How to Manage Permissions in SharePoint Online: A Guide for Data Security and Collaboration

Setting permissions in SharePoint Online is key to keeping your data secure while allowing collaboration. Configuring these permissions means your sensitive data is protected and only accessible to the right people. This guide will walk you through a step-by-step process of setting up and managing permissions in SharePoint Online for your organization’s security and collaboration needs.

Also, if you’re migrating from platforms like Slack or Google Workspace, CloudFuze is the top migration tool to ensure data integrity and permission mapping throughout the migration.

Why Permission Management in SharePoint Matters

For technical teams, permission management in SharePoint is more than just access control. SharePoint’s flexibility allows for granular permission control at every level, from site to file. Without a permission strategy, security gaps will open up, and sensitive info will be exposed, while too many restrictions will hinder productivity.

Step 1: Get Familiar with SharePoint Permission Levels

SharePoint Online has several built-in permission levels that can be applied to users or groups:

• Full Control: Full administrative access and permission management. Reserved for site admins.
• Edit: You can add, edit, and delete list items and documents. Typically assigned to content editors.
• Contribute: Can add and modify content but does not have permission management.
• Read View-only access to the site’s content. This is for users who only need to consume information.

For security and usability, it’s best to assign these SharePoint User Permissions at the group level and customize them as needed.

Step 2: Create a Permission Management Plan

1. Data Sensitivity: Segment files and sites by sensitivity and decide which needs restricted access.
2. Group Users: Set up groups by departmental roles (e.g. “Finance Team”, “HR Team”) to apply permissions easily.
3. Granular Access Levels: Limit permissions to the minimum required for each group or user and apply the principle of least privilege to avoid exposing sensitive info.

Step 3: Apply Permissions at Site, Library and Folder Levels

SharePoint allows permissions to be applied at:

• Site Level: Set permissions for departments or projects at the site level for consistency across all sub-contents.
• Library and Folder Level: Apply permissions to libraries or folders for controlled access to specific files.
• File Level: For highly sensitive documents, permissions are applied at the file level to limit access to only the necessary users.

Technical teams should default to higher-level permissions (site or library) to simplify permission management but can apply file-level permissions for sensitive data when needed.

Step 4: Use SharePoint Groups for Permission Management

SharePoint groups make access management easier by grouping permissions for multiple users:

1. Create and Configure SharePoint Groups: Set up groups by departmental functions or project needs.
2. Assign Permission Levels to Each Group: Use the group structure to match your permission plan and simplify individual permission management.

Step 5: Configure External Sharing Settings for Security

SharePoint’s external sharing is super useful for working with 3rd party vendors or clients, but technical teams need to manage these settings carefully to avoid data breaches:

1. Limit External Sharing as Needed: Adjust settings at the site or file level to restrict access to specific people.
2. Require Authentication: Make external users sign in with a Microsoft account to access shared content.
3. Review Regularly: Audit external access regularly to ensure permissions haven’t changed over time.

Step 6: Use Sensitivity Labels for More Control

Microsoft 365’s sensitivity labels add another layer of security by classifying and protecting sensitive information in SharePoint. Technical teams can automate label applications or assign them manually to critical files.

1. Create and Configure Sensitivity Labels in Microsoft Compliance Center: Define security policies and apply additional restrictions based on data classification.
2. Use Sensitivity Labels in SharePoint Content: Mark documents as “Confidential” or “Highly Confidential” to apply automatic protection to sensitive data.

Step 7: Review Permissions Regularly

Permission reviews are critical to ensure SharePoint permissions stay up-to-date and secure. SharePoint’s audit logs and access reports help technical teams monitor and track changes.

1. Generate Access Reports: Use SharePoint’s reporting feature to see who has access and what they’ve done.
2. Review Permissions Periodically: Schedule regular checks at each level to find unnecessary access.
3. Remove Unnecessary Access: Revoke access for users who no longer need it, especially for high-sensitivity files or projects.

Step 8: Automate Permissions with Power Automate and 3rd Party Tools

Automating permissions saves time and prevents misconfiguration. For example:

• Power Automate: Create workflows in Microsoft Power Automate to automate permission changes based on events like user role changes or new file uploads.
• CloudFuze for Migrations: When migrating data and permissions from other platforms like Google Workspace or Slack to SharePoint, CloudFuze automates permission mapping so you don’t have to configure manually and preserve data integrity.

CloudFuze: Migration Made Easy

CloudFuze X-Change is a migration tool that migrates data securely, accurately, and efficiently to SharePoint. Here’s why CloudFuze is perfect for technical teams managing SharePoint permissions during a migration:

• Accurate Permission Mapping: CloudFuze migrates files with existing permissions so users have the same access levels on SharePoint as they did on the source platform.
• Automation for Complex Permissions: CloudFuze preserves complex permissions during migration, so you don’t have to do it manually.
• Delta Migration Support: CloudFuze supports delta migrations to pick up any changes made on the source platform, so you don’t lose data or have permission gaps.

SharePoint Permissions Best Practices

Here are SharePoint Permissions Best Practices:

1. Principle of Least Privilege: Only grant what’s needed to do the job.
2. Centralize at Higher Levels When Possible: Site or library-level permissions make management easier and reduce errors.
3. Train Your Teams: Make sure all team members understand permissions and data security.
4. Review and Update Regularly: Regular reviews are needed to remove unnecessary permissions and stay secure.

Conclusion

For technical teams, managing permissions in SharePoint Online requires a strategic approach to balance data security with user accessibility. Following a structured, layered approach, from site-level permissions to individual file-level controls, helps create a secure, well-organized environment.

For migrations, CloudFuze is the go-to tool to preserve data integrity and ensure seamless permission mapping, making it invaluable for technical teams responsible for SharePoint migrations.