Join Mark Abdelnour for an in-depth discussion in this video Creating permission groups, part of SharePoint 2010 for Site Champions and Power Users.
Microsoft SharePoint 2010 provides the ability to manage permissions on sites, individual lists, libraries, folders, documents. And list items within those lists and libraries. To do this, employees within your organization are assigned to groups. Which are, in turn, assigned to permission levels based on their role within the organization. Each level of permission allows for different tasks to be accomplished on the various SharePoint sites. To begin, let's look at the primary groups you will find on a SharePoint site. And specifically let's look here at explore California. going to move to the site actions drop down here in the top left corner. Click on it. And here, I'll click on site permissions. This shows us the different groups that have been established here at Explore California. First, you see one group called Explore Cali Members. And you have owners and visitors. These are typically the three types of groups that you'll see for most SharePoint sites. As a member, you'll see that there is a permission level associated with it called contribute. Then, you have full control and then read and view only. Lets look at an example using the HR department. If I was a member of HR, a team member, someone who'd be using the Sharepoint site. Day in and day out, I would be a member of this site. So,I'd be part of this group. And I would have something called contribute permission levels. As a contributor I 'd be able to view, add, update, and delete items in the existing lists and libraries. Now if I'm still a member of HR but with elevated permissions. Let's say an administrator, power user, or site champion like yourself. I may be put into the owners group. As an owner I would have something called full control. This allows me to do complete editing to the site on all components of the site and then last but not least is of third group called visitors. This would be anybody who's not part of HR. So, for example, finance, IT, marketing. If they would come to the HR site They'd come in as visitors, so they'd fall into this group and they would only have read and view only access, which really means they can view pages, list items and download documents. As a site champion, your role may require you to add or remove people from these different groups or even create new groups. In this video, we'll look at creating a new group in Explore California. For a group of web designers. They're going to need something called design permission rights. And we have two employees to add to this new group. Design rights are a little bit more powerful than members but less so than owners. Let's take a look at how we can create a new group. First, you can see here on the ribbon bar that there's a button called create group. I'm going to go ahead and click on it. And now we have some create group options to complete. First, a name, so, Explore Cali Designers. Here I'm able to put in a description, and then scroll down a little bit further. And you'll also notice that automatically, because I set up the group I'm listed as the group owner. And as the group owner there are a couple of more settings to look at. For example, who can view the membership of this group. We're going to allow all people who are a part of this group to be able to view the membership. Now who can edit the membership of this group. The only person who can do that is the group owner unless I state that all group members could add or remove people as well. For now I'm going to leave it as group owner and we'll scroll down just a little bit further. The bottom section here where it says give group permission to the site This is asking us what level of permission do we want to assign to this group. And I mentioned earlier that it would be design rights. And you can see here that you can view, add, update, delete, approve, and customize. This is a more powerful level of permission than, let's say, contribute, which is what members have, but less powerful than full control, which is what the owners have or site champions or power users, like yourself. At this stage I would click create. The next step is to add the two new users to this new group called Explore Cali Designers. You can see by default that the group owner, myself, has already been added to this group. I'd like to add the two new people so I can move here to this sub menu area where you see new, actions, and settings. The one we're going to click on is the new drop down. And from here we'll click on add users. In this box where it says users and groups this is where I can actually start picking the different people I want to add to the group. I can type in their first or last name here or I can use the company directory which is the little phone book here. Instead I'm just going to go ahead and type in the person's name. I know his name is Lee Gagne, so I'll just go ahead and type Lee. Hit enter. It gives us a red line under his name. If I click within his name, it gives us all the Lees in the organization and there's Lee Gagne. I'll do the same with an Ian Taylor. Hit enter. Click within the name. And there's Ian Taylor. Now, both names have been added to the users groups box and these are the two people that will be added to this group. We can disable this welcome email option and then I'm just going to go ahead and click OK. And now you can see that there are three users in this group for Explore Cali designers. This new custom group now peers with the rest in this list and allows this new group of people to access this sight with design privileges. In the next videos, I'll be showing you how you can use this group to set up custom permissions on libraries and files.
- Creating a document library
- Overriding checkouts
- Deleting and restoring files
- Setting and managing alerts
- Working with multiple files
- Editing and deleting columns in a list or library
- Setting permissions
- Adding and modifying web parts
- Creating popular views