Configure Permissions (v 1.1)
- Frank Schreiber
- Dorrit Riemenschneider-Denecke
- Thomas Dedek
- Anonymous
In general you don't need to configure special permissions to make the Space Navigator usable on your tenant.
A person that want to use the Space Navigator needs the following permissions:
Read access to:
- the page where the Space Navigator Webpart is placed
- the contents of the space masterdata list
- at least one space on that list
- all places where the space logos are stored (e.g. the library "Space Logos")
Access for Persons / Group
If you do not want to break role inheritance in the Space Navigator site collection you must add at least one user to the "Visitors" group of the site collection.
Nevertheless, it is also possible to use SharePoint's permissions management and break role inheritance on different levels, provided that the users desiring to use the Space Navigator have the above-mentioned permissions (read access).
SharePoint permission levels
For more general information see "Understanding permission levels in SharePoint".
Set Permissions for Pin/Unpin Spaces
SINCE VERSION 1.1
To make it possible for users to pin and unpin spaces it's necessary to store these (user related) data. Therefore the SharePoint list "PinnedSpaces" is available. The list will be automatically created in the Space Navigator site collection after installing/updating the app to version 1.1 or later. Since these data are rather sensitive the list is configured as follows:
- Hidden SharePoint list (this list is hidden in the SharePoint UI and you can only access the list if you use the URL "<sitecollectionuri>/Lists/PinnedSpaces")
- Disabled search (this list and each data contained will not appear in any SharePoint search result)
User permissions (each user can only see and modify his own entries)
Administrators of the sitecollection are able to see and manage all entries in this list
In order to be able to use the pinning Spaces feature the users need to have at least contribute permissions on this list. The pinning spaces buttons will only be visible to users that have at least contribute permissions on this list.
To change the permission settings you have to navigate to the List settings view. First open the list using the following Url: <sitecollectionuri>/Lists/PinnedSpaces.
Image 1: PinnedSpaces list (click to enlarge)
You can find the link to the List settings in the configuration menu on the top right corner of the page.
Image 2: Navigate to List setting for PinnedSpaces list (click to enlarge)
In the list settings you have to click on the Permissions for this list link to navigate to the user permission configuration of this list.
Image 3: Navigate to permissions for PinnedSpaces list (click to enlarge)
If you want to enable the pinning Spaces feature for all users with access the site it is sufficient to only modify the "Visitors" group. To do this you have to select the "Visitors" group and then click on the button "Edit User Permissions". This will open the "Edit Permissions" dialog for this group.
You are free to configure the permissions on this list as you want. However it is important that each user that should be able to pin spaces has to be contained in at least one group with contribute (or higher) permissions on this list. Adding single user permissions is also supported but not recommended.
Image 4: Edit user permissions for PinnedSpaces list (click to enlarge)
Set the permission to "Contribute" so that Visitors can add and remove the pinned state of their Spaces.
Image 5: Edit user permissions for PinnedSpaces list: Contribute (click to enlarge)
Set individual Permissions for specific Spaces
In some cases it may be useful to restrict access to specific Spaces so that only a limited group of users is allowed to see them. Therefore you can use SharePoint item-level permissions on the Space Masterdata list.
How to customize permissions for a SharePoint list or library
For more general information see Customize permissions for a SharePoint list or library.
Manage access for an individual Space
Therefore you need an account that can manage permissions on this site collection.
Navigate to the Space Masterdata list. Select a Space and click on "Share" to limit the access to the Space.
Image 1: Share an item in the Space Masterdata list (click to enlarge)
A dialog opens. Click on the three dots in the top right corner and select "Manage Access".
Image 2: Manage Access for an item in the Space Masterdata list (click to enlarge)
Another dialog opens. Here you can configure the permissions for that space. By default the space has inherited permissions from the site collection.
Image 3: Access management for a Space (click to enlarge)
Grant access
After navigating to the Manage Access dialog box there shall be an option "Grant Access". A new dialog opens. Enter the name of a person or group you want to give access.
Image 4: Grant access (click to enlarge)
It is recommended to only grant the permission "Can view" unless the person should be able to manage the Space data.
Remove access
Navigate to the Manage Access dialog box as described above. Click on the arrow on the right side of the person or group you want to edit. A drop-down menu opens. Click on "Stop sharing" to remove the access to this space for this person or group.
Image 5: Remove access (click to enlarge)
Reset individual permissions
Navigate to the Manage Access dialog box as described above. Click on the option "Advanced" on the bottom right of the dialog.
Image 6: Configure individual permissions (click to enlarge)
The permission configuration dialog for the selected element opens. Click on the option "Delete unique permissions" on the ribbon to remove all unique permissions on that space.
This option will only be available if the item has unique permissions (i.e. if permission inheritance had been stopped once before).
Image 7: Delete unique permissions (click to enlarge)