SharePoint Permission and folder problem - even though the permission are given for them accordingly

Hi all,

I am working for a company in the HR department in the Middle East. Recently, we developed a document management system on SharePoint. We have a diversified company with many departments and divisions. We had given permission to certain people in HR to access the folders of different departments. On top of that, we had created an automatic system to make applicant folders, which were converted to employee folders once the admin work was finished, and the applicant was given an employee number in the Oracle system.

The problem we are facing is that people who have permission to certain department folders are sometimes not able to send files or access the employee folders. Sometimes when the applicant is created, the people who have access to that department folder cannot see the folders in the SharePoint application. However, the superuser can access the folder in any case.

Can someone shed light on what is happening? The SharePoint system is working fine, and folders are being created, which can be seen only by the superuser. Other users are having problems accessing new employee folders or, in other cases, existing employee folders even though the permissions are given for them accordingly.

Many thanks,

Location: Karachi, Pakistan
Tags: Middle East, new employee, admin work, document management, HR department, Country-Pakistan, City-Pakistan-Karachi

Troubleshooting SharePoint Folder Access Issues

🔍 Understanding the Problem:
- Inconsistent access to SharePoint folders by users despite correct permissions.
- Super users can access all folders, but regular users face restrictions.

🛠️ Solution Steps:
1. Check SharePoint Permissions:
- Verify that individual user permissions are correctly assigned to respective department and employee folders.

2. Review Folder Creation Automation:
- Ensure that the automatic system correctly assigns permissions to new folders created for applicants/employees.

3. Refresh User Permissions:
- Have affected users log out and log back in to refresh their permissions on SharePoint.

4. Investigate Oracle Integration:
- Confirm that the integration between the Oracle system (for employee numbers) and SharePoint is functioning properly to align folder access.

5. Test Access Scenarios:
- Conduct test scenarios to replicate the issue and identify specific instances where access fails for users with permissions.

6. Utilize SharePoint Logs:
- Analyze SharePoint logs to track access attempts and errors, pinpointing where the access breakdown occurs.

7. User Training and Support:
- Offer training to users on how to troubleshoot access issues and provide support for navigating SharePoint folders effectively.

8. Regular Maintenance:
- Implement regular checks on permissions, folder structures, and user access to prevent future access issues.

9. Seek IT Support:
- If the problem persists, involve IT support to delve deeper into SharePoint configurations and potential technical issues.

Taking these steps should help identify and resolve the inconsistencies in SharePoint folder access for users in your HR department.