SharePoint Portal Actions Menu Permissions

Available options under the Actions menu for portal users based on site group assignment

Note: this does not account for any custom security settings set at the area level. This is for site group permissions at the portal level only.

Permissions that Activate Action Menu Items

Create Subarea – Create Area – Create an area on the portal site
Change Settings – Manage Area – Delete or edit the properties for an area on the portal site
Manage Security – Manage Area Permissions – Add, remove, or change user rights for an area
Manage Content – Edit Items – Edit items in lists, edit documents in SharePoint document libraries, and customize Web Part Pages in SharePoint document libraries
Manage Portal Site – Manage Area – Delete or edit the properties for an area on the portal site
Add to My Links – Create Personal Site – Create a personal SharePoint site
Alert me – Use Personal Features – Use alerts and personal sites
Edit Page – Edit Items – Edit items in lists, edit documents in SharePoint document libraries, and customize Web Part Pages in SharePoint document libraries

New options available under the Actions menu as the site groups progress in security level is marked by an asterisk (*).

Reader

Reader
No options under Actions; Actions menu does not appear.

Reader with alerts enabled
Actions
* Alert me (goes to screen to set up an alert for that page)

Reader with personal site creation enabled
Actions
* Add to My Links (adds the current page to their My Links list on their personal site)
* Alert me (goes to screen to set up an alert for that page)

Member

Actions
* Add to My Links (adds the current page to their My Links list on their personal site)
* Alert me (goes to screen to set up an alert for that page)

Contributor

Actions
* Manage Content (goes to the Documents and Lists screen)
* Add to My Links (adds the current page to their My Links list on their personal site)
* Alert me (goes to screen to set up an alert for that page)
* Edit Page (does NOT show the Modified Shared Page link in upper right; switches Edit Page text to View Page)

Web Designer

Actions
* Create Subarea (goes to Create Area screen)
* Change Settings (goes to portal area settings screen)
* Manage Content (goes to the Documents and Lists screen)
* Manage Portal Site (goes to Portal Site Map screen)
* Add to My Links (adds the current page to their My Links list on their personal site)
* Alert me (goes to screen to set up an alert for that page)
* Edit Page (when clicked shows the Modified Shared Page link and menu in upper right; switches Edit Page text to View Page)

Administrator

Actions
* Create Subarea (goes to Create Area screen)
* Change Settings (goes to portal area settings screen)
* Manage Security (goes to Security Settings page for that portal area)
* Manage Content (goes to the Documents and Lists screen)
* Manage Portal Site (goes to Portal Site Map screen)
* Add to My Links (adds the current page to their My Links list on their personal site)
* Alert me (goes to screen to set up an alert for that page)
* Edit Page (when clicked shows the Modified Shared Page link and menu in upper right; switches Edit Page text to View Page)

26 thoughts on “SharePoint Portal Actions Menu Permissions”

  1. Is it possible to set-up a survey, set the permissions so that the user can respond to the survey & submit their results but never see the "Modify survey and questions" link under the Actions Menu? So far, I have been unable to find such a setting — is it possible to customize this template — edit the xml?

    Thanks.

  2. How can you remove the Manage Content and Edit Page actions for Contributor but make sure they still show up for Administrator?

    Thanks!

  3. Graham – this post addresses portal permissions and what shows up on a portal, not a WSS site. I am unaware of how to control that on a WSS site short of editing the code. You would have to permanently delete it which could potentially cripple your admins, or add fancy permission reading code that displays links based on role.

  4. Renee – You remove those rights by limiting the user to the Reader role. A contributor needs to access the content in order to contribute to it.

  5. I have set my general users to readers however they still see the Modify Settings and Columns link. This happens whenever they view a list detail page. General pages see to only display the "Alert Me" action.

  6. Sam – Yes your users will see the Modify settings link. SharePoint 2003 does not do user interface security trimming and all users will see that link. It is separate from the Actions menu that I reference in this article.

  7. Heather,
    I see above that you indicate there is a way to maintain Reader level security but add to it the Alert Me function. Can you elaborate on how to do this? I am looking to do just that for an area off of the portal site, but can’t seem to find it.

    Thanks.

  8. Reader with Alerts
    1) Edit the Reader site group permissions at the portal level.
    2) Check the "Use Personal Features – Use alerts and personal sites" right.

    This right is poorly named in my opinion. Checking this allows Readers to use alerts, but they have to additionally have the Create Personal Site right checked in order to also have a My Site.

  9. We are experiencing inconsistent behavior with the Manage Content link in the Actions Menu. While in some areas, if I click on Manage Content, I am taken to the Documents and Lists screen for the area I am in. In other areas, if I click on Manage Content, I am taken to the Documents and Lists screen for highest area – not the area I am in.

    Any ideas on what I am doing wrong?

  10. Sam – As stated by you, I have set my general users to readers and they too can see the Modify Settings and Columns and edit in Data Sheet link. How can I disable these for the readers? Thanks

  11. Yes I am having this issue to 🙁 It is extremely frustrating!The user will see the “Modify Settings and Columns “, click it out of interest and then try and change “stuff” which they dont have the rights to!!!My question is why display the link or allow them to view the link when they cant change anything anyway???I am about to send a survey out to 700 staff and this is the only thing holding me up. I have researched this for hours and there does not seem to be an answer!

  12. OK, I figured how to remove the “Modify Settings and Columns” link.What I did was 1. Install Sharepoint designer 20072. Opened the page and saved as <filename_ORIGINAL.aspx>3. Closed it and opened the actual original. (The page that people viewed)4. Highlighted the “Modify Settings and Columns” area, and just deleted it!5. Saved the fileThis has had the desired result, its a bit drastic but hey.Once the survey has finished I’ll rename the file back.

  13. I have a custom list, based on the eventslist( calendar ).When i click on actions menu for the list, i don’t see the “Connect To Outlook” menu item that’s there on an OOB calendar list.How can i get this to show up?

  14. Hey Heather. The Manage Permissions of the Parent link is causing some issues here, and I am wondering if anyone knows how to get rid of it. Basically, Site Admins are trying to change the permissions of a list or nested site, and clicking this instead of Edit Permissions. We have rolled out SharePoint to only about 1/3 of our company, and this is already causing us some issues. Any ideas, besides the obvious train people better? Even with great training, somebody is going to not be paying attention and do this.

  15. Hi, i have read this article and want to ask some questions.I want to know that how can i hide an items of the “Action” Menu. For example, i want to hide the “Open with Windows Explorer” of the “Action” Menu.I am having this issue to It is extremely frustratingThx’s

  16. Hi, i have read this article and want to ask some questions.I want to know that how can i hide an items of the &amp;amp;amp;amp;amp;quot;Action&amp;amp;amp;amp;amp;quot; Menu. For example, i want to hide the &amp;amp;amp;amp;amp;quot;Open with Windows Explorer&amp;amp;amp;amp;amp;quot; of the &amp;amp;amp;amp;amp;quot;Action&amp;amp;amp;amp;amp;quot; Menu.I am having this issue to It is extremely frustratingThx’s

  17. I have a MOSS 2007 installed and i had a problem on “Add My Links” from the action menu on any Lists,Document Library or announcement,calendar etc. the problem is when i click on the “Add My Links” link from the “Action” Menu then it displayed the “Page can not ne displayed” error. So someone help me to figure out my problem because i donk know why is give me the error?

  18. Hi Helenref – mark lillys solution – if I too would like to prevent these options from showing – will there be any unintended consequences with his method. Or is it easier to cheat and simply place a text-box (or something similar) over the link!?

  19. Hi,Should a user with contributor rights have the Edit Page access on a Wiki Page library? In my case, it does. Is it easy to disable the Edit page for contributors on a wiki page?

  20. Heather,I am trying to remove all options from the Action’s menu for my web site users. I have tried removing it from the permissions of the portal as you mention here, but it removes it for admins as well. I need the admins to maintain full control of all options, but don’t want my users having any options at this point.Your help is appreciated.Thanks,Danny

  21. I am really struggling to see Actions menu in HOME PAGE. Where as Actions menu is apprearing in all other pages apart from Home Page. Can anybody help where and how I can see Actions menu to enable me to edit in HOME PAGE Contents.ThanksSrini

  22. Heather,When I am setting permissions for a survey there is an an option ‘survey permissions.’ Does this option give the respondents the ability to respond to the survey or is this for the person(s) that will review/analyze the data?Thank you,Bob

  23. So, reading this topic… I don’t actually see an answer, so I’d like to ask: Is there a way to hide the “Open with Windows Explorer” option on the Actions menu? I have the same problem as Danny above, basically.Thanks,Matt

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