Sharepoint pro tip: efficient security management


For this blog post, we want to give some love to our partner, Sharegate.
Given our many years of experience with SharePoint implementations & projects, we believe that any successful SharePoint project comes down to:

  • 80% user adoption = Winning hearts & minds!
  • 15 % great architecture = Think before you do!
  • 5 % of those tech dudes doing their magic (great work guys!)

You can have the nicest SharePoint environment but without anyone using it! An important part of user adoption is also getting your power users and administrators to embrace the platform. You want them engaged, not just for migrating data from older SharePoint versions or file shares, but also to properly manage your SharePoint farm or tenant.

In this short blog, we will enlighten SharePoint admins with a very useful function in Sharegate, “Reporting”. You may think that this kind of dull ‘feature’ won’t help you manage SharePoint at all, so let us show you the light!

The case for Sharegate Reporting

Let’s start with the use case.

Like all great SharePoint security architects (*cough*) will tell you, SharePoint security is set up with SharePoint groups. We are discussing an on-premise SharePoint set-up, so no Office365 groups here. In our example we have 4 security groups:

  • “Administrators” – or – “Administrators of Finance” (and others)
  • Owners
  • Members
  • Visitors

Now, say that our client asks if we can add an administrator in all 33 of their site collections?

To the battlegrounds!

My first thought was to fire up Sharegate to try to do this. Just open the Reporting section, create a new Report and select “SharePoint Group” as the object type you want to search for. Add a filter searching for the term ‘Administrator’ and an extra column to your results, and we’re off:

When running the report, you get every site collection that has a group name containing ‘Administrator’ in a few seconds (in our example screenshot you see the Dutch term for admin: ‘Beheerder’):

When you select all groups (as shown in the picture above) and click “Edit”, you can easily add and remove group members without creating duplicates:

How about that for quick changes to SharePoint security! Normally you need at least 10 clicks to add a user to a group in a site collection. Across 33 site collections this method saves your admins about 310 clicks! (our trick in Sharegate takes about 20 clicks). We wrote this blogpost with the time Sharegate saved us!

This small tip can save your administrators a lot of time, allowing them to focus on improving your SharePoint environment instead of doing menial work.

Sebastiaan Mindreau
Lead Strategist Digital at LoQutus
Email us if you want more tips!