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Site Management

Click on the topics below to expand or collapse the information as needed.

Manage Permissions

Permissions are what access people have for the site. If there are multiple sites in a Site Collection, permissions are shared across all of the sites by default. A site owner can decide to break permissions if a site, or content within a site, needs more restrictive access.

There are three permission groups in every site:

  • Site Visitors - read-only access to the site, can not make edits
  • Site Members - can edit and create content on the site
  • Site Owners - full control of the site

How to view permissions

To view permissions for the entire site:

  1. Sign in to the site
  2. Click the Settings icon and select Site Settings. [see screenshot]
  3. Under Users and Permissions, click Site permissions. [see screenshot]
  4. Click on a permission group to see who is in that group. [see screenshot]

To view permissions on a specific page:

  1. Click the settings icon and select Shared with.... [see screenshot]
  2. A list of users appears, click Advanced to make changes.

To view permissions for a specific app:

  1. Go to the List or Library you want to view and click Settings icon at the top-right. 
  2. Click List Settings or Library Settings. [see screenshot]
  3. Under Permissions and Management, click on Permissions for this list/library. [see screenshot]
  4. Click on each of the permissions groups or individuals listed to manage access.

How to assign specific permissions

It is possible to assign permissions to a page or an app that do not apply to the entire site. To do this you must first break inheritance of permissions then assign permissions to that page or app. The example below will be for a list, but it is the same process for a site or other apps. 

How to break permissions:

  1. Sign in to the site, navigate to the page or app, and click Settings icon at the top-right. 
  2. Click List Settings. [see screenshot]
  3. Select Permissions for this list under Permissions and Management. [see screenshot]
  4. Click Stop Inheriting Permissions. [see screenshot]
  5. Use Grant User Permissions and Remove User Permissions to customize the access to the page or app.


How to assign site-wide permissions

Best practice is to use the pre-existing permission groups on the site to keep things simple.

  1. Sign in to the team site
  2. Click Share from the grey menu bar.

​​myCommunity Share button

3. By default, edit permission is selected, click Show options to change

4. Type in the email addresses or names

5. Select which permission group they will be added to. [see screenshot]

6. Click Share


Manage Access Requests

If a user clicks on something they do not have access to, they are able to request access to that content. Site owners will receive an email for any access request submitted and also have the option to turn off access requests on the site.

How to turn on/off access requests:

  1. Click the Settings icon and select Site Permissions. [see screenshot]
  2. Scroll down and click on Change sharing settings. [see screenshot]
  3. Choose who can share information from the site, disable access request, and who will receive notification of the access requests. [see screenshot]
  4. Click Save.

How to approve or decline access requests:

  1. Click the Settings icon and select Site settings.
  2. Under Users and Permissions, click Access requests and invitations.
  3. Under Pending Requests, find any requests and click the ellipses icon.

Manage Navigation

The navigation for the team site is the links on the left side, called Quick Launch. Any pages or apps that are added to the team site must be manually added to the quick launch area.

To edit the Quick Launch:

  1. Click the Edit link at the bottom of Quick launch.
  2. To add a link, hover your mouse between links to bring up the + button[see screenshot]
  3. To edit the menu, click on the More options [...] icon next to a link. [see screenshot]
  4. To change the order, use Move up or down tools or click and drag link to a new position.
  5. Click Save.


Change the Title and Look of a Site

The title, description, URL*, logo, and theme of a site can be changed at any time by a site owner. Changing the look can help users differentiate a site from the other sites they may use.

*At this time, the URL can only be changed on a subsite, not the site collection. 

How to change the look of a site:

  1. Click the Settings icon and select Change the look. [see screenshot]
  2. Choose from Header and Theme to change background image, site logo, colors, and fonts, etc.
  3. Click Save.


How to change the title, description, logo, and URL of a subsite:

  1. Click the Settings icon and select Site Information. [see screenshot]
  2. At the bottom of the Edit site information panel, click View all site settings. [see screenshot]
  3. Under Look and Feel, click Title, description, and logoTitle, description, and logo
  4. In the Title field, enter or edit the title of the site.
  5. In the Description field, enter or edit the description of the site.
  6. In the Insert logo field, enter the URL or click From computer to use an image you have saved.
  7. In the URL field, edit the URL of the site. Please see the important notes below on chaning a site's URL.
  8. Click Ok.

Caution! Important notes on changing a site URL:

  • Changing the URL of a site will break any links pointing to it.
  • When changing a URL, make sure no-one is making changes and all data is saved.
  • Communicate a URL change to the end users.
  • When the URL change is completed, close your browser and reopen to clear the browser's cache.
  • If the site is listed on the community sites landing page, please contact mycommunity@ku.edu to update the link.


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