SharePoint leaders owe it to the user base to stick to their guns when we talk about SharePoint. Don’t fall into the trap of using non-SharePoint words to describe SharePoint things.
Words are EXTREME-ly important
For example- I’ve heard people refer to their SharePoint profile as their “landing page.” I hear other people refer to their My Site home page as their “landing page.” Still others say “landing page” when they mean the home page of their team site. This inconsistency and non-standard usage will only lead to confusion and frustration. If a user is interested in finding out how to update his profile, and he keeps Googling “SharePoint landing page,” he won’t find anything relevant. (Trust me, I tried.) That’s because no one calls the profile the “landing page” in any official capacity. So we shouldn’t either. Is this just semantics? I say no- it’s leadership and training played out in consciously managing what we say and how we say it, and taking every opportunity to get others to do the same. Continue reading
SharePoint security uses the inheritance model. This model establishes access at the site level, then passes that access on down to all content inside the site (lists and libraries and the items within).
Compare it to a building where anyone can walk into the lobby. From there, you may or may not be able to go into higher floors or offices/rooms within offices/locked cabinets.
The company owner or CEO can go anywhere/see anything in the building. His role is seamless- he never encounters a denial of access regardless of where he is in the building.
A manager can replicate that behavior, but only so far- his role prevents him from entering certain parts of the building or seeing certain materials. The manager’s access is also seamless- up to the point at which his role prohibits him from going any higher. When he meets a locked door, he understands why- it’s part of the job.
General members of the public have the most limited role- beyond the lobby, they can’t do much. They may be able to observe or temporarily visit other parts of the building, but that access is carefully monitored.
Someone has planned all this ahead of time and put controls in place that enable these access roles. How would the building ensure its security if no planning had taken place?
This analogy carries over into the concept of a SharePoint site. Using roles in this manner provides a seamless, streamlined experience for users and ensures that they only have access to content relevant to their role within the site. It ensures the security of the information within the site. It requires (and assumes) thoughtful preparation by those managing the site.