Description: Learn how to restrict permissions on a specific document set or folder to individual users or groups
Table of contents:
1.How to manage Document Set Permissions
2.How to manage Folder Permissions
3.How to Check Permissions
4.How to Grant Permissions
5.How to Remove User Permissions
6.How to Edit User Permissions
Within Sharepoint there is the Root site, Subsites, Pages, Lists and Libraries, Document sets/Folders and Individual items. Each one of these can have unique permissions and be restricted down to a group of people without effecting other areas of the site.
1.1. Navigate to the document set you want to restrict the access to
1.2. Click on the document set
1.3. Navigate to the ‘Manage’ tab
Once within the document set, navigate to the ‘Manage’ tab located in the top LH corner
1.4. Click on ‘Permissions’
Click on the ‘Files’ tab located in the top LH corner
Here you will see a list of Sharepoint Groups that have access to this particular document set
2.1. Navigate to the folder you want to restrict the access to
2.2. Select your folder
2.3. Click on the Files tab
Click on the ‘Files’ tab located in the top LH corner
2.4. Click on ‘Shared With’
2.5. Click on ‘Advanced’
If you do not see the ‘Advanced’ option you do not have enough permissions
Here you will see a list of Sharepoint Groups that have access to this particular folder
In the permissions tab in the top LHS you will either see Manage Parent and Stop Inheriting Permissions
If you see this it means this document set/folder is currently inheriting the same permission levels as the parent list or subsite above.
2.6. Manage Parent
If you want to change the permissions of the above list or subsite, click on Manage Parent
2.7. Stop Inheriting Permissions
If you want this document set/folder to have a different set of permissions click on Stop Inheriting Permissions
2.8. Click OK
Ensure you are wanting to separate the document set/folder permissions from the parent list or subsite and click OK
An updated permissions tab will appear where it now has Delete Unique Permissions and Grant Permissions
2.9. Delete Unique Permissions
Deleting unique permissions will revert it back to the original parent list or subsite permissions
In this list you can see the Name, Type and Permission Levels.
Anything you now change here will only effect this specific document set/folder
3.1. Click on ‘Check Permissions’
Within the ‘Permissions’ tab click on ‘Check Permissions’
3.2. Type name or email address
Here you can type in a name of a user or group or an email address to see the permission level
3.3. Select the name from the drop down
3.4. Click on ‘Check Now’
The permission level will display in a list and will give a description on which group the user is in within this document set/folder
If the user does not have permission to this document set/folder it will display as None
4.1. Click on ‘Grant Permissions’
To give a group or user/s permission to this document set/folder. Click on the Grant Permissions button in the Permissions tab
4.2. Search for a user or group
Type the name of the user/s or group where it says ‘Enter names, email addresses or ‘Everyone’’
4.3. Select your user/group from the drop down
4.4. Send email invitation
If you wish to add a message to this user or group type in box where it says Include a person message with this invitation (optional)
4.5. Do not send an email invitiation
If you do not wish to send them a notification click on Show Options
De select the Send an email invitation tickbox
4.6. Select the permission level you wish this group or user/s to have
Select from the drop down which level of permission
4.7. Click on ‘Share’
New group or user/s will be added to this document set/folder
If there is a user/s or a group that has access to the document set/folder that you no longer want them to be able to see.
5.1. Click on the tick box next to the user/s or group name
5.2. Click on ‘Remove User Permissions’
In the Permissions tab in the top LHS click on Remove User Permissions
Ensure you are removing the correct user/s or group before you click OK
User/s or group has been removed from the list
If a user/s or group has access to the document set/folder but does not have the correct level. You can use select the tickbox next to their name and edit their permission level
6.1. Select the user/s or group you want to change access for
6.2. Click on ‘Edit User Permissions’
In the Permissions tab in the LHS click on Edit User Permissions
6.3. Check their current permission level
6.4. De select their current permission level
6.5. Replace with new permission level
6.6. Click OK
