SharePoint (Modern Sites) - Managing permissions on a SharePoint file Tutorial

Learn how to manage permissions on a SharePoint file in this advanced tutorial. Discover how to efficiently collect insurance numbers from your team to perform administrative work. Get a step-by-step guide on organizing documents in the same document library. Enhance your SharePoint skills today!

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Objectifs :

This video aims to demonstrate how to manage access permissions in SharePoint, specifically focusing on restricting access to sensitive documents for visitors while maintaining accessibility for team members.

Chapitres :

  1. Introduction to SharePoint Document Management
    In this section, we introduce the context of managing documents within a SharePoint site. The speaker discusses the challenge of having all documents stored in a single document library, which can lead to accessibility issues, especially when sensitive information is involved.
  2. Identifying the Problem
    The speaker highlights a specific issue: an Excel workbook containing insurance numbers that needs to be kept confidential. This workbook is currently accessible to clients who visit the site, raising concerns about data privacy.
  3. Managing Access Permissions
    To address the issue, the speaker demonstrates how to manage access permissions effectively. The steps include: - Navigating to the document library where the Excel workbook is stored. - Clicking on the three ellipses (•••) next to the document to access the 'Manage access' option. - Locating the 'Visitors' group to confirm their current access level. This process ensures that only authorized team members can view the sensitive document.
  4. Changing Access Permissions
    The speaker proceeds to modify the access permissions for the 'Visitors' group. By left-clicking on the appropriate option, the speaker removes direct access to the Excel workbook for visitors. This action ensures that the workbook is no longer visible to anyone in the Visitors group, effectively protecting sensitive information.
  5. Conclusion
    In conclusion, the video emphasizes the importance of managing document access in SharePoint to safeguard sensitive information. By following the demonstrated steps, users can ensure that confidential documents are only accessible to the appropriate team members, thereby enhancing data security.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and storage. It allows teams to work together on projects, share files, and manage content efficiently.

How can I restrict access to a document in SharePoint?

To restrict access to a document in SharePoint, navigate to the document library, select the document, click on 'Manage Access', and adjust the permissions for specific user groups, such as removing access for the Visitors group.

What is the difference between a document library and a regular folder?

A document library in SharePoint is a specialized storage area that provides additional features like versioning, metadata, and permissions management, whereas a regular folder is a basic file storage structure without these advanced capabilities.

Can clients access my SharePoint documents?

Clients can access SharePoint documents if they are granted permissions. To prevent clients from accessing certain documents, ensure that the permissions are set correctly, such as restricting access to specific user groups.

What happens if I remove access for a user group in SharePoint?

If you remove access for a user group in SharePoint, members of that group will no longer be able to view or interact with the document or folder, and they won't even see its existence in the document library.

Quelques cas d'usages :

Restricting Access to Sensitive Documents

In a corporate environment, a team may need to store sensitive financial data in a SharePoint document library. By managing access, the team can ensure that only authorized personnel can view or edit these documents, while clients or external users are completely restricted from seeing them.

Collaborative Project Management

A project team can use SharePoint to collaborate on a project by storing all related documents in a document library. They can manage access to ensure that only team members can edit the documents, while stakeholders can be given view-only access to monitor progress.

Compliance and Data Security

Organizations can use SharePoint to comply with data protection regulations by controlling access to sensitive information. By setting up proper permissions, they can ensure that only specific groups have access to confidential documents, thus enhancing data security.

Training and Onboarding

During the onboarding process, a company can create a SharePoint site with a document library containing training materials. Access can be managed so that new employees can view the materials while preventing external visitors from accessing sensitive training documents.

Client Collaboration

A consulting firm can use SharePoint to share project updates with clients. By managing access, they can allow clients to view certain documents while keeping other internal documents private, ensuring confidentiality and effective communication.

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.

Document Library

A location on a SharePoint site where documents and files are stored. Users can upload, manage, and share documents within this library.

Excel Workbook

A file created using Microsoft Excel, which is a spreadsheet program. It can contain data organized in rows and columns, and it allows for calculations, graphing tools, and pivot tables.

Manage Access

A feature in SharePoint that allows users to control who can view or edit files and folders. It enables the management of permissions for different user groups.

Visitors Group

A predefined group in SharePoint that typically has read-only access to the site content. Members of this group can view documents but cannot edit or delete them.

Authorization

The process of determining whether a user has permission to access a resource or perform an action. In SharePoint, it refers to the permissions set for users or groups.

résultat(s)
00:00:00
I have been working on a specific SharePoint
00:00:03
site with my team for quite a while now.
00:00:06
The issue is, we have all of our
00:00:09
documents in the same document library.
00:00:11
Here we can see that I have an excel
00:00:14
workbook dedicated to the insurance numbers.
00:00:16
I have to collect every insurance
00:00:18
number of my team in order to
00:00:21
do some administrative work.
00:00:22
The problem comes from the fact that this
00:00:25
website is also accessed and readable
00:00:28
by the clients they are visitors.
00:00:30
And I do not want them to be able
00:00:32
to have access to this file.
00:00:34
Do I have to move it somewhere else? No, I
00:00:37
can simply go to the three ellipses.
00:00:40
Manage access. And in groups.
00:00:44
I can find the visitors,
00:00:47
we can confirm that they
00:00:49
can only view this file.
00:00:51
A left click allows me then
00:00:53
to change this authorization.
00:00:55
I'm going to remove direct access
00:00:57
to this file for the visitors.
00:01:01
Now that everything is
00:01:02
validated, everyone in the Visitors group in
00:01:05
this site cannot even see the
00:01:07
existence of this Excel workbook.

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