Our new SharePoint intranet is getting its final shape, and now that we have the different sites and the news in place, we can start working on other things.
One of those “other things” is the Events calendar, where we share important events within the organization. As these are published on the intranet home page, we needed to give people access to the Events list in the home site only, to avoid them being Masters of the Intranet. 🙂
We created a group of Event Publishers, added that group as Contributor to the Events list, and instructed them how to create a new event. (It works much like creating a page or a news item, just with extra predetermined columns).
Shortly after we gave out the instructions, questions started to roll in. Some Event Publishers had no issues at all, but some reported strange error messages and could not publish their event. It was time to see if SharePoint Holmes was still around!
- I checked permissions. Yes, this group had Read access to the intranet site (this is not a given at this moment pre-launch!) and Contribute access to the Events List. So far, so good.
- I asked one of the users to show me what she did. She did as instructed – clicked on “Add Event” from the homepage and added a custom image from her PC
- When she clicked on “Add image” she got the following error message. The same happened when she wanted to add something “from the web”.
- It was a rather mysterious error message, that I had never seen before, but it looked as if it had to do with the image and uploading.
- I wondered if it could have to do with the fact that she did not have Contribute access to the homepage, so I asked her if she could create an event directly from the Event list. She could add the event without issues, but there was no option to add an image.
- I then asked her to repeat it from the web part, this time using an image from the Stock Images. The event was published to the homepage smoothly.
- This somehow felt like News, where images are being stored in a separate Site Assets library. (Except Stock Images or Organizational Assets; those images do not get stored)
- I checked if Events were stored in the Pages Library, as they looked much like a page. They were not – they were stored in the Event list.
- I then checked the Site Assets library, and in the folder “Site Pages” there was a subfolder called “Event”. In that library the Event images are stored.
We did not know that Event images are stored in the Site Assets library when we started, so we had not thought about giving them Contribute access to this library.
We added the Event Publishers group as Contributor to the Site Assets library, and then every Publisher could add events without any error messages.
We could have asked them to use images from the Stock Images or Organizational Assets only, but we felt that was too restrictive. Our education folks have custom images to brand their events consistently, for instance. We could have added those to the Organizational Assets but giving everyone access to the Site Assets is easiest and saves us a lot of instruction and support. 🙂
About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.