SP: Respond to a user’s request for SharePoint access

Prerequisite: Make sure you have access to the VA SharePoint. 
Note: To request access, email or send a chat message to Geza Gebreegziabher or Michelle Levine.

The TI team requests access approval for users seeking access to these SharePoint sites: HR portal, RVSR, VBA, and VIP.

1. To determine which SharePoint site the user is requesting access to, look at the middle part of the link included in the user’s request ticket:
   • • This link is for an HR portal SharePoint access request: https://dvagov.sharepoint.com/sites/VBAHRPortal/OrgChart?web=1
     • This link is for a VIP SharePoint access request:
       https://dvagov.sharepoint.com/sites/VBAVIP/SitePages?web=1
       
       
       
2. To start the approval request, document it by opening the 2A Infrastructure Support Team Account Approvals folder. 
3. In the list of items, to the right of the SharepointApprovalList.xlsx, click the ... button. 
4. In the pop-up menu, click Open, then Open in app.
   
5. The SharepointApprovalList Excel file opens. 
   In the fields in that screen, enter:
   
   • Ticket Link - the link for the ticket request
   • Assignee - the name of the agent who is responding to the ticket
   • Ticket Title - copy the subject of the ticket and paste it here
6. In the File menu, click Save.
   
7. To complete the approval request process, verify approval for a user’s SharePoint access request by emailing the Training Administration and Consulting (TAC) Division:
   • • [e-mail]
     • [e-mail]
     • [e-mail]
       Note: If the user is requesting access to the HR portal SharePoint, email [e-mail].
       
       

       Example email: Good afternoon, These users are requesting SharePoint access:
       	Diaz, Felicia (VBASJUAN) wants to access 'Virtual & In-Person Progression (VIP) Training' Soto, Cuauhtemoc.,VBAPHNX wants to access 'Virtual & In-Person Progression (VIP) Training' Williams, Debra J., VBAJAX wants to access 'Virtual & In-Person Progression (VIP) Training' Hadley, Antoinette, VBADENV wants to access 'Virtual & In-Person Progression (VIP) Training'
       Please confirm if these users should have access to the VIP SharePoint site. Thank you!

       
       Wait for a response before giving/denying users access.
       
       
8. If you receive an email from the approver, granting the user access, use the link in the ticket, to open the SharePoint site the user’s request was approved for.
   
   Notes:
   
   • • The link in the ticket opens only if pasted into a browser on the VA network.
     • In the example below, we’re showing the VIP SharePoint site.
     • If the user is denied access approval, see the note in step 11.
9. In the upper-right, click the Settings gear icon, then click Site permissions.
   
   SharePoint site that opens after clicking the ticket link
   
   
10. In the Permissions screen, click Advanced permission settings.
    
    
    
11. In the Permissions screen, click VACO Access.
    
    Notes: For internal requests:
    • • instead of clicking VACO Access, click RO Personnel Access, then continue with the steps below.
      • update the user’s VBA account by marking the sp_visitors checkbox.
        
        
12. In the VACO Access permissions screen, click New, then click Add Users.
    
    
    
13. In the top field, enter the user’s name or email address to select the user.
14. Do not mark the Send an email invitation check box.
15. Click Share.
    
    
    
16. Send the user an email letting them know that they now have access to their requested SharePoint site.
    
    Example email: Access Approval Response
    
    Good afternoon,
    
    Access has been granted for the requested site.
    
    Kind regards,
    
    Note: If the user’s access request is denied, send the user an email to let them know.
    
    Example email: Access Denied Response
    
    Hello (insert name),
    
    The VIP SharePoint is only for non-BUE positions. Therefore, your request for access is not approved at this time. Please contact the RO Course Coordinators: (insert RO names here) for additional assistance.