We need to set up Organizational Assets(namely templates), so that all users have access to one group of templates, and then select users have access to templates that are hidden from others.

Question

We have pushed out Organization Assets through a SharePoint Document Library. This allows our team members to automatically have access to our approved templates when they open up Word/Excel/PowerPoint. (They would select New Document, and next to the 'Office' tab, there is now an additional tab named by after company initials, after clicking on this users would then see all our custom templates available for the software in use.

We would like to expand this program to some of our service leaders, executives, HR, and legal. However these templates we would want to keep private to these groups so that everyone cant see them.

Is there a way to automatically push out templates in a more selective fashion, or to have an additional site to push our Org Assets from that only has select members?

Is there some other method to address this?

Answer 1

Hi @Ryan ,

You want to set some of the library based templates in the same Organization Assets to be private to some people.

It cannot be realized in the same Organization Assets. As long as you have permission for this library, you can see all library based templates. It is not possible to modify the permissions of each template individually.

But you can create a SharePoint site or subsite and set permissions for the users or groups you want to have access to the private templates. Then, upload the private templates to the appropriate library on this site or subsite and configure it as an organization asset library. Only the users or groups with the appropriate permissions will be able to see and use these templates.

Note: You can specify up to 30 organization asset libraries for a single organization, and all of these libraries (regardless of type) must be on the same site. Additionally, users will need at least read permissions on the root site for your organization for the organization assets library to appear in the desktop apps.

For more information on creating an organization assets library, please refer to the following Microsoft documentation: Create an organization assets library.

For information on scoping access to site templates, please see: Scoping access to site templates.

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