Managed Permissions not working as intended

Question

Managed Permissions not working as intended

Diana Weaver 120

I am using sharepoint server 2010 for our intranet. I gave a user full control over a site so that they can have access to manage the permission on each file. It seems to work for some files but not all of them. When he right clicks to access the drop down box the manage permissions appear for some of them but not for all of them. Do you know why?

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Diana

Yanli Jiang - MSFT 16,591 Reputation points Microsoft Vendor

2023-08-31T04:28:56.81+00:00

Hi, we are currently doing some research on this issue, will let you know as soon as possible.

Yanli Jiang - MSFT 16,591 Reputation points Microsoft Vendor

2023-08-31T04:28:56.81+00:00

Hi, we are currently doing some research on this issue, will let you know as soon as possible.

Answer 1

Yanli Jiang - MSFT 16,591 Microsoft Vendor

Hi @Diana Weaver ,

According to my research, There are a few possible reasons why this might happen:

The files that you can’t manage permissions for might have unique permissions that are different from the parent site or library. This means that they don’t inherit the permissions from the site or library, and you need to have specific permissions on those files to manage them. You can check if a file has unique permissions by selecting the file, clicking the File tab, and then clicking Manage Permissions. If you see a message that says “This item has unique permissions”, then you need to either break the inheritance and grant yourself full control, or ask someone who has full control on the file to do it for you.
The files that you can’t manage permissions for might be checked out by another user or in a pending approval state. This means that they are locked for editing by someone else, and you can’t change their permissions until they are checked in or approved. You can check if a file is checked out or pending approval by looking at the icon next to the file name. If you see a green arrow pointing down, it means the file is checked out. If you see a yellow exclamation mark, it means the file is pending approval. You can either wait for the user to check in or approve the file, or ask them to do it as soon as possible.
The files that you can’t manage permissions for might be part of a content type that has specific permissions settings. This means that they belong to a category of files that have predefined settings for creating, editing, and deleting. You can check if a file is part of a content type by selecting the file, clicking the File tab, and then clicking Edit Properties. If you see a section called Content Type, then you need to either change the content type settings to allow full control, or ask someone who has full control on the content type to do it for you.

Hope this helps.

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Diana Weaver 120 Reputation points

2023-08-31T13:21:18.5133333+00:00

There are 2 types of associates at our company; business and production. In the past there are documents that are specific to one or the other group. Previously we created an HTML webpage to add to a kiosk for the production users to view; however they were missing all the other information on our intranet. Here is what I did: I created 2 groups in sharepoint; production associates and business associates. I have one document library where all the HR documents are loaded. I added an HR category for each document so that I can filter in a webpart to display a column of documents. Then I added permissions to each file. If the document can be seen by everyone the permissions are inherited. If the document is to be seen only by one of the groups, then I use the unique permissions and remove the group that should not see the document. I guess since I create a unique permissions situation that another users can't modify permissions. I still have access to manage permissions for all documents, because I uploaded them. If the HR user uploads a new document then they should have access to manage it, correct. Also if they replace a document will they need to update the permissions? If so, can they since I created the initial document and they are updating it. Should I have configured the system differently? One last question is there a way to give the user access to manage permissions without giving them full access?
Yanli Jiang - MSFT 16,591 Reputation points Microsoft Vendor

2023-09-01T07:37:27.5766667+00:00

Hi @Diana Weaver ,

What do you mean by "replace a document"? Did you update the document content or upload a new document? If you only update the document content, the document's attributes have not changed, and there is no need to reset the permissions. If a new document is uploaded and the original document is replaced, the permissions of the parent are inherited. If there are special needs, permissions need to be reset.

According to the permission level in SharePoint, you can just give the user the Edit permission which should be enough.

For more information about permissions, please see:

https://support.microsoft.com/en-us/office/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782#OfficeVersion=2010
Yanli Jiang - MSFT 16,591 Reputation points Microsoft Vendor

2023-09-05T05:43:14.41+00:00

Hi @Diana Weaver ,

I’m checking how the things are going on about this issue. Whether the answer helps you?

If there is any problem with this issue, feel free to let me know.

If the answer is helpful, please click "Accept Answer" and kindly upvote it.
Diana Weaver 120 Reputation points

2023-09-05T12:16:33.06+00:00

Thank you for the information. I read through the permissions page and it looks like I will need to assign full control if I want a user to be able to edit the permissions of a document.

Do you know of a better setup of a site that which to have document only visible by certain groups?
Yanli Jiang - MSFT 16,591 Reputation points Microsoft Vendor

2023-09-06T06:30:56.16+00:00

Hi @Diana Weaver ,

Sorry, I misunderstood your needs before. The default permission level including manage permissions is Full control. If you don't want users to have full control permission, you can try to customize the permission level, and then grant this permission level to users who need it.

Please note that these permission items are related internally. When you check manage permissions, the related permissions will be automatically checked. If some of them do not meet your needs, you can try to uncheck them, but there is a certain chance Will report an error. Therefore, it is recommended that you do not uncheck it.

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.

Managed Permissions not working as intended

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