A SharePoint Guide to Setting Permissions

Transcription

1 A SharePoint Guide to Setting Permissions Contents Permission Levels... 2 Granting Anonymous Access... 3 Groups... 4 Creating a Group... 4 Adding Members to a Group... 5 Removing Members from a Group... 6 Setting Permissions for Individual Pages... 6 Managing Permission Requests C AS- IT: TAP

2 Permission Levels There are various permission levels in SharePoint that you can set members to. These permissions will let users complete different actions and allow them to access different parts of the site. The permissions are: Anonymous Access: This permission level is active by default on all sites. It allows users without an Illinois State account to access a site and view its contents. Anonymous Access users only have access to sections of the site that do not have individual permissions set up. Limited Access: Can only see specific pages, libraries, and documents. This must be done individually to each page/document. View Only: Can view pages, list items, and documents. This user can view items and downloads in the browser, but cannot download them. Read: Can view pages and download items. Restricted Read: Can view pages and download documents, but is not able to see permissions. Approve: Can edit and publish pages, list items, and documents. Viewer cannot create new pages or sub-sites. Contribute: Can view, add, update, and delete list items and documents. Design: Can view, add, update, and delete list items and documents. Can approve edits from other users and customize various aspects of the site. Manage Hierarchy: Can view, add, update, and delete list items and documents. Is also able to create sub-sites, pages, and manage navigation. Full Control: Has Site Administrator level access to all aspects of the site. Site Administrator: This permission level is for the faculty administrator, the owner of the site. The Site Administrator has full access and control of the site and is also the individual notified for permission requests. 2 C AS- IT: TAP

3 Granting Anonymous Access 1. Log in to your site. 2. In the upper-right hand corner, select Site Actions and from that menu select Site Permissions. This will bring you to the Permissions page. 3. In the ribbon select Anonymous Access. 4. Choose a level of access for anonymous users. Entire Web site: This will give users access to view the entire website and documents. Lists and Libraries: This will only allow anonymous users to access libraries and documents which have been specifically set up to allow anonymous access. Nothing: This will remove all anonymous access from the site and users must have an ILSTU account in order to view anything. 5. Once you have selected a permission level, select OK. 6. You will return to the Permissions Page and you should see Anonymous Users as a group, along with the current permission level on the right. 3 C AS- IT: TAP

4 Groups Groups can be used to give varying levels of access specific individuals with ILSTU accounts. Multiple groups can be active on the site, and members can belong to multiple groups. Creating a Group 1. Log in to your site. 2. In the upper-right hand corner, select Site Actions and from that menu select Site Permissions. This will bring you to the Permissions page. 3. In the Ribbon, select Create Group. 4. Under Name enter a name for the group. This may be the name of a course, a sub-site, or whatever you feel is appropriate. The About Me section is not necessary. 5. By default, you will be the Group Owner. 6. Under Group Settings, select who can view the members in the group and who is able to edit the members in a group. 7. Decide if you would like to allow membership requests and select the appropriate options. 8. Select the group s permission levels. 9. Select Create. 4 C AS- IT: TAP

5 Adding Members to a Group 1. Go to the Permissions page and select the group you would like to add members to. 2. This will direct you to the group s page where you can view members currently in the group. 3. Select New, this will bring up the Grant Permissions screen. 4. In the Users/Groups content box you can enter the ULIDs of members you would like to add. Multiple ULIDs can be added at once; they must be separated by semi-colons. 5. If you would like to send a personalized message to people you are adding, add the message and click OK. If not, uncheck the box next to Send welcome and click OK. 6. This will return you to the group page with an updated members list. 5 C AS- IT: TAP

6 Removing Members from a Group 1. Go to the Permissions page & select the group you would like to remove members from. 2. Click the check box next to the names of the members you would like to remove. 3. Select the black arrow next to Actions and then choose Remove Users from Group Managing Permission Requests When creating a group you are able to choose if individuals without access are able to request access to join the group. 1. Select Site Actions in the up-right hand corner, and then choose Site Permissions. 2. From the ribbon, select Manage Access Requests. 3. If you would like users to be able to request access to specific groups, leave the box checked and enter the address of the individual responsible for approving permission. We recommend that this is the Site Admin, but can be any individual with Full Control level permissions. 4. If you would not like users to be able to request access, uncheck the box next to Allow Requests for Access. 5. Click OK. 6 C AS- IT: TAP

7 Setting Permissions for Individual Pages By default, all of the pages on your site inherit permissions. This means that the permissions you set on the permissions page apply to the entire site. It is possible to change permissions for a single page. This could be done so that students may contribute to a discussion, or so students can download items from one page but not another. 1. Set up the group that you would like to have access. If the group has already been created, you can skip this step. 2. Navigate to the page that you would like to set up individual permissions for. 3. In the upper-right hand corner select Site Actions and then Edit Page. 4. In the ribbon, select the Page tab and then choose Page Permissions. 5. This will bring you to the permissions page for this page specifically. Any changes made on this page will only apply to the page you are editing, not the entire site. 6. In the top ribbon select Stop Inheriting Permissions. 7. Check the box next to the group you would like to change permissions for, then select Edit User Permissions from the ribbon. 8. Select the appropriate permissions and then hit OK. 9. The page will refresh itself and the list will reflect the change in permissions. 7 C AS- IT: TAP

8 Note: In August 2014 it was discovered that if a page was not viewable to anonymous visitors that this system the link in the menus. To get around this issue follow the following additional steps: 1. Click Site Actions. 2. Click Site Settings. 3. Click Navigation. 4. Scroll down to Navigation Editing and Sorting. 5. Click Current Navigation. 6. Click Add Heading. 7. Type a title of your page. 8. Click Browse and select the page that you wanted to be password protected. 9. Click OK. 10. Scroll down and click OK to save the changes. You should now have a link in your navigation. 8 C AS- IT: TAP