All about SharePoint Permission Roles

Managing permissions in SharePoint is crucial for ensuring the right people have access to the right content while maintaining security and compliance. Thankfully, SharePoint provides out-of-the-box (OOTB) permission roles, making it easier to assign and manage user access without having to create custom roles from scratch.

Let’s break down what these default permission roles are, why they matter, their pros and cons, real-world use cases, and sample implementations. We’ll also compare how permissions work in SharePoint Online versus SharePoint On-Premises.

What Are SharePoint Out-of-the-Box Permission Roles?

SharePoint comes with predefined permission roles, also known as permission levels, which determine what actions users can perform within a site, library, or list. These roles are designed to cover most common scenarios without requiring extensive customization.

Here are the primary OOTB SharePoint permission roles:

Full Control – Complete control over the site, including managing permissions.
Design – Ability to create and modify pages, lists, and libraries.
Edit – Can add, edit, and delete lists, as well as manage list content.
Contribute – Can add, edit, and delete list items but cannot manage the list itself.
Read – View-only access to site content.
View Only – Read access but cannot download documents.
Limited Access – Given automatically when users need access to a specific item within a site.
Approve – Can approve content in libraries with content approval enabled.
Manage Hierarchy – Can create and delete sites and manage site settings.
Restricted Read – Can view pages and documents but cannot view versions or download documents.

Why Do We Need SharePoint OOTB Permission Roles?

Managing permissions in SharePoint is essential for data security, compliance, and operational efficiency. OOTB permission roles simplify access control by offering predefined roles suited to various organizational needs.

Key Benefits:

Simplicity – No need to create custom roles for common scenarios.
Security – Prevent unauthorized access and accidental data leaks.
Efficiency – Quickly assign roles to groups and users.
Consistency – Ensures standardized permission structures across sites.

Pros and Cons of Using OOTB Permission Roles

✅ Pros:

Quick Deployment – No need to manually define granular permissions.
Microsoft-Supported – Designed and maintained by Microsoft to align with best practices.
Role-Based Management – Assign roles to groups instead of managing individual user permissions.
Ease of Auditing – Clear predefined roles simplify permission reviews.

❌ Cons:

Limited Customization – May not fit all organizational needs.
Over-Granting Permissions – Some default roles provide more access than necessary.
Lack of Fine-Grained Control – Custom permission levels may be required for highly specific access needs.

Use Cases for SharePoint OOTB Permissions

Collaboration Spaces: Assigning the Edit role to a project team ensures they can create and modify documents but not change site settings.
Document Review: Approve permissions allow managers to review and approve documents before publication.
Company-Wide Announcements: Read access ensures all employees can view but not modify announcements.
Client or Vendor Access: Limited Access ensures external users can only access specific documents shared with them.
Intranet Management: Full Control is given to administrators, while department leads have Design permissions.

Sample Implementations

1. Assigning a Permission Role in SharePoint Online (PowerShell)

# Connect to SharePoint Online
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/YourSite" -UseWebLogin

# Grant Read Access to a User
Set-PnPGroupPermissions -Identity "Your Group Name" -AddRole "Read"

2. Assigning a Permission Role in SharePoint On-Premises (PowerShell)

# Load SharePoint Snap-in
Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue

# Get Site Collection
$web = Get-SPWeb "http://yoursharepointsite"

# Assign Read Permission
$group = $web.SiteGroups["Your Group Name"]
$roleDef = $web.RoleDefinitions["Read"]
$roleAssignment = New-Object Microsoft.SharePoint.SPRoleAssignment($group)
$roleAssignment.RoleDefinitionBindings.Add($roleDef)
$web.RoleAssignments.Add($roleAssignment)
$web.Update()

SharePoint Online vs. SharePoint On-Premises: Permission Model Comparison

Feature	SharePoint Online	SharePoint On-Premises
Permission Roles	Standardized OOTB roles	More flexibility in role customization
External Sharing	Supports guest access via email	Requires configuration for external users
Group Management	Microsoft 365 Groups integration	Uses traditional SharePoint groups
Customization	Limited scope for custom roles	More flexibility with PowerShell & UI
Security Model	Cloud-based authentication	Supports NTLM, Kerberos, and AD authentication

Best Practices for Managing Permissions in SharePoint

Use Groups Instead of Assigning Permissions to Individuals – This simplifies management and improves security.
Follow the Principle of Least Privilege – Assign the minimum permissions necessary.
Avoid Breaking Inheritance Unless Necessary – Broken inheritance can lead to complex permission structures.
Regularly Audit Permissions – Ensure only authorized users have access to critical content.
Use SharePoint Online Sensitivity Labels for Extra Security – Helps control document sharing and access.

Referenced some MS Documentation from

https://learn.microsoft.com/en-us/sharepoint/sites/determine-permission-levels-and-groups-in-sharepoint-server

https://support.microsoft.com/en-us/office/understand-groups-and-permissions-on-a-sharepoint-site-258e5f33-1b5a-4766-a503-d86655cf950d

SharePoint’s out-of-the-box permission roles provide an efficient way to manage access without the need for complex configurations. While they offer great simplicity and security, they may not fit every scenario, requiring occasional customization. Whether using SharePoint Online or On-Premises, understanding these roles ensures better governance and smoother collaboration.

By leveraging these default permissions effectively, you can streamline user access, enhance security, and keep your SharePoint environment well-organized and compliant with company policies.