SharePoint (Modern Sites) - Create a permission group Tutorial

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
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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
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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
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on design I can now create.
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What is now the external consultants group?
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This group as of yet is emty.
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I'm the only one in IT to
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add people in that group.
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I simply have to go to new.
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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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