Need a more robust tool?
In this guide, let’s talk about different permission management tools for SharePoint Online.
Let’s get started.
Key Features to Look Out For
The reality is that managing permissions in SharePoint can be challenging.
For example, if you didn’t know you could use groups to manage permissions, you might be doing it individually.
That’s okay if you have 3 or even 10 users, imagine if you have 50 or 100. 
Fortunately, there are tools out there that can help simplify this process, and let’s go over the features to look out for.
Centralized Permission Control
It can be a hassle to manage user access across multiple site collections, so having centralized permissions can greatly help.
This can be done to an extent through SharePoint groups, but again, you have to change it on every site.
If looking for outside tools, look for at least:
- Single dashboard management
- Consistent access policies
- User and group-based access
- Real-time updates
If there’s a single management center, admins won’t have to visit each site to update a user’s or group’s access.
Third-party tools have more advanced features for permission control like cross-site management and bulk editing.
Related: SharePoint Permissions: Best Practices to Implement
Bulk Operations
This is still related to my previous point as manual updates of permissions and settings from multiple users eat time.
SPO partially allows bulk operations in the sense that you can add users to groups, sites, lists, and libraries in bulk.
There’s somewhat bulk permission editing on a site, list, etc., but you need to do it per site, list, and library.
Bulk operations make permissions management faster and more efficient, so look for:
- Mass permission changes
- Group-based management
- Batch import and export
- Automated role assignments
Like centralized permission control, bulk operations can save IT teams hours of manual work.
Instead of adjusting permissions one by one, you can process multiple changes at the same time.
Imagine the processes this can speed up: onboarding, offboarding, and role changes, all while having uniform access policies.
Detailed Reporting
You know how important it is to keep track of user permissions for security and compliance.
Now, this can be done in SPO to some extent, but it’s not that advanced and you can only get it using PowerShell.
This is what you get:
If you go to the admin center, you can see who has access to what (super simple), but there’s no downloadable report.
That’s why if you’re looking for a third-party tool to use, look for the following:
- Permission overview reports
- User and group reports
- Access history logs
- Exportable reports
- Security risk analysis
If you have detailed reports, you will be able to prevent security risks and maintain compliance easily.
Admins can also identify permission inconsistencies quickly especially with historical logs tracking changes silently.
For this part, I can say that what you get from SharePoint Online isn’t that helpful.
Audit Trails
It’s important to take audits into account not only for security and compliance but also for knowing who modified what.
SharePoint does have audit logs, but they’re limited in scope, unlike outside tools that have better filtering and tracking.
As such, look for a tool that has:
- Change history logs
- User activity tracking
- Timestamped records
- Unauthorized access detection
- Compliance support
Having audit trails can help you maintain control over access permissions as they ensure accountability for the changes.
If there are any unauthorized changes, you and other admins can trace them back to the source.
As for support compliance, audit logs can help by providing a documented record of access adjustments.
Related: SharePoint Maintenance Checklist: Beginner’s Guide
Automated Provisioning
The reason we want to automate as many things as we can is to make things fast and accurate.
In SharePoint, this partially exists through permission inheritance and group-based access, but there’s no full automation.
If you want automated provisioning so users get the right access instantly, look for features such as:
- Role-based access control
- Predefined permission templates
- New user onboarding
- Adaptive access changes
- Integration with HR systems
With this, IT teams and admins won’t have to manually adjust permissions for every new hire or role change.
Instead, users will receive the right access based on predefined rules, which also improves security and efficiency.
So although SPO has a little of this, full automation with role-based provisioning will require third-party tools.
Popular SharePoint Online Permission Management Tools
Now that you have some idea of what features to look for, maybe you can start with the most popular tools.
Kindly note that these tools have some variation in their features, so choose one with those you need the most.
1. DeliverPoint
DeliverPoint is a permission management tool for SharePoint Online, Microsoft Teams, and OneDrive.
They aim for site owners and admins to have full visibility and control over permissions and sharing across the tools.
It helps administrators manage user access more efficiently through:
- Real-time permission analysis
- Bulk permission management
- Permission reporting
- Unauthorized access detection
- Delegated management
DeliverPoint can help admins get a clear picture of the permissions in a few clicks instead of doing it manually for each user.
It can reduce security risks by identifying unauthorized access and having teams manage multiple permissions at once.
DeliverPoint is ideal for organizations with complex SharePoint environments.
2. ManageEngine SharePoint Manager Plus
ManageEngine SharePoint Manager Plus is designed for detailed permission management and auditing in SPO and on-premises.
Their features cover different aspects such as reporting, auditing, management, backup, migration, and alerts.
Some of its features include:
- Bulk permission management
- Comprehensive auditing
- Detailed reports
- Real-time monitoring
- Role-based access control
This tool is awesome for security and compliance by offering deep insights.
This can reduce the risk of permission sprawl and at the same time, admins will be able to detect unauthorized changes quickly.
ManageEngine SharePoint Manager Plus is ideal for businesses that need advanced auditing and control.
3. ShareGate
ShareGate is pretty popular, especially for permission management with centralized control and automation.
Some of their focus involves having a fast start-up, getting real-time insights, and having a straightforward resolution.
It can help maintain security while reducing admin workload through:
- Centralized permissions management
- Bulk permissions adjustments
- Security and compliance reports
- Automated governance policies
- User-friendly interface
This takes away some of the endless manual work as checking permissions one by one won’t be needed.
There’s also a feature that helps enforce governance policies, along with bulk actions and automated rules.
ShareGate is a great choice for businesses looking for a simple yet powerful way to handle SharePoint security.
4. SolarWinds Access Rights Manager
SolarWinds Access Rights Manager helps with SPO management with automation and detailed reporting.
They have their own access rights manager tool that can help simplify SharePoint permissions management.
As for the features, you can expect:
- Automated permission management
- Detailed auditing and reporting
- Real-time monitoring
- Role-based access control
- User access reviews
It helps prevent data breaches by keeping permissions under control, and admins get automated alerts and reports.
IT teams can also quickly address security threats by monitoring the changes in real-time.
SolarWinds Access Rights Manager is a solid choice for businesses that need both automation and deep security insights.
5. Cognillo SharePoint Essentials Toolkit
Cognillo SharePoint Essentials Toolkit offers a set of tools for managing permissions, auditing, and optimizing environments.
What’s even more awesome is that their permissions management tool is free with their community edition:
It can help with:
- Permissions management
- Bulk permission changes
- Comprehensive reporting
- Audit and compliance tracking
Like with most tools here, admins can have clear visibility into user access especially with generated instant reports.
There are also auditing features that can help the business stay compliant with security policies.
Cognillo is a great option for those who want both security and efficiency in SharePoint management.
Third-Party Tools vs. SharePoint Tools
Yes, you can manage permissions in SPO with built-in tools or third-party solutions, each having its own pros and cons.
SharePoint’s native tools work well for small teams with simple needs, though it can be a little time-consuming.
Third-party tools are great for large organizations as they can help automate tasks, improve security, and provide better visibility.
Do you have any questions about SharePoint permission management tools? Let me know below.
For any business-related queries or concerns, contact me through the contact form. I always reply. 
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