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Monday, November 12, 2012

Finding "Manage Permissions" in SharePoint 2013?

In SharePoint 2010, most people are aware that there is a menu item available on each item in a list or document in a library called "Managed Permissions".  This allows the owner of a document or item to manage the permissions on that item if needed.  This means that a user with sufficient priviledges can add users or groups with various permissions levels for that document or item, thereby granting others a particular level of access to it.

In some organizations, this is not an appropriate process.  SharePoint administrators often do not want invidual users managing permissions at this fine grained item level.  There are various reasons for this which can range from concern about compliance violations, or sharing information with the wrong people, or to performance issues. 

In other organizations, like with some of our US Intelligence customers, allowing the owner of a document or item to manage permissions for the item is desirable.  In these cases, the policy is that the content owner or author of a document is the person that is best equiped to understand who requires access and who should not have access.  So, accessing the Manage Permissions page through this menu item on each document has been a useful to a number of organizations.  We have seen this type of policy implemented successfully when authoring documents is limited to a small number of very skilled people, who in particular understand the ramafications of sharing sensitive information with the wrong people (for example, where its well known what is meant by classified or sensitive information and that if you leak classified information to the wrong people then you go to jail).

When I fired up SharePoint 2013 a few weeks ago, I was surprised to find that the Manage Permissions menu had moved.  So, to find the Manage Permissions page in SharePoint 2013, you're going to do the following:

  • Activate the menu on an item or document by clicking ... in the library or list view for that item
  • On the window which appears click ... again
  • Select "Shared With" from the menu
  • On the Shared With page, you're going to click "Advanced"
And sure enough, you'll now be in the familiar Manage Permissions page with similar options like "Manage Parent", "Stop Inheriting Permissions", "Check Permissions", along with all the controls for adding and removing permissions once you have broken inheritance. 

The page itself has not really changed from SharePoint 2010, but how you access it obviously has.

-Antonio

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