If you are working with SharePoint then here are some basic things that you need to consider in order to get your setup working correctly.
The first of these considerations is what type of SharePoint site structure are you going to setup, in years past you would automatically use Teams utilizing office 365 Groups. However, there are more modern options available now that give you better functionality for designing. Microsoft has moved to promote what is called a modern site, using a Hub.
I have been building intranets lately using Communication sites with a connected Hub, this requires that you create the primary Site, then each site there after is allocated to the parent hub site. This allows for inheritance of the main hubs design and visitor permissions.
There are issues with Communication sites, such as timelines are no longer available, along with many other team site functions. So we have to work with what is currently setup on the communication site structure.
Below are some key shortcuts to functions as a point of reference, this list will grow as time goes on:
Set Primary Permission Group Of Site:
This allows you to designate a new set of 3 groups as the Owners, Members and Visitors for the site.
“I cannot see the Share Site Button Anymore”
If you delete the initial group that is the Primary Group for the site you will need to go in here an designate the new groups. This also ensures that the Settings > Site Permissions > Share site continues to work.
Hub Site Permissions
If you are using Hub site structure, then allocating Owners to the Hub will allow those people to have “View” access to the Hub Subsites.
NOTE: with Hub site “View” privilege users cannot view images by default if the site assets folder does not have permissions granted (which is does not by default).
SharePoint Site Features Turn On & Off
To access the available features to turn on and off on your SharePoint site, navigate to the following:
Click the settings Cog in the top right, then choose “Site Information” then “View all site settings”.
From the list that appears find “Manage Site Features”.
Or just use the link below
Changing Permissions Assignments
SharePoint Permissions on a modern site is like trying to put together a jigsaw, this area still needs a great deal of work, that said, here are some key locations to help depending on what you want to achieve.
Changing what permission type can access what area/feature.
Settings (Cog top right) > Site Permissions > Advanced Permission Settings
Then Choose “Permission Levels” from the top ribbon in Permissions Tab.
From here you can choose the type of assigned types, ie View only, Read, etc.
“View” Permissions Still Show Site Contents
In Modern SharePoint sites, if you allocate a user to “Read” they can still access the site contents link from the top right cog. You can remove access to forms, web apps etc in the permission assignments for view, however this then stops the user accessing a designated folder in a page view.
There is some information on this here but there needs to be more options to shut down Site Content access without having to designate folder permissions.
Investigate Target Navigation for more info on this.
Tasks & Timeline
With the modern communication sites, Tasks are turned off by default, here is a quick guide to turn them on per site and insert the linkage into the quick menu.
- Click on the cog in the top right corner
- Select “Site Information”
- Select “View all site settings” (towards the bottom)
- Select “Manage site Features” (Site Actions Category)
- Scroll down until you get to “Team Collaboration Lists” and click “Activate”
- Return to site and refresh page
Turn On Tasks:
- Click on the Cog in the top right corner
- Select “Add App”
- Enter a Name and “Create”
- Once you have named and created, go to Cog (top right) > Site contents > Hover over the New “Tasks” folder (depending on what you called it) and select “Settings”
- Click on the first option “List Name, description and navigation”
- Turn on “Display this list on the Quick Launch”
- All Done