Determining Which SPDL Type You Manage | Manage Membership |

Updating membership in SharePoint Document Libraries

Microsoft users are able to generate two types of SharePoint Document Libraries (SPDL). Depending on the type of SPDL you maintain, your SPDL may use both site collection administrators and site owners, or only owners.

The two types of SPDL at George Mason are: Non-Group Connected SPDL (less common) and Group-Based SPDL (common)

Non-Group Connected SPDL:

  • When the SharePoint site was created natively via Microsoft before the ITS launch of SPDL
  • When created via MyHub and the requester answered “Yes” they needed to support external guests
  • When ITS was asked to generate a completely new SPDL for the MESA to M365 migration project

Group-Based SPDL:

  • When created via MyHub and the requester answered “No” they did not require external guest support

Best Practice is to maintain every SharePoint Document Library with two valid owners. When SPDLs are non-group connected, the best practice is to maintain SPDLs with two valid site owners and two site administrators. Members and owners should be reviewed regularly via the SPDL web interface and MyHub.

During the yearly MyHub renewal of Microsoft workspaces:

  • Group-based SPDLs are required to verify listed owners and members in MyHub
  • Non-group connected SPDLs are required to verify the listed site collection administrators in MyHub

Determining Which SPDL Type You Manage

There are multiple methods to determine what type of SPDL you have.

  • If you are a MyHub Contact you may check by looking at your listed MyHub workspaces here.
    • Look in the “Type” column
      • “Workspace” is a Non-Group Connected SPDL
      • “Microsoft 365 Group” is a Group-Based SPDL
  • A visual check of the SPDL will confirm which SPDL you manage.
    • Log into your SPDL via a web browser.
    • In the top-right corner of the web page, it will either say the number of Members or Site Access.
      • Group-Based SPDL denotes the number of members and the link to group membership
      • The visibility of the group is listed
      • Non-Group Connected SPDL denotes “Site Access” and the link to group membership
      • No “group” settings shown

Manage Membership

  1. Log into your SPDL via a web browser.
  2. Click on either a) the number of members or b) “Site access” (as displayed above)
  3. Update or confirm appropriate membership of Owners and Members.

Additionally, confirm the accuracy of any Site Collection Administrators as illustrated below

  1. Click the “Settings” (gear) icon
  2. Choose “Site permissions”
  3. Choose “Advanced Permission Settings”
  4. Choose and update and confirm “Site Collection Administrators”

Best practice is to remove any members that no longer require immediate access to this space.

  • REMOVE: All users listed as "(Inactive)"; They are no longer able to log into Office 365
  • REMOVE: All members that no longer require access to this workspace
  • REVIEW: Review all guests or external users in this workspace

Last modified: October 17, 2024