04 Aug How to Set Up User Permissions for Microsoft Teams
How to Set Up User Permissions for Microsoft Teams
4 August 2021 · 4 min read
With over 250 million monthly active users and counting, Microsoft Teams has become a staple of the post-pandemic world. From its collaboration tools for project delivery, chat functions, and deep integration with other Microsoft 365 applications, it’s no wonder that Teams is changing the way we do business.
But, with all of these features (and more), it’s no surprise that some things fall through the cracks when organizations adopt and implement new technologies such as Microsoft Teams. One such area is user access permissions.
When organizations establish Teams and Channels for a project, engagement, matter – whatever you may call it – users and admins are given full access to change internal settings. This can create many unwanted side effects, such as improper deletion of folder structures and inappropriate access to files and folders. As a result, organizations could face the risk of being breached by sophisticated hackers or fined by regulatory bodies. After all, human error is one of the biggest risks leading to data incidents.
For organizations beginning their Teams journey or those that have been using it for a while, it’s necessary to establish proper user access permissions to ensure proper data protection with a Zero-Trust security model.
Check Your Teams Permissions in each Tenant
For instance, Guest Access and Anonymous User Access are two features that are automatically turned on in each Team. This can create external cybersecurity risks. Imagine if a user were added to a Team as a guest accidentally, and they begin editing folder structures and projects – or worse, deleting them all together. You can edit the settings in each individual Team or Channel to limit the individual permissions of guest users. These settings can be turned off from the settings option in each Team.
These levels of access can also be turned off for the entire organization from the “Org-Wide Settings” tab in the Microsoft Teams Admin Center.
But do organizations have the same concerns for internal users? After all, 94% of organizations have faced internal data breaches due to inappropriate access or human error.
You can help cut down on these internal breaches by adjusting user privileges within each Channel in a given Teams tenant. These settings allow you to dictate who can post, what can be posted, what level of access users in a Team may have, and who may edit content within the “Files” tab in each Channel.
Staying on top of these permissions can help ensure a secure hybrid workspace. But, there are also added layers of security your organization may enact.
Establish Zero-Trust or Privileged Access Management
Zero-Trust Security and Privileged Access Management (PAM) are two security models that can help prevent users from inappropriate access, editing, or deletion of data.
Zero-Trust grants users the least permissions possible and requires continuous verification of users and endpoints each time access is needed. This means no longer automatically assuming users need access to certain data and continuously evaluating when access needs to be terminated.
PAM works in a similar vein as it centers around monitoring all users and their levels of access across a given workspace. PAM helps your organization apply a structured level of access where your users can only access data that is necessary to do their jobs.
This not only prevents users from accessing irrelevant data to their position, but the organization can also detect inappropriate and/or malicious activity — like deleting files and folders or downloading excess files – and take action to stop it.
As a result, risk related to cybersecurity is reduced, since hackers won’t be able to gain access to a large amount of data even in case of a breach. Less access translates to lower vulnerability. Because of that, organizations that work with sensitive data and intellectual property should consider the added layers of security for their Teams environments.
These processes can also be automated through software solutions – like Prosperoware CAM.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
Here is what CAM can do for you:
- Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
- Rich, custom metadata for project or document context.
- Unified project directory for content location for end users and risk management teams.
- Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
- Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
- Data protection by creating a separate archive of documents to access in case of incidents.
- Minimize data by setting automatic data disposition policies or apply litigation hold.