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A Legal Firm Use Case for Managing SharePoint Permissions

A Legal Firm Use Case for Managing SharePoint Permissions

Managing permissions in SharePoint is often one of the most challenging aspects of the platform, yet it is essential for maintaining a secure and efficient collaborative environment. This high-level use case for managing SharePoint permissions provides practical insights into how organisations can structure their permissions effectively.

This post is part of a new series of SharePoint use cases, offering real-world solutions to common challenges. Future entries in this series will be exclusively available to Patreon subscribers. Enjoy this first post as a taste of the actionable, high-value content you can expect!

The Use Case: How a Legal Firm Manages Permissions

A mid-sized legal firm uses SharePoint to organise documents and collaborate across departments. Their challenge? Balancing security with collaboration while keeping permissions manageable.

SharePoint Structure Overview

  • Site: Represents the firm’s overall SharePoint environment.

  • Libraries: Each department (e.g., Litigation, Conveyancing, Family Law) has its own library to store team-specific documents.

  • Document Sets: Used to group all documents related to individual cases.

  • Items: Individual documents stored within document sets.

The following steps outline how permissions are managed at each level.

Step-by-Step Approach to Permissions Management

1. Site-Level Permissions

Objective: Control access across the SharePoint environment.

  • Leadership was given Full Control to manage the site and its settings.

  • Department heads received Edit access to oversee their teams’ libraries.

  • External users were restricted at the site level for enhanced security.

Outcome:

Strong central control over site-wide settings, reducing the risk of unintended access.

2. Library-Level Permissions

Objective: Maintain confidentiality while supporting team collaboration.

  • Separate SharePoint groups were created for each department:

    • Litigation: Full Control for the department head, Contribute for team members.

    • Conveyancing: Edit for the leader, Read for team members.

    • Family Law: Custom permissions based on team needs.

  • Inheritance was broken at the library level to ensure department-only access.

Outcome:

Confidentiality was preserved across departments, ensuring sensitive documents were only accessible to the appropriate teams.

3. Document Set Permissions

Objective: Secure high-profile cases with customised access.

  • Most document sets inherited permissions from their libraries.

  • For high-profile cases, inheritance was broken, allowing access only to the lead lawyer and select team members.

Outcome:

Sensitive cases were secured without complicating permissions management across the site.

4. Item-Level Permissions

Objective: Restrict access to specific documents.

  • Highly sensitive documents, like settlement agreements, were assigned unique permissions.

  • Only authorised individuals were granted Read or Edit access.

Outcome:

Granular control ensured maximum security for sensitive information.

Key Learnings for Managing SharePoint Permissions

  • Use Inheritance Wisely: Only break inheritance when absolutely necessary

  • Simplify Permissions Management: Assign permissions at the highest level possible (site or library).

  • Group Permissions for Efficiency: Use SharePoint Groups to streamline management.

  • Conduct Regular Audits: Periodic reviews help maintain accurate and secure permissions.

  • Educate Your Team: Ensure users understand permissions and best practices to avoid errors.

SharePoint permissions don’t have to be overwhelming. With thoughtful planning, adherence to best practices, and tools like this guide, you can create a secure and efficient environment that fosters collaboration.

Download my handy FREE infographic “A Step-By-Step Guide to Managing Permissions”. 

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