How To Approve SharePoint Access Request

To approve a SharePoint access request, follow these steps to ensure smooth workflow and proper access management. By default, users who don’t have access to a SharePoint site will see a message requesting access. To disable site access requests, navigate to the SharePoint Site, click on the Gear Icon, go to Site Permissions, and under Site Sharing, turn off the Allow access requests option.

You can also specify who the access requests should be emailed to by designating an alternate email address. When a user requests access, the site owner or designated recipient will receive an email notification and can choose to accept or decline the request. If the request is declined, the user will receive a notification, and if it’s accepted, the user will be granted access to the site and receive a confirmation email.

To view pending and completed access requests, go to the Site Information page, click on View all site settings, and under Users and Permissions, click on Access requests and invitations. This page allows you to see pending requests, invitations sent to external users, and the history of access requests.

Additionally, when approving access requests, it’s important to note that users are automatically added to the SharePoint Site Members Group with edit permissions. However, if you want to grant access to other Microsoft 365 Group applications, such as Teams, you will need to add the users as members of the group separately.

Disabling SharePoint Site Access Requests

Disabling site access requests is a crucial step in streamlining access management for your SharePoint site. By default, users who don’t have access to a SharePoint site will see a message requesting access. However, if your organization prefers a different approach to access management, you can easily disable access requests.

To disable site access requests, follow these simple steps:

  1. Navigate to the SharePoint site where you want to disable access requests.
  2. Click on the Gear Icon located in the top-right corner of the site.
  3. In the dropdown menu, select “Site Permissions”.
  4. Under “Site Sharing”, you will find the option “Allow access requests”.
  5. Uncheck the “Allow access requests” option to disable access requests for the site.

Disabling access requests gives you more control over who can access your SharePoint site, ensuring that only authorized individuals have permission. It also helps in managing access requests more efficiently by redirecting users to the appropriate channels for access provisioning.

Designating an Alternate Email Address for Access Requests

If you want access requests to be emailed to a specific recipient or email address, you can designate an alternate email address. This allows you to streamline the access request process and ensure that the right people receive the notifications.

To designate an alternate email address for access requests, follow these steps:

  1. Go to the SharePoint site where you want to designate an alternate email address.
  2. Click on the Gear Icon in the top-right corner of the site.
  3. Select “Site Permissions” from the dropdown menu.
  4. Under “Site Sharing”, find the “Access Request Settings” option.
  5. Enter the alternate email address in the designated field.
  6. Click “Save” to save the changes.

Summary and Best Practices

In summary, to disable access requests for your SharePoint site, access the Site Permissions through the Gear Icon, and under Site Sharing, turn off the Allow access requests option. You can also designate an alternate email address to receive access request notifications. Additionally, when approving access requests, keep in mind that users are automatically added to the SharePoint Site Members Group with edit permissions. If you want to grant access to other Microsoft 365 Group applications, such as Teams, remember to add the users as members separately.

By following these steps and best practices, you can effectively manage access requests and ensure the right people have the necessary permissions for your SharePoint site.

Step Description
1 Navigate to the SharePoint site where you want to disable access requests.
2 Click on the Gear Icon located in the top-right corner of the site.
3 In the dropdown menu, select “Site Permissions”.
4 Under “Site Sharing”, you will find the option “Allow access requests”.
5 Uncheck the “Allow access requests” option to disable access requests for the site.

Responding to Access Requests

When an access request is received, it is essential to respond promptly to ensure smooth collaboration and information sharing. SharePoint provides a streamlined process for managing these requests, enabling site owners or designated recipients to review and approve or decline them.

Upon receiving an access request, the site owner or designated recipient will receive an email notification, containing information about the user’s request. The email will include details such as the user’s name, the SharePoint site they are requesting access to, and the level of access they are requesting.

To respond to the access request, the site owner or designated recipient can simply click on the provided link within the email. This will direct them to the SharePoint site, where they can review the request and make a decision. They will have the option to either accept or decline the request.

If the access request is declined, the user will receive a notification informing them of the decision. On the other hand, if the request is accepted, the user will be granted access to the SharePoint site and will receive a confirmation email. This email will provide them with instructions on how to access the site and any additional information they need to know.

Step Actions
1 Receive email notification of access request
2 Click on the provided link to review the request
3 Choose to accept or decline the request
4 If declined, the user receives a notification. If accepted, the user is granted access and receives a confirmation email.

Managing access requests is an important aspect of maintaining the security and integrity of a SharePoint site. By promptly responding to these requests, site owners can ensure that authorized individuals have the appropriate access to collaborate and contribute effectively.

Viewing Access Requests

Monitoring and reviewing access requests is vital for maintaining a secure and efficient SharePoint environment. To view pending and completed access requests, follow these steps:

  1. Go to the Site Information page by navigating to your SharePoint site.
  2. Click on “View all site settings” which can be found under “Site Actions”.
  3. Under the “Users and Permissions” section, click on “Access requests and invitations”.

On the “Access requests and invitations” page, you will be able to see various types of access requests:

  • Pending requests: These are requests that are awaiting approval or decline from the site owner or designated recipient.
  • Invitations sent to external users: These are invitations that have been sent to external users to grant them access to the SharePoint site.
  • History of access requests: This section displays a record of past access requests that have been approved or declined.

By regularly checking this page, you can stay on top of pending requests, monitor external user invitations, and review the history of access requests. This helps ensure that access to your SharePoint site is properly managed and controlled.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.