More Ways to Maximize SharePoint's Out-of-the-Box Features
- To use the new custom search scope, go to the Site Settings for the Site Collection and click on Search Scopes in the Site Collection Administration section.
- In the View Scopes page, the new custom search scope will be added to the Unused Scopes section.
- Click on the Search Dropdown in Display Group to use the custom search scope.
Figure 10: Existing Site Collection Scopes
- Check the box next to the custom search scope and select the position in the dropdown list and then click OK.
Figure 11: Enable new search scope in Site Collection
Note: If you would like to add the custom search scope in the Advanced Search section, click on Advanced Search Display Group and repeat Steps 16–17.
- The custom search scope will be displayed as part of the search dropdown on every site within the Site Collection.
Figure 9: Site Collection settings
Taking It to the Next Level
Now that the custom Search Scope has been added, the process above can be followed to add additional Search Scopes to various other types of Content Sources. To provide relevant search results, the default Search Scope, "All Sites," can be modified to "Exclude" results from the Custom Search Scope. This way, there is no overlap in the search queries for content on SharePoint versus other Content Sources and provides further narrowed search results.
Scenario 2: How to Modify Existing Permissions Levels or Create Finer-Grained Permissions in SharePoint
A local bank would like its employees to submit ideas on how they can improve the service provided to their customers, potentially improving the overall customer satisfaction survey results. The bank would also like their employees to view others' submissions to further generate ideas. The IT director has set up a SharePoint survey list, called "Dream Bigger," for the employees to submit their ideas and has provided them with "Contribute" access to the list.
The challenge faced today is that, by default, a "Contributor" has access to delete the other submissions and create or modify existing views on the list. This level of access grants a user with more permission than needed and would eventually lead to an unmanageable list with many views and potentially deleted submissions.
To control the permissions and still provide the users with the ability to contribute, or submit new ideas, on the list, either the default permission level can be modified or a new fine-grained permission level can be created. SharePoint permission levels are predefined sets of permissions that allow the users or groups to perform certain action on a site, list/document library, folder, or a list item/document. Permission levels can be modified either at a Web Application level or created/modified at a Site Collection level.
By default, a Site Collection has permission levels such as "Full Control," "Contribute," and "Read." These permissions can be modified to a fine-grained permission level or new permission levels can be created. These permission levels will be available within any sub-site list/document library, folder, and list item/document of the Site Collection where they are created. It is recommended that the existing permission is not modified unless it is made certain that no site, list, or list item inherits that specific permission level.
By default, permissions levels are inherited within a site; however, once a new permission level is applied to a list, the inheritance is broken. All the other site permissions remain intact and unchanged. In the example, the "Dream Bigger" list has a modified permissions level and all the folders and items within this list will automatically inherit the new permission level.
The Web Application permission levels can be modified within the Central Administration (Central Administration > Application Management > User Permissions for Web Application). In this example, you will walk through creating a new permission level for a Site Collection.
- Go to the top level site of the Site Collection and click on Site Actions > Site Settings.
Figure 12: Site Actions menu
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