
00:01:04
Я назову эту группу.
00:01:07
Консультанты по расширению знаний.
00:01:12
Вы сами решаете, кто может это сделать
00:01:14
членство в группе.
00:01:16
Кто может редактировать членство?
00:01:18
Разрешаете ли вы запрашивать
00:01:20
присоединиться ко всем группам?
00:01:21
Собираетесь ли вы принять запрос?
00:01:24
Если да или нет,
00:01:25
кто получит запрос по почте?
00:01:27
Но самое главное, вы можете выбрать
00:01:30
уровень разрешений для этой группы.
00:01:33
Мы сказали, что полный контроль невозможен.
00:01:38
EDIT в качестве участника было недостаточно,
00:01:40
поэтому я собираюсь дать им дизайн.
00:01:43
Важно щелкнуть левой кнопкой мыши
00:01:45
дизайн, который я теперь могу создать.
00:01:48
Что теперь представляет собой группа внешних консультантов?
00:01:50
Эта группа пока пуста.
00:01:53
Я единственный, кто в сфере информационных технологий
00:01:56
добавьте людей в эту группу.
00:01:58
Мне просто нужно пойти в новое.
00:02:01
И добавьте пользователей в эту группу.
00:02:05
Теперь я могу начать добавлять людей в свою новую
00:02:09
только что созданная мной группа разрешений.

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résultat(s)
00:00:00
Me acaban de decir que un nuevo
00:00:02
un consultor vendrá a trabajar para mi
00:00:04
haga equipo con algunos de sus colegas.
00:00:07
Voy a tener que entregarle a él y a su
00:00:09
mis colegas acceden a mi sitio de SharePoint.
00:00:11
Para hacerlo, vayamos al icono de la rueda dentada
00:00:14
en la parte superior derecha de la pantalla.
00:00:16
Permisos del sitio.
00:00:19
Un problema que puedo notar fácilmente, ¿verdad
00:00:22
lo único que queda es que, para estos consultores,
00:00:25
convertirlos en propietarios de sitios es
00:00:28
simplemente no es posible.
00:00:30
Hacerlos miembros del sitio será
00:00:32
no les da suficientes derechos ni derechos
00:00:34
los visitantes volverán a no dar
00:00:36
los suficientes, ya que solo ellos podrán
00:00:39
para leer el contenido de este sitio.
00:00:41
¿Qué puedo hacer?
00:00:43
Bueno, voy a seguir adelante y
00:00:46
creo mi propio grupo de permisos que
00:00:48
se colocará justo entre los propietarios
00:00:52
y miembros de un sitio de SharePoint.
00:00:54
Para hacerlo,
00:00:55
vamos a la configuración avanzada de permisos.
00:01:00
Y en la parte superior izquierda, tú
00:01:01
encontrará el grupo de creación.
00:01:04
Voy a ponerle un nombre a este grupo.
00:01:07
Consultores de extensión.
00:01:12
Puedes decidir quién puede hacerlo
00:01:14
la pertenencia al grupo.
00:01:16
¿Quién puede editar la membresía?
00:01:18
¿Permiten que la solicitud
00:01:20
¿unirse a todos los grupos?
00:01:21
¿Vas a aceptar la solicitud?
00:01:24
En caso afirmativo o negativo,
00:01:25
¿quién recibirá la solicitud por correo?
00:01:27
Pero lo más importante es que puedes elegir
00:01:30
el nivel de permisos de este grupo.
00:01:33
Dijimos que el control total no era una opción.
00:01:38
EDITAR como miembro no era suficiente,
00:01:40
por lo tanto, les voy a dar el diseño.
00:01:43
Es importante hacer clic con el botón izquierdo
00:01:45
en el diseño que ahora puedo crear.
00:01:48
¿Qué es ahora el grupo de consultores externos?
00:01:50
Este grupo está vacío todavía.
00:01:53
Soy el único en TI que
00:01:56
agregar personas a ese grupo.
00:01:58
Simplemente tengo que ir a una nueva.
00:02:01
Y agrega usuarios a este grupo.
00:02:05
Ahora puedo empezar a añadir personas a mi nuevo
00:02:09
grupo de permisos que acabo de crear.

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