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Who will use the SharePoint site and how –Form 2Use this form to plan for the site users and help you to work out what level of access those site userswill have.QuestionYour Answer – See pages below for guidanceWho will be sharing work(collaborating) in SharePoint?Where are they in the LSE?Will there be LSE remote workers? Ifso, who?How will they collaborate?Will different groups collaborate indifferent ways?Will access to SharePoint be grantedto all department members, groups,teams?How might this change in the future?Who should have access to what?For instance, should a particularteam have access to a project librarythat no-one else can see or edit?Would you like to set up alerts forchanges to documents, events etc.? London School of Economics & Political Science8lse.ac.uk/IMT/training 02/12/2014

Who will use the SharePoint site and how Guidance1. Who will be collaborating in SharePoint?As SharePoint is a tool for sharing and collaborating on projects, it will be useful to list whowill be involved. Later you can think about how to group them by their requirements.Remember – SharePoint is not a file storage system so the only people who need to haveaccess are those currently working on a particular project or ongoing updates.2. Where will they be in LSE?Of all the people you have identified above, where do they work? This will help you to workout the correct user groups and permissions. Is there a chance that some of the people youare thinking about belong to a different department and might have their own site?3. Will there be anyone outside of the LSE? If so, who and what will they need?Will you need to share documents, files, or information with people outside of the LSE? If so,you should make a list of who they are likely to be and what kind of work you need to sharewith them.4. How will they collaborate? Will different groups collaborate in different ways?Will your identified users all be editing documents? Will some of them just need to readdocuments? Maybe some team members just need to add events to the calendar.5. Will access to SharePoint be granted to everyone in the department?Although your team will have its own SharePoint site, will everyone in your team have accessat some level to the content of that site?6. How might this change in the future?This is where you can consider how access to the content of your SharePoint site mightchange in the future. Perhaps you start by giving just a few team members access to certaindocuments with the intention of expanding the number of users later on.7. Who should have access to what?Of the potential SharePoint site users you have identified, can you identify which documentsor files they are allowed to see or edit? For instance, do you have confidential documentsthat only department managers should see or a project team working on specific documentsbut not on others? Try listing the names and what documents and files they will need.8. Will you like to set up alerts for changes to documents, events etc.When a Ddocument or file has been edited, you can receive an email notification. London School of Economics & Political Science9lse.ac.uk/IMT/training 02/12/2014

SharePoint user groupsEnabling access to resources on a siteOne of the most important aspects of being a site owner is being able to understand and controlpermissions on your SharePoint site. Permissions enable users to access resources on the SharePointsite in a way appropriate to their role. For instance, some users may only read documents but notedit them; some users will need full read and edit rights to the content. To control these permissions,users are allocated to a group where the permissions are set. These groups will apply to the wholecontent of the site including libraries, folders, and documents.Sorting users into the appropriate group will help you easily recognise who will use the site in a way.You can organize users into any number of groups, depending on the size and complexity of yourdepartment. Typically, the people in a SharePoint group do similar kinds of tasks on a site and needthe same permission level.The three standard groups are: Visitors, Members and Owners. This table describes themain permissions these groups have.VisitorsMembersOwners(Read) This level includesthese permissions: OpenView Items, BrowseUser Information(Edit) This level includes: Read, Add, Edit andDelete documents Add and removelibraries Add and removefolders View, Add, Update, andDelete list Items suchas contacts and tasksRestore versions London School of Economics & Political Science10 (Full Control) This levelincludes all availableSharePoint permissionslse.ac.uk/IMT/training 02/12/2014

Benefits of using groups to manage permissions You can assign permission levels to everyone in a group in one goUsers outside of groups can be difficult to track and manageNot using groups can result in more work in managing the siteYou can add and remove users from these groups when required and this will cascadethroughout the siteReasons not to assign permission to individual users The team may grow or change and you will have to then reassign or break permissionsExisting users may change roles, be promoted, gain more responsibility, leave a project, orthe LSE. You will again have to reassign or change permissionsIt’s harder to determine who has what level of access in a long list of usersPlan the user groups – Form 3QuestionYour Answer – See previouspages for guidanceWho belongs to the following groupsin SharePoint:Are there more than one group ineach category?VisitorsThey can read documents but notcollaborate.MembersThey can collaborate on documents.OwnersHave full access to all document/filesand can make changes to the site. London School of Economics & Political Science11lse.ac.uk/IMT/training 02/12/2014

More about permissions and sitemanagementPermissions strategy/planningA good permissions strategy from the beginning will enhance the manageability and performance ofyour SharePoint site, ensure compliance with the LSE’s data governance policies, and minimise theamount of work you need to do as a site owner.Be careful to avoid rushing in to populate your site too quickly. The structure of the site that youstart with often becomes the default structure as your site grows. This growth can result inpermissions-settings chaos, where everyone in the organization has full control over sites,documents, items and sub sites or every individual requires new permissions for every new site theyneed to use. A good permissions strategy can avoid these problems before they get started.The worst-case scenario for a SharePoint environment is to allow full control for everyone (ownergroup). Giving everyone the keys to change and manage your site is a recipe for chaos! It is stronglyadvised that you proceed on the basis of limiting control from the beginning. Getting it right makesall the difference between success and failure.Some tips to consider when you begin giving users permission to use SharePoint: When you give people access, add them to standard default security groups, such as:Members, Visitors, or Owners. It is advisable to add most people as members or visitors. Thisrestricts full editing permissions to only those who should have access or control of the siteLimit the number of people in the Owners group (full site editing capability). Only people youtrust to change the structure, settings, or appearance of the site should be in the OwnersgroupKnow who is using your site and what they are using it for. If you allow other people to addusers to your site, check permissions regularly to ensure they have given the appropriatelevel of access to the usersGive people the lowest permission levels they need to perform their assigned tasks. It maysound like a restrictive policy, but in fact will make management a lot easier and willsignificantly reduce the risk of getting permissions wrong. As much as people want full accesspermissions, you simply cannot have everyone manage your sitePermissions inheritanceIn the SharePoint environment access to files and folders is dependent on the permissions set for thesite. The root of permissions is the primary team site; below that are subsites. A team may forexample, have several subsites for different projects. The permissions for a team site will cascadedown to all libraries and folders within it. If the permissions need to change for a particular reason, a London School of Economics & Political Science12lse.ac.uk/IMT/training 02/12/2014

subsite or library can be created where the inheritance for the site can be broken and new users canbe added.In the example below the library, folders and documents have inherited the permissions set at theprimary team site level. The subsite has unique permissions set for the user groups who should haveaccess to the content within. When there is a need to change the groups who have access to certaindocuments, a subsite or library can be created and the inheritance of permissions from the primaryteam site can be broken. In the example below, a group of managers have their own subsite whereonly they can see and edit particular documents. When the permissions inheritance is broken likethis, and new groups and permissions are created, they are called unique permissions.At the LSE, SharePoint will use inheritance permissions for the primary site and unique permissionsfor subsites and some libraries.If you create a subsite, the inheritance is automatically selected to be broken. If you reverse this andkeep the sharing permission inheritance for the subsite, any changes to permissions and sharing youmake within the subsite effect the entire site, not just the subsite. London School of Economics & Political Science13lse.ac.uk/IMT/training 02/12/2014

Confidential or restricted documents andfilesThe recommended approach for a department or team is to create a dedicated library or subsite forfiles that are confidential or restricted to a particular group or project. This will make it easier tomanage as you will only need to break the inherited permissions occasionally and in a very controlledway. You can then make new dedicated user groups for those areas.Library and folder managementWhether you are a site owner or an end user with edit permissions in the members group, it is usefulto be aware of the implications of good planning and easy to use site navigation.Default librariesYour site will have two default libraries: Department Documents and Head of Department. Theseare ready for you to start using and you may find that there is no need to create any additional ones.Please note that not all team site types have the above default folder structure . The default librarieswill reflect how teams are likely to work with the type of site they create.The Head of Department folder could be used for confidential documents where you can break thepermissions from the users groups you have assigned for the rest of the site.Good practice for the site is to divide your documents into relevant libraries. If further classification isneeded, you can create folders within the libraries. Keep to a flat folder structure for easy navigationand searching.When thinking about populating your site, you might want to consider structuring your documentlibrary and folders according to the workflow that your department or team employs. Aspects ofworkflow to consider are: Is your department or team divided into multiple groups or sub-teams that rarely share orcollaborate on work? If so, then you might want to create unique libraries or subsites. If you handle confidential information that is sensitive to your department or the LSE, thenyou may want to consider a dedicated document library (Head of Department) that isrestricted to most users, or even a separate siteSeveral team site types will be made available that are intended to broadly reflect the type of workthat is typical of that department. London School of Economics & Political Science14lse.ac.uk/IMT/training 02/12/2014

Broken links – changing the location of yourfoldersFiles that are shared with colleagues (through links sent in an email) are dependent on their specificlocation. This is because files are sent using a unique URL that maps their path. If you decide to movefiles or rearrange the folder structure of your site at some

LSE SharePoint team site types Team Site type name Area Description Features Academic Department Site Academic Departments This is a site for managing and collaborating within Academic Departments. Document libraries for sharing documents. Announcements, News Feed, Calendar, Contacts, Tasks Administrative Site Administration Divisions