Ensuring Access to the Windows SharePoint Services Site Collection Web Part Gallery

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Published: March 18, 2004

Learn how to ensure that users have access to the central Web Part gallery in a site collection.

On This Page

Introduction
Create a Custom Site Group with Access to the Site Collection Web Part Gallery
Add a User or Group to a Document Library with Access to the Site Collection Web Part Gallery

Introduction

Every site collection includes a Web Part gallery that contains many commonly used Web Parts. However, users might not automatically have access to this Web Part gallery.  

The site collection Web Part gallery is called Site Title Gallery, where Site Title is the title of the top-level Web site in the site collection. It contains Web Parts that are installed with Microsoft Windows® SharePoint™ Services, such as the Content Editor, Form, Image, Members, Page Viewer, and XML Web Parts.

As a member of the Administrator site group on the top-level Web site, you can control access to the site collection Web Part gallery by granting users or site groups permission to use the site collection Web Part gallery. When you add users to a default site group on the top-level Web site or a subsite that shares permissions with the top-level site, they are automatically given appropriate access to the site collection Web Part gallery. However, you must give users access to the Web Part gallery separately in the following scenarios:

  • When you give a custom site group permission to customize a Web Part page by granting the Edit Items or Add and Customize Pages rights.

    Similarly, when you give a custom site group permission to personalize a Web Part by granting the Add/Remove Private Web Parts and Update Personal Web Parts rights, you must give users access to the Web Part gallery separately.

  • When you give a user the Edit Items right for a document library containing Web Part pages.

The following sections will guide you through creating custom site groups and adding users to document libraries, making sure that those users have access to the site collection Web Part gallery.

Note You must be a member of the Administrator's site group on the top-level Web site in the site collection to perform the procedures described in this topic.

To ensure that a custom site group has access to the site collection Web Part gallery, you must first create the group in the top-level Web Site of the site collection, and then you can give the custom site group access to the site collection Web Part Gallery.

Create a custom site group in the top-level Web site

  1. On the Site Settings page for the top-level Web site in a site collection, in the Administration section, click Go to Site Administration.

  2. On the Site Administration page, in the Users and Permissions section, click Manage site groups.

  3. On the Manage Site Groups page, click Add a Site Group.

  4. In the Site Group Name and Description area, type the name and description for the new site group.

  5. In the Rights area, select the rights you want to include in the new site group.

    Make sure that the Edit Items right or the Add and Customize Pages right is selected if you want users to be able to customize Web Part pages. Make sure the Add/Remove Private Web Parts and Update Personal Web Parts rights are selected if you want users to be able to personalize Web Part pages.

    Note The Edit Items right gives members of the custom site group the right to edit all pages in the top-level Web site, including the home page.

  6. Click Create Site Group.

Give the custom site group access to the site collection Web Part gallery

  1. On the Site Settings page for the top-level Web site of a site collection, in the Administration section, click Go to Site Administration.

  2. In the Site Collection Galleries area, select Manage Web Part gallery.

  3. On the Web Part Gallery page, click Modify settings and columns.

  4. Click Change permissions for this gallery.

  5. On the Change Permissions page, click Add Users.

  6. In the Step 1: Choose Users section, in the Users field, type the name of the custom site group.

Note You cannot specify a custom site group that has been created in a subsite. You must specify a custom site group that was created in the top-level Web site.

To give users of a subsite permission to the Web Part gallery, add the users to a cross-site group, and then grant the cross-site group access to the site collection Web Part gallery.

  1. In the Step 2: Choose Permissions section, choose a set of permissions. If you select Advanced Permissions, make sure that View List Items is selected.

  2. Click Next.

  3. In the Step 3: Confirm Users section, confirm the name of the custom site group, and then click Finish.

Add a user or group to a document library

  1. Go to the document library, and then, in the Actions list, click Modify settings and columns.

  2. On the Customize document_library_name page, in the General Settings section, click Change permissions for this document library.

  3. On the list toolbar, click Add Users.

  4. In the Step 1: Choose Users section, in the Users area, in the text box, type the e-mail address or domain name and account name for the user or group to whom you want to assign permissions.

  5. In the Step 2: Choose Permissions section, in the Permissions section, select a level of permissions for the user or group.

    Choose a level of permissions that contains at least the Edit Items permission. If you select Advanced Permissions, make sure that Add List Items, Edit List Items, and Delete List Items are selected.

  6. Click Next.

  7. In the Step 3: Confirm Users section, verify that the e-mail addresses, user names, and display names for the users are correct.

  8. To notify users of the permissions with an e-mail message, in the Step 4: Send E-Mail section, select the Send the following e-mail to let these users know they've been added check box and fill in the text you want to send.

  9. Click Finish.

Give the user or group access to the site collection Web Part gallery

  1. On the Site Settings page for the top-level Web site of a site collection, in the Administration section, click Go to Site Administration.

  2. In the Site Collection Galleries area, select Manage Web Part gallery.

  3. On the Web Part Gallery page, click Modify settings and columns.

  4. Click Change permissions for this gallery.

  5. On the Change Permissions page, click Add Users.

  6. In the Step 1: Choose Users section, in the Users area, in the text box, type the e-mail address or domain name and account name of the user or group to whom you gave permissions for the document library.

Note If a user has permissions to a document library in a subsite that has unique permissions, add that user to a cross-site group, and then grant the cross-site group access to the site collection Web Part gallery. If a custom site group has permissions to a document library in a subsite that has unique permissions, then add each member of the custom site group to a cross-site group and give the cross-site group access to the site collection Web Part gallery.

  1. In the Step 2: Choose Permissions section, in the Permissions section, select the level of permissions for the user or group. If you select Advanced Permissions, make sure that View List Items is selected.

  2. Click Next.

  3. In the Step 3: Confirm Users section, verify that the e-mail addresses, user names, and display names for the users are correct.

  4. To notify the user or group of the permissions with an e-mail message, in the Step 4: Send E-Mail section, select the Send the following e-mail to let these users know they've been added check box and fill in the text you want to send.

  5. Click Finish.

Conclusion

By using the procedures in this topic, you can ensure that document library users and members of custom site groups have the expected access to the site collection Web Part Gallery.