SHAREPOINT Virtual Classroom - Manage Access Rights - By Marwa HAJLAOUI : IT Consultant & Sharepoint Product Ower April 17th, 2020

What you will cover? Sharepoint Overview Why should you manage access rights? Which feature you use to manage access rights? What are best practices?

What is SharePoint?  SharePoint is not a program or a tool => it’s a platform developed by Microsoft.  It’s a collection of products or technologies and a set of massive solutions of things you can do with this platform  With every version Microsoft have added more and more to it, when you learn the different things it does, you'll pick and choose your own combinations, things that are meaningful to you.  It’s a server product  Backup system  Online (o365)  Content can be accessed using  Web browser such as (IE, Chrome,... )  Any device (smartphone, tablet..)  It can be customized With SharePoint, you can do everything, if you have enough money, time and ibuprofen Sharepoint Overview

What does it Do? Office Docs PDF Pictures Drawings Documentation Intranets Pages Wikis Blogs Web Content Data Mngt Custom Forms Workflows Work Processes Keywords Author Content Search Sharepoint Overview Collaboration • Integrated • Accessible • available

How it is organized? Sharepoint Overview Sharepoint Administrator Site Collection Top level site Subsiste level Site A List Doc Lib Site B List Doc Lib Who creates all this? Heararchical Architecture

Why should You manage Access rights? • Give access to my users to collaborate on a site • Protect sensitive data and put specific access rights • Facilitate user experience ( not having the not authorized message for each navigation) Why all that? I’m owner of a site, my job is to manage access rights Security Settings are not hidden away

Sharepoint Users Sharepoint knows who are your users ! Active Directory SharePoint Server Which feature you use to manage access rights?

Permission Levels Read Contribute Full Control Main Groups Visitors Contributores Administrators Which feature you use to manage access rights? Read Contribute Full Control Can view pages, list items, and documents. Document types with server-side file handlers Can view, add, update, delete list items and documents. Has full control. Visitors Contributors Administrators

Granularity Permission inheritance Which feature you use to manage access rights? SubSite 1.1 SubSite 1.4.1 SubSite 1.2 SubSite 1.3 SubSite 1.4 SubSite 1.4.2 SubSite 1.4.3 SubSite 1.4.4 Site 1

Break Permission inheritance Which feature you use to manage access rights? Site 1 SubSite 1.1 SubSite 1.4.1 SubSite 1.2 SubSite 1.3 SubSite 1.4 SubSite 1.4.2 SubSite 1.4.3 SubSite 1.4.4

Demo • Create a group • Add a user to an existing group • Modify permission Level • Break Inheritance Do it yourself Which feature you use to manage access rights?

What are best practices? • Items and documents should never have individual permissions • Grant permissions using the principle :Least-privileged • Full control rights should be given to choosenusers • Each user should be added in a sharepointgroup • Avoid having doubles of users in sharepointgroups

Sharepoint is not a tool it’s a collaboration platform where I can organize, share , manage different type of contents We can use many features for managing permissions : • Users & Groups • Permissions levels • Granularity permissions • Inheritance permission /break inheritance Sharepoint has an architecture based on Site collection , sites, subsites, Lists, librairies. It’s important to manage access rights in order to protect sensitive data from being shared with indesired users Permissions Best Practices will make your site • Healthy • Secured • and easy-to use Let’s sum up

Your questions?