SOLVED

Folders for specific members of the group

Copper Contributor

Greetings,

I have a SharePoint team that I want to categorize into three sub-teams, each with 'Edit' access for their specific folders.  This way nobody inadvertently edits something that they shouldn't.  However, I want to add everyone into the Team by adding them to the Group Membership.  Is there a way to setup a folder to manage the Edit access, either through additive or reductive access?

 

I've played around with Advanced Permission Settings and created sub-groups, but these appear to be OUTSIDE the group I want to manage, and these people wouldn't be able to see the Team in their MS Teams app.

 

Thank you,

Albert

12 Replies

Hi @albertpark 

 

My suggestion in this instance would be:

  • Create 3 seperate groups for each of the 'sub teams'
  • Add each if these groups at the sharepoint site level
  • Create a document library for each sub group
  • In in each of the libraries ettings open the permissions
  • By default they will be inheriting from the site
  • Stop inheriting permissions and restrict the two groups that do no relate to that library by either reducing access to read only or removing the group altogether

Happy to discuss further 

Thanks

Josh

@Josh_Wickes 

Follow on questions.

1.  Where do I create these sub-groups?

2. Are you saying my SharePoint site can have two or more Document Libraries?  If so, how can I create them?

3.  What do you mean by adding groups "...at the Sharepoint level?"

I previously created sub-groups through this page, but the sub-groups can't see the group in their Teams app; but they do have their respective privilege for the site.I previously created sub-groups through this page, but the sub-groups can't see the group in their Teams app; but they do have their respective privilege for the site.I played around with this as well, but not having any luck.I played around with this as well, but not having any luck.

best response confirmed by albertpark (Copper Contributor)
Solution

Hi @albertpark,

 

In this example I created new channels for the sub group then created the new groups in SharePoint then updated the  provisioned folder permissions to restrict access 

Create and Manage SharePoint Sub Group Permissions | Scribe (scribehow.com)

 

If you wanted separate libraries you can create these by going to the sites contents and clicking New at the top these can also have unique permissions similar to the way described in the guide above, but by accessing the library settings rather than the folders access. the folders can then be added as tabs in teams

 

Feel free to get in contact directly if you want me to go through with you on a teams call

 

Thanks

Josh

@Josh_Wickes 

Wow! I think this solves my problem!  Thank you so much for your assistance!!!

Not a problem happy to help :)

@Josh_Wickes One other question!

 

How am I supposed to handle the feature to add "Members?"  Do I need to add visitors who only have Read-access to this "Member" list? I currently have only our immediate team, but they have different access to different sub-team folders now.  Not sure what to do about this member list now... 

It can be left empty as long as all the users are added to atleast one of the subgroups then they will have access to the site and the team
Hi there, @albertpark! For this scenario, I would recommend creating three separate groups for each of the sub-teams involved. By doing so, you can effectively manage permissions and access control for each team independently. Once you've created these groups, you can then add each of them at the SharePoint site level. This ensures that each sub-team has the appropriate access rights within the SharePoint environment, allowing them to collaborate efficiently while maintaining security and privacy. Additionally, you may want to consider setting up specific permissions and sharing settings within SharePoint to tailor access to different documents and resources based on each team's needs. Overall, organizing teams into separate groups and managing permissions at the SharePoint site level provides a structured and secure approach to collaboration within your organization. Let me know if you need further assistance or have any questions!

@Josh_Wickes 

Hmmm, my co-worker showed me that the team or the channel was appearing on his MS Teams app 'Your team' section.  I had to add him as a 'Member' for him to see it.  Did I do something wrong in the process you provided me?

So you to confirm you had to add the user to the site members group as well as the sub group to ensure they could see the team related to the site in the teams app? If that'd the case are the subgroups added in the site level permissions?
Sorry, yes. I meant the co-worker CAN'T see on his Teams app.

Yes, I followed your steps 4-7 on the tutorial you provided me, so the sub-group is listed at the SharePoint level.
That's strange the only other thing I can think of is to create an AD/m365 group for each sub team and add each group to both the members and sub groups I'll have another look later on and see if I can see why that might be happening
1 best response

Accepted Solutions
best response confirmed by albertpark (Copper Contributor)
Solution

Hi @albertpark,

 

In this example I created new channels for the sub group then created the new groups in SharePoint then updated the  provisioned folder permissions to restrict access 

Create and Manage SharePoint Sub Group Permissions | Scribe (scribehow.com)

 

If you wanted separate libraries you can create these by going to the sites contents and clicking New at the top these can also have unique permissions similar to the way described in the guide above, but by accessing the library settings rather than the folders access. the folders can then be added as tabs in teams

 

Feel free to get in contact directly if you want me to go through with you on a teams call

 

Thanks

Josh

View solution in original post