SharePoint Site Permissions Inheritance: A Tutorial on Breaking Permission Inheritance

SharePoint is a powerful platform for managing and organizing documents within an organization. One of the key features of SharePoint is its ability to assign permissions to users and groups to control access to the content. By default, SharePoint uses a permission inheritance model, where permissions applied at the site level are inherited by all the items and sub-sites within that site. However, there are situations where you may need to break this inheritance and apply unique permissions to specific items or sub-sites. In this tutorial, we will explore how to break permission inheritance in SharePoint and manage permissions effectively.

Understanding SharePoint Site Permissions Inheritance

Before we dive into breaking permission inheritance, let's first understand how SharePoint site permissions inheritance works. When you create a new site in SharePoint, it inherits the permissions from its parent site. This means that any permissions applied at the parent site level will automatically apply to the new site. This inheritance continues down the hierarchy, with each child site inheriting the permissions from its parent site.

When permission inheritance is enabled, any changes made to the permissions at the parent site level will automatically propagate to all the items and sub-sites within that site. This makes it easy to manage permissions at a higher level and ensure consistency across the site. However, there may be situations where you need to break this inheritance and apply unique permissions to specific items or sub-sites.

Why Break Permission Inheritance?

There are several reasons why you may need to break permission inheritance in SharePoint:

1. You want to restrict access to a specific item or sub-site: In some cases, you may need to limit access to a particular document, folder, or sub-site within a site. By breaking permission inheritance, you can apply unique permissions to that item or sub-site without affecting the rest of the site.
2. You want to grant additional permissions to a specific user or group: If you want to give certain users or groups additional permissions to a specific item or sub-site, breaking permission inheritance allows you to do so without impacting the rest of the site.
3. You want to remove inherited permissions: If you want to remove the permissions inherited from the parent site for a specific item or sub-site, breaking permission inheritance is the way to go. This allows you to start with a clean slate and apply permissions from scratch.

How to Break Permission Inheritance in SharePoint

Now that we understand why breaking permission inheritance can be beneficial, let's explore how to do it in SharePoint.

Step 1: Navigate to the item or sub-site

The first step is to navigate to the item or sub-site where you want to break permission inheritance. This can be a document, folder, or sub-site within the site.

Step 2: Go to the Permissions settings

Once you are on the desired item or sub-site, go to the Permissions settings. To do this, click on the "Settings" gear icon in the top right corner of the page, and then select "Site Permissions" or "Library Permissions" from the dropdown menu.

Step 3: Break permission inheritance

On the Permissions page, you will see an option to "Stop Inheriting Permissions". Click on this option to break permission inheritance.

Step 4: Confirm the action

A pop-up window will appear asking you to confirm the action of breaking permission inheritance. Click on "OK" to proceed.

Step 5: Manage unique permissions

Once permission inheritance is broken, you can now manage unique permissions for the item or sub-site. You can add users or groups and assign them specific permissions, remove existing permissions, or modify the permissions as needed.

Best Practices for Managing Permissions in SharePoint

Now that you know how to break permission inheritance and manage unique permissions in SharePoint, here are some best practices to follow:

1. Plan your permission structure

Before you start assigning permissions in SharePoint, take the time to plan your permission structure. This involves identifying the different user groups or roles in your organization and determining the level of access they should have to the content. By planning ahead, you can ensure that permissions are assigned in a logical and organized manner, making it easier to manage and maintain them in the long run.

2. Use SharePoint groups

Instead of assigning permissions to individual users, consider using SharePoint groups. SharePoint groups allow you to assign permissions to a group of users, making it easier to manage and maintain permissions. By adding or removing users from a group, their permissions will automatically update across all the items and sub-sites where the group has been granted access. This saves time and effort when managing permissions.

3. Regularly review and update permissions

Permissions in SharePoint should be reviewed and updated regularly to ensure that they are still relevant and necessary. As your organization evolves and changes, user roles may change, and access requirements may need to be adjusted. By regularly reviewing and updating permissions, you can ensure that the right people have the right level of access to the content.

4. Document your permission structure

Documenting your permission structure is essential for maintaining an organized and secure SharePoint environment. By documenting who has access to what content, you can easily track and audit permissions, identify any gaps or inconsistencies, and ensure compliance with regulatory requirements. This documentation can also be helpful when onboarding new employees or training existing employees on SharePoint permissions.

Conclusion

Breaking permission inheritance in SharePoint allows you to apply unique permissions to specific items or sub-sites, giving you greater control over access to your content. By following the steps outlined in this tutorial and implementing best practices for managing permissions, you can optimize your document management process and ensure that the right people have the right level of access to your SharePoint content.

Remember to regularly review and update permissions, document your permission structure, and plan ahead to create a logical and organized permission structure in SharePoint. By doing so, you can maximize the benefits of SharePoint's permission management capabilities and create a secure and efficient document management system.