The correct management of authorisations and approvals is essential for the security of your SharePoint environment.
Many companies struggle with the complex administration of SharePoint authorisations. The consequences are often security gaps, inefficient collaboration and frustrated employees. Fortunately, there are proven methods to help you optimise your permissions.
In this article, we will show you the most important aspects of effective authorisation management.
Table of contents
Basics of SharePoint authorisations
SharePoint offers a flexible and powerful authorisation system. But without the right understanding, it can quickly become confusing.
Important: SharePoint uses a hierarchical authorisation system. Authorisations are inherited from top to bottom, but can be adjusted at any level.
The most important concepts
- Site Collection: The top level of your SharePoint structure
- Site: A single SharePoint site
- List/Library: Container for documents and data
- Element: Individual documents or list entries
Find out more about the Creation and management of SharePoint document libraries.
Understanding standard SharePoint groups
SharePoint offers various standard groups for authorisation management. These groups are predefined and have specific authorisation levels.
The most important standard groups
- Owner: Full control over the site
- Members: Can edit and manage content
- Visitors: May only read
- Guests: External users with restricted access
Tip: If possible, use the standard groups. They are already optimally configured and make administration easier.
Learn how to Create Microsoft 365 groups and manage.
Authorisation levels in SharePoint
Authorisation levels define what users are allowed to do in SharePoint. SharePoint offers various predefined levels that you can also customise.
The most important authorisation levels
- Full access: All authorisations
- Design: Can manage lists and libraries
- Edit: Can edit content
- Read: Read-only rights
- Limited reading: Very limited reading rights
Find out how you can Add users to Microsoft 365 and manage their authorisations.
External sharing in SharePoint
Sharing content externally is an important aspect of SharePoint authorisations. But be careful: security risks often lurk here.
Important aspects of external approval
- Authentication: External users must verify themselves
- Time limit: Authorisations can be limited in time
- Authorisation levels: Customised rights for external users
Attention: Regularly check external shares and remove access that is no longer required.
Learn how to Access SharePoint effectively and ensure safety.
Best practices for authorisation management
Effective authorisation management follows clear rules and principles. Here are the most important best practices.
Basic principles
- Use groups instead of individual users
- Follow the principle of minimum authorisation
- Document your authorisation structure
- Carry out regular authorisation checks
Find out how you can Using SharePoint effectively for document management.
Conclusion
Well-structured authorisation management is the key to a secure SharePoint environment. But without the right tools and processes, even the best structure is ineffective.
Want to learn more about SharePoint? Read our article about Create forms in SharePoint.
Do you need help with SharePoint authorisation management?
Our SharePoint experts will be happy to support you in implementing a secure and efficient authorisation structure.
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