ControlPoint 8.6.1 - for Office 365 User Guide

Accessing SharePoint Pages for Managing Groups

The Groups folder displays all of the SharePoint and Active Directory groups with permissions for a site.  You can link directly to the SharePoint pages for managing an existing group or create a new group.

All groups with permissions for each site within a site collection display beneath the site. In the case of SharePoint groups, the number of users within a group, as well as the group's permission level, displays to the right of each group name.  

NOTE: Groups do not display for sites whose permissions are inherited (as indicated by the icon).

You can view group membership by clicking on the plus sign (+) to the left of the group name.

To view/edit an existing group in SharePoint:

Click on a SharePoint group name to access the SharePoint People and Groups page for that group.

To view/edit groups in SharePoint:

Click the Groups folder to access the SharePoint All Groups page, from which you can create a new group for the site.

Consult your SharePoint documentation for instructions on creating a group.

NOTE:  If the Groups folder does not display for a root site or a site with unique permissions, no groups have been granted permissions for it.  To set up permissions for the first Group, navigate to the People and Groups page through the SharePoint site. Once a group has been granted permissions, the Groups folder will display in the ControlPoint left navigation pane as soon as you refresh the SharePoint Hierarchy.

Setting User Direct Permissions

Set User Direct Permissions is a ControlPoint action that lets you grant users direct permissions to one or more SharePoint sites, lists/libraries, and/or items.  (The action will not, however, overwrite or replace any direct permissions a user may already have.)

NOTE:  If you want to add users to an existing SharePoint group, use the procedure for Adding Users to SharePoint Groups.

To set user direct permissions:

1Select the object(s) to which you want to grant user permissions.

2Choose Users and Security > Set User Direct Permissions.

3Complete the Parameters section as follows:

a)For Set Permissions for User(s), select the user(s) for whom you want to set direct permissions.

b)In the Permission Level (Direct) drop-down, select a level from the list.

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.  

c)If 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.

d)If 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

·schedule the operation to run at a later time or on a recurring basis.

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 User Permissions

Delete User Permissions is a ControlPoint action that lets you delete SharePoint user permissions from one or more site collections/sites.  You can also choose whether to:

·delete the user's entry from the selected site(s) (so that they no longer appear in the site's All People list)

·delete alerts associated with the user

·delete the user's My Site site collection, and/or

·reassign a user's permissions to one or more target users before performing the deletion

EXCEPTION:  You cannot reassign Site Collection Administrator privileges using this action.

CAUTION:  Deleting Users from SharePoint Groups

The Delete User Permissions action will remove the selected user(s) from SharePoint groups in which they are listed as a member.  Because 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 user(s) will lose permissions on unselected sites within the collection as well.

NOTE:  This action does not remove users from Active Directory groups.  Therefore, if a user is granted permissions via an Active Directory group, those permissions will not be impacted.

Deleting Permissions from Lists, Folders, or Items with Unique Permissions

When user permissions are added to a list, folder, or item that has unique permissions, SharePoint automatically creates an entry for the user on its first non-inherited parent object and assigns a permissions level of “Limited.”  This entry will be deleted only if that parent object is included in the scope of the action.  If the parent object is not included in the scope, the following message will display in the Task Audit:

User [user_name] permissions cannot be removed from [object_type] [object_name].  Go to the first non-inheriting parent [object_type] to remove this permission.

To delete the permissions of one or more users:

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

2Choose Users and Security > Delete User Permissions.

3For Delete All Permissions for User(s), select the user whose permissions you want to delete.

NOTE:  Delete User Permissions is one of the ControlPoint actions that can be performed on unvalidated users.   (For example, you can delete the SharePoint permissions of a user that you know has been removed from Active Directory or alternate authentication provider database.)  However, any individual user(s) entered into the Reassign Deleted Permissions to People Picker must be validated.

4Specify the remaining parameters as appropriate.  Use the information in the table below for guidance.

Now you can:

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

OR

·schedule the operation to run at a later time or on a recurring basis.

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.

NOTE:  If you chose to reassign permissions, the delete action will not be carried out unless the permissions are successfully reassigned.

Duplicating a User's Permissions

Duplicate User Permissions is a ControlPoint action that lets you copy the permissions of one SharePoint user to one or more others.  Permissions can be copied for multiple site collections in a farm or Web application, or for individual site collections and sites.

EXCEPTIONS:  You cannot duplicate Site Collection Administrator privileges using this action.  You also cannot duplicate permissions that were granted via an Active Directory group (as an alternative, you can simply add the new user(s) to the Active Directory group).  

All of a user's permissions for a site collection, including any unique permissions for sites, lists, and libraries, and items are copied. .

NOTE:  If your ultimate goal is to delete a user after copying his or her permissions to another user (for example, if the user is leaving the department or company and is being replaced by someone else), you can do so as part of the procedure for Deleting User Permissions.

To duplicate a user's permissions:

1Select the site(s) for which you want to duplicate permissions.

2Choose Users and Security > Duplicate User Permissions.

3Complete the Parameters section as follows:

a)For Model User Name, select the user(s) whose permissions you want to duplicate.

NOTE:  Make sure that the permissions of the user you want to use as the model are appropriate for the target user(s).  Remember that you can review the permissions of the model before continuing.  If you entered the name of more than model user, the permissions of every one of those users (if different) will be assigned to the target user(s).

b)For Duplicate Permissions To, select the target user(s).

c)If you want permissions of the model user(s) to replace those of the target user(s), check the Delete existing permissions from target box.

NOTE:  If you leave this box unchecked, model user permissions will be added to any existing permissions.

Now you can:

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

OR

·schedule the operation to run at a later time or on a recurring basis.

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.