How can I remove someone from the All Users role?

You may find that you require the need to restrict a User’s visibility and permission. This could be because an external third party user requires access to your site. However, you might find that the All Users Role has been assigned multiple Permissions and Ownerships. Removing these may be problematic for all the Users on your site.

Therefore, the only option is to remove this User from the All Users Role. Whilst it isn't possible to directly remove a User from the All Users Role, there is an alternative remedy. 
 

• Step 1 - Copying the All Users Role
• Step 2 - Clear the Original All Users Role
• Step 3 - Adjust your Default Visibility Settings
• Step 4 - Setting up the Restricted User

Step 1 – Copying the All Users Role

Firstly, create a new Role called ‘All Users Copy’ or something similar. Once created, open the Role Notebook, select the title of the Role from the top left of the screen, and select Import Role Data & Settings.

In the popup modal, find your All Users Role. This is usually named 'All Users', however it may be named alternatively. Once you've found this Role, select it, and choose to copy all possible elements in the checkbox screen. When done, select Import Data. 

Step 2 - Clear the Original All Users Role

Now that you have your copied All Users Role, it is time to clear the original. We are doing this so that any new Users created from this point onward do not inherit unnecessary Ownership or Permissions. To do this, first open your All Users Role. 

In the Users and Permissions tab of the Role Notebook, remove all Permissions by selecting the Permissions panel, followed by Add/Remove... Permissions. Next, in the Ownerships tab, remove all Ownerships by working through each Add/Remove. 

Step 3 - Adjust your Default Visibility Settings

Next we need to ensure that newly created items are not being added to the All Users Role. This is controlled by Default Visibility. If your All Users Role is assigned as the Default Visibility Role, this will need to change. 
 

The Default Visibility option can be found in the Site Admin General Site Options screen. To find this page, select the Go To menu followed by Site Admin > General. You can adjust the Default Visibility option by selecting the panel > Edit. 

Step 4 - Setting up the Restricted User(s)

This final step brings with it two scenarios. You may need to restrict a User who has not yet created yet, or you might need to restrict a User who already exists on your system. Resolution steps for both are below.  
 Restricting access to an existing User:
1. Simply remove the existing User from the 'All Users Copy' Role.
2. They will no longer inherit items from the Role. 
3. You can now set them up with Ownership /Permissions as required. 

Restricting access to a User who has not yet been created:
1. Create the User... done!
2. As the All Users Role contains no Ownership /Permissions, they inherit nothing. 
3. You can now set them up with Ownership /Permissions as required.