Member Permissions

In some cases, your site may contain content only meant for certain users or groups.  For example, you may create a new library for a special project, and want to ensure that only people who work on that project can access the library.

Access can be granted or restricted.  To restrict access, you have to break permissions inheritance, and then change the permissions for the list or library on a uniquely defined permissions page.  Read below to learn more.

How do I grant access to members?

1. Visitors to every site will either be classified in one of three default permission groups: visitors, members, or owners. The site owner is the owner. Members of your group are members. Visitors is everyone else.
2. From the Quick Launch bar, click on “People and Groups.”
3. Click on the “New” button toward the top of the screen, and choose “Add Users.” Enter the last name into the “Users/Groups” box and click on the “Check Names” icon underneath. Ensure that the user (or users) names are entered correctly.
4. Under “Give Permission” select “Add users to a SharePoint group” and choose the appropriate group – most likely the group with your group’s name and “members” after it.
5. If you want to send a welcome email to the new users you can choose that option as well, and type a personal message to your new users.
6. Click on “OK.”

How do I remove a user from a group? 

To restrict access to a list, remove the users or groups from the group that has permission to access the list.  To remove users from a group, follow these steps.

1. Navigate to the site that contains the list.
2. Open the list to which you want to restrict access.
3. Choose List tab to open the List ribbon.
4. On the ribbon, click settings.
5. Select the List Settings.
6. On the Settings page, under Permissions and Management, click Permissions for this list.
7. In the Name List, click the [name of the group] or the [specific user] that you wish to restrict or remove.
8. On the Group page, select the check boxes next to the names of the groups or users whose access you want to restrict.
9. Click Actions.
10. Click Remove Users from Group.
11. The permissions page updates to show that the group or user no longer has permissions to the list.

How do I edit permissions for members, owners, or visitors?

1. From the Quick Launch bar, click on “People and Groups.”
2. Click on “Site Permissions” on the left.
3. This next screen lists the default permission levels for each group – your members (contribute), owners (full control), and visitors (read).
4. Click on the name of any one group to see (or edit) the permissions.
5. Check and uncheck the permissions on the right, and then click on “OK.”Note: For Site Owners and Site Collection Administrators:“Style Resource Readers” should have read permission to "Master Page Gallery" and restricted read permission to the "Style Library" at the site collection level.
6. Again, if you need assistance with restoring these permission, please contact the APAN Help Desk ASAP.
7. DO NOT REMOVE "Style Resource Readers" Permission Group.  If you find that this has been removed from your site collection, please contact APAN Support for assistance.  Removing this, may cause permission related issues with your site collection, and sites that belong to the site collection.
8. Note: Make sure to leave Visitors as “Read Only.”

 How do I set individual user permissions?

To set permissions for an individual separate from the group he or she belongs to (e.g. “members”), start by clicking on “People and Groups” in the Quick Launch bar.

1. Click Site Permissions
2. From the New button, click on Add Users
3. Enter the last name into the Users/Groups box and click Check Names icon Ensure that the user (or users) names are entered correctly.
4. Under Give Permission select the second option: Give users permission directly.
5. Choose which level of permission you wish the user(s) to have, select whether or not to send a new welcome email message, then click OK.
6. Note: This is not an APAN Best Practice. If you have several owners in your community who are not aware of these permissions, this could cause issues for other owners to manage permissions and who has access to what. It may be simple to create a subgroup and manage permissions this way.