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 :

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.

résultat(s)
00:00:00
I've been using this SharePoint
00:00:01
site for my CIS team and we are
00:00:04
also using this SharePoint list
00:00:06
where emloyee onboarding processes.
00:00:08
The thing is on this site
00:00:10
we have visitors IE clients,
00:00:12
people outside of the company
00:00:14
who as of today can access this
00:00:16
list with a read only permission.
00:00:18
I would like to manage permissions at a
00:00:21
list level. Let's see how I can do so.
00:00:24
I'm going to start by going to
00:00:27
the top right of
00:00:28
my screen. And list settings.
00:00:31
The list settings
00:00:32
can only be accessed if you
00:00:35
are already in the list.
00:00:38
Once in the menu, we will take a look
00:00:40
at the permissions with this list.
00:00:46
When you create a list,
00:00:48
you also create an inheritance.
00:00:51
IE the owners, members and visitors
00:00:55
have the same permissions as they
00:00:58
do on the same complete site.
00:01:01
For my example today I'm going to
00:01:03
have to stop inheriting ermissions.
00:01:08
Select the Visitors and Justice,
00:01:11
remove their Ermissions.
00:01:15
Right now my list have specific permissions.
00:01:17
Only members and owners can access it.
00:01:20
If I made any mistakes or I just want
00:01:23
to go back to the way it was before,
00:01:26
all I have to do is click on Delete unique
00:01:30
permissions and validate the pop up.
00:01:33
And the visitors are back
00:01:35
with a read only ermission.
00:01:37
This is how to manage Ermissions
00:01:39
on a SharePoint list level.

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