Download the SharePoint Permissions Planning Worksheet here
I was going to write a blog about what I considered best practices around SharePoint security but Jasper Oostervald - https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-Permissions-Part-1.aspx in his 2 part blog pretty much covered exactly what I wanted to say and more.
So instead of rewriting what he said I hope to add something by providing a worksheet that I have been working on. It’s really in Alpha so if anyone can improve on it and share what they have done that would be great.
In case you are unaware, Microsoft provides planning worksheets here - http://technet.microsoft.com/en-us/library/cc262451.aspx
In my opinion most of them complicate things by having columns that most of our projects don’t really use.
I am hoping my one is simpler and more useful.
This worksheet has 4 tabs and instructions and tips.
Start by looking at the “Sites” tab.
Here you add your sites and the permissions of those sites.
You may need to go to the Groups tab to add your new groups that you will need.
The “Content” tab is very similar to the “Sites” tab but is for assigning permission to the libraries and lists in your site.
If your dropdowns stop working you may need to reset them by following these instructions - http://spreadsheets.about.com/od/datamanagementinexcel/qt/20071113_drpdwn.htm.
I would love to get some feedback to see if this worksheet is of use to anyone or even better if someone with actual Excel skills can improve it, that would be great!
Although SharePoint provides the ability for users to be able to tag their own content, I find it tends to get a bit unmanageable and like to stick to the “Managed Metadata” feature with hierarchical predefined tags.
Here are my guidelines for tagging:
- Think long and hard about your top level tags. You shouldn’t need more than 10 at most and there should be as little cross over as possible. Again don’t have more than 10 items per each individual branch.
- When deciding what the tags should be, think of words that will segregate content into even chunks. Don’t create a tag that will only ever be used once. Think of the game Guess Whowhere you are trying to find the person in as few guesses as possible. You don’t start with some obscure physical feature. The first question is usually - Are you a boy (or girl) to split the content evenly.
- Try not to go more than 3 levels deep in the hierarchy at first, including the top level. You can always add further levels if drilling that far down still displays too many articles.
- Don’t use words that are going to change often such as names of clients or projects. The list will eventually get too long to be useful. In this case it may be easier to keep a list of all clients in a custom list that is referenced through a site column.
The “Site Content and Structure” reports are a great way of finding files which are pending approval or checked out but I just realised you can create your own reports.
If you have never seen these reports before:
Go to site settings –> Site Administration –> Content and structure
But you can create you own reports by going to “View all site content”
Under lists –> Content and Structure Reports
Here you can see all the reports available from C & S as well as the CAML that makes these reports.