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SharePoint site is not available in workspace

 

 

Overview

We often receive questions that users cannot see certain sites and/or libraries within the workspace. This guide will explain you how the workspace tries to read out the SharePoint permissions and how to troubleshoot. If you still facing issues after reading this article, please contact support.

 

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How does workspace read the permissions?

You can set permissions in SharePoint two ways. 

  • Permissions per site/branch of the SharePoint hierarchy (common via regular permission structure).
  • Directly add permissions to a document library, folder and/or files (common via sharing).

https://docs.microsoft.com/en-us/sharepoint/modern-experience-sharing-permissions

 

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Permissions per site/branch of the SharePoint hierarchy

When you assign permissions to SharePoint sites you usually have read permissions on the whole path of the hierarchy of that specific site. This way you can browse through the hierarchy within SharePoint and navigate to other sites/document libraries. 

 

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Directly add permissions to a document library, folder and/or files

Commonly when you share documents and/or files you grant permissions to that specific document library, folder and/or file and its children. Within SharePoint you can easily access the files, but not the complete path. 

 

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Difference workspace vs SharePoint

Within the workspace we search all site collections and sites for the signed in user. We do that via the following search query;

"STS_Site" AND webtemplate<>"SPSPERS"

It can occur that the site is not available within the workspace but in SharePoint. Please check the following;

  • Open the root SharePoint site and search for the following command;
  • "STS_Site" AND webtemplate<>"SPSPERS"

SharePoint_search.gif

  • When the site is not listed, it's not being indexed by the SharePoint Search. Therefore, there is no possible way for us to list the site. Please re-index the site manually or wait for it to be indexed automatically.
  • If it is listed, please make sure the user has all the permissions for the SharePoint site.

The permissions are built differently than in SharePoint. If we need to list the whole path to a document/library, you need at least read permissions on the parent items to show the whole path within the workspace.

Starting from version 3.12 you can share a workspace link directly if someone has unique permissions to that specific item. But they will never be able to browse to the item themselves. 
If you have shared the folder/files with the user, they will be able to see the shared folder/files within My Documents -> Shared with me
Make sure the user has the permissions from top to bottom, so from the Root URL to the Document library. Workspace needs the user to have read permissions to the whole path.

 document_hierarchy_workspace_365_v2.png

 

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