SharePoint 2010 for Project Management, 2nd Edition

Workshop 4.1: Adding Site Members

In this workshop, you will add members to your PMIS and customize their access privileges. To complete this workshop, you will have to add at least two existing Share- Point users into your PMIS. You might have to coordinate with your IT/IS department and confirm whether the users you would like to add are already part of your SharePoint environment.

For fields and settings that aren’t mentioned in the workshop steps, accept the default settings.

Part 1: Adding Site Members

In this part, you will add site members and grant permissions directly to them, rather than associating them with SharePoint groups. Later, you will change their permissions at the document library level:

1. Access your SharePoint PMIS. Click Site Actions→Site Settings.

2. In the “Users and Permissions” column, click Site Permissions.

3. In the Permission Tools ribbon, click Grant Permissions. The Grant Permissions page will be displayed (Figure 4-12).

   

   Figure 4-12. Grant Permissions page

1. Use one of the following methods to add two users from your organization as site members of your PMIS (the users should already be valid users in your SharePoint environment):

   • Click the address book icon in the Users/Groups field to search for and select the desired users.

   • Type the usernames of each member, separated by a semicolon, in the space provided in the Users/Groups section, then click the checkmark icon to verify that these are recognized usernames in the system.

2. In the Grant Permissions section, select “Grant users permission directly”, and then enable Contribute.

3. In the Send E-Mail section, enable the “Send welcome e-mail to the new users” feature, and enter the Subject and Personal Message.

4. Click OK. The Permissions page will be displayed, including the two new site members (Figure 4-13).

   

   Figure 4-13. Permissions page, including newly added site members

Part 2: Customizing List Permissions

SharePoint does a great job of allowing project managers to restrict access to project information with its capability to customize permissions at the list, library, list item, or library item level. In order to do this, perform the following steps:

1. On the Quick Launch, click Project Documents (see Figure 4-14).

2. In the Library Tools, Library ribbon, click the Library Settings button (Figure 4-15).

   

   Figure 4-14. Quick Launch

   

   Figure 4-15. Document Library Settings

3. In the “Permissions and Management” section, click “Permissions for this document library” (see Figure 4-16).

   

   Figure 4-16. Accessing permissions for this document library

4. Stop inheriting permissions from the parent by clicking the Stop Inheriting Permissions button on the Permission Tools ribbon.

5. Select one of the site members you added in the previous part, and in the Permission Tools ribbon, click Edit User Permissions (Figure 4-17).

6. The Edit Permissions page will be displayed (Figure 4-18). In the Permissions section, enable Read and disable Contribute.

7. Click OK.

   

   Figure 4-17. Edit User Permissions

   

   Figure 4-18. New permissions settings

You have now restricted one of the site members to have read-only access to the Project Documents document library of your PMIS. This change will be reflected on the Permissions page.

Congratulations! You have successfully added and customized access privileges for your site members.