sharepoint site settings

Question

Hi All,

I am new to SharePoint. I have a SharePoint site with 2 owners and 400 members. The group privacy of the site is set to private. Every day, the owner has to approve or decline various documents and is getting fed up with this task due to receiving a minimum of 100 requests per day. How can I check the visitor settings on the SharePoint site to see if a visitor group has been created? Why is the owner receiving so many requests? Please guide me on how to troubleshoot this issue.

Answer 1

Hi @Roger Roger ,

Welcome to Q&A forum!

In SharePoint, permissions are managed through various groups within a site. One of these groups is the Visitors group. Members of this group have read-only access to the site content.

To check if a visitor group exists on your SharePoint site, follow these steps:

1. Log in to your SharePoint site using your admin credentials.
2. Click on the Settings gear icon at the top-right corner.
3. Select Site Permissions from the drop-down menu.
4. Look for the Visitors group. If it exists, it means visitors have read-only access to the site.

Why Is the Owner Receiving So Many Requests?:

The high volume of requests for document approval could be due to several reasons:

• Document Workflow: If your site has document libraries with approval workflows, users may submit documents for approval. The owner receives notifications for each approval request.
• Permissions and Sharing: Ensure that users have the correct permissions. If users don’t have access to specific documents, they might request approval from the owner.
• External Sharing: If external sharing is enabled, users outside the organization might request access to documents.
• Site Design: Consider the site’s purpose. If it’s a collaboration site, users may naturally submit documents for review.
• Communication: Communicate guidelines to users about when to seek approval and when to collaborate directly. Refer to the following articles to manage SharePoint more flexibly:

https://learn.microsoft.com/en-us/sharepoint/modern-experience-sharing-permissions

https://learn.microsoft.com/en-us/microsoft-365/solutions/collaborate-in-site?view=o365-worldwide

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