ControlPoint 8.8 - for Office 365 User Guide

Setting SharePoint Group Permissions

The Set SharePoint Group Permissions action lets you assign a permissions level to one or more SharePoint groups within a single site collection or site.

By default, only groups that have existing permissions within the site collection can be selected.  In that case, the action adds to the existing permissions (it does not replace them).  ControlPoint Application Administrators can, however, choose to display―and allow the selection of―groups that exist in the site collection but do not have permissions to the object.  See the ControlPoint Administration Guide for details on changing the ControlPoint Setting “Show SharePoint Groups with No Permissions in Hierarchy.”

In a multi-farm environment, SharePoint group permissions can be set on a single farm; either the home farm or a remote farm.

This feature is not available at the farm (tenant) scope.

To set SharePoint Group Permissions

1Select the site collection or site whose SharePoint group permissions you want to set.

2Choose Users and Security > Set SharePoint Group Permissions.

3Select the group(s) to which you want to add permissions as follows:

a)From the Available Items list, select the group(s) to which you want to set permissions and move them to the Selected Items list.

Note that all groups defined for the entire site collection that have at least one associated permissions level display beneath the root site.  Groups with unique permissions also display beneath the site granting those permissions.  Any group that does not have at least one associated permissions level for the site collection or site will not display in the list.

TIP:  If your Available Items list is particularly long, you may find it useful to narrow the scope by searching based on Group name, site Name, and/or site URL) and searching for the group.  For example, if you want to narrow your scope to all group owners, enter "owner" in the Group field.

b)Click [Apply].

4From the Permission Level drop-down, select the permissions level you want to add to the group.

REMINDER:  This action will add to, but will not replace, an existing permissions level.

NOTE:  All custom permissions levels that are currently assigned to at least one user within the scope of your selection display in the drop-down.  (In a multi-farm environment, this list is populated from the permissions of the home farm.)  If you want to assign a custom permissions level that has been defined for a site collection but either is not currently in use or exists only on a remote farm, you can type it into the drop-down.

5If your selection includes one or more sites and you want the permissions to be applied to all lists within the site(s) that have unique permissions, check the Propagate to All Lists with Unique Permissions box.

6If you have checked the Propagate to All Lists with Unique Permissions box and want the permissions to be applied to all items within the list(s) that have unique permissions, check the Propagate to List Items box.

NOTE:  The "Propagate" options do not apply to lists that you selected explicitly.  If you want to include items within explicitly-selected lists, use the Include Children or Choose option in the Selection panel.  See also Selecting List Items on Which to Perform a ControlPoint Operation.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·complete the Enforce Policy section and schedule the operation to run at a later time.

OR

·save the operation as XML Instructions that can be run at a later time.

Deleting SharePoint Group Permissions

The Delete SharePoint Group Permissions lets you delete the permissions of one or more SharePoint groups from a single site collection or site without removing its members or deleting the group itself.

NOTE:  This action deletes all permissions currently assigned to a group.  Once permissions have been removed from a SharePoint group, the group will display in the SharePoint Group Analysis.  Whether or not the group continues to display in the SharePoint Hierarchy or any ControlPoint group pickers depends on the Value of the ControlPoint Configuration Setting Show SharePoint Groups with No Permissions in Hierarchy.  

This feature is not available at the farm (tenant) scope.

To delete SharePoint Group Permissions:

1Select the site collection or site whose group permissions you want to delete.

2Choose Users and Security > Delete SharePoint Group Permissions.

3Select the group(s) whose permissions you want to delete as follows:

a)From the Available Items list, select the group(s) to which you want to add users and move them to the Selected Items list.

Note that all groups defined for the entire site collection that have at least one associated permissions level display beneath the root site.  Groups with unique permissions also display beneath the site granting those permissions.  Any group that does not have at least one associated permissions level for the site collection or site will not display in the list.

TIP:  If your Available Items list is particularly long, you may find it useful to narrow the scope by searching based on Group name, site Name, and/or site URL) and searching for the group.  For example, if you want to narrow your scope to all group owners, enter "owner" in the Group field.

b)Click [Apply].

4If your selection includes one or more sites and you want the permissions to be deleted from all lists within the site(s) that have unique permissions, check the Propagate to All Lists with Unique Permissions box.

5If you have checked the Propagate to All Lists with Unique Permissions box and want the permissions to be deleted from all items within the list(s) that have unique permissions, check the Propagate to List Items box.

NOTE:  The "Propagate" options do not apply to lists that you selected explicitly.  If you want to include items within explicitly-selected lists, use the Include Children or Choose option in the Selection panel.  See also Selecting List Items on Which to Perform a ControlPoint Operation.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·complete the Enforce Policy section and schedule the operation to run at a later time.

OR

·save the operation as XML Instructions that can be run at a later time.

If you chose the Run Now, option, after the operation has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the operation and displays in the Results section.

If you schedule the operation, a link to the Task Audit is included in the scheduled action notification email.

See also The ControlPoint Task Audit.

Deleting SharePoint Groups

Use the Delete SharePoint Groups action to delete SharePoint groups from one or more site collections/sites in the farm.

To delete one or more SharePoint groups:

1Select the object(s) from which you want to delete SharePoint groups.

2Choose Users and Security > Delete SharePoint Groups.

3Select the SharePoint group(s) you want to delete as follows:

a)Select the group(s) from the Available Items list and move them to the Selected Items list.

Note that all groups defined for the entire site collection display beneath the root site.  Groups with unique permissions also display beneath the site granting those permissions.  

TIP:  If your Available Items list is particularly long, you may find it useful to narrow the scope by searching based on Group name, site Name, and/or site URL) and searching for the group.

CAUTION:  Because SharePoint groups are defined at the site collection level and may be used anywhere in the site collection, if you are performing the action on one or more individual sites that includes groups that are used elsewhere in the site collection, the groups will be deleted from unselected sites within the collection as well.

b)When you have finished adding groups to the Selected Items list, click [Apply].

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·complete the Enforce Policy section and schedule the operation to run at a later time.

OR

·save the operation as XML Instructions that can be run at a later time.

If you chose the Run Now, option, after the operation has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the operation and displays in the Results section.

If you schedule the operation, a link to the Task Audit is included in the scheduled action notification email.

See also The ControlPoint Task Audit.

Backing Up and Restoring Site Permissions

The ControlPoint Backup Permissions action lets you back up the permissions of one or more SharePoint sites, which includes:

·permissions granted to users or groups specified in Active Directory or other authentication providers

·permissions granted to SharePoint groups

·membership in SharePoint groups.

The following are not backed up:

·Permission level definitions

·SharePoint group definitions

·Active Directory group membership

A separate backup is created for each site within a site collection.  For example, if you choose to back up a site collection that contains multiple subsites, a separate backup will be made of the root site and each subsite.

In a multi-farm environment, permissions backups can be created and managed for the home farm only.

Restoring Permissions from a Backup

You can restore permissions from a backup using the ControlPoint Manage Permissions Backups feature.  You can choose whether or not to restore SharePoint groups that have been deleted, membership in SharePoint groups, and/or Site Collection Administrators.

Changes that are made between the time when permissions are backed up and restored are handled as follows:

·If an object had unique permissions at the time of the backup has since been made inherited, the unique permissions will be restored.

·If a site has been deleted since the backup was made, it will be skipped.

·If it can be determined that a user no longer exists (on the site, Active Directory group, server etc.), permissions for that user will not be restored.

·Any new list or list item has been added since the backup was created will remain intact.

·The permissions of any user who was given direct permissions since the backup was created will be deleted  (the user(s) will remain in the SharePoint All People list, however).  If you choose to restore group membership, any users added to a SharePoint group since the backup was created will not be deleted.  Because SharePoint groups are defined at the site collection level, deleting a user would remove the user's permissions to all sites within the collection that use that group.