SharePoint (Modern Sites) - Managing permissions on a SharePoint List Tutorial
Learn how to manage permissions on a SharePoint List. This video will guide you through managing permissions at a list level, allowing you to control access and security. Discover how to grant or restrict access for visitors, clients, and employees, ensuring data confidentiality and smooth collaboration.
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Objectifs :
This document aims to provide a comprehensive guide on managing permissions at the list level in SharePoint, specifically for employee onboarding processes. It will cover how to access list settings, modify permissions, and revert changes if necessary.
Chapitres :
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Introduction to SharePoint Permissions
In this section, we will explore the importance of managing permissions in SharePoint, particularly for teams that require controlled access to sensitive information, such as employee onboarding processes. Understanding how to manage permissions effectively ensures that only authorized personnel can view or edit specific lists. -
Accessing List Settings
To manage permissions for a SharePoint list, you first need to access the list settings. Follow these steps: 1. Navigate to the top right corner of your SharePoint screen. 2. Click on 'List Settings'. Note: The list settings can only be accessed when you are already within the specific list you want to manage. -
Understanding Permission Inheritance
When you create a list in SharePoint, it inherits permissions from the parent site. This means that the owners, members, and visitors of the site have the same permissions on the list as they do on the site. In this example, we will break this inheritance to customize permissions for our list. -
Modifying List Permissions
To manage permissions at the list level, follow these steps: 1. Once in the list settings, look for the permissions section. 2. Select 'Stop Inheriting Permissions' to customize access. 3. Choose the 'Visitors' group and remove their permissions. After these changes, only members and owners will have access to the list. -
Reverting Changes
If you need to revert any changes made to the permissions, you can easily restore the previous settings: 1. Click on 'Delete Unique Permissions'. 2. Confirm the action in the pop-up window. This will reinstate the original permissions, allowing visitors to access the list with read-only permissions. -
Conclusion
Managing permissions at the list level in SharePoint is crucial for maintaining the security and integrity of sensitive information. By following the steps outlined in this guide, you can effectively control who has access to your lists and ensure that only the right individuals can view or edit the content.
FAQ :
What is SharePoint used for?
SharePoint is used for collaboration, document management, and storage within organizations. It allows teams to share information and work together efficiently.
How do I manage permissions in SharePoint?
To manage permissions in SharePoint, navigate to the list or library settings, select permissions, and adjust them as needed. You can stop inheriting permissions and set unique permissions for specific users or groups.
What does read-only permission mean?
Read-only permission allows users to view content without the ability to edit or delete it. This is useful for sharing information without allowing changes.
What happens if I delete unique permissions in SharePoint?
If you delete unique permissions, the list or item will revert to using the inherited permissions from the parent site, restoring access for users as defined at that level.
Can I customize permissions for different users in SharePoint?
Yes, you can customize permissions for different users or groups in SharePoint by stopping inheritance and setting unique permissions for specific lists or items.
Quelques cas d'usages :
Managing Employee Onboarding
A company can use SharePoint to manage the onboarding process for new employees by creating a dedicated list with specific permissions. This allows HR to control who can view or edit onboarding materials, ensuring that sensitive information is only accessible to authorized personnel.
Client Access to Project Documents
A project team can set up a SharePoint list to share project documents with clients. By granting read-only permissions to clients, the team can ensure that clients can view necessary documents without the risk of altering them.
Restricting Access to Sensitive Information
An organization can create a SharePoint list that contains sensitive data and set unique permissions to restrict access. By stopping inheritance and removing permissions for certain user groups, the organization can protect confidential information.
Collaborative Document Review
A team can use SharePoint to collaborate on document reviews by creating a list where team members have editing permissions while external stakeholders have read-only access. This setup facilitates feedback while maintaining control over document integrity.
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.
CIS team
Refers to a specific team within an organization, likely focused on Computer Information Systems or a similar field.
Onboarding processes
The procedures and activities involved in integrating a new employee into an organization, including training and orientation.
Permissions
Settings that determine what actions users can perform on a SharePoint site or list, such as viewing, editing, or deleting content.
Read-only permission
A type of permission that allows users to view content but not make any changes to it.
Inheritance
A feature in SharePoint where permissions set at a higher level (like a site) are automatically applied to lower levels (like lists or libraries).
Unique permissions
Custom permissions that are set for a specific list or item, overriding the inherited permissions from the parent site.