Why are unique SharePoint permissions a bad practice?
I read already many times, that unique SharePoint permissions are a bad practice and it also looks like Microsoft is also following it. For example a private channel in Teams is realized with a comp...
By default, in SharePoint Online, notifications are only sent when an @ mention is used in a comment. There is no built-in way to receive notifications for comments that don't contain an @ mention.
However, you can create a custom solution to receive notifications for all comments in a SharePoint list. One way to do this is to use Microsoft Flow or Power Automate to trigger an email or a notification when a new comment is added to the list. You can set up a flow that triggers on the "When a new item is added" event, checks if the comment field is not empty, and sends an email or a notification to the desired recipients.
Note: This is an advanced solution that requires knowledge of Microsoft Flow or Power Automate. If you're not familiar with these tools, you may want to consider seeking help from a professional developer.
David_Elsner Unique permissions are complicated to manage and need extra administration efforts to manage such unique permissions.
It gets more complicated when no. of items/documents in list/library increases.
When a list, library, or folder contains more than 100,000 items, you can't break permissions inheritance on the list, library, or folder. You also can't re-inherit permissions on it. However, you can still break inheritance on the individual items within that list, library, or folder, up to the maximum number of unique permissions in the list or library (see the next section).
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For example a private channel in Teams is realized with a comp...","body@stringLength":"1094","rawBody":"
I read already many times, that unique SharePoint permissions are a bad practice and it also looks like Microsoft is also following it.
For example a private channel in Teams is realized with a complete new SharePoit Teamsite with top level permissions to the channel members.
They could also have created just a document library with unique permissions inside the grouped SPO site. But they didn't.
But what is so bad of breaking the inheritance on the library or even the folder level? On the library level it seems still kind of clean.
And sharing a link is also some kind of \"unique permission\".
My own best practice is:
- In Teams or groupified SharePoint sites, don't break permissions at all. Only the group memberships should give permissions. Transient sharing of folders or files through links is okay.
- In Teamsites without a group also unique permissions on the library level are okay.
- Permanent unique permissions on single folders have to be avoided.
I read already many times, that unique SharePoint permissions are a bad practice and it also looks like Microsoft is also following it.
For example a private channel in Teams is realized with a complete new SharePoit Teamsite with top level permissions to the channel members.
They could also have created just a document library with unique permissions inside the grouped SPO site. But they didn't.
But what is so bad of breaking the inheritance on the library or even the folder level? On the library level it seems still kind of clean.
And sharing a link is also some kind of \"unique permission\".
My own best practice is:
- In Teams or groupified SharePoint sites, don't break permissions at all. Only the group memberships should give permissions. Transient sharing of folders or files through links is okay.
- In Teamsites without a group also unique permissions on the library level are okay.
- Permanent unique permissions on single folders have to be avoided.
Do you agree?
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David_Elsner Unique permissions are complicated to manage and need extra administration efforts to manage such unique permissions.
It gets more complicated when no. of items/documents in list/library increases.
When a list, library, or folder contains more than 100,000 items, you can't break permissions inheritance on the list, library, or folder. You also can't re-inherit permissions on it. However, you can still break inheritance on the individual items within that list, library, or folder, up to the maximum number of unique permissions in the list or library (see the next section).
Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.
Unique permissions are complicated to manage and need extra administration efforts to manage such unique permissions.
It gets more complicated when no. of items/documents in list/library increases.
When a list, library, or folder contains more than 100,000 items, you can't break permissions inheritance on the list, library, or folder. You also can't re-inherit permissions on it. However, you can still break inheritance on the individual items within that list, library, or folder, up to the maximum number of unique permissions in the list or library (see the next section).
Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.
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