Allowing Site Sponsors to View Registrations and Invitations Lists

“Extranet Collaboration Manager,” or ExCM, was designed to have the same Administrator permissions as a SharePoint environment, meaning that a Farm Administrator or a Site Administrator would be able to monitor the extranet with the same resources as a SharePoint Administrator.

SharePoint allows Administrators to put in place security policies, maintain the web applications and sites by using many tools, such as managing accounts, which includes allowing a password change, edit user information, and monitor which extranet users are accessing the sites.

Because there is so much information to monitor and so many resources that can be utilized, ExCM Administrators have been given the resources to use a Site Sponsor to help manage the extranet sites. Site Sponsors can be utilized for managing accounts by changing passwords, updating users’ information, and sending out site invitations. See more information on ExCM Site Sponsors.

Viewing site Registrations and Invitations lists are at the site collection level and, by default, the site collection Administrators have access to the lists. The viewing of this information was limited to Administrators because it allows them to view all the Registrations and Invitations for a site, no matter who registered or sent an invitation for a site.

We have had some situations where an Administrator has asked for the Site Sponsor to also have access to view the Extranet Registrations or Invitations list. You might ask why? Well, like we said previously, a Site Sponsor does have the ability to invite users, and they can also manage accounts for the users they have invited. However, they do not have the ability to view and manage all Registrations and Invitations for a site.

By giving them this capability, it would allow the Site Sponsor to keep an audit of which users are registered for the site, and who might have been overlooked or added to the site by accident by themselves or other Site Sponsors or Administrators.

Below are the steps you can use to set up your Site Sponsor to view the Registrations and Invitations for a site collection:

From your Windows Explorer, open your “SharePoint Designer” program.

Once your SharePoint Designer is open, click on “Open Site.”

Once you are in “Open Site,” choose the http extranet site that the Site Sponsor will need access to, then click open.

*In some cases this http will not appear as a selection. If this is the case, you can copy and paste your extranet http and then open it.

When the Sign In page appears, choose the Windows Authentication.

Log in as the Administrator, then click OK.

Next select “Lists,” then Open.

You will then see the prompt indicating that the site data is being loaded.

Once the data is loaded, select “All Files.”

Then select “Lists.”

Then right click on “ExtranetRegistrations,” and select Properties.

Next, UNCHECK “Hide From Browser.”

Next, click on the “Web Address.”

Once the Registration page opens, select the gear icon, then “Site Content.”

Next, select the properties to the right of “Registrations.”


Then select “Settings.”           

Then select “Permissions for this list.”

Next, select “Grant Permissions,” then type in either the “Site Sponsor’s” email, or the group that that Site Sponsor is a part of. In many cases, selecting a group is a better policy than an individual user.

Once you have added the “Site Sponsor,” click Share.

Close out of your web browser.

Next re-open your web browser in “Start InPrivate Browsing” or, for Chrome, open in “Incognito.”

Browse out to your extranet site.

Then log in as the “Site Sponsor.”

Select the gear icon, then “Site Contents.”

Next select “Registrations.”

Now the “Site Sponsor” can view the “registrations.”

Giving a Site Sponsor access to view the Registration and Invitations List is just another way that ExCM gives you as an Administrator the tools you require to better utilize and delegate your extranet efficiency and governance. ExCM provides your corporation with an extranet solution that not only gives the security it requires but the auditing capabilities it needs.

from SharePoint Solutions Blog