How to Manage User Permissions in SharePoint Swiftly

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No surprise, managing a SharePoint environment is often a full time job. Whether you are working for a large multinational with a vast and complex governance plan or a smaller organization where you need to be the jack of all trades, things are most of the time more difficult than they appear to the untrained eye.

Managing permissions is one great challenge! In theory, changing permissions for one or multiple users requires a great deal of operations: there are no shortcuts or copy-paste option possible. Well, technically, you can rely on PowerShell, but that is a whole other story! One thing is for sure, Security is no subject to play around with, so it should be easy to manage in order to avoid any errors along the way.

Manage SharePoint User Permissions

One fine example is the necessity to manage permissions for certain users. For instance, I have three Salesmen: Alex, Dave and Martin, who need to have access to the intranet in order to upload and manage content specific to marketing and sales. Martin has already requested the necessary rights, and essentially, he has “Contribute” and “Read” on the Sales FAQ list, Invoice Document library and on the Clients list.

User Permissions in SharePoint Swiftly

Alex and Dave came in later, so they don’t have these rights yet, but since they have the same position, they would need them. Sure, it is possible to go to those three lists and libraries and make the changes manually. However, let says there are 30 that need to be changed, it will certainly be a lot of fun. The great news is that there is a way to do it, without even opening SharePoint.

Copy User Permissions in SharePoint

It is easy to simply copy Martin’s permissions to Alex and Dave (or to any other user).

User Permissions in SharePoint Swiftly

*Note from the options that you can copy the group membership and extend the permissions to children and to the content.

If in a few months or years, Alex or Dave are given new assignments, then their previous access will no longer be needed. Obviously, those guys may have gotten additional permissions along the way, so it might prove difficult to know what to remove, and where to remove the unnecessary permissions.

How to Remove Permissions

With the help of the “Remove Permissions” option, it is a breeze to find the permissions at a defined scope (Farm, site collections etc.) and get rid of them. You can choose between removing the user from a specific role, removing from all groups and even entirely deleting the user from the Site Collections.

User Permissions in SharePoint Swiftly

*Note the “Break Inheritance” option, which allows you to make changes to a specific object even if it previously inherited its permissions.

In the end, the “Manage Security” section gives you full control over security and lets you make changes in a flash. The permissions nightmares are basically a thing of the past with this tool.

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