Site access procedures, including how to request access to a web site and how to either approve or deny access requests, have been changed with SharePoint 2013. In a short video tutorial titled Security access requests process in SharePoint 2013, Asif Rehmani, SharePoint MVP and MCT demonstrates the method of requesting site access for site visitors in SharePoint 2013, as well as the method of either approving, or denying access and informing the visitors of the access decision. A subscription to SharePoint-Videos.com is required to view this video tutorial.
The whole SharePoint 2013 site access process has been built with collaboration in mind. Unauthorized site visitors are no longer served with anything like an “access denied” message. Instead, a dialog is served to these visitors, which they can use to send a request for access directly to site owners. Once the site owners receive the request they can choose to either accept the request, or deny it. Further, they can select precisely the level of access they want to extend to site visitors. In other words, they can review a list of available roles, complete with permission level, and then select accordingly.
Site owners can review pending requests for site access from the Site Collection Administration page. In SharePoint 2013, administrators can access the Site Collection Administration page by clicking on the gear symbol, which is located on the top right side of the page and then the selection for “Site Settings.”
Once site owners make their selections, site security controls are enabled to serve appropriate messages to the same visitors who requested access. Approved visitors will simply access the site upon a return visit. For visitors whose requests have been denied, a graceful “no” is served upon a web page. In addition, visitors whose requests for access have been declined can choose to click on a link which will provide them with the details on why they requests were declined.
The access control system built into SharePoint 2013 will also send all visitors requesting site access decisions by email. Once again, the phraseology of these email messages has been toned down, which should provide support for collaboration and team work.
The access control feature of SharePoint 2013 will be useful for organizations with a formal governance plan. The ability granted to site owners to specify roles for visitors requesting access to a site frees up SharePoint Administrators to focus on other requirements. Training SharePoint teams in the specifics of granting or denying access to sites in SharePoint 2013 makes sense.
© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved