Managing Your Web Applications by Applying User Policies and Custom Permission Levels

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If you are trying to control how certain users or groups can manipulate objects within your Web Application, creating custom permission levels are the way to do it. There a couple of different ways to accomplish this, but the most flexible is to create a custom Permission Policy and in this case, I am limiting a specific user and a security group from creating subsites. Creating subsites impacts the obvious new site creation on a collaboration site, but also can limit creating subsites under a My site, a great governance tool if you have limited space or need to apply other rules to the process.

Let’s start the process.

First, go to Central Administration, then Application Management > Web Applications > Manage Web Applications. Below is a list of my Web Applications that I can apply to my policy. Select “User Policy” for the appropriate Web App (I selected “SharePoint – 80”).

Web App User Perms

Before I start, the default users and permissions are listed below, but I want to add my own permission so that I can limit the creation of sub-sites for a specific user (and security group). I select the “Permission Policy” button, then I get this screen to create my own permission policy. Click “Add Permission Policy Level” to start the process.

Manage Permission Levels

The first screen I see to build my permission level asks me to create a Name and Description. The “Site Collection Administrator” and “Site Collection Auditor” provides a method to elevate permissions and let the user or group identified in this policy. As the creator of the permission level, there’s a granular control over what level of access I will let this group have in this web application.

 

Add Permission Level

After I select “Grant All”, I can go back in and change individual permissions. In this case, I have denied the ability to create subsites. This is a helpful permission level if you have users that constantly delete sites.

Site Permission - Create Site

After I’ve finished, my permission level is available to be utilized in my web application.

Permission policy result

When I finish, I am going back to click “Add Users”…

Users and Add User Start

This screen will pop-up and now you can select a zone to restrict. In this case, I’m going to restrict all zones within this web application.

Security - Select Zones

Then select a user (DEMO\price) and a Security Group (DEMO\SharePoint Admins) and apply the “Deny Site Creation” permission level. Notice that I could apply the “Account operates as System” bit and that will record actions as a system account versus an individual account.

Add Users and Apply Permission Level

I finish this and now I am ready to test by logging in a “DEMO\price” and then try to create a site by clicking “Site Actions”. If you notice the option is trimmed so that the user does not see the option.

No Create Site Option

I had to test this a couple times to make sure the permission level was acting as expected, but it works as advertised and now I can apply different policies for Lists, Libraries, Site Management, Personal View or Alert actions.

That’s pretty much it and I like this way to manage my policies instead of applying them across my entire web application because I can go back in and add another user or uncheck a box, or create a new permission level that only applies to another set of users.