Fix Missing Permission Groups in SharePoint Request Emails
Question details
The user needs to include custom permission groups when approving SharePoint access, but only default groups are available in the notification emails.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Approving user access requests via automated SharePoint email notifications.
- Observed behavior
- Only default SharePoint groups (such as Members and Visitors) appear in the request-access emails, completely omitting any custom permission groups.
Ensure you have Site Owner or Full Control permissions on the SharePoint site, as these are required to manage access requests and view custom permission groups.
Approve Access Requests via SharePoint Site Settings
Bypass the limitations of the automated email by handling access requests directly within the SharePoint interface, where all custom permission groups are accessible.
By design, SharePoint request-access emails are limited to displaying only default permission groups, such as Site Members and Site Visitors. Custom groups will not populate in the quick-action dropdown menu of the email notification.
To grant users access to specific custom permission groups, administrators must ignore the email approval button and instead process the pending requests directly from the SharePoint site settings interface.
Open your SharePoint site in a web browser. Click the gear icon (Settings) in the top-right corner of the page, and select 'Site information', then click on 'View all site settings'.
In the Site Settings menu, look under the 'Users and Permissions' category and click on the 'Access requests and invitations' link.
Find the pending request from the user. Click the ellipses (...) next to their request to open the details pane.
In the permission dropdown menu within the details pane, select your desired custom permission group from the full list, then click 'Approve' to grant access.
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Frequently Asked Questions
Why can't I see custom permission groups in my SharePoint access request emails?
SharePoint access request emails are hardcoded to only populate default permission levels (like Members, Visitors, and Owners). Custom groups are excluded from the automated email template by design.
Can I customize the SharePoint access request email template?
No, SharePoint Online does not currently support customizing the built-in access request email notifications to include custom permission groups or alter the layout.
How do I create a new custom permission group in SharePoint?
Go to Site Settings > Site permissions > Advanced permissions settings, and click 'Create Group' in the ribbon. You can name the group and check the boxes for specific permission levels you want to assign to it.
Who is authorized to approve access requests in SharePoint?
Typically, users assigned to the Site Owners group or those who have Full Control permissions can approve or decline access requests. Site administrators can also route these requests to a specific email address.
