Managing permissions in SharePoint can be a tricky thing to do. Not only is there no easy way to see who has permission to see what throughout a SharePoint site, it’s also very easy to totally mess your permissions up.
Following are a few tips for setting up and maintaining permissions in your SharePoint or Office 365 sites:
Use SharePoint and/or AD groups whenever possible. Try to avoid putting users directly into a site, list, or library. Utilizing a combination of Active Directory (AD) groups and SharePoint groups is the best way to go. Of course, there are always exceptions – just try to keep it to a minimum (and make sure there’s a very good reason for it).
Be careful when removing permissions. Make sure you have a thorough understanding of how permissions work and the impact of changing or removing a user or a group’s access.
Document your permissions structure. It’s very difficult in SharePoint to get a holistic view of your organization’s permissions structure. Be sure to document any special permission levels that you’ve created, as well as any lists and libraries that have branched or item level permissions set.
Use a 3rd party tool to help with permissions maintenance. There are several tools out there that will help you to not only manage SharePoint permissions, but also to simply give you visibility to see which users have access to what.
There are several tools out there that will help you with permissions management to find out more about this or other ways that RSM can assist you with your SharePoint needs, contact McGladrey’s technology consulting professionals at 800.274.3978 or email us.