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SharePoint Permissions

MISTC West Site Owner Course (Level 2). SharePoint Permissions. Planning. Planning is key for a solid SharePoint site. Navigation/structure is important, but permissions cannot be overlooked. Identify Groups/Billets.

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SharePoint Permissions

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  1. MISTC West Site Owner Course (Level 2) SharePoint Permissions

  2. Planning • Planning is key for a solid SharePoint site. • Navigation/structure is important, but permissions cannot be overlooked.

  3. Identify Groups/Billets • Get with every section head and find out EVERY possible billet/group they may require before you start adding permissions to your sites. • Create all of the groups and add personnel to the groups according to section/billet. • Be sure to consider as many scenarios as possible (Marines/Navy, SNCO/Non-SNCO, Officer/Enlisted, SrSNCO/NCO, StaffOfficers, SectionChiefs, PltSgts, PltCmdrs, SquadLdrs, etc)

  4. Billet Logins… • It is NOT recommended to create generic billet login usernames. • SharePoint is designed to allow individuals to login as their own username and then given GROUP permissions for their billet. • This allows for accountability and enhanced search functionality, allowing users to know who SPECIFICALLY created/modified/deleted SharePoint items/documents.

  5. By name vs. By group… • Consider the following scenario…

  6. Data Chief Permissions… • SSgt. Smith has been given the following permissions by name… • Owner of the Data Site • Contributor of the Comm Announcements • Contributor of the Comm Calendar • Reader of the Comm Site SOP Document Library • Owner of the Data SOP file in the Comm Site SOP Document Library • Reader of the Comm Officer’s SSgt. Smith FitRep Info file in the CommOFitRep Info Document Library • etc

  7. Data Chief Permissions… • When SSgt Smith rotates and SSgt Jones checks in as the new Data Chief the following has to happen…

  8. Data Chief Permissions… • SSgt. Smith has to be removed from the following permissions… • Remove as Owner of the Data Site • Remove as Contributor of the Comm Announcements • Remove as Contributor of the Comm Calendar • Remove as Reader of the Comm Site SOP Document Library • Remove as Owner of the Data SOP file in the Comm Site SOP Document Library • Removed from any other individual permissions that may have been assigned throughout the unit’s sites…

  9. Data Chief Permissions… • THEN SSgt. Jones has to be ADDED to the following permissions… • Added as Owner of the Data Site • Added as Contributor of the Comm Announcements • Added as Contributor of the Comm Calendar • Added as Reader of the Comm Site SOP Document Library • Added as Owner of the Data SOP file in the Comm Site SOP Document Library • Added to any other individual permissions that may relate to the Data Chief billet throughout the unit’s sites…

  10. Data Chief Permissions… • If ORIGINALLY, a group called DATA CHIEF was created and SSgt. Smith’s name was originally added to that group: • ‘DATA CHIEF’ added as Owner of the Data Site • ‘DATA CHIEF’ added as Contributor of the Comm Announcements • ‘DATA CHIEF’ added as Contributor of the Comm Calendar • ‘DATA CHIEF’ added as Reader of the Comm Site SOP Document Library • ‘DATA CHIEF’ added as Owner of the Data SOP file in the Comm Site SOP Document Library • ‘DATA CHIEF’ added to any other individual permissions that may relate to the Data Chief billet throughout the unit’s sites…

  11. Data Chief Permissions… • Then all you would have to do when SSgt. Smith rotates out of the unit is remove his name from the DATA CHIEF group. • When SSgt. Jones arrives to replace him, all you would have to do is add SSgt. Jones to the DATA CHIEF group.

  12. Permissions—Group Management • Active Directory • SharePoint Groups

  13. Active Directory • Groups Inherit Groups • Easy Management • Central Location

  14. G-1 Radio Chief CommO I MEF G-2 Tech Chief CommChief G-3 Radio 3rd MAW G-4 Tech 1st MLG G-5 Data Data Chief 1stMarDiv G-6 Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  15. G-1 Radio Chief CommO I MEF G-2 Tech Chief CommChief G-3 Radio 3rd MAW G-4 Tech 1st MLG G-5 Data Data Chief 1stMarDiv G-6 Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  16. G-1 Radio Chief CommO I MEF G-2 Tech Chief CommChief G-3 Radio 3rd MAW G-4 Tech 1st MLG G-5 Data Data Chief SSgt Smith 1stMarDiv G-6 Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  17. G-1 Radio Chief CommO I MEF G-2 Tech Chief CommChief G-3 Radio 3rd MAW G-4 Tech 1st MLG G-5 Data Data Chief SSgt Smith 1stMarDiv G-6 Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  18. G-1 Radio Chief CommO I MEF Officers G-2 Tech Chief CommChief SNCOs G-3 Radio 3rd MAW Marine G-4 Tech 1st MLG G-5 Navy Data Data Chief SSgt Smith 1stMarDiv G-6 Enlisted Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  19. G-1 Radio Chief CommO I MEF Officers G-2 Tech Chief CommChief SNCOs G-3 Radio 3rd MAW Marine G-4 Tech 1st MLG G-5 Navy Data Data Chief SSgt Smith 1stMarDiv G-6 Enlisted Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  20. G-1 Radio Chief CommO I MEF Officers G-2 Tech Chief CommChief SNCOs G-3 Radio 3rd MAW Marine G-4 Tech 1st MLG G-5 Navy Data Data Chief SSgt Smith 1stMarDiv G-6 Enlisted Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  21. G-1 Radio Chief CommO I MEF Officers G-2 Tech Chief CommChief SNCOs G-3 Radio 3rd MAW Marine G-4 Tech 1st MLG G-5 Navy Data Data Chief SSgt Smith 1stMarDiv G-6 Enlisted SSgt Jones Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  22. G-1 Radio Chief CommO I MEF Officers G-2 Tech Chief CommChief SNCOs G-3 Radio 3rd MAW Marine G-4 Tech 1st MLG G-5 SSgt Smith Navy Data Data Chief 1stMarDiv G-6 Enlisted SSgt Jones Wire HQ Bn. G-7 Crypto Wire Chief G-8 G-9 EKMS Mgr Active Directory Permissions G-10

  23. I MEF HQ Bn. G-6 Data Data Chief SNCOs Marine Enlisted SSgt Smith SharePoint Group Permissions

  24. I MEF HQ Bn. G-6 Data Data Chief SNCOs Marine Enlisted SSgt Smith SharePoint Group Permissions

  25. I MEF HQ Bn. G-6 Data Data Chief SNCOs Marine Enlisted SSgt Smith SSgt Jones SharePoint Group Permissions

  26. G-3 G-6 SNCOs CommO Radio Chief 1stMarDiv Data Chief Tech Tech Chief 3rd MAW HQ Bn. Data EKMS Mgr Marine Wire 1st MLG G-7 Navy G-5 Enlisted Wire Chief G-4 G-8 Radio G-9 G-2 Crypto CommChief I MEF SSgt Smith Officers G-10 G-1 SharePoint Group Permissions

  27. G-3 G-6 SNCOs CommO Radio Chief 1stMarDiv Data Chief Tech Tech Chief 3rd MAW HQ Bn. Data EKMS Mgr Marine Wire 1st MLG G-7 Navy G-5 Enlisted Wire Chief G-4 G-8 Radio G-9 G-2 Crypto CommChief I MEF SSgt Smith Officers G-10 G-1 SharePoint Group Permissions

  28. G-3 G-6 SNCOs CommO Radio Chief 1stMarDiv Data Chief Tech Tech Chief 3rd MAW HQ Bn. Data EKMS Mgr Marine Wire 1st MLG G-7 Navy G-5 Enlisted Wire Chief G-4 G-8 Radio G-9 G-2 Crypto CommChief I MEF SSgt Smith Officers G-10 G-1 SharePoint Group Permissions

  29. G-3 G-6 SNCOs CommO Radio Chief 1stMarDiv Data Chief Tech Tech Chief 3rd MAW HQ Bn. Data EKMS Mgr Marine Wire 1st MLG G-7 Navy G-5 Enlisted Wire Chief G-4 G-8 Radio G-9 SSgt Jones G-2 Crypto CommChief I MEF SSgt Smith Officers G-10 G-1 SharePoint Group Permissions

  30. SharePoint Groups • Managing SharePoint groups ARE possible but it requires exceptional attention to detail and control. • Recommended to have only ONE or TWO assigned personnel in the unit to control permissions. • Maintain a log of all the billets in the unit, and a list of EVERY group each billet belongs to. • SharePoint groups can be used in addition to Active Directory Groups by site owners for unique circumstances.

  31. Questions?

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